Collaboration Projects

Release 4.5 SP05

HELP.EPPLMCPRO

SAP Online Help

12.09.2008

Copyright
© Copyright 2008 SAP AG. All rights reserved. No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice. Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors. Microsoft, Windows, Excel, Outlook, and PowerPoint are registered trademarks of Microsoft Corporation. IBM, DB2, DB2 Universal Database, System i, System i5, System p, System p5, System x, System z, System z10, System z9, z10, z9, iSeries, pSeries, xSeries, zSeries, eServer, z/VM, z/OS, i5/OS, S/390, OS/390, OS/400, AS/400, S/390 Parallel Enterprise Server, PowerVM, Power Architecture, POWER6+, POWER6, POWER5+, POWER5, POWER, OpenPower, PowerPC, BatchPipes, BladeCenter, System Storage, GPFS, HACMP, RETAIN, DB2 Connect, RACF, Redbooks, OS/2, Parallel Sysplex, MVS/ESA, AIX, Intelligent Miner, WebSphere, Netfinity, Tivoli and Informix are trademarks or registered trademarks of IBM Corporation. Linux is the registered trademark of Linus Torvalds in the U.S. and other countries. Adobe, the Adobe logo, Acrobat, PostScript, and Reader are either trademarks or registered trademarks of Adobe Systems Incorporated in the United States and/or other countries. Oracle is a registered trademark of Oracle Corporation. UNIX, X/Open, OSF/1, and Motif are registered trademarks of the Open Group. Citrix, ICA, Program Neighborhood, MetaFrame, WinFrame, VideoFrame, and MultiWin are trademarks or registered trademarks of Citrix Systems, Inc. HTML, XML, XHTML and W3C are trademarks or registered trademarks of W3C®, World Wide Web Consortium, Massachusetts Institute of Technology. Java is a registered trademark of Sun Microsystems, Inc JavaScript is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape. SAP, R/3, xApps, xApp, SAP NetWeaver, Duet, PartnerEdge, ByDesign, SAP Business ByDesign, and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. All other product and service names mentioned are the trademarks of their respective companies. Data contained in this document serves informational purposes only. National product specifications may vary. These materials are subject to change without notice. These materials are provided by SAP AG and its affiliated companies ("SAP Group") for informational purposes only, without representation or warranty of any kind, and SAP Group shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP Group products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty.

Collaboration Projects

2

SAP Online Help

12.09.2008

Icons in Body Text
Icon Meaning Caution Example Note Recommendation Syntax

Additional icons are used in SAP Library documentation to help you identify different types of information at a glance. For more information, see Help on Help General Information Classes and Information Classes for Business Information Warehouse on the first page of any version of SAP Library.

Typographic Conventions
Type Style Example text Description Words or characters quoted from the screen. These include field names, screen titles, pushbuttons labels, menu names, menu paths, and menu options. Cross-references to other documentation. Example text EXAMPLE TEXT Emphasized words or phrases in body text, graphic titles, and table titles. Technical names of system objects. These include report names, program names, transaction codes, table names, and key concepts of a programming language when they are surrounded by body text, for example, SELECT and INCLUDE. Output on the screen. This includes file and directory names and their paths, messages, names of variables and parameters, source text, and names of installation, upgrade and database tools. Exact user entry. These are words or characters that you enter in the system exactly as they appear in the documentation. Variable user entry. Angle brackets indicate that you replace these words and characters with appropriate entries to make entries in the system. Keys on the keyboard, for example, F2 or ENTER.

Example text

Example text <Example text>

EXAMPLE TEXT

Collaboration Projects

3

SAP Online Help

12.09.2008

Collaboration Projects ......................................................................................................... 10 Work with cProjects ......................................................................................................... 10 Navigation .................................................................................................................... 10 Adjustment or Enhancement of the User Interface ........................................................ 11 Personalization of the User Interface......................................................................... 11 Project Elements .......................................................................................................... 12 Project Definition....................................................................................................... 12 Project Roles ............................................................................................................ 13 Phase ....................................................................................................................... 14 Checklist................................................................................................................... 14 Checklist Item........................................................................................................ 15 Task ......................................................................................................................... 15 Typical Functions for Project Leads .............................................................................. 15 Typical Functions for Project Participants ..................................................................... 16 Typical Functions for Project Resource Planners .......................................................... 16 Typical Functions for Decision Makers.......................................................................... 16 Functions on the Start Page............................................................................................. 17 Opening a Project or Project Version ............................................................................ 17 Creating a Project Definition ......................................................................................... 18 Creating a Project Charter for a Project Definition......................................................... 19 Dashboard ................................................................................................................... 20 Favorites List................................................................................................................ 24 Adding Objects to the Favorites List .......................................................................... 24 Project List ................................................................................................................... 25 Search Function ........................................................................................................... 26 Vacant Role Search ..................................................................................................... 27 Selection by Qualification .......................................................................................... 28 Making User Settings ................................................................................................... 28 Creation of a Project ........................................................................................................ 30 Creating a Project Definition ......................................................................................... 31 Creating Project Elements ............................................................................................ 32 Deactivation of Object Types ........................................................................................ 34 Task Hierarchies .......................................................................................................... 34 Mass Data Entry........................................................................................................... 35 Templates .................................................................................................................... 36 Creating a Template ................................................................................................. 36 Work with Checklist References................................................................................ 40 Including Subtrees from Templates ........................................................................... 41 Structure Tree .............................................................................................................. 41 Collaboration Projects 4

SAP Online Help

12.09.2008

Creation of Data for the Project Definition ..................................................................... 42 Creating Basic Data for a Project Definition............................................................... 43 Creating Additional Data for a Project Definition ........................................................ 44 Creation of Data for a Phase ........................................................................................ 46 Creating Basic Data for a Phase ............................................................................... 46 Creating Additional Data for a Phase......................................................................... 48 Creating Data for a Checklist ........................................................................................ 48 Creating Basic Data for a Checklist ........................................................................... 49 Creating Additional Data for a Checklist .................................................................... 50 Creating Data for a Checklist Item ................................................................................ 50 Creating Basic Data for a Checklist Item ................................................................... 51 Creating Additional Data for a Checklist Item............................................................. 52 Creation of Data for a Task........................................................................................... 53 Creating Basic Data for a Task.................................................................................. 54 Creating Additional Data for a Task ........................................................................... 55 Editing Project Structures................................................................................................. 56 Basic Functions............................................................................................................ 58 Table View................................................................................................................ 58 Working with the Table View.................................................................................. 60 List View ................................................................................................................... 60 Graphical View.......................................................................................................... 61 Setting the Filter........................................................................................................ 63 Saving the Filter........................................................................................................ 65 Printing an Object ..................................................................................................... 66 Workflow................................................................................................................... 66 Alerts........................................................................................................................ 67 Lock Logic ................................................................................................................ 70 Multilingual Capabilities............................................................................................. 70 Using Language-Dependent Functions.................................................................. 72 Recording Changes .................................................................................................. 73 Archiving................................................................................................................... 74 Notes........................................................................................................................ 74 Project Planning ........................................................................................................... 75 Editing a Project Element.......................................................................................... 75 Deletion of Objects.................................................................................................... 76 Editing the Relationship Between Tasks.................................................................... 78 Scheduling................................................................................................................ 79 Time Constraints ................................................................................................... 81 Scheduling Manually ............................................................................................. 81 Releasing Project Elements ...................................................................................... 82

Collaboration Projects

5

............. 94 General Definition of a Project Role ......................................... 89 Time Recording Using the Cross-Application Time Sheet.......................................... 97 Sorting Project Roles ...................................................................................................................... 102 Assigning Tasks and Project Roles ................................................. 115 Resource Search....................................................................................................................................................................................... 125 Selection by Qualification ................................................................................................................................................................ 110 Staffing Process .................... 88 Confirming Checklist Items.............................................................................................................................................................. 108 Defining Qualifications ................................................................................................................... 104 Deleting a Task Assignment...........2008 Import and Export of Data ..................... 118 Selection According to Qualifications........................................................................................... 105 Assignment of Project Roles to Tasks .............................. 114 Synchronize Project Roles to Staffing Process.. 100 Task Assignment....................................................................................................................................... 90 Project Resource Planning.......................................................................... 87 Confirmation................................................................................................... 109 Deleting Qualifications .......................................................................................................................... 126 Candidates ......................................................................................................................................................................................................................................... 110 Staffing Process Tab Page.......................................................................................................................................................................................09......................................................................................................................... 121 Running a Search ................................................................SAP Online Help 12....................................... 85 Export to an XML File .................................................................................................................................. 123 Vacant Role Search ...................................................................................... 118 Selection According to Organizational Structure.......... 83 Export to Microsoft Project (Server) .......................................... 83 Export to Microsoft Project (Client).......... 122 Search Results ........................... 116 General Selection Criteria .............................................................................................................................................................................................................................................. 113 Accepting Responsibility for Roles............................................................................................................... 99 Views............ 99 Distribution of Required Capacity over Periods............................................................................................................................................................ 89 Confirming Tasks..... 112 Staffing Process ...............Status .............. 96 Creating a Project Role ............................................................ 86 Importing of Project Data..................................................................................................... 126 Staffing of Project Roles with Resources ..................................................................................... 130 Collaboration Projects 6 ................................. 93 Project Roles.............................. 119 Selection According to Availability.... 106 Definition of Qualifications ........................................................... 122 Suitability Percentage ......................................................................................................

...................................................................................................................................................................................................................................................................................................................................................... 134 Reserving Resources.... 142 Work with Programs ................................................................................................... 139 Resource Manager ...........................................................................................................09...................................................................................................................................................................................................................... 153 Reconciliation and Comparison of Versions ........................................... 151 Creation of Snapshots in the Background .......... 168 From the Opportunity to the Sales Order ... 164 Assignment of Cost/Revenue Rates....................................................................... 140 Work with Subprojects..................................................... 140 Multi-Project Management ......................... 131 Storing Resources As Candidates............................................................................................................................ 136 Generic Interval Check.................................................................. 147 Project Versions......................................... 164 Costing Logic................ 160 Opening a Linked Object for Editing........................................................................................................... 162 General Information About Accounting Integration ......................................... 150 Creation of Simulations and Snapshots ...................................................................................................................................................................... 133 Notifying a Selected Resource by E-Mail...................................2008 Staffing Actions.............................................................. 173 Ad Hoc Cost Estimate for cProjects................................ 144 Multi-Project Monitor................ 158 Editing an Object Link..................... 176 Sales Pricing for cProjects ...................................................................................................... 178 Controlling........... 148 Work with Versions............................................ 145 Setting the Filter in the Multi-Project Monitor ................................................................................................................................................. 160 Displaying Linked Object Data..................................................................................................................... 140 Work with Mirrored Tasks .... 137 Creating a Soft Booking for a Resource .......................................................................................................................................................... 131 Creating a Business Partner ................................. 137 Workflow for Resource-Booking Statuses................................................................. 180 Collaboration Projects 7 ................. 156 Object Links................................................... 161 Accounting Integration ............................................................................................................................................. 153 Performing Reconciliations and Comparisons ......................................................................................................................................... 155 Deletion of Project Versions................. 169 Preliminary Costing and Quotation Creation .................................................. 133 Staffing Project Roles with Resources............................................................................................................................................................ 157 Creating an Object Link ........................................................................................................................................................................ 138 Creating a Groupware Task....................................................SAP Online Help 12.................... 161 Deleting an Object Link ................................................................................................ 167 Derivation of Organizational Data.........................................................................................

................ 196 Creating Objects in the Control Plan .................................................................................... 190 Canceling a Shopping Cart.................................................................................... 185 Automatic Creation of the Controlling Structure................. 202 Integration with SAP Document Management .... 206 Technical Description and Configuration Information ............................................................................................ 212 Editing Functions for Project and Collaboration Structures ............................................................................................................................................ 214 Function Details ........................................................................................................................... 204 Integration with a WebDAV Client..................... 220 Transferring Documents ....................................................... 216 Objects with the Same Name .................................. 202 Tabular Document View...........SAP Online Help 12...................... 182 Multilevel Controlling...................................................................................... 192 Editing a Control Plan.................................................................... 221 Renaming a Collaboration or a Folder .............................................................................................................................. 203 Working with Document Info Records..... 183 Manual Creation of the Controlling Structure......................................................... 189 Creating a Shopping Cart .................................... 218 Integration with cFolders..................................... 193 Creating a Control Plan Version............................................................................................................................................ 181 Single-Object Controlling for Internal Orders ............................................................................................................................................................................................................................................................................................................................................................................. 211 Defining the WebDAV URL................. 224 Integration with Virtual Rooms ................................................. 223 Integration with SAP Enterprise Portal.................................................................................................. 187 Integration with Supplier Relationship Management ........... 192 Creating and Opening a Control Plan .......................................................................................... 198 Editing the Document or Folder..................................................................................................................................................................................................... 217 Editing Project and Collaboration Structures...................................09............................ 191 Staffing Tasks with External Resources ........................... 223 Deleting a Link to a Collaboration ...................................................... 191 Control Plan.............................................................................. 198 Assigning Documents and Creating Folders .. 196 Work with Documents ........................................................................................................................................................................................................................ 225 Collaboration Projects 8 ........................................... 199 Using Document Templates ................ 219 Creating a Collaboration.............................................................................................................. 197 Documents....................................................................... 201 Content Versions ...................................................... 219 Assigning an Existing Collaboration to a Project Element....................................................................................................................................2008 Controlling Cockpit.................................... 209 Configuration of a WebDAV Repository Manager........................................... 222 Maintaining a Collaboration .............................................................................................

....... 257 Collaboration Projects 9 ........................................................................ 237 Beginning an Approval ........................................... 250 Status of Phases .............. 250 Status of the Project Definition............................................... 256 Status Information for Project Element.............................................................................. 234 Favorites .......................................................... 240 Beginning an Approval Again........................................................... 236 Creating an Approval.................................................................................................................................................................................................................................................................................. 240 Granting an Approval............................ 238 Canceling an Approval ..... 232 Exporting Evaluations................................................................................................................................ 249 Superuser ..................................... 230 Evaluations............................................................. 254 Status of Checklists................................................................................. 250 Status Management.......... 239 Rejecting an Approval ................................09.......................................................................................................................................... 254 Status of Checklist Items ................................................................................................. 255 Status of Control Plan Versions ...................................................................... 241 Authorizations............................................................................................................ 242 Assigning Authorizations ................................................................................................... 256 Status of Documents ........................................................................................................................................ 247 User Groups............................................................... 248 Substitute...................................................................................... 227 Project Status Reports .............................. 228 Editing Project Status Reports ............................................................................................ 252 Status of Templates............................................ 253 Status of Tasks ................................. 231 Creating and Displaying Evaluations...................................................... 234 Search ........................................................... 228 Creating Project Status Reports...............................................................................................................................................................................................................................................................................................................SAP Online Help 12.......................................... 238 Granting or Rejecting Individual Approvals........................................................................................................... 245 Assigning Administration Authorization................................................................................................................................................................................................................................................2008 Integration with SAP xRPM .................................................................................................................................................................................................................. 235 Approving a Phase .................................................................................................................................

To navigate backwards and forwards between pages in the documentation. see SAP Library for SAP NetWeaver under SAP NetWeaver Library SAP NetWeaver by Key Capability Information Integration by Key Capability BI Content Product Lifecycle Management BW: cProjects. You can open each element by clicking the link. use the Back function in the context menu via the secondary mouse button.SAP Online Help 12.2008 Collaboration Projects Purpose Collaboration Projects (cProjects) is a cross-industry tool that you use to plan and monitor development and consultant projects. For more information about cProjects analyses with BI Content. No standard logoff page is supplied with cProjects.09. You can define your own page and use this. Collaboration Projects 10 . Use the Exit function in the top right-hand corner to leave the application. the system displays the path with the superior elements below the different views (breadcrumb [Extern]). Work with cProjects Navigation [Seite 10] Project Elements [Seite 12] Typical Functions for Decision Makers [Seite 16] Typical Functions for Project Leads [Seite 15] Typical Functions for Project Participants [Seite 16] Typical Functions for Project Resource Planners [Seite 16] Navigation Use Note the following special features of navigation in cProjects: When you navigate in the project structure. Do not leave the application by closing the browser before exiting the application.

Inserting new or customer-specific columns in the table view [Seite 58] For more information.0 was created with Web Dynpro for ABAP. You can use the framework for modification-free enhancements for this. see the Collaboration Projects Implementation Guide under Global Enhancements to Project Elements Define Field Groups for Customer Fields. cross-application concept for personalizing the user interface. General Changes to Web-Dynpro-ABAP Applications You can also carry out general enhancements to Web-Dynpro-ABAP applications. You can either make adjustments that are specific to the cProjects application or you can make general changes to Web-Dynpro-ABAP applications. see SAP Note 942560. For more information. You can use this to personalize the user interface on a user-specific basis or an administrator can use it to personalize the user interface on a general basis for all users in Collaboration Projects 11 . see SAP Note 971394. Defining fields as required entry fields or hiding fields For more information. see SAP Note 950896. For more information about adjusting or enhancing the cProjects user interface. For more information about using the modification-free enhancement concept in cProjects.2008 Adjustment or Enhancement of the User Interface Use The user interface of cProjects 4. see SAP Library for SAP NetWeaver under SAP NetWeaver by Key Capability Application Platform by Key Capability ABAP Technology UI Technology Web UI Technology Web Dynpro ABAP Web Dynpro ABAP: Development in Detail Advanced Concepts ModificationFree Enhancements.09. see SAP Notes 947936 and 942672. A number of different options are available for enhancing or changing the user interface. Personalization of the User Interface Use Web Dynpro for ABAP provides a general.SAP Online Help 12. see the Collaboration Projects Implementation Guide (IMG) under Global Enhancements to Project Elements Show Additional Tab Page in cProjects. for example. see SAP Note 972339. Displaying new or customer-specific fields in the dashboard [Seite 20] For more information. Defining a tab page for customer-specific fields For more information. if you want to display a new customer-specific field. Features cProjects-Specific Adjustments The following application-specific adjustments to the cProjects user interface are possible: Defining a customer-specific tab page For more information.

click your chosen element with the secondary mouse button and make your selection from the menu that appears. These elements include: Project definition [Seite 12] Phases [Seite 14] Checklists [Seite 14] Checklist items [Seite 15] Tasks [Seite 15] Project roles [Seite 94] Project Definition Definition Project element at the highest hierarchy level of a project. checklists [Seite 14]. Below the project definition. Project Elements Definition Superordinate concept for all structuring elements in cProjects. for example.2008 a client of a particular system. Below the phases. and checklist references [Seite 40]. a project is structured using phases [Seite 14]. Collaboration Projects 12 . The project definition contains general data of the project and information that is valid for the whole project. you can create tasks and checklists with checklist items [Seite 15].SAP Online Help 12. you can hide and change the order of tab pages. such as table columns. For more information about the personalization options provided by Web Dynpro ABAP applications. see SAP Library for SAP NetWeaver under SAP NetWeaver by Key Capability Application Platform by Key Capability ABAP Technology UI Technology Web UI Technology Web Dynpro ABAP Reference End User and Administrator Personalization Advanced Concepts Personalization Web Dynpro ABAP: Development in Detail and Configuration Personalization. If you use the userspecific personalization option. you can hide interface elements. Integration Below the project definition. you can hide tab pages. Features You can personalize the cProjects interface according to your requirements. you can create tasks [Seite 15]. Activities To personalize interface elements in cProjects.09. If you use the cross-application personalization option.

the positions describe the resources required for the organizational plan. choose Check. see Creating a Project Role [Seite 97]. which function the resource carries out in the project.2008 Project Roles Definition A project role represents a position in a project that is to be filled by a business partner. once you have created the project roles. Project roles can have the following statuses: A red icon if the project role is not staffed A yellow icon if the project role is partially staffed A green icon if the project role is fully staffed You can define the following attributes for each project role: The qualifications a resource requires to be able to fulfill the project role The tasks that a resource is to work on The work and time frame for the individual tasks Once you have assigned tasks to the project role and staffed the project role with resources. the role of consultant in a consulting project. For more information. Use You create project roles according to the planned requirement for a project. for example. To do so.09. that is. staff roles with resources. you can check whether all assignments and staffings are consistent. and therefore complete resource planning. You use the DPR_TRUNCATE Business Add-In (BAdI) to control whether or how the system is to delete or truncate the project roles and staffings when an operational project is completed or if it is canceled. Collaboration Projects 13 . You can only assign tasks. A similar resource description exists in Organizational Management. Here. The project role includes information about the qualifications that the resource should have and when and for how long the resource should be available. thereby creating the foundation of Resource Planning. For more information about creating project roles.SAP Online Help 12. see Customizing for Collaboration Projects under Resource Management Basic Settings for Project Roles BAdI: Control Truncation and Deletion of Roles and Staffings. The project role describes which type of resource is required in a project.

A phase is considered released when the status Released is set in the phase. you define the business attributes of each project role and assign persons to it. You can also hide the role list to gain more space for editing a project role. The following tab pages are available: General [Seite 96] (detail view for the project role) Tasks [Seite 102] Staffing Process [Seite 110] Qualifications [Seite 108] Costing [Seite 167] Staffing [Seite 126] Documents [Seite 198] Notes [Seite 74] Shopping Cart [Seite 190] Object Links [Seite 157] Recording Changes [Seite 73] Phase Definition A clearly defined period in a project. See Sorting Project Roles [Seite 99]. For more information about statuses. In the screen area on the right. Checklist Definition Control list with items that must be processed.2008 Structure The project role overview with the current status and assigned resources is always displayed in the screen area on the left in the project role definition. see Status Management [Seite 250]. Collaboration Projects 14 . Integration You can further subdivide a phase using checklists [Seite 14] and tasks [Seite 15]. A phase begins with the release and ends with the approval [Seite 236].SAP Online Help 12.09. You can sort the project roles at any time to get a better overview.

If your system administrator permitted subtasks for a project type. a phase [Seite 14]. Typical Functions for Project Leads Creation of a Project [Seite 30] Multi-Project Management [Seite 140] Object Links [Seite 157] Scheduling [Seite 79] Project Versions [Seite 148] Substitute [Seite 249] Accounting Integration [Seite 162] Evaluations [Seite 231] Beginning an Approval [Seite 238] Collaboration Projects 15 . tasks help to record and structure necessary processing steps. Integration You can assign tasks to a project definition [Seite 12]. Structure A checklist consists of checklist items [Seite 15].09.2008 Use Checklists ensure that all important aspects of a project or of a phase are taken into account. Checklist Item Definition Part of a checklist [Seite 14]. or a checklist item [Seite 15]. you can also create tasks below other tasks. However. Task Definition Smallest part of a project. Use In projects. you cannot create any subtasks for tasks below a project definition.SAP Online Help 12. Use Checklist items represent important requirements that have to be met in order to achieve the project goal. Project participants check off the items they have finished.

2008 Typical Functions for Project Participants Evaluations [Seite 231] Work with Documents [Seite 197] Confirming Tasks [Seite 89] Confirming Checklist Items [Seite 89] Integration with cFolders [Seite 219] Control Plan [Seite 192] Object Links [Seite 157] Typical Functions for Project Resource Planners Creating a Project Role [Seite 97] Task Assignment [Seite 102] Definition of Qualifications [Seite 108] Staffing Process [Seite 110] Resource Search [Seite 116] Staffing of Project Roles with Resources [Seite 126] Notifying a Selected Resource by E-Mail [Seite 133] Staffing Project Roles with Resources [Extern] Creating a Groupware Task [Seite 139] Typical Functions for Decision Makers Granting or rejecting individual approvals [Seite 238] Collaboration Projects 16 .SAP Online Help Archiving [Seite 74] Project Status Reports [Seite 228] Work with Documents [Seite 197] 12.09.

2. When you call the application for the first time. you can display your own logo or a user-specific URL. the Projects initial view appears. For example. you can hide it if you want to (see Making User Settings [Seite 28]). The initial views you see depend on your role. Enter the project number of the project you want to open. you can find it by using the search function [Seite 26]. Select the version type you want to open. You see the initial views on every screen in the application. You see the header area on every screen in the application.SAP Online Help 12. 1. Choose Continue. The system opens the project in the view in which you were last working. Enter a version number. You make the required settings in Customizing for Collaboration Projects under Basic Settings Make General Interface Settings. Features Header area In the header area. Enter the number of the project version you want to open. project leads open projects for editing while project members who want to confirm checklist items access the checklist items directly.. If you do not know the number. Procedure Project .2008 Functions on the Start Page Use The start page is the central access page in the cProjects application. Dashboard [Seite 20] Opening a Project or Project Version Prerequisites You are in the Projects or Versions initial view in the Open area. However. 1.09. Version . 2. Collaboration Projects 17 . You can now edit the project (see Editing Project Structures [Seite 56]).. Initial views There are many ways to access a project. 3. The initial view you choose depends on your concrete role and tasks.

SAP Online Help 12. You can enter any string of characters. Collaboration Projects 18 . Choose a template type (project template or simulation). For a project template: Choose a project type from the dropdown box. Choose Continue.. Choose Create. Enter a project number for the new project. 5. Enter the original language. You can also open a project from the project list [Seite 25] or favorites list [Seite 24]. The input help displays the existing simulation project numbers. Procedure .09. Prerequisites . if applicable (see Templates [Seite 36]). Select a project number as the template. The input help displays the simulation versions that are available. Select a template. You have authorization for the authorization object CPRO_PTYPE for the project types you want to use. 3. For a simulation: Select a version as the version for copy. you create a complete project. If you use a template. You can only use templates with the project type you selected in the previous step. You cannot use operational projects as templates.. 2. 4. Choose Create. You are in the Projects initial view. whereas a simulation has its own number. 1. Creating a Project Definition Use The first step in creating a project is creating a project definition [Seite 12]. This is where you define the data for your project. You already defined and released templates. 4.2008 The number of a snapshot is always the same as the number of the operational project it belongs to. The system checks whether the number has been assigned yet.

2008 The editing screen of the new project appears. You can display the object attribute group in the dashboard [Seite 20]. You cannot edit the project charter in the template. see Creation of a Project [Seite 30]. For more information. 6. Metrics tab page: Here you can select a group for the project charter. Creating a Project Charter for a Project Definition Use In the project charter you define current values and target values along with the scope and benefits of a project. Note that the system creates your project only after you have saved the data. You can define key figures for the project charter by means of generic metrics management. For more information.09. and goals for the project charter. In the Language field. You can adjust the content displayed in Customizing for Collaboration Projects. This enables you to define a logical group of project charters.SAP Online Help 12. You have selected the Project Charter indicator in Customizing for Collaboration Projects under Structure Define Project Types. The project charter helps you to plan and carry out Six Sigma projects. Save your entries. you have selected the language in which you want to enter languagedependent texts. You can continue to structure your project here and enter all the necessary data. You are in the editing view of this project definition on the Project Charter tab page. These fields are not language-dependent. Prerequisites You have created a project definition whose project type permits the use of the project charter. see the Collaboration Projects Implementation Guide (IMG) under Metrics Management Define Object Types Define Metrics Groups Define Metrics Define Currencies Define Quantities Define Metrics Value Types Assign Metrics Value Type to Metrics Groups Define Metrics-Independent Groups Collaboration Projects 19 . You cannot make any changes if you opened a snapshot [Extern] or simulation. Features Detail tab page: Here you can enter descriptions for the problem. scope.

you can specify for each metrics value type whether the values have been validated. We recommend that you use the URL parameter if you want to change the language for a short amount of time and adjust your browser settings if you need to change the language long term. The dashboard [Extern] is available in a number of initial views. the metrics value type fields of the metric can no longer be changed and the system displays the date of the final value. these entries are language-dependent. you only see the project name and the criticality level. In the Validated field. Collaboration Projects 20 . You can enter the benefits that come from using the project charter.SAP Online Help Two metrics groups are supplied with the standard system: o Financial data: 12. For more information. You can define the currency in which the values are to be entered for each key figure. For more information. actual. see Multilingual Capabilities [Seite 70]. If you change data in the project that affects the KPIs that were calculated. Note that the browser language then only applies if the URL does not specify a language. such as the Projects and Tasks initial views. and no KPIs for the project. You can select the Final Value indicator for each metric. Prerequisites You made the following settings in Customizing for Collaboration Projects: You activated the dashboard function for the appropriate project type and specified when evaluations are to be performed by choosing Evaluations and Dashboard in the Define Project Types IMG activity. and target data for the self-defined key figures and Sigma value. You can display additional or customer-specific fields in the dashboard. Integration The KPIs are partly read straight from the project data and partly calculated in the evaluations [Seite 231]. You can define the unit in which the values are to be entered for each key figure. Dashboard Use This function gives you an overview of various Key Performance Indicators [Extern] (KPIs) for your projects.09. Once this indicator has been selected. see SAP Note 971394.2008 You can enter the actual and target data for the financial key figures Return on Investment and Savings. o Key figures: You can enter the basic. the dashboard is only updated after a new evaluation has taken place. If you do not do this. for example.

The Customizing settings for the project type dictate when evaluations are created. This is even possible if the project elements belong to different projects. However. they are only created in connection with the Projects entry object. and Versions initial views for the version type simulation always display aggregated values of the project element. Personalization Under Settings you have the following options for personalizing the dashboard: You can show or hide columns. Features Dashboard Views Depending on which initial view you are in. You can delete entries from the list. Substitute: Displays all objects for which you are acting as a substitute. the system does not update the dashboard when you save. you can choose from a number of different dashboard views. You assigned icons to the attributes for the evaluations in the Define Attributes and Object Types for Evaluations IMG activity. The Projects. If you change project elements in the Tasks or Checklist Items views. Control Plan. The other initial views display non-aggregated values of the project element. You can specify the order of the columns.2008 You assigned the extract layout for the dashboard evaluations to the relevant project types in the Assign Extract Layouts to Project Types IMG activity. Last Used Tasks. You can print the table or export it to Microsoft® Excel. SAP supplies the 0_DASHBOARD layout with the standard system. Collaboration Projects 21 . for example: Projects: Displays a project list [Seite 25]. You can use filter functions.09. the information in the dashboard is updated accordingly when the next evaluation is performed. General Functions In the task and checklist views you can also select multiple project elements at a time and open them for editing. you can change the number of rows that are displayed. The system only updates the dashboard if the whole project is loaded in change mode but this is not the case for these two views. Favorites: Displays the objects that you added to your favorites [Seite 24]. The data for a project is displayed in the dashboard once an evaluation exists. Projects. You can display additional information in the dashboard by including new attributes in the layout for the dashboard evaluations. for example. or Checklist Items: Displays all the objects you have already edited. You can save your selection of columns as a view. You can adjust the table design.SAP Online Help 12. If you change any data.

the system displays the comment No evaluation planned. for App. If no evaluation has taken place yet. and checklist items and display them in the Multi-Project Monitor [Seite 145]. Actual finish date of an object Actual start date of an object Number of documents for a project element Number of object links for a project element Number of collaborations Current system status of an object Current user status of an object Collaboration Projects 22 .SAP Online Help 12. Last Evaluation Date and time of the last evaluation The data in the dashboard originates from this time.Level Meaning Criticality level When the threshold value of a project is violated. If the project type of a project does not support the dashboard function. Mandatory Ctrl Plan Name of the project element Project type of object Description of the project type Object attribute phase type Object attribute task type Object attribute checklist type Object attribute group Object attribute search field Object attribute process Object attribute that is only relevant to tasks Object attribute that is only relevant to tasks Object attribute that is only relevant to tasks Number of control plans The number of control plans always refers to a project because you can only create and edit control plans at project level. Project/Phase/Task/Checklist Proj. Type Description Project Type Phase Type Task Type Checklist Type Group Search Field Process Milestone Relev. this is the severity of the violation. the system displays the comment No data available.Status User Stat.09.Finish Act. tasks. Number Project/Task/Checklist Unique project number The language-dependent name is visible in the corresponding column or by displaying the quick info text over the project number. Information in the Dashboard The following table is an overview of all the columns you can display in the dashboard: Column Title Crit.2008 You can select multiple projects. Act. Start Documents ObjectLink Collabs Sys.

Plan. Max. Costs Planned costs Collaboration Projects 23 .2008 Stat. this is the maximum severity. Start Met Start date of project was met Checks whether the actual start date is after the latest planned start date. Met Tasks that met the deadline Shows what percentage of tasks that should have been completed by the current date.SAP Online Help 12. Result Result of a checklist item. Proj. Work Cmpl. the highest severity of a project element is the highest degree of severity of all your own severities. Pers.Delay Project delay Based on the average amount of work confirmed each day. Scope Met Scope of project was met Checks whether the amount of project work has exceeded the amount planned.Sever. the system calculates the number of days by which the project is delayed. If no manual severity exists.Stat Staffing status Shows whether a project is under. for example. You define the possible values in Customizing. ManualSev. Manual severity of the threshold value Aggregated severity of a threshold value Maximum severity of the actual project element and its lower-level project elements. Percentage of work completed This is calculated from the total work confirmed for all tasks and the remaining work.09. Finish Met Finish date of project was met Checks whether the actual finish date is after the latest planned finish date. this is only relevant for checklist items Note that the following KPIs always refer to the project even if you are in the Tasks initial view. Agg.Resp. Status profile that is used Person responsible for a project element Maximum severity of a project element If a manual severity exists.Sever. both automatic and aggregated (see also Evaluations [Seite 231]). Staff. Priority Project’s priority You specify the priority for the project definition. See also Evaluations [Seite 231].Prof. Deadl.or overstaffed. have actually been completed.

the system displays the No Value Set icon.09. If no results are available. you have to schedule evaluations [Seite 231] for the objects in the favorites lists. You can create your own views in the settings. Activities Add an object to your favorites list. see Evaluations [Seite 231]. To delete an object from the favorites list. Costs Budget Actual costs Budget Currency Currency of the costs and of the budget Favorites List Use In the favorites list you can display objects you process or open often. For more information. Prerequisites If you want to display the criticality level of an object. see Adding Objects to the Favorites List [Seite 24]. You show the favorites by choosing the Favorites application view in the dashboard [Seite 20]. For more information. Features You can open the objects displayed here by clicking once with your mouse. This icon shows whether the threshold values have been violated in a project. Adding Objects to the Favorites List Use You can create a personal favorites list for the following objects: Projects Tasks Checklist items Evaluations Collaboration Projects 24 .2008 Act. The system displays all objects apart from user groups with an icon [Extern].SAP Online Help 12. select it and then choose Delete from Dashboard.

Note that this pushbutton is only active for the objects for which you can create a favorites list. 1. means of a role. select the object you want to add to the favorites list. Project List The following table shows what the system displays in your personal project list on the various tab pages and which prerequisites must be met. you can only add tasks to your favorites list and not projects or checklist items. and start the search there. Procedure Adding an Object from the Editing View to the Favorites List This procedure is not valid for evaluations or user groups. Checklist The tasks have been released. In the structure tree in the left screen area. This pushbutton appears only for the object in whose initial view you are located. Projects view: All projects which contain tasks to which you are assigned by means of a role. 2. Choose Add to Favorites. for example..09. Projects view: All projects which contain checklist The checklist items have been Collaboration Projects 25 .SAP Online Help 12. In the Search Results screen area. you want to access a project from the Tasks initial view. Adding a Project Element from the Search Results to the Favorites List . Choose Add to Favorites.. If. Tab Page Information Displayed Other Prerequisites Projects Projects view: All projects which contain projects The project has not been or project elements to which you are assigned by completed yet.2008 User groups Templates Versions Prerequisites You are in the editing view or in the search results of an object. 2. . Tasks Tasks view: All tasks to which you are assigned by means of a role. 1. select the project element you want to add to the favorites list.

Activities . All projects to which you are assigned by means of a role and whose project type supports control plans (see Customizing for Collaboration Projects under Structure Define Project Types ).SAP Online Help Items items to which you are assigned by means of a role.. 2. Choose Find. For more information. 3. You can only enter a business partner as the template responsible (see Creating a Business Partner). Integration You can add a project element that is displayed as a search result to your favorites list [Seite 24] by choosing Add to Favorites. you can carry out a search in the search results. Checklist Items view: All checklist items to which you are assigned by means of a role. You can adjust the search result list by means of the BAdI DPR_DPR_SEARCH. Enter one or more search criteria and choose Search in Results. Collaboration Projects 26 . See also: Dashboard Search Function Use You use the search function to search for project elements and documents. For more information about the assignment of roles. A maximum of 100 hits will be displayed by default. If necessary. The search criteria that you can enter are dependent on what you are searching for.2008 Control Plans All templates in which you are specified as the Templates Template Responsible.09. see Project Resource Planning. If there are more than 10 entries in the search results. released. 12. Versions All simulations or snapshots for which you have administration authorization. Enter the required search criteria or choose an entry from the dropdown box. you can limit the number of search results by specifying a Maximum Number of Hits. see the Collaboration Projects Implementation Guide (IMG) under Global Enhancements to Project Elements Business Add-Ins (BAdIs) BAdI: Adjust SearchResult List. You can open the objects displayed in the Search Results area by clicking once with your mouse. 1.

2008 Vacant Role Search You use this function to find roles that have not been fully staffed that are available within a certain time frame. Tasks. The project lead marks a role as vacant so that it can be recognized as an unstaffed or partially staffed role from outside the project. Features You can enter the following criteria for the search: Time frame Project type Role type Area Location Function Qualifications The system displays the search result in a table. This enables you to search worldwide for the best available talent in an enterprise. Prerequisites You are in the Projects. Collaboration Projects 27 . If a contact person has been specified and this business partner has an e-mail address. the system displays an e-mail link which you can use to contact this person. You can send the detail data of the selected role to yourself if an e-mail address is specified for your user in the system.SAP Online Help 12. Send detail data to yourself in an e-mail Select a project role and choose Send E-Mail. From here you can: Create a print version in PDF Export the data to Microsoft Excel Display detail data Select a project role and choose Detail Data.09. Note In cProjects. or Checklist Items initial view and choose Vacant Roles. End of the note. you can enter your e-mail address in the E-Mail Address field under User Settings User . This data only becomes available the next time you open the search.

7. There are only two types of priority for qualifications: essential requirements and optional requirements. To run the search. You can specify a minimum suitability percentage in the selection criteria. Select the processing mode you want to set as default for opening projects. alternative qualifications are not taken into account in the calculation of the suitability percentage.2008 Selection by Qualification Use You can choose qualifications as selection criteria for the vacant role search. Then choose >> (Add Selected Qualification to Qualification Requirements). Procedure Making General Settings 1. the system only takes those roles that have at least this qualification into account. The system calculates a role’s suitability percentage from the difference between the required proficiency of a qualification and the degree to which the role fulfills this. If a qualification is an essential requirement. Note that in resource management. Prerequisites You are in the vacant role search. Making User Settings Prerequisites You are in the User Settings area. 6.09. Features You can add qualifications you want to use as search criteria or delete those you no longer require. See Definition of Qualifications [Seite 108]. choose Find Vacant Roles. Collaboration Projects 28 . You can also use the search function: Make an entry in the Search Term field and choose Search. The system also takes roles into account for the suitability percentage that have a language proficiency below this level.SAP Online Help 12. Example: For language proficiency. Activities 4. Integration The system automatically displays all qualifications that exist in the system. you specify "fluent". Specify the required proficiency for each qualification. Select qualifications by expanding the qualifications catalog and selecting the required qualification(s). 5. The system displays a search results list from which you can select the qualifications you require. The system also takes roles into account which have the qualification but not at the required level of proficiency.

2008 If you open a project element in the Display processing mode. End of the note.09. 2. Save your settings. It affects how the dates of the SAP objects are displayed in the graphical view. Note If. Choose whether you want to view and edit your project texts in the original language or in the logon language and make the default setting in the dropdown box (see Multilingual Capabilities). the system does not set a lock indicator and other project participants can edit the project. enter the required number of pixels under Tree Width (Px). Setting Default Values 1. Save your entries. in the user settings. Choose the time zone. Enter your user data in the Own Data area or edit the data there. Making User Settings 1. Select the Scheduling Only Manually indicator if you want the dates of the project elements to be calculated by calling scheduling manually or by saving and you do not want the system to calculate them automatically. Decide whether you want to display the Change Documents tab page and select or deselect the Display Change Documents checkbox accordingly. 7. Calling scheduling manually can have a positive effect on performance if you are working with large project structures. the Display Header indicator is hidden because the system uses the header area of the portal by default. 6. If you want to adjust the width of the structure tree. 3./Lst Dates.SAP Online Help 12. The system uses this value for the width of the structure tree in the table and detail views. Note If you are using cProjects via SAP Enterprise Portal. deselect the Display Header indicator. the required date format. 8. 2. If applicable. select a date type. If you want to change your password. enter your old password in the Password field in the Password Change area. and the decimal point format. 5. Save your data. If you want to hide the user-specific header area in the application. choose whether the system should display the earliest or latest dates in the Gantt chart. 2. End of the note. Select the values cProjects displays by default when you create a project or template. Under Earl. 4. 3. Collaboration Projects 29 . they are no longer used here. The date type is only relevant if you use object links. you set up object types that were deactivated at a later point in time. 4.

6. As a result. Caution Some pages cannot be viewed within the application. if applicable (see Templates [Seite 36]). Do not enter cProjects itself as a URL. but are displayed as full screens instead. By doing so you create an infinite loop. enter the absolute URL you want to see on the Info tab page. see Customizing for Collaboration Projects under Global Enhancements to Project Elements Business Add-Ins (BAdIs) BAdI: Check or Change Graphical View Display . Save your new password. you are no longer able to change the URL in the application. Page field. Collaboration Projects 30 . see Customizing for Collaboration Projects under Basic Settings Make General Interface Settings . For more information. 2.2008 5. the system immediately jumps to the page you specified when you call cProjects. causing the application to call itself again and again. End of the note. Under Hidden Table Columns select the table columns that you do not want the system to display in the table part of the graphic. 1.. Only your system administrator can undo the setting. End of the note. Decide whether you want to create a new version of a document or whether you want to overwrite the existing version when you upload documents. In either case.SAP Online Help 12. For more information about setting up the URL. In the URL Info. End of the caution. Making Settings for the Graphic Select the Without Relationships checkbox if you do not want to display or edit relationships in the graphical view. Note You can only make user-specific settings for those columns that are not already hidden by the CPRO_GANTT enhancement spot. Note You see the URL Info. Making Technical Settings 1. Enter your new password in the New Password field and again in the Repeat Password field. Make this default setting in the dropdown box. Creation of a Project Prerequisites ..09. You can change this setting each time you upload a document if need be. Page field only if your system administrator specified that you can enter your own URL. You already defined templates.

Choose Create. 1. Prerequisites . The project can now be processed (see Editing Project Structures [Seite 56]). Enter a project number for the new project. The system checks whether the number has been assigned yet. 2. you create a complete project. You already defined and released templates. You are in the Projects initial view. 4. The project lead structures the project through the project elements. Creating a Project Definition Use The first step in creating a project is creating a project definition [Seite 12]. A project participant assigns documents to the project elements and creates a collaboration in cFolders (see Creating a Collaboration [Seite 219]). If you use a template.SAP Online Help 12. . A project participant creates a control plan for the project (see Creating and Opening a Control Plan [Seite 192]). 2. and then assigns persons to the roles (see Project Resource Planning [Seite 93]). assigns them to tasks.. a. 7.. Result The project is available in the system and all of the relevant entries have been made. 5.2008 2.. Process Flow . You have authorization for the authorization object CPRO_PTYPE for the project types you want to use. 3. A project participant creates object links to the project elements (see Creating an Object Link [Seite 158]). 6. if applicable (see Templates [Seite 36]). Collaboration Projects 31 .09. The project lead creates checklists [Seite 14] with checklist items [Seite 15] and enters the data for the checklist [Seite 48] and for the checklist item [Seite 50]. The project lead creates phases [Seite 14] and enters the data for the phase [Seite 46]. You created a project definition [Seite 12] (see Creating a Project Definition [Seite 31]). c. The project lead creates tasks [Seite 15] and enters the data for the tasks [Seite 53]. 1. You can enter any string of characters.. Procedure . This is where you define the data for your project. The project lead performs scheduling [Seite 79]. The project lead creates roles. The project lead enters the required data for the project definition (see Creating Basic Data for a Project Definition [Seite 43]). b.

You can continue to structure your project here and enter all the necessary data. 5. Note that the system creates your project only after you have saved the data. 6. Enter the original language. Select a project number as the template. 1. 4. see Creation of a Project [Seite 30]. For more information.SAP Online Help 3. Choose a template type (project template or simulation). the system displays all the project elements that you can insert beside the selected project element or directly below the selected project element.09. Save your entries. as required. 12. For a simulation: Select a version as the version for copy. The editing screen of the new project appears. You opened a project for processing (see Opening a Project or Project Version [Seite 17]). Procedure . You cannot use operational projects as templates. In the structure tree [Seite 41] in the left screen area. The input help displays the simulation versions that are available. For a project template: Choose a project type from the dropdown box. Prerequisites You created a project definition (see Creating a Project Definition [Seite 31]). select the project element for which you want to create new project elements.. Select a template. The following table provides an overview of the possible project elements: Project Element Possible Parallel Possible Lower-Level What Else You should Collaboration Projects 32 . Choose Create. The input help displays the existing simulation project numbers. Creating Project Elements Use You structure your project by creating new project elements. In the dropdown box above the structure tree. You created a checklist template [Seite 36].2008 You can only use templates with the project type you selected in the previous step.

09. Select the project element that you want to create and then choose Create. See also: Including Subtrees from Templates [Seite 41] Collaboration Projects 33 . 3.2008 Know You can only create checklists and tasks directly below the project definition if the project type of the current project allows this. Enter the data for your new project element. Save your entries. You cannot create subtasks for tasks directly below the project definition.SAP Online Help Project Elements Project definition Project Elements Phase Checklist Task 12. See also: Task Hierarchies [Seite 34] 2. Phase Phase Checklist Task Checklist Checklist Task Checklist item Checklist item Task Checklist item Task Checklist Task Subtask You can only create subtasks if the project type of the current project allows this. For more information. see: Creation of Data for a Phase [Seite 46] Creating Data for a Checklist [Seite 48] Creating Data for a Checklist Item [Seite 50] Work with Checklist References [Seite 40] Creation of Data for a Task [Seite 53] 4. The system creates parallel project elements beside the selected project element and lower-level project elements below the selected project element.

For more information.2008 Deactivation of Object Types Use You can deactivate the following object types: a. the system continues to display the object type in this object. Task type In Customizing for Collaboration Projects. Checklist type d. Project type b. Phase type c. Define Task Types A deactivated object type no longer appears as a value for selection when you create a new object. Integration You can only use summary tasks in bottom-up scheduling [Seite 79]. If an existing object uses an object type that was deactivated after the object was created. this object type is still visible and can be selected. and then want to undo your changes afterwards. Define Phase Types g. the system copies the existing object type. Collaboration Projects 34 .SAP Online Help 12. deselect the Active indicator under Structure e. If an object uses an object type that is not active. The system does not check whether the Active indicator is selected for this object type. we recommend that the administrator checks the project and checklist templates for objects types that are not active and should no longer be used and adjusts the templates accordingly. Therefore. Define Project Types f. The BAdI DPR_DEACTIVATE_TYPES provides you with more options for deactivating object types. Task Hierarchies Use You use this function to structure the tasks that belong to a project in a hierarchy. If you create objects with a template or copy objects from templates or other objects in the project.09. see the documentation for the BAdI. you must activate this object type again in Customizing before you can undo your changes. If an object uses an object type that is not active and you change the object type. save your changes. Define Checklist Types h.

09.SAP Online Help 12. Prerequisites You are in the screen for processing a project element. for which you can create tasks or checklist items (see Creating Project Elements [Seite 32]). These include: Confirming time Entering qualifications Assigning project roles Planning work Assigning cost and revenue rates Some of the information from the subtasks is aggregated in the summary task. Mass Data Entry Use This function enables you to display larger numbers of tasks or checklist items in a tabular overview and create and edit them there. You specify in Customizing whether you want to use task hierarchies with or without summary tasks [Extern]. Features You can display the basic data for a checklist item or task using the Detail button. Hierarchies Without Summary Tasks You can perform all activities at any level of the task hierarchy. Integration The Criticality Level button allows you to display the threshold value violations for a task or checklist item and set a manual severity. The Tasks or Subtasks button allows you to display the tasks or subtasks of a checklist item or task.2008 Prerequisites In Customizing for Collaboration Projects you specified that task hierarchies are allowed. Some activities can only be carried out for tasks that are not summary tasks. You cannot create subtasks for tasks directly below the project definition. Features Task hierarchies are formed when you create subtasks for tasks. by choosing Structure Define Project Types. Hierarchies with Summary Tasks Once you create a subtask for a task. this task becomes a summary task. There are no summary tasks. Collaboration Projects 35 .

Use When carrying out projects you must take into consideration externally defined structures. and internal standards such as procedure instructions or rules on the other. 3. For more information see Status Management [Seite 250] and Status of Templates [Seite 253]. enter the name of the new task or checklist item. Templates Definition Templates define the basic structure of an object. You can create templates for the following objects: Projects Checklists Control plans Documents You can create templates as follows: Without a template Based on an existing template (for project and checklist templates only) Based on an operational project or a checklist in an operational project (for project or checklist templates only) For more information. Choose Enter to confirm your entries. for which you want to use mass data entry: Tasks Subtasks Checklist Items 2. Change the data or enter new data. Integration Each template has a status.09. This allows you to better standardize your projects.. such as norms or general regulations on the one hand.2008 Activities . see Creating a Template [Seite 36]. 1.SAP Online Help 12. Open one of the following tab pages depending on the project element. Creating a Template Collaboration Projects 36 . To accommodate these requirements you can create templates that you can use every time you create a project. To create new tasks or checklist items.

the system generates a number. When you create an operational project in the template they are copied to the project. For all other templates. Collaboration Projects 37 . You can exit the editing screen for document templates in the following ways: .2008 Use You can create templates [Seite 36] in a variety of ways: Without a template Based on an existing template (for project and checklist templates only) Based on an operational project or a checklist in an operational project (for project and checklist templates only) Prerequisites You are in the Templates initial view in cProjects.09. You can change this number at a later date. 3. The system checks whether the number has been assigned yet. but in the operational project. Enter a number for the new template. By selecting a different template category in the upper left-hand area. Choose No Template for project and checklist templates. see Assigning Documents and Creating Folders [Seite 198]. If you chose the template category Document Template. Procedure The authorizations you specify for templates are simply authorization templates. if required. You are not required to make this selection for control plan templates. Creating a Template Without a Template . The system checks the following objects: Project template Checklist template Control plan template Operational project Control plan If you do not enter a number.. The number uniquely identifies the template.SAP Online Help 12. the system branches directly to the editing view for creating new document templates. You can enter the project type or checklist type either straight away or later on. Select the template category you want to create and choose Create. By selecting a different initial view. They are not used for the authorization check in the template. For more information. You can enter any combination of letters and numbers.. It is language-independent. 1. proceed as follows: 2.

3.2008 5. Choose Create. when you create a project template. Only Checklists Without a Reference The system creates new checklist templates from operational checklists without a reference and the new checklist templates are automatically included in the new project template. 4. Enter a number for the new template. Choose Project Template or Checklist Template as the template. None No new templates are created. Checklists without a reference are not transferred to the project template and changes you made to checklists from resolved references are lost. From All Checklists The system creates new checklist templates from operational checklists without a reference and from resolved checklist references and the new checklist templates are automatically included in the new project template. you have to decide under New Checklist Templates whether the existing checklists of the operational project are to be changed into templates.. 5. The table below shows you where you can find more information about the necessary data entries. Enter the number of the template project or template checklist in the Template field. 3. . Collaboration Projects 38 . 1. Creating a Template Based on an Operational Project This procedure applies to project and checklist templates only. Therefore. Enter a number for the new template. The system opens the template you specified. Enter the number of the project or checklist template you want to use as a template in the Template field. search [Seite 26] to find the number. Select the template category you want to create and choose Create. 6. 2.09.. b. Change the existing data. You can use the 5. Enter all the data you want to save in the template. Existing checklist references are transferred to the project template and resolved checklist references are replaced by the original reference. Creating a Template with a Template This procedure applies to project and checklist templates only. . 2. A project template only contains checklist references and no operational checklists. You have the following options: a. 4. Select the template category you want to create and choose Create. Existing checklist references are transferred to the project template and resolved checklist references are replaced by the original reference. Existing checklist references are transferred to the project template. Choose Create. c. The table below shows you where you can find more information about the necessary data entries. 1.SAP Online Help 4. 12. Choose Project or Checklist as the template.

2.SAP Online Help 6. Specify the following in the project template: Whether the checklist references you are using in the template are automatically resolved when you create a project from this template. select the 1. You first have to create the business partners you want to assign here. . The system does not transfer operational data. If you want to use your user status in the operational project. 1. enter a Status Profile Template. Checklist template 1. 2. 12. You first have to create the business partners you want to assign here. such as fixed dates. Not all fields exist that are available when you create an operational checklist because you cannot enter operational data. . What You Should Know . 2. you now have the opportunity. Enter the following on the Additional Data tab page: The business partner number of the person responsible in the Template Responsible field. Collaboration Projects 39 . For more information. 7. If you have not yet done so. 2. Under Changeability [Extern]. see Creating a Business Partner [Seite 131]. What happens to the project roles from a checklist template (see also Work with Checklist References [Seite 40]). or change the existing data. Template Category Project template Procedure .. Enter the data as described in Creating Data for a Checklist [Seite 48]... The table below shows you where you can find more information about the necessary data entries.. Enter the following on the Additional Data tab page: The business partner number of the person responsible in the Template Responsible field. if required.. Not all fields exist that are available when you create an operational project because you cannot enter operational data. Enter the data as described in Creation of a Project [Seite 30].. such as fixed dates.. see Creating a Business Partner [Seite 131]. 1.09. For more information..2008 The system opens the object you specified. Choose Create. Enter new data.

Features You can display the checklist template in a separate window You can resolve a checklist reference If you are in an operational project you can resolve the reference.2008 Versioning does not take place for control plan templates. Result Once you have saved your entries. Work with Checklist References Use You use this function to create a reference to a checklist template (checklist reference). Document template Proceed as described in Assigning Documents and Creating Folders [Seite 198]. the system resolves the checklist automatically. For this reason. If you want to use them in cProjects. These templates have the initial status Created. Once you release the corresponding phase. The checklist template then becomes the operational checklist in which you can enter operational data.09. Control plan template Enter the data as described in Creating and Opening a Control Plan [Seite 192]. you must first release them by setting the status to Released. enter a Status Profile Template. The checklist template is then included in the project structure. the templates are created. You can resolve the reference later on so that you include the checklist with the checklist items in your project.SAP Online Help degree to which the defined data from the checklist template is changeable when you create a checklist with this template. you can select the Resolve Reference indicator to specify that the system resolves the checklist reference straight away if an Collaboration Projects 40 . If you are in a project template. the functions Create Version and Create Version with Template are not available. Prerequisites You created a checklist template [Seite 36]. 12. If you want to use your user status in the operational project. such as dates.

or checklist item and choose Include. In the structure tree in the screen area on the left. or staffing are lost when the system transfers the existing project templates.2008 operational project is created based on this project template.. If it is not possible to make a unique assignment after you have carried out these checks. 2. Result The system then includes the selected project element and all its lower-level elements in the structure tree below or next to the project element currently selected. the system assigns the existing project roles to the project elements of the checklist template instead. 1. The role attributes from the checklist template. and checklist items from project templates or checklist templates in operational projects or other templates along with the lower-level project elements that belong to them.09. such as the general data. Collaboration Projects 41 . the checklist reference is transferred to the operational project. If it is possible to make a unique assignment. The subtrees are copied when you do this. qualification requirements. select the project element below which or next to which you want to insert a subtree from a template. When you resolve checklist references. Procedure . the system does not transfer the existing roles automatically. task.SAP Online Help 12. The Use Project Roles function enables you to specify that project roles that already exist are not created again via the checklist template. Including Subtrees from Templates Use You can include phases. the system creates the project roles from the checklist template again by default. tasks. This even happens if roles with the same project type and name already exist. It is possible to make a unique assignment in the following cases: If one role exists in the project that has the same role type as the role in the checklist template. 3. Use the search dialog box to choose the project element you require. Structure Tree Use The structure tree offers you an overview of your project structure with the project elements [Seite 12]. If several roles exist in the project that have the same role type as that of the checklist template but the name of one role also matches the name of the checklist role. Select whether you want to create a phase. If you do not select the indicator.

If the symbols are not filled ( you are in display mode. You assign authorizations for the project definition (see Assigning Authorizations [Seite 245]). This enables you to see at a glance whether threshold values have been violated. You create a control plan for the project definition (see Creating and Opening a Control Plan [Seite 192]). You enter the additional data for the project definition (see Creating Additional Data for a Project Definition [Seite 44]). 8. Creation of Data for the Project Definition Purpose In this process.SAP Online Help 12. 2. You can navigate in the structure and display the data for a project element in the right-hand screen area by clicking on that project element.. 4. 7. You assign documents (see Assigning Documents and Creating Folders [Seite 198]). the system uses icons [Extern] to display the criticality level of your project elements. You enter the basic data for the project definition (see Creating Basic Data for a Project Definition [Seite 43]). You create collaborations (see Creating a Collaboration [Seite 219]). 9.09. Features The individual project elements are depicted by symbols: Project definition Phase Checklist Checklist item Task If these symbols are filled.2008 Integration If you schedule evaluations [Seite 231]. You create roles and assign these to people (see Project Roles [Seite 94]). Prerequisites You created a project definition (see Creating a Project Definition [Seite 31]). 1. 3. Process Flow . You link objects with the project definition (see Creating an Object Link [Seite 158]). you enter all the data for the project definition. You can set filters [Seite 63] for project elements. 5. 6. ). you are in change mode. Collaboration Projects 42 . You can use pushbuttons to expand or collapse the structure or parts of the structure. You check the status information for the project element [Seite 257].

It does not affect any other settings. as required. The priority solely indicates the importance of the project. If you want to release the project for processing.09. The project is now released for processing (see Editing Project Structures [Seite 56]). You created project roles (see Creating a Project Role [Seite 97]). The name is language-dependent but you can enter a name of your choice. Procedure General Area . In the Language field (upper right-hand corner) you selected the language you want to use for creating language-dependent texts (see also Multilingual Capabilities [Seite 70]). Enter a Priority from 0-9 for the project. see Status of the Project Definition [Seite 250]. 4. You can change this number provided that the project has not yet been transferred to the accounting system.SAP Online Help 12. Specify persons responsible (see Persons Responsible for Project Elements [Extern]). You cannot make any changes if you opened a snapshot. 2. The system changes the current status from Created to Released. 3. Once you release the project you can no longer change the project type or the project reason and you cannot delete the project.. language-independent Number has been entered by default. You cannot change the order of the phases either. Select a Project Type. Collaboration Projects 43 . 8. The project reason indicates why the project is being created. The system checks whether the number has been assigned yet. choose the entry Release from the Change Status dropdown box.2008 Creating Basic Data for a Project Definition Prerequisites You created a project definition (see Creating a Project Definition [Seite 31]) and are in the editing view of this project definition on the Basic Data tab page (see also Opening a Project or Project Version [Seite 17]). Select a Reason for Project. It defines whether the accounting integration [Seite 162] functions are active. Enter a Description. 6. For more information about the status and the effects of changing the status. You must create a project type before you can release a project. for example. The description is language-dependent. The unique. 7. 1. 5. Enter a Name for your project.

You cannot make any changes if you opened a snapshot. the system uses the current date as the start date. If there is a conflict of dates. as required.. You use it to determine. Collaboration Projects 44 . See also: Creation of Data for the Project Definition [Seite 42] Creating Additional Data for a Project Definition Prerequisites You created a project definition (see Creating a Project Definition [Seite 31]) and are in the editing view of this project definition on the Additional Data tab page (see also Opening a Project or Project Version [Seite 17]). If you have at least display authorization for the master project it belongs to. you can open it in display mode. If you do not enter any dates. for example. see Scheduling [Seite 79]. For more information about programs. For more information about subprojects. Program Assignments Area This area only appears if the current project is part of a program. 1. you must trigger scheduling manually. .09. The system goes straight to the task that represents the subproject in the master project. 2. The system calculates the finish date from the remaining project data during scheduling. The calendar influences scheduling. If you have at least display authorization for the program.2008 Task That Belongs to Master Project Area This area only appears if the current project is a subproject. Provided that the project has the status Created. the system automatically carries out scheduling as soon as you perform the next action in the system or press Enter. the system issues an appropriate message. see Work with Programs [Seite 144]. Dates Area You can also edit the dates in the graphical view [Seite 61] or in the table view [Seite 58]. see Work with Subprojects [Seite 140]. Enter dates in the Fixed Start Date and Fixed Finish Date fields. Then the system displays the result in the Calculated Start and Calculated Finish fields. The finish date field remains empty. Select the Calendar you want to use for this project. For more information. If you already changed the status. you can open it in display mode by clicking the name. whether all weekdays or only working days are taken into consideration.SAP Online Help 12.

Grouping allows you to group together projects in one category. the Confirmation field is also active on the Additional Data tab page. for example. It is an additional search criterion in the search function for finding a project. Enter the Sold-to Party Number and the Customer Number. Enter a search term in the Search Field. You can change this information for each project role. 1. or select it using the function [Seite 26]. You can select the grouping of your choice. Default Values for Resources Area If you enter an area and a location. The field is only ready for input once the project has been released.2008 Procedure Advanced Area . search The organizational unit can be used to determine organizational data for costing (see Costing Logic [Seite 164] and Derivation of Organizational Data [Seite 168]). Enter a Grouping. Furthermore. The system transfers the numbers to the Sold-to Party or Customer fields accordingly. If you change the required capacity distribution unit.. changing the unit from day to year. The distribution unit and period type you enter here form the basis for the distribution of required capacity [Seite 100]. The system also uses the search term as an additional search criterion in the search function.SAP Online Help 12. If you activated time recording for the project definition in the Define Project Types activity in Customizing for Collaboration Projects.09. 3. if required. Administration Area Here you see which project template the project is based on and who the person responsible for the template is. as required. 2. Responsible Organizational Unit Area Enter the organizational unit responsible for the project. the system offers you this data again when you create new project roles. 4. the system adjusts the distribution values of the project roles accordingly. or select a number using the search function [Seite 26]. See also: Creation of Data for the Project Definition [Seite 42] Editing Project Structures [Seite 56] Collaboration Projects 45 . you check who created and changed the project and when. This can lead to rounding errors in particular if the new unit is significantly larger than the old one. if required.

1. You link objects with the phase (see Creating an Object Link [Seite 158]). You assign authorizations for the phase (see Assigning Authorizations [Seite 245]). You created project roles (see Creating a Project Role [Seite 97]). Process Flow . You enter the additional data for the phase (see Creating Additional Data for a Phase [Seite 48]). language-independent number has been entered by default. 7. The unique. You create an approval (see Creating an Approval [Seite 237]). You cannot make any changes if you opened a snapshot.09. The name is language-dependent but you can enter a name of your choice. Creating Basic Data for a Phase Prerequisites You created a phase in a project (see Creating Project Elements [Seite 32]) and are in the editing view of this phase on the Basic Data tab page (see also Opening a Project or Project Version [Seite 17]).SAP Online Help 12. You create collaborations (see Creating a Collaboration [Seite 219]). Enter a Name for the phase. However. 2. 3. You enter the basic data for the phase (see Creating Basic Data for a Phase [Seite 46]). the latest by which it must be available is when the approval is started. Procedure General Area . 5. You cannot create the approval until later.. 4. You assign documents (see Assigning Documents and Creating Folders [Seite 198]). 1.. you can change it. 2. however. 8. You check the Status Information for Project Element [Seite 257]. Prerequisites You created a phase (see Creating Project Elements [Seite 32]). Collaboration Projects 46 . Select a Phase Type. 6. you enter all the data for the phase. In the Language field (upper right-hand corner) you selected the language you want to use for creating language-dependent texts (see also Multilingual Capabilities [Seite 70]).2008 Creation of Data for a Phase Purpose In this process.

The field is relevant or taken into account only if you have not entered a date or have only entered one date in the Fixed Start Date and Fixed Finish Date fields. Enter a Description. Once you have released the phase. The fields are only ready for input if you selected the Must start on or Must finish on constraint. other existing checklist references are resolved and the tasks that belong to the phase are released for editing. The description is language-dependent.SAP Online Help You must create a phase type before you can release a phase. you can no longer change the phase type. as required. 3. 4.09. Enter a start date and a finish date. Dates Area You can also edit the dates in the graphical view [Seite 61] or in the table view [Seite 58]. Specify persons responsible (see Persons Responsible for Project Elements [Extern]). Select constraints. The current date is entered for both dates by default in the standard system. 5. You cannot change the order of the phases or delete the phase either. . Enter a Duration. you see them in the structure tree [Seite 41]. For more information. choose the entry Release from the Change Status field. 4. Select the Calendar you want to use for this task. Select No Predecessor for the first phase. Otherwise the system calculates the duration automatically. 6. 12. see Scheduling [Seite 79]. The system changes the current status from Created to Released. Specify whether the phase has a Predecessor Phase in the dropdown box. If you make changes to the order.. If you want to release the phase for editing. 2. The system allows you to select phases from all phases that have already been created.2008 You use this setting to determine the order of the phases. 3. 1. See also: Creation of Data for a Phase [Seite 46] Editing Project Structures [Seite 56] Collaboration Projects 47 . At the same time. as required. This releases the phase for editing (see Editing Project Structures [Extern]). as required. For more information about the status and the effects of changing the status. see Status of Phases [Seite 252].

.SAP Online Help 12. Select the Calendar you want to use for this project. for example.09. Administration Area Here you see who created and changed the phase on which date.. if required. 1. You cannot make any changes if you opened a snapshot. 3. Procedure Advanced Area . . You can select the grouping of your choice. Process Flow . It is an additional search criterion in the search function for finding a phase. you enter all the data for the checklist. Grouping allows you to group together phases in one category. if required. The calendar influences scheduling. whether all weekdays or only working days are taken into consideration. If you want to use a different calendar select it here. the same calendar is used for the phase and the project definition. You enter the basic data for the checklist (see Creating Basic Data for a Checklist [Seite 49]). Enter a search term in the Search Field. See also: Creation of Data for a Phase [Seite 46] Editing Project Structures [Seite 56] Creating Data for a Checklist Purpose In this process. 2. In the standard system. if required. 1. Collaboration Projects 48 . The system also uses the search term as an additional search criterion in the search function. You use it to determine. Enter a Grouping.2008 Creating Additional Data for a Phase Prerequisites You have created a phase (see Creating Project Elements [Seite 32]) and are in the maintenance view of this phase on the Additional Data tab page.. Prerequisites You created a checklist (see Creating Project Elements [Seite 32]).

2. language-independent number has been entered by default. You assign documents (see Assigning Documents and Creating Folders [Seite 198]). 3. 4. as required. If you want to release the checklist for processing. However.09. 1. Enter a description. Once you have released the checklist. You assign authorizations for the checklist (see Assigning Authorizations [Seite 245]). In the Language field (upper right-hand corner) you selected the language you want to use for creating language-dependent texts (see also Multilingual Capabilities [Seite 70]). Enter a name for the checklist. The system changes the current status from Created to Released. You check the Status Information for Project Element [Seite 257]. Specify persons responsible (see Persons Responsible for Project Elements [Extern]). You must enter a checklist type before you can release a checklist. 7. Collaboration Projects 49 . Procedure General Area . 3. You created project roles (see Creating a Project Role [Seite 97]). You cannot delete the checklist either. Select a checklist type. The description is language-dependent. you can no longer change the checklist type. The unique. You create collaborations (see Creating a Collaboration [Seite 219]). The checklist is now released for processing (see Editing Project Structures [Seite 56]). For more information about the status and the effects of changing the status. 4. 5. see Status of Checklists [Seite 254]. you can change it. You link objects with the checklist (see Creating an Object Link [Seite 158]). 5.2008 2. 6.. You cannot make any changes if you opened a snapshot. The name is language-dependent but you can enter a name of your choice. Creating Basic Data for a Checklist Prerequisites You created a checklist (see Creating Project Elements [Seite 32]) and are in the editing view of this checklist on the Basic Data tab page (see also Opening a Project or Project Version [Seite 17]). You enter the additional data for the checklist (see Creating Additional Data for a Checklist [Seite 50]). choose the entry Release in the Change Status field.SAP Online Help 12.

created. See also: Creating Data for a Checklist [Seite 48] Editing Project Structures [Seite 56] Creating Data for a Checklist Item Purpose In this process. the system uses the search term as an additional search criterion in the search function. if required.2008 See also: Creating Data for a Checklist [Seite 48] Editing Project Structures [Seite 56] Creating Additional Data for a Checklist Prerequisites You have created a checklist (see Creating Project Elements [Seite 32]) and are in the maintenance view of this checklist on the Additional Data tab page. Grouping allows you to group together checklists in one category.SAP Online Help 12. 2. Here you check who resolved. and changed the checklist and when. In addition to grouping. You can select the grouping of your choice. Collaboration Projects 50 . you enter all the data for the checklist item. The system displays the extent to which the checklist can be modified in the Changeability field. Administration Area Here you see which checklist templates you used to create a checklist and the person responsible for the template. see Changeability [Extern]. Procedure Advanced Area . if required. You cannot make any changes if you opened a snapshot. Enter a search term in the Search Field.09. It is an additional search criterion in the search function for finding a checklist.. 1. 3. Enter a Grouping. For more information.

2008 Prerequisites You created a checklist item (see Creating Project Elements [Seite 32]). Specify persons responsible (see Persons Responsible for Project Elements [Extern]). Change the Sort Number. If you want to position a checklist item between two existing items. You link objects with the checklist item (see Creating an Object Link [Seite 158]). 7. You check the Status Information for Project Element [Seite 257].. When you create a checklist item the system enters the sort number according to its position in the checklist. The name is language-dependent but you can enter a name of your choice. 4. You can use the process in the evaluations. 4. enter a sort number that lies between the sort numbers of the existing items. Procedure General Area . In the Language field (upper right-hand corner) you selected the language you want to use for creating language-dependent texts (see also Multilingual Capabilities [Seite 70]). Creating Basic Data for a Checklist Item Prerequisites You created a checklist item (see Creating Project Elements [Seite 32]) and are in the editing view of this checklist item on the Basic Data tab page (see also Opening a Project or Project Version [Seite 17]).SAP Online Help 12. Enter a Name for the checklist item. Process Flow . 2. as required. 5. You created project roles (see Creating a Project Role [Seite 97]). Select the Process to which the checklist item belongs. Enter a Description. as required. You cannot make any changes if you opened a snapshot. 5. A process is independent of a phase in terms of time and can extend across phase boundaries. 6. 1. You assign authorizations for the checklist item (see Assigning Authorizations [Seite 245]).. 3. 2. You create collaborations (see Creating a Collaboration [Seite 219]). 1. You enter the basic data for the checklist item (see Creating Basic Data for a Checklist Item [Seite 51]).09. You assign documents (see Assigning Documents and Creating Folders [Seite 198]). You enter the additional data for the checklist item (see Creating Additional Data for a Checklist Item [Seite 52]). 3. by default. Collaboration Projects 51 .

SAP Online Help The description is language-dependent. Collaboration Projects 52 . For more information. Enter a finish date. choose the entry Release from the Change Status field. This field is only ready for input if you have chosen the Must finish on constraint. 2. Dates Area You can also edit the dates in the graphical view [Seite 61] or in the table view [Seite 58]. For more information about the status and the effects of changing the status. If you want to release the checklist item for processing. Select a constraint for the finish date. indicator. If the checklist item must be finished so that the phase to which it belongs can be approved. 2. 12. See also: Creating Data for a Checklist Item [Seite 50] Confirming Checklist Items [Seite 89] Editing Project Structures [Seite 56] Creating Additional Data for a Checklist Item Prerequisites You have created a checklist item (see Creating Project Elements [Seite 32]) and are in the maintenance view of this checklist item on the Additional Data tab page. If completion of the checklist item is mandatory.. The system changes the current status from Created to Released. see Scheduling [Seite 79]. 3. select the Relev. if required. You cannot delete the checklist item now. 1. 1. see Status of Checklist Items [Seite 255]..2008 6. you can only complete the phase to which the checklist item belongs if the checklist item has the status Finished. set the Mandatory indicator. In this case. for App. as required. Procedure Advanced Area .09. . You cannot make any changes if you opened a snapshot. Enter a Grouping. The checklist item is now released for processing (see Editing Project Structures [Seite 56]).

Administration Area Here you see who created and changed the checklist item on which date. The field is ready for input once the checklist item has the status Released. In the Risk Priority Number field. Set the changeability [Extern] of the checklist item. 5. 2.SAP Online Help 12. You enter the basic data for the task (see Creating Basic Data for a Task [Seite 54]). It is an additional search criterion in the search function for finding a checklist item. Enter a search term in the Search Field. Collaboration Projects 53 . The system also uses the search term as an additional search criterion in the search function.. You enter the additional data for the task (see Creating Additional Data for a Task [Seite 55]). and occurrence values (see FMEA [Extern]). Prerequisites You created a task (see Creating Project Elements [Seite 32]). if required.2008 Grouping allows you to group together checklist items in one category. 4. 2. The field becomes relevant once you confirm the checklist item [Seite 89]. Enter a value for the severity (see FMEA [Extern]). 3. Confirmation Area . you enter all the data for the task. 4. 3. Enter a value for the occurrence (see FMEA [Extern]). Enter a value for the detection (see FMEA [Extern]). The three FMEA fields are ready for input once the checklist item has the status Released. You assign documents (see Assigning Documents and Creating Folders [Seite 198]). The field becomes relevant once you confirm the checklist item [Seite 89]. Leave the Result field as it is.09. 5. the system displays the product of the description. 4. Leave the Actual Finish Date field empty. 6. You check the status information for the project element [Seite 257]. You can select the grouping of your choice. detection. Process Flow .. See also: Creating Data for a Checklist Item [Seite 50] Editing Project Structures [Seite 56] Creation of Data for a Task Purpose In this process. 1. 1.

2. You created project roles (see Creating a Project Role [Seite 97]). Select a Task Type. A process is independent of a phase in terms of time and can extend across phase boundaries. Collaboration Projects 54 . You define the relationships of the task (see Editing the Relationship Between Tasks [Seite 78]). 12. If you want to position a task between two existing tasks. 4. as required. You can use the process in the evaluations. You must enter a task type before you can release a task.SAP Online Help 5. 3. Enter a Description. This person does not have to carry out the task. Creating Basic Data for a Task Prerequisites You created a task (see Creating Project Elements [Seite 32]) and are in the editing view of this task on the Basic Data tab page (see also Opening a Project or Project Version [Seite 17]). Select the Process to which the task belongs. the system enters the sort number according to the position of the task. Specify persons responsible (see Persons Responsible for Project Elements [Extern]). 1. You assign authorizations for the tasks (see Assigning Authorizations [Seite 245]). 5. enter a sort number that lies between the sort numbers of the existing tasks. Enter a Name for the task. 6. you can enter a person responsible on an organizational level. 9. You link objects with the task (see Creating an Object Link [Seite 158]).2008 8. The name is language-dependent but you can enter a name of your choice.. Procedure General Area . You enter the qualifications necessary for completing the task (see Defining Qualifications [Seite 109]). for example. You create collaborations (see Creating a Collaboration [Seite 219]). You cannot make any changes if you opened a snapshot. Change the Sort Number. When you create a task. while the actual project participants are responsible for completing the task. In the Language field (upper right-hand corner) you selected the language you want to use for creating language-dependent texts (see also Multilingual Capabilities [Seite 70]). You assign the project participants who have to complete the task on the Roles tab page (see Assignment of Project Roles to Tasks [Seite 106]) or in the Resources area on the Tasks tab page (see Task Assignment [Seite 102]).09. as required. 7. 6.

Dates Area You can also edit the dates in the graphical view [Seite 61] or in the table view [Seite 58]. choose the entry Release from the Change Status field.09. For more information. see Status of Tasks [Seite 254]. The task is now released for processing (see Editing Project Structures [Seite 56]). as required. Select constraints. see Work with Subprojects [Seite 140]. You cannot delete the task either.SAP Online Help The description is language-dependent. Select the Calendar you want to use for this task. The system changes the current status from Created to Released. 4. Enter a start date and a finish date. as required. Otherwise the system calculates the duration automatically. For more information about the status and the effects of changing the status. you can no longer change the task type. See also: Creation of Data for a Task [Seite 53] Confirming Tasks [Seite 89] Creating Additional Data for a Task Prerequisites You have created a task (see Creating Project Elements [Seite 32]) and are in the maintenance view of this task on the Additional Data tab page. 2.. 12. Once you have released the task. For more information.2008 8. 3. Enter a subproject. Enter a Duration. . see Scheduling [Seite 79]. If you want to release the task for processing. 7. as required. The fields are only ready for input if you selected the Must start on or Must finish on constraint. 1. The field is relevant or taken into account only if you have not entered a date or have only entered one date in the Fixed Start Date and Fixed Finish Date fields. Collaboration Projects 55 .

They are ready for input once the task has the status Released. Procedure Advanced Area . for App. indicator. the icon is used. Enter a search term in the Search Field. Tasks that are milestones can be identified by the icon in the graphical view. See also: Creation of Data for a Task [Seite 53] Editing Project Structures [Seite 56] Editing Project Structures Collaboration Projects 56 . You can use this information in the evaluations. 3. Enter a Grouping. you can only complete the phase to which the task belongs if the task has the status Completed. If you are in change mode. If the task must be completed urgently. and choose a unit from the dropdown box. Enter the work you have planned for the completion of the task. 5. Grouping allows you to group together tasks in one category. Set the Milestone indicator if the task is a milestone. The work you enter for subtasks does not depend on the work for the superior task: The work for all tasks is additive.SAP Online Help 12. In this case. 2. You can select the grouping of your choice. Confirmation Area The fields in this area only become relevant once you confirm a task [Seite 89].2008 You cannot make any changes if you opened a snapshot. 4. select the Relev.. It is an additional search criterion in the search function for finding a task. set the Mandatory indicator. These icon in the structure tree of the table and graphical tasks can be identified by the view if you are in display mode.09. Administration Area Here you see who created and changed the task on which date. The system also uses the search term as an additional search criterion in the search function. 1. if required. If the task must be completed so that the phase to which it belongs can be approved. if required. 6.

Each pushbutton is only active if it is possible to carry out the function for the project element you are processing in the structure. To display the rest of the structure above the selected element again afterwards.SAP Online Help 12. you can cut. If you have fully or almost fully expanded the project structure. and paste project elements using the appropriate pushbuttons when editing project structures. or multi-project monitor. you can scroll to the top of the structure. for example. may increase. End of the example. End of the recommendation. for example. This function is only available if you are in a checklist because checklist items can only be found below checklists. see SAP Note 976787. the time the system requires for each further action. graphical view. switching to the detail view. we recommend that you only expand the project elements or subtrees in the structure tree that you require for immediate editing because the response time of the system increases with the number of expanded project elements. Recommendation When working with large projects. table view. when you change from the detail view to the table view or when you mark the project element as a focus object.09. Example You have cut a checklist item and want to paste it somewhere else. copy. Process Basic Functions Recording Changes Archiving Graphical View Multilingual Capabilities Printing an Object Lock Logic Table View Workflow Project Planning Editing a Project Element Deletion of Objects Editing the Relationship Between Tasks Scheduling Collaboration Projects 57 .2008 General Functions for Editing Project Structures If you have administration authorization for a project. choose Position to position the structure tree in such a way that a selected project element appears at the top. You can paste the selected project element multiple times but the selection is reset when you change views. For more information. To get a clearer view.

for editing projects.2008 Confirmation Confirming Checklist Items Confirming Tasks Basic Functions Table View Use A table view is available in addition to a graphical view and a detail view.SAP Online Help Releasing Project Elements Import and Export of Data 12. depending on which initial view you are in: Initial View Projects Templates Approvals Finish date constraint and finish date Responsible role Responsible resource Status Priority Grouping Search field Process Milestone indicator Relevant for Approval indicator Mandatory indicator Modifiable Data Name Start date constraint and start date Collaboration Projects 58 . Here you can enter and edit the following project data.09.

collaborations. Features Along with other data. template.2008 Tasks Name Percentage complete Work Start date constraint and start date Finish date constraint and finish date Status Priority Grouping Search field Process Milestone indicator Relevant for Approval indicator Mandatory indicator Checklist items Name Result Finish date constraint and finish date Status Priority Grouping Search field Process Mandatory indicator You can display additional or customer-defined columns in the table view. you see here how many documents. collaborations. and objects of the project element on a given level. task. and objects are assigned to the project elements of the current project. and not the lower-level elements. Collaboration Projects 59 . You cannot make any changes if you opened a snapshot. For more information. The number refers only to the corresponding documents.09. or checklist item for editing.SAP Online Help 12. see SAP Note 972339. Prerequisites You opened a project.

1.2008 By clicking the number of documents. sorting.09. collaborations. Features In the list view. by positioning your mouse pointer on it and choosing Expand Subtree. Working with the Table View Opening the Table View . 3. change the design of the table) Modify print versions (for example. To open the tabular project view. and exporting. Make the required changes. printing. See also: Working with the Table View [Seite 60] . Personalizing the Table View . 4. Collaboration Projects 60 .. Save your entries.SAP Online Help 12. you can do the following by choosing the Settings link: Add or remove columns Sort columns Define filters for the individual columns Adjust the table display (for example. 2. Choose which columns are to be visible in the table and the order in which the system is to display them. List View Use You can switch from the table view to a list view.. 1. choose Table in the upper right-hand corner of the screen. Click the secondary mouse button. Expand a project element as required. change the format of the paper) Since the list view cannot display a structure. 2. such as setting the filter.. you can branch to the detail view. you cannot perform any actions here that change the structure. in which you can use the standard functions of the ABAP List Viewer (ALV) in addition. or objects. such as create.

Expand to Level 2). The system expands all subtrees of the project structure in the structure tree by default. You can also specify in the user settings which columns are displayed in the table part of the graphic. You can change the order of the other columns using drag and drop and you can change the width of all columns. The changes are automatically saved for your user. Note You cannot make any changes if you opened a snapshot.SAP Online Help 12. the system automatically uses the calendar view that best suits the duration of the project. The setting you make is automatically saved and applies the next time you call the graphic. the system automatically positions the calendar in such a way that the start of the project element appears at the left edge. a graphical view is available in the form of a Gantt chart for you to use when processing projects. as well as the duration of a project element. In the standard system. By moving. You can obtain information about the project element by positioning your mouse on the bar. In the table part of the graphic.09. the linked SAP objects are displayed as separate bars. template. Furthermore. lengthening. the column with the project hierarchy is always displayed on the left. You use the Print button to print the current project. you can change the start and finish dates. Features General Functions You can choose which view of the calendar you want the system to display in the graphic from the View dropdown box. you can create relationships between two tasks. The Navigate button allows you to specify the section of the project you want the graphic to display. or shortening the bar. The view does not contain the dates from the object links.2008 Graphical View Along with the table view and the detail view. If you want to create a title for the printout. Prerequisites You opened a project. When you select a project element in the structure. Display If you use object links and have specified a date type in the user settings. you can change the header of the graphical view. The Print Preview button allows you to set print parameters and display the current appearance of the graphic for printing. Collaboration Projects 61 . or checklist item for editing. End of the note. If you selected the Overview view. the entire duration of the project and all displayed rows are printed. You can restrict the expansion of the subtrees to certain levels by selecting the required level in the Expand Subtree dropdown box (for example. task.

2008 Tasks whose buffer is less than or equal to 0 are part of the critical path. End of the example. These are displayed in red unless they have already been marked as milestones. If the constraint must start on is set. the system updates the finish date of the project element when it moves it. as described above. the system updates the start date of the project element when it moves it. Checklist items are marked by Item). Collaboration Projects 62 . it is displayed in yellow. (Checklist Editing Project Elements You can change the duration by selecting the date bar and lengthening or shortening it whilst holding down the mouse button. If you use the constraints finish no earlier than or finish no later than. You can determine the percentage complete of a task by looking at the degree to which the corresponding bar in the graphic is filled. Changing the duration here has the same effect as changing the duration in the detail view. If both constraints are set. the system permits a maximum of the duration specified by the constraint on the finish date. you can only adjust the duration by changing the constraint dates. for example. duration 46 days. to 30 days. You can move a project element without changing the duration by placing the mouse pointer on the bar and moving the bar to the left or right holding down the mouse button.SAP Online Help Tasks you marked as milestones are indicated by (Milestone). If the task is only part of the critical path due to the must start on or must finish on constraints. Tasks with duration 0 are represented in the same way in the graphic as tasks with duration 1. the system automatically sets the constraint must start on if the constraint must finish on has not already been set. Example The following constraints are defined for a task: Must start on January 26 and finish no later than March 11. When you increase the duration of a task. You can reduce the duration of the task. The system calculates the duration of the project element automatically from the start and finish dates. End of the note. You can change the duration within the time frame of the constraint dates. Checklists do not appear in the graphic. you can only adjust the duration in line with the constraints that are set.09. If the constraints must start on or must finish on are set for the start and finish dates. the system updates the start date and the finish date of the project element when it moves it. 12. When you move a project element. Note If the constraint must finish on is set.

from the table view. you can change the link type in the context menu of the relationship.SAP Online Help 12. You can create a relationship. If you set the filter for the object type checklist. Open a project. 4. 2. the system only filters the checklist by the condition project element name. phases.09. You can use the standard wildcard characters here. The type of relationship can only be changed once the link to the subsequent task has been created. The character * represents any character string and the character + stands for any character. from the tree structure. for example. Collaboration Projects 63 . and system status. Setting the Filter You can set a filter with certain conditions for project elements. the system also takes mirrored tasks into account. choose one of the following options: o Choose the Create Relationship node in the context menu of the bar that is to be the predecessor in the relationship and pull the joining line to the start of the successor with the mouse button held down. The system does not differentiate between upper and lower case. choose Graphic. End of the note. for example. Procedure 1. Activities To open the graphical view. You can call the filter function from all views in the cProjects application. The system then filters the project element you selected along with its lower-level elements. time frame. To do this. the system only filters the task by the conditions project element name. or tasks. Here.2008 You can also change the dates by selecting a project element in the structure and choosing Specify Dates or by setting the constraints and dates in the table part of the graphical view. Note If you set the filter for the object type tasks. Hold the Alt key down and pull a joining line from the predecessor to the successor. detail view. use the context menu or choose Remove. or graphical view. Select the object types you want to include. Since mirrored tasks do not have all the attributes of a task. Choose Set Filter. the system also takes checklist references into account. To delete a relationship. projects. Enter a generic character string as the project element name. Select the project element you want to filter with its lower-level elements. o After creation. 3.

the system filters by all project elements whose names start with "Proj". as required.SAP Online Help 12. Choose Cancel if you do not want to start the filter function. Select the responsible project role type you require. The character * represents any character string and the character + stands for any character. If you choose Reset Filter. Select one or more values for the status. 8. The system then displays the following fields that you can use to define additional filter conditions: Process Mandatory Relevant for Approval If you set the filter for tasks. the system shows attributes that you can only set for tasks. The dropdown list contains system statuses and customer statuses from the status profiles that are used in the project structure. 13. The system does not differentiate between upper and lower case. xyz". "Project A". You can use the standard wildcard characters here. You can use the search help to do this by searching for the person or business partner by their role. 10. 7. 6. select a person or business partner who is responsible for the project elements to be filtered. "Project B". Under Responsible. If you set the filter for tasks and/or checklist items. or "proj.2008 Example If you enter Proj*. 12. 11. Enter a generic character string for the group and search field.09. End of the example. user. 9. The system then displays the following fields that you can use to define additional filter conditions: Milestone Task Type Collaboration Projects 64 . Select one or more values for the criticality level. the system resets the filter to the initial conditions. the system shows attributes that you can only set for these two object types. Choose Apply to start the filter function. The filter result then contains all the project elements whose responsible role belongs to the project role type selected here. for example. End of the note. Select a start and finish date for the time frame. or name. The system then displays all projects in the filter result whose time frame (calculated start date to calculated finish date) is partly or completely within the time frame specified. The system uses the earliest or latest dates that are defined in the user settings to calculate the start and finish dates. 5. Note The filter condition time frame is not relevant to checklists or checklist references because these project elements do not have any dates. Select one or more values for the priority.

s crip tion o t he S ave as D efa S etting che ckb . If you have defined a filter. Choose Setting s. You can further restrict the result as required by choosing Set Filter again. Choose Save. 6. The filter function applies to the same project elements as were previously filtered: the project element you originally selected along with its lower-level elements. 2. The system retains the previous filter conditions. A dialog box appears. If you have already saved more than one filter. the system displays the Delete Filter button on the result screen and you can use this to reset the filter conditions... r ult ox Choose Apply if y o w ant t ous e the s u elec ted conditi ons f or t he curr ent filter. Choose Set Filter. Collaboration Projects 65 . Choose Set Filter. Change the filter conditions as required. The system copies the current settings and displays them. . Saving the Filter You can save the filter conditions you set so that you can use them again by default. Choose Prop ertie s if y ou want t o di pl ay th efilte r d es . Choose Canc el if y u wan t o ret urn o yo ur c u ent filte condi tio and d not w an t o ap ply th e saved c onditi ns. the system displays them in a list box. the system displays the non-filtered view with all project elements again. You can use the filter function in the ALV list to restrict the result further if necessary. the filter result is displayed as an ALV list in a popup. You can define and save multiple filters. Deleting Filters 1. Select the filter that you want to change.09. sc e Select th eS ave as Def ault Se tting c h eck box ify ou w an t o us e his filter b d efault. Choose Apply if you want to use the selected conditions for the current filter. Choose Save A s. Procedure Defining Filters Choose Set Filt er. Enter a de riptio nof the filt r . If you have already saved more than one filter. which you can refine. 5. 3. the filter result is displayed within the Gantt chart. Choose Cancel if you want to return to your current filter conditions and do not want to apply the saved conditions. If you have already saved more than one filter. You can return to the table view from the ALV list by choosing Structure View.2008 Result If you called the filter from the detail view or table view. The defined filters are user-specific.SAP Online Help Percentage Complete 12. the system displays them in a list box.. If you called the filter from the graphical view (Gantt chart). Select or c nge th s elect e filt er conditio ns. the system displays them in a list box. It does not apply to the project element currently selected in the filter result. 4. ha e d The system copies the current settings and displays them. t t y Choose O to s avet he filt er K . o t t rr r ns o t o Changing Filters 1. If you choose Delete Filter or you go to the detail view or table view.

1. 3..2008 If a filter is set as default. Workflow Use cProjects offers you a workflow function when you make certain changes to project elements. Select a print template. 3. Collaboration Projects 66 . You opened an object to edit or display. You can change the print template. Select a language. Print the document. 4. Delete the filter. 5. Prerequisites Your system administrator defined a print template for the object. Integration The workflow is linked to a recorded change [Seite 73] or a change in status (see Status Management [Seite 250]). Choose Preview. You have authorization to edit or display the object. Note 12.09. as required. Change the print options for the individual objects. language. Select the filter that you want to delete. 4. 6. Procedure . End of the note.SAP Online Help 2. The system formats the template and displays it in Adobe Acrobat Reader®. 2. Choose Settings. This applies to all sessions. or options by choosing Print Parameters. Choose Print. The Adobe Acrobat Reader® or the corresponding plug-in is installed. Printing an Object Use You can print objects in cProjects using the printing functions in the Adobe Acrobat Reader®. the system always uses these filter conditions when you use the filter function.

alerts can be sent for project elements and object links if the severity has been set manually or if a threshold value violation exists for a subobject. Alerts Use Alerts [Extern] are sent in the following project situations: Once all the tasks in a checklist item have been completed or once all the checklist items in a checklist have been finished. Collaboration Projects 67 .09. you receive an e-mail informing you if changes have been made to a project element for which you are responsible. the person responsible for the checklist item or checklist receives an alert message informing him or her of this.2008 Features You can use the workflow function for the following project elements when the status is changed : Tasks Checklist items Phases Projects Once the project leader releases one of these elements.SAP Online Help 12. your system administrator can make other workflows available. The e-mail contains a link to the corresponding project element. the person responsible for processing it receives a message by e-mail that the project element needs to be processed. Furthermore. or if a phase is ready to be approved. The alert recipient depends on the type of inter-project link. If required. Alerts are sent if you create an inter-project link in Multi-Project Management. see the “Features” section of the following topics: Work with Subprojects [Seite 140] Work with Mirrored Tasks [Seite 142] Work with Programs [Seite 144] Your system administrator can configure the system so that one or more persons responsible receive an alert message if there is a threshold value violation for one of the following objects: Project element Object link Assignment Staffing Business partner Project participant In addition. For more information.

Features The following information applies to alerts triggered by threshold value violations and severities. Prerequisites You system administrator made the necessary settings for sending alert messages.SAP Online Help 12. Determining the Recipient The following table shows which recipients receive alerts for different objects: Object Project definition Phase Task Checklist Checklist item Object link Assignment Alert Recipient Project lead Phase responsible and decision maker Task responsible and persons who staff the project roles for this task Checklist responsible Checklist item responsible Person responsible for project element that the object link belongs to. see Evaluations [Seite 231]. see SAP Service Marketplace at service. . 1. If there is no person responsible for the task: the project lead Staffing If the staffing process has the status In Process: Staffing manager or responsible candidate manager if known. Integration Sending alerts does not depend on the status of an object. Task responsible 2. For more information.com/instguides Installation and Upgrade Guides mySAP Business Suite Solutions mySAP PLM in the section entitled “Making Settings for Alerts”. If not known: all responsible staffing managers or candidate managers of the organizational unit assigned to the staffing process For all other statuses: Project lead Business partner Project participant Project lead See recipient for staffing Collaboration Projects 68 .2008 For more information on severities and threshold value violations..sap.09.. Project versions and templates do not trigger alerts.

Your system administrator can make certain changes using the DPR_ALERTS BAdI. Assignment Business partner Task or project role depending on the secondary object type Project definition. If the system cannot determine a recipient that meets these requirements.SAP Online Help 12. Resources tab page The system selects the relevant project role automatically. Resources tab page The language of an alert message depends on how the alert is sent: Collaboration Projects 69 . Project participant Project definition.2008 If a user is assigned to the business partner.09. the system checks whether you have authorization for this object. If the business partner’s user does not have an address. When you open the object. Object Links tab page The system selects the relevant object link automatically. specify a different recipient. The following table shows where each of the links leads to: Object Project element Object link Target of the URL Current project element Project element that the object link belongs to. the system cannot send an e-mail even if you have specified an e-mail address for the business partner. Content and Language of an Alert Message An alert contains a standard message which informs you of the reason for the alert. Resources tab page The system selects the relevant project role automatically. The system only uses the business partner’s e-mail address if no user has been assigned to the business partner. the system uses this user’s e-mail address. This could be: A threshold value violation that was checked automatically A threshold value that was set manually An aggregation of the threshold value violations of a lower-level project element You can open the object in question via a link. A user who sets a severity manually does not receive an alert. for example. Staffing Project definition. it does not send an alert.

without creating a lock conflict. you also lock the phase that the project element belongs to. all dependent elements are locked. You can continue to edit all other project elements at this stage: If the individual approval causes the status of the approval to change. Lock Logic Use cProjects supports efficient execution of projects by using the following lock logic: When you edit a project all dependent project elements are locked. You can continue to edit the project definition and other phases provided that you do not make any changes to them that also affect the locked phase. the original language of the current project applies. Multilingual Capabilities Use cProjects distinguishes between application languages [Extern] and text languages [Extern]. If the approval causes the status of the phase to change. the logon language applies. You can only enter texts in cProjects in these languages. for example. Prerequisites You defined text languages in Customizing for Collaboration Projects under Specify Text Languages. the system uses the language of the relevant business partner. Collaboration Projects 70 .09. If you process an individual approval. If you edit checklist. This enables multiple decision makers to process their individual approvals simultaneously. You can edit tasks and checklist items in parallel. One of these text languages is the default language [Extern]. you only lock the approval that the individual approval belongs to. or control plan templates. If the alert is sent to the e-mail address of the business partner. for example. This allows multiple users to confirm various tasks or checklist items in the system at the same time. This enables the project lead. the system also locks the phase. the system also locks the project definition.SAP Online Help 12. to plan the dates for the whole project. If no language has been entered or if this language has not been installed. the language is the same as the language from the user master data. Not all application languages are text languages. project. Time at which the Alert Is Sent Alerts are checked and sent each time you save the project or create an evaluation. If no language has been entered here. If you are editing a task or a checklist item in a project.2008 If you send an alert to a user name.

they are opened in the logon language provided that this is a permitted text language. or checklist templates. If the logon language is not a permitted text language. the original language of the project also becomes the original language for the checklist and the checklist elements. or checklist template with a template. The following texts in cProjects are language-dependent: Project element name Project element description Name of responsible project role If no texts exist in the text language currently set. saplanguage=DE). Resolving checklist references in operational projects When you resolve checklist references. the system copies the texts in the original language of the checklist template when it resolves the reference. for example. the user settings in the back-end system apply.09. If no texts exist in the default language. If the checklist template has a different original language to the project. Collaboration Projects 71 . If no language has been entered there either. Text Language You can enter the texts for a project in any of the languages you specified in Customizing. the system provides an original language [Extern]. the object is opened in the default language. the system sets the default language. or checklist template without a template and the logon language is a permitted text language. Opening objects In the user settings you make the default setting for whether you want to open objects in the logon language or in the original language: Logon language If the logon language is not a permitted text language. simulation version. project templates.2008 Application Language You can log on to cProjects in various languages. The system first attempts to determine the application language using the language parameter in the cProjects URL (for example. If no parameter has been specified in the URL. the default language is used. If this language is not permitted. you can use the appropriate pushbutton to specify that the original language of the template is also the original language for the new project or template. The system transfers the texts in all existing languages. project template. Original language when creating objects with a template If you create a project. You cannot change the original language once the objects have been created. Original language when creating objects without a template If you create a project. the original language of the project is English and the checklist template only contains German texts. the system uses the language settings in your browser to determine the application language. Original language If you open several objects with different original languages. If. the German texts are copied and are displayed for both the text language German and text language English. You can also select an original language of your choice. the checklist template can contain project elements for which no text has been entered in the original language of the project. When you create projects.SAP Online Help 12. Otherwise the same conditions apply as for creating objects without a template. the system sets the logon language as the original language. project template. If this is the case. the text fields are blank. the corresponding text fields are blank. The original language applies to the whole project or template – all project elements have the same original language.

Move the language you want to log on in to the first position in the list.. We recommend that you use the URL parameter if you want to change the language for a short amount of time and adjust your browser settings if you need to change the language long term. 2. the system does not carry out any more checks. 3. 1. 2. choose the required language in the maintenance view of an object from the Language dropdown box (upper right-hand corner). The system displays the original text in a special area. The system hides the Original Language pushbutton. See also: Using Language-Dependent Functions [Seite 72] Using Language-Dependent Functions Changing the Logon Language . Add the language you require to the list. Show the original text by choosing Original Language. proceed as follows: . If you want to translate the language-dependent text in a project element into another language. 1. b. Entering and Translating Language-Dependent Texts If you want to create or display texts in a different language. saplanguage=DE). use this parameter to change the language (for example. the system only checks whether you made the entries in the original language with which the project was opened. see Multilingual Capabilities [Seite 70]. Choose Tools Internet Options Languages. Translate the text in the General area. to sap-language=EN). Proceed as follows in the Microsoft® Internet Explorer: .. d. Collaboration Projects 72 . If so. a. If you change the language afterwards. 4. change the logon language using the language settings in your browser. c. Check whether your cProjects URL contains a language parameter (for example. If you are already logged on..09. If your cProjects URL does not contain a language parameter. Close the original text by choosing No Display from the Language dropdown box in the area where the original text is located. Note that the browser language then only applies if the URL does not specify a language. You cannot edit this text.2008 Here.SAP Online Help Required-entry-field check for language-dependent fields 12. For more information. Select the target language in the Language field. you must first exit the application and log on again before the new settings take effect.

You need administration authorization for an object to be able to see the changes recorded for the object. the recording option must be active for projects. by choosing Activate Change Documents. the system not only records changes you make to the project itself. You can display a selection of the changes made within a certain period of time for all project elements as well as for checklist templates and project templates. End of the caution. approvals. Collaboration Projects 73 . For example. are not displayed on the Change Documents tab page. If. You have selected the Display Change Documents indicator in the user settings on the General tab page. changes you make to dependent objects are also recorded.09. you want to record changes to project roles. for example. Prerequisites Your system administrator has activated the recording changes option for the individual objects in Customizing for Collaboration Projects. but also records the changes to dependent objects such as the phases. Caution Change documents with long text fields. such as notes for a staffing.2008 Recording Changes cProjects provides you with a means of recording changes that you can activate for the following objects: Checklist templates Project templates Projects Control plans Control plan templates Integration The change documents trigger a workflow. This function is on the Change Documents tab page.SAP Online Help 12. checklists. for projects. and project roles. Features If the option for recording changes is active for an object.

From the status Released onwards. and the date and time it was created. call it by choosing it from the search [Seite 26] (search using Archive) result list or the favorites list. Prerequisites You have change authorization for the project element or resource. but can be read from the archive for display purposes. You can also add an archived project listed in a search result list to your favorites list. As the user. If you add a project to your favorites list before you archive it. The project or template then no longer exists in the database. set the To Be Archived status. you only flag a project in cProjects for archiving. by assigning the user to a user group or organization that holds read authorization for the archived project. Collaboration Projects 74 . You can only flag projects for archiving that have the status Completed or Canceled. you can grant a user read authorization for an archived project at a later point in time. and control plan templates.2008 Archiving Use You are not allowed to delete a project or template that has been released within the cProjects application. you can only delete projects and templates by archiving them first. If you have granted authorizations to user groups or organizations in an archived project. You can also print all notes saved for a project element. Notes Use This function is available for all project elements and for resources on the Notes tab page. it remains in your favorites list after archiving. To display a project that was already archived. The system saves the text with your name. Your system administrator carries out archiving. Features You save a note by saving the project. You can only flag templates for archiving that have the status Obsolete.SAP Online Help 12. Activities To flag a project for archiving. checklist. You can call it from the favorites list directly. For more information. Features You can archive projects as well as project. you must have read authorization for the archived object. see Printing an Object [Seite 66]. Prerequisites To display a project or a template that has already been archived.09.

The system changes the status and sets the result to Not Relevant for the checklist item. Procedure Locking a Project Definition and Phase You can lock a project definition or a phase even if it has the status Created. Once you have saved. The system changes the status [Seite 250] of the project element to Locked. You can unlock the project by choosing Unlock. choose the Reset ‘Not Relevant’ entry. you cannot make any more changes to it. The project element you want to edit has been released.2008 You can change the note if you have not already saved the project. Enter an actual start date in the Confirmation area. Choose Set ‘Not Relevant’ from the Change Status dropdown box. Collaboration Projects 75 .. 2.SAP Online Help 12. Save your data. Editing a Task When you start to edit a task.. and if required. Setting a Checklist and Checklist Item to Not Relevant .. Choose Lock from the Change Status dropdown box.09. Save your data. 1. 2. You can no longer make entries in any of the fields. The checklist items. . For more information about the effects of changing the status. 1. . you want to document the progress of your work in the system. The entire project or the entire phase with all dependent objects is thereby protected from changes. 3. Choose Set for Processing from the Change Status dropdown box. 1. 3. The system changes the status to In Process. Go to the Additional Data tab page. tasks. see Status of Checklists [Seite 254] and Status of Checklist Items [Seite 255]. 2. If you want to reset the status. 3. Project Planning Editing a Project Element Prerequisites You opened a project element you want to edit and are on the Basic Data tab page. approvals of the locked project element no longer appear in the project list or under My Approvals in the initial view.

Once you have completed the task.09. Enter values in the Percentage Complete field and Confirmation field on a regular basis. Now you can confirm the task [Seite 89]. Integration In order to delete an object. These prerequisites are influenced by the status [Seite 250] and the lock logic [Seite 70] of the object and the authorizations [Seite 242] you have for the object. 5. Deletion of Objects Use You use this function to delete objects without having to set a deletion flag.2008 4. certain prerequisites must be met. Prerequisites Object Project element [Seite 12] Prerequisites The project element still has the status Created The project element and the superior project element (if one exists) are not locked For checklist items: the checklist item is changeable [Extern] You have administration authorization for the project element Document [Seite 198] The document has the status In Process The document is not locked The document is not checked out by another user The project element to which the document is assigned meets the prerequisites for deletion You have write authorization for the document Template [Seite 36] The template still has the status Created The template is not locked You have administration authorization for the template Collaboration Projects 76 . enter the actual finish date.SAP Online Help 12.

However.09. your system administrator can set up the system so that you can still delete individual approvals after the approval process has begun.2008 Collaboration [Seite 219] The project element to which the collaboration belongs is not locked and not completed/finished You have write authorization for the collaboration Object link [Seite 157] The project element to which the object link belongs is not locked and not completed/finished You have write authorization for the object link Process step. The control plan still has the status Created The control plan is not locked The project element to which the control plan belongs is not locked and not completed You have administration authorization for the control plan Individual approval or decision maker [Seite 237] You have not yet begun the approval.SAP Online Help 12. or characteristic of a control plan. The individual approval has not been granted or rejected yet The approval for the phase is not complete yet You have administration authorization for the approval Activities The following table shows you how and where you can delete various objects: Object to be deleted Project element Where you must be located In the editing view of a project What you must do Select the project element in the structure tree and choose Delete Select the document in the document folder and choose Delete Select the template and choose Delete Select the collaboration and choose Delete Link Select the link and choose Delete Document In the editing view of a project on the Documents tab page In the editing view of a template In the editing view of a project on the Collaborations tab page In the editing view of a project on the Objects tab page Template Collaboration Object link Collaboration Projects 77 . tool. You cannot delete a control plan itself.

the field is not ready for input. select the task from the project structure by choosing Find. tools. Choose Edit. 1. Collaboration Projects 78 . Choose Predecessor or Successor. 8.2008 Process steps. Enter the time interval that should be between the two tasks. you have selected the Relationship tab page. 7. Prerequisites You are in the detailed view of a project and in the structure tree [Seite 41] you have selected the task for which you want to edit or enter relationships. you can choose from all possible tasks and tasks that have not yet been linked. A number of different link types are available. Procedure . Select a task and a link type.. or characteristics of a control plan version Individual approval or decision maker In the editing view of a control plan version In the editing view of a phase on the Approval tab page Decision Maker Select the element you want to delete in the overview and choose Delete Select the individual approval and choose Delete Editing the Relationship Between Tasks Use You specify how tasks within a project are related to one another by creating links between the tasks: You can create links between tasks at the same level of the project structure or between tasks at different levels of the project structure. 5. 6. The relationship influences the scheduling [Seite 79] of the project. You can also create relationships with all four link types in the graphical view [Seite 61]. The system enters the task in the corresponding table.SAP Online Help 12. Select the calendar you want to use for the relationship. Save your entries. For links between tasks at the same level.09. choose Delete. Choose Task (Same Level) or Task (Any Level). 2. 3. For links between tasks at any level. 4. If there are no tasks at the same level as the task you want to link or if all tasks at the same level are already linked to this task. in the dropdown box. The links have a time interval which can also be a negative value. In the detail view. To remove a predecessor or successor from the list.

specify the time frame of execution (see Editing the Relationship Between Tasks [Seite 78]). Prerequisites You specified a scheduling type in Customizing for Collaboration Projects under Define Project Types. for example. phases. The finish date field remains empty. In order to change attributes that influence dates and to carry out scheduling. for the duration of phases and tasks Dependencies between tasks which. The system informs you if the dates overlap by displaying messages in the log. You can enter phase dates that overlap as well as task dates or checklist item dates that are outside the phase dates. such as: Basic dates for the project and individual phases. the system offers you a scheduling function. Features General You can enter fixed dates for the project elements.09.SAP Online Help 12. If you do not enter fixed dates for the project. Checklist items do not have a duration or a start date and you can only enter a fixed date for the planned finish. for example. specified by the customer Empirical values. The system uses messages to inform you of any conflict situations during scheduling. if task dates are outside the time frame of phases during top-down scheduling. Collaboration Projects 79 . for example.2008 Scheduling Use When you schedule a project you must take many factors into consideration. You can schedule each project element individually. you require administration authorization. You can enter a duration for project definitions. fixed dates for the planned start and the planned finish. the system sets the current date as the start date. and create a calendar. You can also edit dates in the table view [Seite 58] and the graphical view [Seite 61]. For each project type. for example. The time unit for the duration of project elements is Day. When the dates are scheduled. the dates of the dependent project elements (lower-level elements and linked elements) are taken into account and also scheduled. you can choose whether you want to use bottom-up scheduling or top-down scheduling. and tasks. Confirmed dates for tasks and checklist items (see Confirming Tasks [Seite 89] and Confirming Checklist Items [Seite 89]) To meet these requirements. The system calculates the finish date from the remaining project data during scheduling.

choose the Earliest Dates and Latest Dates pushbuttons located in the detail view of the relevant project element on the Basic Data tab page. checklist items. as well as the fixed dates.SAP Online Help 12. Once you release the project. the system automatically schedules only the project elements that still have the status Created. only thedates of this one project element are recalculated. from the finish date of the phase or project. This takes into account the order and the duration. and fixed dates. and actual dates. duration. it only does this if you call scheduling manually [Seite 81]. After releasing a project element. and tasks. and have priority over links to other tasks. The dates of the tasks that belong to a checklist item are calculated based on the dates of the phase or project to which the checklist item belongs.09. taking into account their links. if any exist. The dates of the checklist items are determined from the latest finish date of the assigned tasks. fixed dates. Top-Down Scheduling The dates of the phases are calculated on the basis of the dates of the project definition. To do so. Determining Dates You can define the earliest or latest calculated dates as fixed dates in phases. Scheduling Types Provided that a project element has the status Created. Collaboration Projects 80 . The dates of the subtasks are calculated in the same way. fixed dates have priority over outline dates specified by the higher-level project element. the dates of this project element and its dependent elements are recalculated automatically when you make date-relevant changes to a dependent project element. In scheduling. Bottom-Up Scheduling The dates of a project element are calculated from the dates of the lower-level project elements. if you change to a new tab page or save your data) or choose Enter on your keyboard. taking into account their order. The system recalculates once you perform the next action in the system (for example. Dates in the latest position are determined by backward scheduling starting from the finish date. or if no tasks have been assigned. If you make changes to a project element below a released project element. Tasks are not taken into account.2008 Dependencies The system calculates the start and finish dates of the project elements (for checklist items only finish dates) in earliest and latest position: Dates in the earliest position are determined by forward scheduling starting from the start date of the project definition. thereby preventing dates from being changed when scheduling is carried out again. duration. using the dates from the higher-level tasks. the system no longer automatically calculates the dates of the lower-level project elements. The dates of the tasks of a phase are calculated on the basis of the dates of the phase.

The system takes this date constraint into account. The duration of the task is 30 days.01. You cannot specify any other constraints or enter any dates.30 in a single year. to 06.SAP Online Help 12. the postponement of the finish date of the task means that the finish date of the phase is adjusted accordingly. You have administration authorization for this project element and for its dependent project elements (lower-level elements and linked elements that are scheduled together with the current element). once you have released the project element. the start date and finish date of the project element are determined by scheduling. If bottom-up scheduling takes place. Scheduling Manually Use When you enter dates for a project element. The following constraints are considered to be fixed dates in scheduling: Must start on Must finish on The following constraint types are also available: Start no earlier than Finish no earlier than Start no later than Finish no later than When the following constraints are used.15 due to delivery dates.15 as the start date. Earliest possible Latest possible Example You create a task in a phase that lasts from 01. it reports that the finish date of the task conflicts with the finish date of the phase. scheduling no longer takes place automatically for this project element because the system presumes that the dates are fixed from this point onwards and can only be changed in exceptional situations.2008 Time Constraints Use You can define constraints for when a project element should start and finish. Prerequisites You are in the editing view of a project element you want to schedule. and if top-down scheduling takes place. Collaboration Projects 81 . you enter "Start no earlier than" as the start date constraint for the task and 06. The dates are not calculated automatically either if you have selected the Scheduling Only Manually indicator in your user settings [Seite 28]. However.09. Therefore. This task cannot start earlier than 06. the system carries out scheduling automatically when you carry out the next action in the system or choose Enter.

The lower-level project elements are no longer scheduled automatically. Procedure . Features The manual or automatic release of individual project elements has the following consequences: Project definition: The project is released for processing (see Editing Project Structures [Seite 56]). As a rule. If you want to release a phase. The first phase of the project is released. the start dates of this element apply as fixed dates in scheduling. You only have to release a project element manually if the prerequisites for the release were not met. See also: Scheduling [Seite 79] Releasing Project Elements Use Once you have entered the basic data for a project element and want to start processing it. You cannot change the project type. Collaboration Projects 82 .SAP Online Help 12. and tasks. phases.2008 If you do not have the necessary authorization for the dependent project elements. Choose Schedule. phase type. The project is no longer scheduled automatically. Save the changes. Prerequisites You entered a project type. checklists.. or task type for projects. The system calculates the dates of the selected project element as well as the dependent project elements again. you have to release the project element for processing. 2. This is also true if the higher-level element was released automatically. Phase: The phase is released for processing. all project elements below the project definition are automatically released once the higher-level project element is released. checklist type. 1. the project it belongs to and the predecessor phase must both have already been released.09.

SAP Online Help 12. choose the entry Release from the Change Status dropdown box in the editing view of this project element in the General area on the Basic Data tab page. The subtasks are released for processing. Note Collaboration Projects 83 . After the export. you can use all the functions available in Microsoft Project.09.2008 You cannot change the phase type. Checklist: The checklist is released for processing. Any existing checklist references are resolved. Save the project. The subtasks are released for processing. Checklist item: The checklist item is released for processing. You cannot move the phase or insert another phase ahead of it. The subtasks and lower-level checklists are released for processing. You cannot change the task type. You cannot change the checklist type. The lower-level checklist items are released for processing. Activities To release a project element manually. Import and Export of Data Export to Microsoft Project (Client) [Seite 83] Export to Microsoft Project (Server) [Seite 85] Export to an XML File [Seite 86] Importing of Project Data [Seite 87] Export to Microsoft Project (Client) You can export a project or version in cProjects to Microsoft Project (Client). Task: The task is released for processing (see Confirming Tasks [Seite 89]).

the duration values in Microsoft Project and cProjects may differ. when you transfer project elements. For the project elements. The task type and checklist type are also displayed for tasks and checklists.SAP Online Help 12. Transferring Dates If you have set the start constraint in cProjects. For more information about the export to Microsoft Project (Client). see SAP Note 958210. thereby taking its own calendar into account. When you export to Microsoft Project.09. Prerequisites You installed Microsoft Project (Client) 2002 or a higher release on your PC. the Microsoft Project system sets backward scheduling. Since Microsoft Project carries out its own scheduling. you transfer the attributes as well: Information about the phase type is automatically displayed in a Microsoft Project text field for the phase. You performed the corresponding activities in Customizing for Collaboration Projects under Connection to External Systems Microsoft Project Integration . Features Exporting Objects The following table shows which objects are transferred to Microsoft Project (Client) and which objects they are mapped to there: Object in cProjects Project definition Phase Task Task and summary task Checklist Checklist item Role Resource Object in Microsoft Project Project summary task Furthermore.2008 Due to different scheduling types and calendars. If you have set the finish constraint in cProjects. the Microsoft Project system sets forward scheduling. End of the note. the scheduling results in Microsoft Project could differ from those in cProjects. However. you can transfer additional attributes that were specified by your system administrator in Customizing. This can cause problems because Microsoft Project has its own scheduling logic. you can use the calendar information from cProjects via a Business Add-In (BAdI) Collaboration Projects 84 . dates are transferred for each task. You have write authorization for the project. Note In the standard system Microsoft Project does not process any calendar information from cProjects.

depending on what settings you made in Customizing. The system either exports the work or the percentage complete. After the export. Collaboration Projects 85 . If your project is in the planning phase. the cProjects system can fill both fields during the export. Therefore. Input Table You can assign standard fields and user-defined fields (enterprise fields) to cProjects fields in the configuration. the Duration and Work fields in Microsoft Project are independent of each other. Activities You can start the export of an operational project from the editing view of a project at project definition level or from the Projects initial view. the duration and work data in Microsoft Project may differ from that in cProjects. If your project is in the execution phase. a list of values is generated in Microsoft Project in the appropriate field. 12. Microsoft Project does not set any attributes when it assigns the tasks.2008 Connection to External Systems You cannot directly influence the start and finish dates for summary tasks in Microsoft Project. Note Microsoft Project uses its own logic to calculate values for work and resources from the task assignments. Therefore. They are always derived from the dates of lower-level tasks (subtasks). the Duration and Work fields in Microsoft Project are dependent on each other. you can use all the functions available in Microsoft Project. There is no direct equivalent for these values in cProjects. Depending on the settings in Microsoft Project. You can assign attributes to the resources in Customizing for Collaboration Projects.09. For this reason. End of the note. other values can be produced for work and required capacity.SAP Online Help (see Customizing for Collaboration Projects under Microsoft Project Integration ). If there are fixed values or value tables for the fields in cProjects. End of the note. Choose Export and enter your data. Transferring Project Roles Project roles are transferred to Microsoft Project (Client) as resources and assigned to the corresponding tasks as in cProjects. You can start the export of a project version from the editing view of an open version or via the Versions initial view. If you assign enterprise fields. the system automatically copies the names of the corresponding fields from cProjects. and the other value is calculated automatically by Microsoft Project. More Information Export to Microsoft Project (Server) Importing of Project Data Export to Microsoft Project (Server) Use You can export a project or version in cProjects to Microsoft® Project. dates for project elements that are depicted as summary tasks in Microsoft Project can differ in cProjects and Microsoft Project.

Constraints The system only exports the project or version data that is defined in the XML schema. phases. For more information about the export to Microsoft Project (Server). see SAP Note 983597.SAP Online Help 12. Your system administrator can also specify other attributes in Customizing. tasks. for example. and checklists. Features Exporting Objects You can only export the project definition from cProjects to a new Microsoft Project project in Microsoft Project Server (by selecting a Microsoft Project Server project template). Prerequisites You have set up a connection between your cProjects system and Microsoft Project Server 2003. Therefore. See also: Export to Microsoft Project (Client) [Seite 83] Importing of Project Data [Seite 87] Export to an XML File Use You can export a project or version to an XML file to exchange data with another application. You have write authorization for the project. Collaboration Projects 86 . Activities You can start the export of an operational project from the editing view of a project at project definition level or from the Projects initial view. You cannot export other project elements. Prerequisites You have write authorization for the project. for example. SAP supplies a predefined XML schema for this purpose (see transaction SE80 for the BSP application CPROJECTS_TRA under Mimes XML cProjects_xsd).2008 Due to different scheduling types and calendars. the scheduling results in Microsoft Project could differ from those in cProjects. Choose Export and enter your data. The system automatically transfers the description and the start and finish date from the project definition. You can start the export of a project version from the editing view of an open version or from the Versions initial view. You performed the relevant activities in Customizing for Collaboration Projects under Connection to External Systems Microsoft Project Integration Microsoft Project Server Integration.09. it does not export shopping carts or any external staffings that belong to them.

Select XML File. Select XML File.SAP Online Help 12. you do not need to enter the number of the version or the number of the project for this version.. 3.2008 Procedure For Projects . SAP supplies a predefined XML schema for importing XML data (see transaction SE80 for the BSP application CPROJECTS_TRA under Mimes XML cProjects_xsd ). 2. Open the XML file or save it to the hard drive.09.. 5. Prerequisites The following prerequisites must be met before you can import a project from Microsoft Project: You have installed Microsoft Project Client 2002 (or a higher release) on your PC or you already have a connection to Microsoft Project Server 2003. Enter the number of the version you want to export and the number of the project for this version. If you start the export from an open version. 1. Features Before the import. Choose Export. See also: Importing of Project Data [Seite 87] Importing of Project Data You can import a project or version into Microsoft Project or import project data from an XML file into cProjects. You performed the corresponding activities in Customizing for Collaboration Projects under Connection to External Systems Microsoft Project Integration . 1. 4. Choose Export. Choose Export in the Projects initial view or in an open project. 2. Enter the number of the project you want to export. 5. the system checks whether a project already exists in cProjects that has the same external ID as the ID in the import file: Collaboration Projects 87 . 3. Choose Export in the Versions initial view or in an open version. Open the XML file or save it to the hard drive. 4. For Versions .

Caution You can only import data to a simulation if you have read authorization for the project that already exists in cProjects. checklist. The duration of the project elements in cProjects is calculated from this.2008 If the project does not exist yet. If you have set forward scheduling in Microsoft Project. checklists. and tasks in cProjects on the basis of a Microsoft Project upload. the cProjects system sets the finish constraint. The duration of the project elements is not imported but the dependencies between the project elements and their constraints are. you have to assign the phase.SAP Online Help 12. Activities Choose the Import button in the Projects initial view.09. End of the caution. or task type to a corresponding enterprise field (user-defined field) in Microsoft Project. You do this in Customizing for Collaboration Projects. select the format. If you have set backward scheduling in Microsoft Project. the cProjects system sets the start constraint. If the project already exists. See also: Export to Microsoft Project (Client) Export to Microsoft Project (Server) Export to an XML File Confirmation Confirming Checklist Items [Seite 89] Confirming Tasks [Seite 89] Time Recording Using the Cross-Application Time Sheet [Seite 90] Collaboration Projects 88 . the system creates a simulation from the imported data with the simulation version 0IMPORT and the project number and displays the new simulation. you can reconcile it with the operational project. The cProjects system carries out scheduling by default straight after the import. Special Features of the Import from Microsoft Project You can include phases. the system creates a new project and opens it. To do this. You can now edit the project and save it. If the system generated a version. and enter your data.

2. Time recording using the cross-application time sheet [Seite 90] (CATS) is not active. Go to the Basic Data or Status tab page.. Select the entry OK or Not OK from the Result dropdown box. Result The finished checklist item is given the status Finished and is confirmed in the system. Enter an actual finish date in the Confirmation area. It no longer appears under My Checklist Items in the Checklist Items initial view. 4. The project type of the current project allows confirmation for tasks. navigate to the checklist item you want to confirm and click on it. 1. 3. Confirming Tasks Use You are defined as the person responsible for a task and have started to edit the task or have already completed it.09.2008 Confirming Checklist Items Use You are defined as the person responsible for a checklist item and have finished the checklist item. You now want to confirm the task in the system. if required. Prerequisites You are on the Additional Data tab page in the Tasks or Projects initial view.SAP Online Help 12. see Confirming Tasks [Seite 89]. Choose Finish from the Change Status dropdown box. Collaboration Projects 89 . The checklist item has the status Released or In Process. In the structure tree [Seite 41]. Procedure . You now want to confirm the checklist item as finished in the system. Procedure . The task has the status Released or In Process. Enter your confirmation data. For more information.. In the structure tree [Seite 41] navigate to the task you want to confirm and click it. You are on the Additional Data tab page in the Checklist Items or Projects initial view. 5. Prerequisites All tasks that belong to the checklist item have the status Completed. 2. You can also confirm times for project roles and for the project definition. 1.

If you are using SAP ECC 6. the worklist displays all roles for confirmation to which your user is assigned for the confirmation time frame. Result The task is given the status Completed and is confirmed in the system. the system checks the actual start and finish dates on the Additional Data tab page. If the actual finish date has not been entered. the system also enters the current date in this field. you can view the following.0 EhP03. 3. Integration The system creates a worklist in CATS to enable you to record your time for a role or task.2008 The system calculates the remaining work from the difference between the planned work (see the Work field in the Advanced screen area) and the time you entered in the Confirmation field. manual confirmation is no longer possible. or project definitions) to which you are assigned in the confirmation time frame: If you set up confirmation via project roles.SAP Online Help 12. Collaboration Projects 90 . When you complete the task.: indicator. Once you have completed the task. additional detail data for tasks and make changes to it: Actual start Actual finish Percentage complete Notes Remaining work Work Caution Once you have activated CATS confirmation.09. If the actual start date has not been entered either. The system selects all objects (tasks. project roles. It no longer appears under My Tasks in the Tasks initial view. change to the Basic Data tab page and choose the entry Complete from the Change Status dropdown box. If you want to enter the remaining work manually. Time Recording Using the Cross-Application Time Sheet You use this function to record the work you carried out for a cProjects project in the CrossApplication Time Sheet (CATS). the system automatically enters the current date as the actual finish date. set the RemainWork Man. End of the caution.

SAP Online Help

12.09.2008

If you set up confirmation via tasks, the worklist displays all tasks for confirmation to which your user is assigned by means of a role for the confirmation time frame and which have been released. For the confirmation time frame, the system first checks the time frame you specified on the Staffing tab page. Then it checks the time frame you specified in the Tasks Assigned to Selected Project Role group box on the Tasks tab page. If you only made entries on one of the tab pages, these apply. Note You cannot confirm for summary tasks. End of the note. Note If you have not assigned any roles to the tasks, the system cannot determine the tasks for which you are responsible. In this case, the system response is as follows: End of the note. 1. If you have allowed confirmation for the project, the system displays the project definition for time recording. 2. If you have not allowed confirmation for the project, the system cannot create a worklist and you cannot record your time. Note that the planned times in cProjects are only transferred to CATS if you are using SAP ECC 6.0 EhP03. The worklist also contains information about the project’s account assignment object.

Prerequisites
Your system administrator activated the time recording function in Customizing for Collaboration Projects under Define Project Types. Your system administrator set up accounting integration; see Customizing for Collaboration Projects under Accounting Integration. Your system administrator set up communication via Application Link Enabling (ALE); see Customizing for SAP Web Application Server under Application Link Enabling (ALE). For more information about setting up ALE for cProjects integration with CATS, see SAP Note 954860. Note This setting is not required if ERP and cProjects are installed on the same system. End of the note. The cProjects system is available at the time of confirmation If you want to display detail data during confirmation, your system administrator activated the business function BF CA_CATS_CPR_CORE.

Features
When the times you recorded in CATS have been released and approved, the system automatically transfers them to cProjects and SAP Controlling. The system also transfers saved detail data.

Collaboration Projects

91

SAP Online Help

12.09.2008

In SAP Controlling, the system generates actual costs from the records that were transferred based on plan prices from cost center accounting and posts them to the account assignment object. When determining costs and updating the actual costs, the system does not support the assignment of personnel costs to the recipient object (not updating CO directly from CATS but via HR) because in this scenario the origin of the costs is unclear. In cProjects, the transferred records for times are saved in table DPR_CONF_LI. The transferred detail data is saved in table DPR_CONF_DET. You use the DPR_CATS_CPR_TRANSF program to transfer the total time recorded and the saved detail data to the cProjects UI. We recommend that you schedule the program in a batch run. The actual start date is also transferred for tasks and project roles. The system always displays the earliest date. If, for example, you record time for a task for the first time on 07.01. the system makes 07.01. the actual start date. If you record times later on for 06.30. the system changes the actual start date to 06.30. Transferring the recorded times to cProjects does not change the status of the confirmation object. Even if the percentage complete is 100%, the confirmation object is not automatically closed. However, saved detail data and times that have already been recorded for an object that is closed are still totaled up and displayed. Example On 12.10. you record time for a task. The data is transferred to cProjects the same day but the DPR_CATS_CPR_TRANS program is scheduled for 12.15. On 12.12. the project lead changes the status of the task to Closed. However, the times recorded are still totaled up and displayed on 12.15. End of the example.

Activities
Create a worklist in CATS from a particular date and with the cProjects profile. This profile also specifies the length of the confirmation time period. Note You can only confirm for the objects that appear in the worklist. You cannot add any more objects automatically. You can only enter detail data for tasks if you have the relevant authorization. End of the note. Copy the line in which you want to confirm from the upper area to the lower confirmation area. Enter the required detail data and save your entries. Record your time and save your entries. For more information about working with the Cross-Application Time Sheet, see SAP Library under Logistics Customer Service (CS) Cross-Application Time Sheet (CATS) .

Collaboration Projects

92

SAP Online Help

12.09.2008

Project Resource Planning
Purpose
Having the right employees at the right place at the right time is one of the central requirements of today’s human resource management. Project Resource Planning provides a planning tool for you to optimize your human resource deployment. It focuses on using your employees efficiently and assigning them to projects or orders based on demand, qualifications, and availability. The project lead first uses project roles to depict which type of resource is required in a project, that is, which function the employee (resource) carries out in the project. The project role includes information about the qualifications the resource should have and when and for how long the resource should be available. The project lead can assign tasks to the roles or resources straight away. In the resource search, the system determines suitable resources for each role and task on the basis of their qualifications. The project lead’s or customer’s preferred resources can be stored as candidates in the system. In the staffing process, staffing or candidate managers can also determine resources based on their availability. The project lead or resource manager can first reserve their preferred resource or assign the resource straight away. At the same time, the project lead can send e-mails to resources with details of the project, directly from the application. You have the following options for carrying out project resource planning: You can do all your planning in cProjects. You can select the resources by their availability. To do this, you can either use the resource planning application (RPA) from Service Resource Planning in SAP Customer Relationship Management (SAP CRM) or you can predefine the capacity of the resources by means of Customizing in cProjects; the latter is the simpler option. You can schedule the resources with SAP xRPM [Extern].

Prerequisites
You created a project [Seite 31]. You created resources [Seite 126] as business partners in Resource Management. You created the role of the person responsible for the project. If you want to use groupware integration [Extern], you require SAP CRM and middleware, as well as Workforce Deployment.

You can transfer organization types, qualifications, and approximate availability from SAP Human Capital Management.

Process Flow
..

1. You create a project role. For more information, see Creating a Project Role [Seite 97]. 2. You assign tasks [Seite 102] to the project role. 3. You define the qualifications [Seite 108] that the resource needs to meet the requirements profile of the role.

Collaboration Projects

93

SAP Online Help

12.09.2008

4. When using project resource planning for direct staffing, you staff the role with resources [Seite 126]. You can either assign resources straight away or first search [Seite 116] for suitable and available resources. When using project resource planning as a staffing process [Seite 110], project managers and staffing managers work together to locate and assign resources to projects. To do this, you have to select the Resource Manager via Responsible Organization staffing type in Customizing for Collaboration Projects, by choosing Resource Management Basic Settings for Project Roles Define Project Role Types. 5. To reserve suitable resources provisionally, you can first save them as candidates [Seite 130] until you have clarified whether the employee or the employee's manager agrees to his or her participation in the project. You can also reserve [Seite 136] a resource for a particular project role. 6. You can staff a project role and define corresponding attributes without having to specify the resource straight away. 7. You can staff [Extern] the project role with the chosen resource. 8. You notify [Seite 133] the relevant resource or his or her manager by e-mail or by a groupware task [Seite 139] if there is groupware integration. 9. You schedule appointments for your resources.

You can set up staffings in cProjects but you cannot schedule appointments. If you want to schedule appointments, you can use the RPA. The time units from the RPA must be defined as permitted time units in cProjects so that they can be transferred from the RPA to cProjects. For more information, see SAP Note 866776.

Result
The project is staffed with suitable resources. You have assigned tasks, the required capacity for these tasks, and the period in which they are to be carried out, to each resource.

Project Roles Definition
A project role represents a position in a project that is to be filled by a business partner, for example, the role of consultant in a consulting project. The project role describes which type of resource is required in a project, that is, which function the resource carries out in the project. The project role includes information about the qualifications that the resource should have and when and for how long the resource should be available.

A similar resource description exists in Organizational Management. Here, the positions describe the resources required for the organizational plan.

Collaboration Projects

94

SAP Online Help

12.09.2008

Use
You create project roles according to the planned requirement for a project, thereby creating the foundation of Resource Planning. You can only assign tasks, staff roles with resources, and therefore complete resource planning, once you have created the project roles.

For more information about creating project roles, see Creating a Project Role [Seite 97]. Project roles can have the following statuses: A red icon if the project role is not staffed A yellow icon if the project role is partially staffed A green icon if the project role is fully staffed

You can define the following attributes for each project role: The qualifications a resource requires to be able to fulfill the project role The tasks that a resource is to work on The work and time frame for the individual tasks Once you have assigned tasks to the project role and staffed the project role with resources, you can check whether all assignments and staffings are consistent. To do so, choose Check.

You use the DPR_TRUNCATE Business Add-In (BAdI) to control whether or how the system is to delete or truncate the project roles and staffings when an operational project is completed or if it is canceled. For more information, see Customizing for Collaboration Projects under Resource Management Basic Settings for Project Roles BAdI: Control Truncation and Deletion of Roles and Staffings.

Structure
The project role overview with the current status and assigned resources is always displayed in the screen area on the left in the project role definition.

You can sort the project roles at any time to get a better overview. See Sorting Project Roles [Seite 99]. You can also hide the role list to gain more space for editing a project role. In the screen area on the right, you define the business attributes of each project role and assign persons to it. The following tab pages are available: General [Seite 96] (detail view for the project role) Tasks [Seite 102] Staffing Process [Seite 110] Qualifications [Seite 108]

Collaboration Projects

95

The General tab page displays the detail data for the selected project role and the scheduled start and finish dates of the project derived from the project data. When you do this. options in the Staffed By column in this IMG activity. You make a role available for the staffing process by choosing one of the Resource Manager. Features The left area of the screen displays an overview of all project roles that you have already created with the status and the resources already assigned. developer or decision maker) A name for the project role The validity period of the project role The confirmed times. you use this function to specify the general data. When defining new project roles. You can make these settings in Customizing for Collaboration Projects by choosing Resource Management Basic Settings for Project Roles Define Project Role Types.2008 Costing [Seite 167] Staffing [Seite 126] Documents [Seite 198] Notes [Seite 74] Shopping Cart [Seite 190] Object Links [Seite 157] Recording Changes [Seite 73] General Definition of a Project Role Use This function provides an overview of the general data for a project role. including the time unit Collaboration Projects 96 . You can create new project roles or copy existing project roles (see Creating a Project Role [Seite 97]). A name for the project role A function for the project role (for example.09..SAP Online Help 12. you can specify or view the following attributes: Project role type The system displays default project role types according to the project type.. Prerequisites You are in the Projects initial view [Seite 17] on the Resources General tab page.

Collaboration Projects 97 . Creating a Project Role You can create new project roles or copy existing ones. Prerequisites You have created a project. 2.SAP Online Help 12. See Creating a Project Definition. The calculated start and finish If you do not specify an explicit validity period for the role. the system displays the following data for the task assignment [Seite 102] under Task Assignments for Project Role: The number of tasks assigned Earliest start and latest finish date of the tasks The total work assigned Choose Transfer This Data for Project Role to transfer this data to the project role definition. If you chose a project role with distribution. select the required project role type. the system determines and displays the calculated start and calculated finish from the validity period of the project. which you can edit manually (see Distribution of Required Capacity Over Periods [Seite 100]). The data then always comes from the distribution data.09. In the General group box. which indicates how important the project role is The Vacant indicator to document that the role has not been staffed (this is relevant to the vacant role search [Seite 125]) The area and location in which the role is required If tasks are assigned to a project role and the project role type does not permit distribution [Extern]. in the Required Capacity field). The planned required capacity using the time unit of your choice The urgency of the project role. Procedure Creating a new project role 1. You are on the Resources tab page in the Projects initial view. Otherwise you record your times for tasks [Seite 89].2008 This field is only available if you selected time recording for project roles in Customizing for Collaboration Projects by choosing Structure Define Project Types. you can no longer manually edit the required capacity in the project role (that is. Choose Create Role.

and task assignments) only. 6. Specify the time frame. 3. End of the note. by choosing Resource Management Basic Settings for Project Roles Define Project Role Types . 4. Select the required role by clicking the link. Enter the required search criteria. Collaboration Projects 98 . as required. Specify the required capacity and the time unit. qualification requirements. you can copy existing project roles. and task assignments) and candidates. 5. The system displays a results list. qualification requirements. the project role is copied along with its attributes (required capacity. 2. Note You can only select roles from project templates that have been released. the system checks whether the user has the required authorization (staffing manager or candidate manager). Including a project role 1. 3. When using the staffing process. qualifications. qualification requirements.2008 Note The system displays default project role types according to the project type. When performing direct staffing.SAP Online Help 12. and attributes (required capacity. 2. as required. Choose Copy Role. 1. and resources to the project role. You can make the required settings in Customizing for Collaboration Projects. See also: Project Roles General Definition of a Project Role Result The new project role is displayed in the group box on the left. Enter a description of the project role. End of the note. 4. The system transfers the staffing.09. Choose Include Role. Select the project role you want to copy. If you are using the extended staffing process. Enter a name for the project role. You can now assign tasks. candidates. Copying an existing project role If you have the administrator role. and task assignments) of the project role too. the project role is copied along with its attributes (required capacity.

Procedure . 2. 1. Choose the project role in the list that you want to move. You can also display the following information about the roles: Type of project role and name Status of the project role Whether the role has already been staffed and if so. Display the Sort Role drop-down list.SAP Online Help 12. which resource staffed the role Required capacity of the role How much of the capacity is already covered by a resource Collaboration Projects 99 . Save your data. The other project roles are moved down to accommodate the new position. Result The selected project role is moved to the new position in the project role list. Features Project Roles view This view provides an overview of all existing project roles in the current project.09. Prerequisites You are in the Resources tab page in the Projects initial view. 4. 3. Choose the new position for the selected project role. Prerequisites You are in the Projects initial view on the Resources tab page.. Views Use The Project Roles and Project Role Staffing views give you a quick overview of the current project. You see the project role list in the new order. You can change the sequence of project roles in this list to suit your needs.2008 Sorting Project Roles Use Project roles appear as a list in the Resources tab page in the Projects initial view.

Integration If Workforce Deployment (WFD) is active. If WFD is not active. You can also display the following information about the roles: Whether the resources have been reserved for the role or whether they are already assigned to the role The work assigned to the role (through tasks) The period for which the role is staffed with the resource Required capacity (resulting from the staffing of the role with a resource) Validity period of the role Notes about the staffing Status Type of resource Name of resource Name and number of role Text for role type Vacant indicator Activities Select the view you require from the View list box.SAP Online Help 12. Distribution of Required Capacity over Periods You use this function to distribute the required capacity of a project role or project role staffing over a number of periods.09. the availability is determined as follows: Collaboration Projects 100 .2008 Validity period of the role Calculated start date and finish date Function Area and location Urgency Vacant indicator Project Role Staffing view This view provides an overview of whether all project roles are fully staffed with resources and the resources with which the project roles have been staffed. the system receives information about the availability of resources from here.

the green bar shows the total of all fixed role staffings. You are on the Resources tab page in the General or Staffing view. the system only displays the Req. Prerequisites You are editing a project role whose project role type supports distribution (see Customizing for Collaboration Projects under Resource Management Basic Settings for Project Roles Define Project Role Types ). you can display the distribution of required capacity over periods as a chart. Once distributed values exist. the information you entered in Customizing for Collaboration Projects under Resource Management Basic Settings for Project Roles Make General Settings for Distribution applies. If you select a generic interval as the period type. If you do not enter any data here. you can plan the periods as you choose. the gray bar shows the other booked capacity. You do this on the Structure tab page in the Additional Data view. you can plan the required capacity for each individual period. In addition to the table display. You can enter a period type and a distribution unit for the distribution at project definition level. Note For staffing. the yellow bar shows the other reserved capacity. you do not enter the total required capacity yourself.SAP Online Help 12. If there are no fixed dates. The system displays the distribution of required capacity over periods. Features General If you use distribution for a project role. the yellow bar shows the total of all reserved required capacities from the role staffings. and the green bar shows the required capacity of the project role.2008 From the resource availability or location (see Customizing for Collaboration Projects under Resource Management Business Partner Employee Overview ). the system sets them automatically. There must not be any gaps between the periods and they must not overlap. The blue curve shows the Collaboration Projects 101 . Free Capacity: Here you compare the remaining required capacity of the project role with the capacity the staffed resource still has available. fixed dates must also exist for the role or resource. The required capacities must be within the validity period of the project role. End of the note. Two charts are available on the Staffing tab page: Required Capacity: Here you compare the availability of a staffed resource with your existing staffings for this and other project roles. You can check the intervals.09. From the calendar or hours per day (see Customizing for Collaboration Projects under Resource Management Basic Settings for Project Roles Make General Settings for Distribution ). In this case. it is calculated by the system from the total of the individual required capacities you entered. The red curve shows the available capacity of the resource. Capacity Distribution over Periods area in the General view if you selected a resource. A chart is available on the General tab page: The red curve shows the required capacity of the project role.

You can use this function for the following types of changes: Adding required capacity to the existing required capacities of a period Subtracting required capacity from the existing required capacities of a period Setting the required capacity as a new required capacity for a period For more information. you select the project role you want to edit on this tab page. If you make changes to entries in the table and then choose Enter. For more information. Note You can determine the required capacity of a distributed role automatically from the assigned tasks.09. you want to assign multiple project roles to a task. Collaboration Projects 102 . the system updates the chart. choose Update in Accordance with Tasks. see Advanced Distribution. on the other hand. End of the note. Features The group box on the left shows the project roles with their status and assigned resources. see Task [Seite 15] and Creating Basic Data for a Task [Seite 54]. The system then recalculates the required capacity from the role to task assignments. Integration You use this function if you want to assign multiple tasks to a project role. To do this. If. Task Assignment Use You use this function to assign tasks [Seite 104] to project roles. The Tasks initial view provides an overview of all tasks to which you are assigned by means of a project role (see Project List [Seite 25]). Distribution Functions You use distribution functions if you want to make the same changes to the required capacity in several different periods. Prerequisites You created tasks on the Structure tab page of the Projects initial view. Here. The upper area of the group box on the right shows the tasks you have already assigned to the current project role. You have administration authorization for the tasks you want to assign.2008 free capacity and the red bar shows the remaining required capacity of the project role. You can enter the following data: Time frame of the assignment The system displays the possible time frame to help you. you can use the assignment of project roles to tasks [Seite 106] view.SAP Online Help 12.

The task is overstaffed: Required capacity of task < required capacity of role. Green icon Green-yellow icon In the screen area on the lower right. You can distribute the work of one task over multiple project roles. the system displays the project structure with all the tasks and the roles that are already assigned to the tasks. The following information is displayed for each task: The time frame in which you want the task to be carried out The required capacity you have already assigned (assigned required capacity or planned required capacity) Status Icon Red icon Description No project roles are assigned to the task. The task is fully staffed: Required capacity of task = required capacity of project role(s). the system displays the resources in the Resources group box that belong to the staffings of the project role currently selected. and then choosing Assign Resource. You can also replace a resource that exists in an assignment by selecting the assignment in the relevant group box. Activities You have the following options: You can assign any number of tasks to each project role in a single work step. Time unit for the work You can assign more tasks in the lower area of this group box. selecting the new resource in the Resources group box. Collaboration Projects 103 .2008 Work that the current project role is expected to carry out for a task The planned work for a task does not restrict staffing: You can exceed it as required. you can also select one or more resources that staff the role and assign them to the task straight away. Yellow icon The task is not fully staffed: Required capacity of task > required capacity of assigned project role(s). The task has been assigned work = 0. On the left. If you do this. Instead of assigning a project role to a task and leaving it open as to which resources are participating in the completion of the task. It is not possible to assign multiple tasks to multiple roles. the system issues the error message Selection for assignments between roles and tasks is invalid.09.SAP Online Help 12.

on the other hand. by choosing Resource Management Basic Settings for Project Roles Define Project Role Types.SAP Online Help 12. Remaining required capacity of the role: Total required capacity of the role minus the required capacity of all tasks assigned to the role. To assign project roles to these tasks. you must have chosen the extended staffing process and have selected the Flexible Assignment indicator in Customizing for Collaboration Projects. you can only delete task assignments if they have the status Staffing in Preparation (see Deleting a Task Assignment [Seite 105]). If you use staffing by the project lead you can delete assignments at any time. Assigning Tasks and Project Roles Prerequisites You created tasks on the Structure tab page of the Projects initial view. c. If. You specify the staffing type in Customizing for Collaboration Projects by choosing Resource Management Basic Settings for Project Roles Define Project Role Types.09. Remaining required capacity of the task: Planned work minus the total required capacity of all role to task assignments that affect this task. b. You can restrict the time period of a task assignment. You are in the Projects initial view on one of the following tab pages: Structure Roles You see the Roles tab page only if you have your cursor on a task in the group box on the left in the project definition. To do this. Resources Tasks The system uses the following values to calculate the required capacity: a. The project lead can change the role to task assignment irrespective of what the status is. you use staffing by the resource manager. The validity period of a task does not overlap with the validity period of the project role. the following prerequisites must be met: You have administration authorization for these tasks. Collaboration Projects 104 .2008 A task can only be selected for a role if the validity period of the task overlaps with that of the project role. Remaining availability of the business partner in the role: Total required capacity of the role staffing of the business partner minus the total required capacity of all role to task assignments for the same business partner and the same role.

6. the system uses the minimum from value a and value b as the default value. Select the role to which you want to assign tasks in the screen area on the left. 3. Roles: 1.SAP Online Help 12. You are on the Resources tab page . 4. the system always uses value b as the default value. to assign the resource to the task directly. 4. Choose Assign Project Role to assign the task to the project role or select a resource and choose Assign Resource. Procedure You are on the Structure tab page . You can see this for each role. The Tasks with Assigned Project Roles area displays how much work is planned for the current task and how much of this work has already been assigned. Enter the amount of work that you want to assign to the role. Enter the period in which you want the task to be carried out. 2.. See also: Deleting a Task Assignment [Seite 105] Deleting a Task Assignment Use You use this function to delete the assignment of a task to a project role. Enter the amount of work that you want to assign to the role. Tasks: 1. You can assign the total required capacity to one role or distribute it over various roles. 2. Save your data. You can assign the total required capacity to one role or distribute it over various roles. Save your data. The Project Roles with Assigned Tasks area displays how much work is planned for the current task and how much of this work has already been assigned. If the required capacity of the project role or resource staffing is 0. Collaboration Projects 105 .2008 If you assign a task to a project role. 3. You can see this for each task. Choose the task that you want to assign to the selected project role.. Choose the project role or resource to which you want to assign the selected task. Enter the period for which you want the role to be assigned.09. the system uses the minimum from value c and value b as the default value. 5. If you assign a task to a resource.

you are in the status Staffing in Preparation. Save your data.2008 This function deletes the assignment of the task to the project role.. You are in the Projects initial view. You have the following options: You can assign any number of project roles to each task. Prerequisites You have administration authorization for the task whose assignment you want to delete.09. Procedure . and not the project lead as originally planned.. to carry out the task Create Project Plan. 1. . In the upper right area select the tasks or roles whose assignment you want to delete. Deleting the task from the project role does not affect the availability of the corresponding resource. 4.SAP Online Help 12. Select a task here and then choose one of the following paths: Structure tab page Resources tab page Roles Tasks If you are using the staffing process. In the area on the left. it does not delete the entire task from the system. Example You want a lead consultant. You can distribute the work of one task over multiple project roles. Note Collaboration Projects 106 . 3. You then reassign the task to the lead consultant. Choose Delete Assignment. select the project role or task for which you want to delete the assignment. This means that you first have to delete the task assignment to the project lead. See also: Assigning Tasks and Project Roles [Seite 104] Assignment of Project Roles to Tasks You use this function to assign project roles to individual tasks. 2.

If. Features The project structure displays the tasks with their current status. You see the project roles that are already assigned to the selected task in the upper screen area. you can use the task assignment view. The time unit for the work The Project Roles for Current Project group box lists all roles. You can restrict the time frame of a project role assignment. Integration You use this function if you want to assign multiple project roles to a single task. The Tasks initial view provides an overview of all tasks to which you are assigned by means of a role (see Project List). End of the note. You can delete assignments (see Deleting a Task Assignment). End of the note. on the other hand. the system issues a message. If they do not. The following information is displayed for each role: The status: Icon Description o Red icon o Yellow icon The role has been assigned a task with work = 0.09. You have administration authorization for the tasks you want to assign. you want to assign multiple tasks to a single project role. The role is partially staffed: Required capacity of role > required capacity of assigned task Collaboration Projects 107 . For more information.2008 Note that the validity periods of the tasks and project roles must overlap. You can make new assignments. There are no tasks assigned to the role. You specify the following: The time frame for which you want the project role to be assigned The work that you want to assign to the role Note The work planned for a task does not restrict staffing. You can overbook if necessary. Prerequisites You created tasks on the Structure tab page of the Projects initial view. see Task and Creating Basic Data for a Task. You are in the editing view of a task on the Roles tab page.SAP Online Help 12.

2008 Green icon Green-yellow icon o o The role is fully staffed: Required capacity of role = required capacity of task The role is overstaffed: Required capacity of role < required capacity of task Assigned roles Information about how much of the planned work you have assigned to the role and the period in which you want the task to be carried out. Features The qualifications catalog represents all qualifications that you can assign to roles or tasks. you can also select a resource that staffs the role and assign it to the task straight away. Prerequisites To be able to select qualifications. you must have defined scales in Customizing. you can flag it as a mandatory qualification. See Defining Qualifications [Seite 109]. perform the activities in Customizing for Collaboration Projects under Resource Management Qualification Management Edit Qualifications Catalog. Integration You define qualifications for tasks in the Projects initial view on the Structure tab page in the task definition Qualifications or in the Tasks initial view on the Qualifications tab page. To do this. You define qualifications for project roles in the Projects initial view on the Resources tab page under Qualifications. o o o Validity period of the assignment Amount of planned work you have already assigned Instead of assigning a project role to a task and leaving it open as to which resources are involved in the completion of the task. Collaboration Projects 108 . The Qualification Requirements group box displays the qualifications that are already assigned to the role or task. See Selection According to Qualifications [Seite 119]. See Defining Qualifications [Seite 109]. perform the activities in Customizing for Collaboration Projects under Resource Management Qualification Management Edit Scales. To do this. You can create new qualifications. you must have defined the qualifications catalog in Customizing. To be able to define proficiencies for the qualifications. Definition of Qualifications Use You can set down the qualifications required for a project role or a particular task.09.SAP Online Help 12. You can define the following attributes for each qualification: If the selected qualification is an essential prerequisite. Qualifications you have already defined are displayed in the resource search [Seite 116] and are used as selection criteria for finding suitable resources.

6. The system displays a search result list from which you can select the qualifications you require. go to the Resources tab page and then select the role for which you want to specify qualifications from the list of project roles. You can also use the search function to do this: Make an entry in the Search Term field and choose Search. Expand the qualifications catalog to select qualifications. Procedure Defining Qualifications for a Project Role . In the resource search. You can define the necessary proficiency for each qualification. 3. 1.. Enter the required proficiency of the qualification. Choose the appropriate qualification(s). Choose the Qualifications tab page. Defining Qualifications for a Task . The task definition function appears. You can also use the search function to do this: Make an entry in the Search Term field and choose Search. Choose the Qualifications tab page. 1. See Deleting Qualifications [Seite 110]. The system does not transfer any qualification groups. Defining Qualifications Prerequisites You defined the qualifications catalog in Customizing for Collaboration Projects under Resource Management Qualification Management Edit Qualifications Catalog.. You can delete qualifications at any time. Choose the appropriate qualification(s). From the Structure tab page of the Projects initial screen. Choose >> (Add Selected Qualification to the Qualification Requirements). If the selected qualification is an essential prerequisite for carrying out the project role. 4. The qualification is then transferred to the screen area on the right.. The system displays a search result list from which you can select the qualifications you require. Collaboration Projects 109 . 2. 5.. .SAP Online Help 12.2008 The resource search then only selects resources that have this qualification. select a task. select the Mandatory checkbox. Expand the qualifications catalog to select qualifications. 2.09. 3. only individual qualifications. . the system calculates a resource’s suitability percentage from the difference between the required proficiency of a qualification and the degree to which the resource fulfills this. In the Projects initial view.

Prerequisites You use the staffing process for all project roles for which you set the Staffed by Resource Manager via Responsible Organization option for the project role type in Customizing for Collaboration Projects.09. then go to the Resources tab page and the Qualifications tab. Choose >> (Add Selected Qualification to the Qualification Requirements). only individual qualifications. Integration If staffing managers and candidate managers use the extended staffing process. 2. select the Mandatory checkbox. 6. The qualification is then transferred to the screen area on the right. Deleting Qualifications Use You have created qualifications and you want to delete them.SAP Online Help 12. The system does not transfer any qualification groups.. you have to be in the task definition (Projects initial view Structure tab page Task Definition Qualifications). If the selected qualification is an essential prerequisite for carrying out the task. You activate this initial view in Customizing for Collaboration Projects by choosing Basic Settings Define Initial Views for cProjects. Procedure . Select the qualification(s) to be deleted in the Qualification Requirements group box. 5. Enter the required proficiency of the qualification. 3.2008 4. Choose Delete Selected Objects. Save your data. you have to be in the Projects initial view. they access the project roles from the Resources initial view. To delete qualifications for a project role. Staffing Process Use You use this function to staff project roles according to their status using a resource management application outside the project. 1. Prerequisites To delete qualifications for a task. by choosing Resource Management Basic Settings for Project Collaboration Projects 110 .

Deactivates the Qualifications and Tasks tab pages. Make these settings in transaction PPOME. the staffing process is divided into different phases in which different persons responsible take over the processing of the project role. Candidate manager Takes responsibility for finding candidates through Staffing Sets access to the General tab page to read-only except for the Vacant field and the project description. Only then does the Staffing Process tab page become visible for this project role. The staffing and candidate managers are mapped as business partners and assigned to the relevant organizational units (the same as for resources). Enters requirements for project roles. see SAP Note 731177. Advertises unstaffed project roles (those roles for which the Vacant indicator is selected on the General tab page) in a marketplace in the Enterprise Portal.SAP Online Help 12. Collaboration Projects 111 . Assigns resources to project roles. Adds a message to the project role (optional). Adds a message to the project role (optional). Staffing in Process Staffing manager Takes responsibility for staffing through Staffing Process tab page. Features Unlike direct staffing. For more information. Can make changes to time frame and capacity for existing staffings. This position then links the relevant business partner. Sets the status of the project role to Staffing in Process. an organizational unit is linked to a position by the link A441 for staffing managers or A440 for candidate managers. System Actions Project role opened with automatically set status Staffing in Preparation. Enters a note for each staffing or candidate (optional). The following table shows these different phases: Phase 1 2 3 Status Staffing in Preparation Staffing in Process Staffing Complete Performed By Project lead Staffing manager or candidate manager Project lead Activities Status Staffing in Preparation Performed By Project lead Manager Activities Enters the initial project parameters.09.2008 Roles Define Project Role Types. To do this.

Staffing manager Approves candidates and assigns them to the appropriate project roles. you use the Staffing Process tab page to: Set and change the status of the project role. Deselects the Vacant indicator for the relevant project role on the General tab page. Enters a note for each candidate (optional).09.SAP Online Help Process tab page. You are using the staffing process and have a role that allows you to view and use the Staffing Process tab page. Performs resource searches based on new or changed project or role criteria. Collaboration Projects 112 . Chooses candidate(s) to add to candidate list. Staffing Complete Project lead Ends the staffing process for the project role by setting the status to Staffing Complete. Deletes undesirable or unsuitable candidates. Make roles visible in the worklist for candidate managers. Assign the organization for a role or accept the responsibility for a role. The project lead can set the status back to In Process. See also: Staffing Process Tab Page [Seite 112] Accepting Responsibility for Roles [Seite 114] Resource Search [Seite 116] Staffing Process Tab Page Use Depending on your role in the staffing process. Prerequisites You are on the Resources tab page. 12. Saves the entries.2008 Sets access to all information for this project role to read-only access. Adds a message to the project role (optional).

2008 Activities You use the Status group box to set the current status of a particular project role to be staffed. Integration You set the status of the staffing process on the Staffing Process tab page. Each status has its own activities.09. See also: Staffing Process – Status [Seite 113] Accepting Responsibility for Roles [Seite 114] Staffing Process . Collaboration Projects 113 . Staffing managers use the Responsible for Staffing group box to accept the responsibility for staffing a specific role. the project lead sets the status to Staffing in Process. This is also the area where project leads and staffing managers make the role visible in the candidate manager’s worklist by selecting the Visible in Worklist checkbox.SAP Online Help 12. Phase 1 2 3 Status Staffing in Preparation Staffing in Process Staffing Complete Performed By Project lead Staffing manager and/or candidate manager Project lead Activities Staffing in Preparation The project role has status Staffing in Preparation. This allows the specialist with the most expertise in the specific area to perform the activities related to that area in the staffing process.Status Use The status of the staffing process specifies the types of tasks the staffing managers and candidate managers can perform using Project Resource Planning (PRP). The project lead initiates the project by using the following tab pages to complete the initial project parameters and defining the requirements for the role within the project: General tab page Tasks tab page Qualifications tab page (available when using WFM Core) Once this part of the process is complete. Candidate managers use the Responsible for Resource Search and Candidate Management group box to accept the responsibility for candidates for a specific role.

09.2008 Staffing in Process As part of the staffing process. At this point. Staffing managers and candidate managers have been assigned to organizational units. He or she checks the candidate list (if the indicator has been selected so that the staffing requirements can be seen in the worklist) and deletes undesirable or unsuitable candidates. PRP sets access to the General tab page to read-only except for the Vacant field and the project description. The candidate manager carries out the following task: Performs a resource search (in the external application or alternatively in cProjects). Prerequisites You are using the staffing process and are on the Staffing Process tab page. PRP sets all role information for this project role to read-only. staffing managers and candidate managers are assigned to roles based on the manager’s organizational assignment. A role only appears in the worklist if it is assigned to a staffing manager or candidate manager. The staffing manager then approves the candidates and assigns them to the individual roles. Features Staffing managers and candidate managers find resources for roles that appear in their worklist. Project roles for which the Vacant indicator is selected still require resources. Staffing managers and candidate managers review and edit roles assigned to them on the Staffing Process tab page. At this point. Staffing Complete The project lead deselects the Vacant indicator for the role (on the General tab page) and sets the status to Staffing Complete.SAP Online Help 12. See also: Accepting Responsibility for Roles [Seite 114] Resource Search [Seite 116] Accepting Responsibility for Roles Use When using the staffing process. They can also choose to accept personal responsibility for a role to which they were not initially assigned. the staffing manager takes over responsibility for staffing with the Staffing Process tab page and uses an external application (such as the RPA) to access the project roles in his or her worklist. Collaboration Projects 114 . It also sets access to the Qualifications and Tasks tab pages to read-only.

Managers can change the responsibility for a role from another manager’s name to their name by choosing Take On Personally. Collaboration Projects 115 . You select the client(s) on which the report is run. by choosing Collaboration Projects Tools Synchronize Project Roles with Staffing Process. Prerequisites You are using the staffing process. You have changed the project role that you want to make available for the extended staffing process in Customizing for Collaboration Projects.SAP Online Help 12. You use this transaction to make these roles available for the extended staffing process. The report only supports the change from direct staffing to the staffing process. There is no automated method to return a role from the staffing process to direct staffing.09. the organizational unit(s) to which they are assigned. See also: Staffing Process [Seite 110] Staffing Process Tab Page [Seite 112] Synchronize Project Roles to Staffing Process Use You might have roles that you used in direct staffing that you want to synchronize to the extended staffing process. Sets the status of the synchronized roles to Staffing in Preparation. In these areas. by choosing Resource Management Basic Settings for Project Roles Synchronize Project Roles to Staffing Type. Activities You run the report for synchronizing project roles from the SAP menu. The report: Synchronizes all roles on the specified client(s) that were changed in the IMG activity Define Project Roles for Project Type so that these roles are available for the staffing process. that is. by choosing Resource Management Basic Settings for Project Roles Define Project Role Types. You can also run this report from Customizing for Collaboration Projects. managers see only the roles within their own organizational unit.2008 Activities You use the Responsible for Staffing and Responsible for Resource Search and Candidate Management areas on the Staffing Process tab page when assigning roles.

You can also check the availability more simply without using the WFD server. see Project Roles [Seite 94] and Creating a Project Role [Seite 97].SAP Online Help 12. You have installed the WFD server as an add-on or connected it as an external system.2008 See also: Staffing Process – Status [Seite 113] Staffing Process [Seite 110] Resource Search Use You use the resource search function to find suitable and available project resources.09. You use the WFD server to check the availability. the search function uses all data required for the search from the project role. Features You can enter the following resource search criteria: Search Criteria General project role type that is to be staffed Specified time period Customer/ordering party Area/location Maximum number of hits in the search result Organizational unit Qualifications Availability Selection According to Organizational Structure [Seite 118] Selection According to Qualifications [Seite 119] Selection According to Availability [Seite 121] See General Selection Criteria [Seite 118] Collaboration Projects 116 . then Find Resource. For more information. The search criteria can be changed in the search function without changing the attributes of the project role itself. From the Projects initial view. Prerequisites You created project roles on the Resources tab page of the Projects initial view. choose the Resources tab page. Integration As search criteria.

or add the resource to your list of candidates. When using PRP for the extended staffing process: . E-mail the chosen resource or his or her manager to inform them that you want to include the resource in your project. and Availability tab pages.09.. Assign the resource directly to your project. and Availability tab pages. 1. Qualifications. Qualifications..2008 You see a green checkmark when the search criteria is entered on one of the tab pages. Candidate managers approve or reject candidates. 2. For more information. 4. The system performs the search and displays the results.. Enter the required search criteria on the General. see the Collaboration Projects Implementation Guide (IMG) under Resource Management Basic Settings for Project Roles BAdI: Configure Resource Search and SAP Note 1009131. Enter the required search criteria on the General. Organizational Structure. You use the BAdI DPR_RES_SEARCH to change the following settings according to your requirements: Search criteria (and the corresponding user interface) Search logic Search result list For more information. 4. 3. Staffing managers assign the candidates to the project roles. . Candidates are always included in the search result. regardless of the selection criteria you enter or the resource’s suitability percentage. Choose Find. See also: General Selection Criteria [Seite 118] Collaboration Projects 117 . 1. see: Running a Search [Seite 122] Search Results [Seite 122] Candidates [Seite 130] Activities When using Project Resource Planning (PRP) for direct staffing: .SAP Online Help 12. Choose Find Resource. 5. 2. The system performs the search and displays the results. 3. Candidate managers choose candidates from the results of the search. Organizational Structure.

You define areas and locations in Customizing for Collaboration Projects. the project role is not used as a filter. by choosing Basic Settings Define Areas and Define Locations and assign them to the resources by choosing Resource Management Business Partner Employee Overview. If you leave the field blank. Area/location You can restrict the search to resources that have the specified location or area. Maximum number of hits in the search result You can reduce the search time by restricting the number of hits. senior consultant In the search result.09. the system lists all the resources that have already carried out the duties of such a role. that is. The time frame required for searches: searches can be based on a selection according to organization. Customer/ordering party You can restrict the search to resources who have already carried out work for this customer or ordering party.SAP Online Help 12. qualifications. Features You can enter the following search criteria: The project role type you are searching for. or availability. for example. Selection According to Organizational Structure Use You can enter organizational units as selection criteria. all resources are displayed.2008 Selection According to Organizational Structure [Seite 118] Selection According to Qualifications [Seite 119] Selection According to Availability [Seite 121] Notifying a Selected Resource by E-Mail [Seite 133] General Selection Criteria Prerequisites You are in the Projects initial view on the Resources tab page and have chosen Resource Search and then the General tab page. Collaboration Projects 118 .

The system displays a search result list from which you can select the qualifications you require. Save your data.SAP Online Help 12.2008 Prerequisites You are using organizational management in SAP Human Resources (HR). Selection According to Qualifications Use You can enter the qualifications of resources as selection criteria. 2.. 1. Choose >> (Add Selected Organizational Unit As Search Criterion). Deleting an Organizational Unit . Collaboration Projects 119 . Features You can restrict the resource search to particular organizational units. 2. Choose Delete Selected Objects.. You are in the Projects initial view on the Resources tab page and have chosen Resource Search and then the Organizational Structure tab page. Expand the organizational structure and choose the required organizational unit(s). In the Selected Organizational Units group box.09. 1. The system then selects only the business partners assigned to the selected organizational unit or a lowerlevel organizational unit. You have distributed the HR master data. For more information. see the Collaboration Projects Implementation Guide (IMG) under Resource Management Basic Settings for Resource Management Application Link Enabling (ALE) for HR Integration and the SAP Notes 312090 and 390380. select the organizational unit(s) you want to delete. Activities Specifying an Organizational Unit As a Search Criterion . 3. You can also use the search function to do this: Make an entry in the Search Term field and choose Search. The organizational unit is then transferred to the screen area on the right.

2. Select the project role for which you want to find resources. If a task and a project role both have the same qualification. If you have changed the qualifications. 1. .. If required. alternative qualifications are not taken into account in the calculation of the suitability percentage. Check whether you want to use all qualifications for tasks and roles as search criteria. 4. You can specify a minimum suitability percentage in the selection criteria.2008 Integration The system automatically displays all qualifications entered so far for the role and the tasks assigned to this role. The icons by the qualifications indicate whether the qualification comes from the task definition or project role definition. Prerequisites You are in the Projects initial view on the Resources tab page and have chosen Resource Search and then the Qualifications tab page. The system calculates a resource’s suitability percentage from the difference between the required proficiency of a qualification and the degree to which the resource fulfills this. enter additional qualifications by expanding the qualifications catalog and selecting the required qualification(s). the system always adopts the highest proficiency. Check the proficiencies and mandatory qualification requirements. Even if the same qualification is an essential requirement in only one of the two objects (indicated in the Mandatory field). that is. 3. The system then displays the qualifications from the task definition and project role definition again.09. You can also use the search function to do this: Make an entry in the Search Term field and choose Search. Then choose >> (Add Selected Qualification to Qualification Requirements). you always have the option of restoring them to their original state. the qualification is displayed only once. Any changes that you make to qualifications in the resource search are temporary and apply only to the search. Collaboration Projects 120 . To do this.. Features You can add additional qualifications for the search or delete qualifications locally. The system then displays both the task icon and the role icon. Activities . Specify the required proficiency for each qualification. In the search results list [Seite 122]. Note that in resource management. See Definition of Qualifications [Seite 108].SAP Online Help 12. the qualification as a whole is mandatory. If not. choose Restore. For more information. they are not transferred to the qualifications in the task definition or project role definition. see Suitability Percentage [Seite 123]. 5. The system displays a search results list from which you can select the qualifications you require. delete the ones you do not require. When summarizing the same qualifications. the system always displays a resource's overqualification as a 100% suitability.

or whether reservations are also included. Prerequisites You are in the Projects initial view on the Resources tab page and have chosen Resource Search and then the Availability tab page. only qualifications for roles and tasks are displayed the next time they are called. To run the search.2008 Any changes that you make to qualifications in the resource search are temporary and apply only to the search. Capacity utilization for the resource You can select whether only hard-booked staffings are taken into account in the availability calculation. and Availability tab pages. 6. by choosing Resource Management Business Partner Employee Overview. you have defined the availability for the business partners in Customizing for Collaboration Projects. Organizational Structure. choose Find Resource. You cannot perform a search with availability as the sole search criterion. Features You can enter the following search criteria: Required capacity The system uses the scheduling engine to check the percentage of the required capacity that a resource can fulfill based on the specified period entered on the General tab page. You can only perform a search based on rules if you are using WFD. enter additional selection criteria on the General. When you exit the resource search. the qualifications are reset to their initial value. Selection According to Availability Use You can add availability as a search criterion when combined with qualifications and/or organizational searches. Collaboration Projects 121 .09. Distribute required capacity If you want to perform a search based on rules. that is. you can choose a particular weekday and combine it with a monthly recurrence (for example. you can choose a time pattern for recurring required capacities. They cannot be saved. If required.SAP Online Help 12. 7. If you are not using Workforce Deployment (WFD). the first Monday of each month). For example.

.. The list also contains the resources you have saved as candidates. 1. regardless of their suitability percentage. Result The system displays the search result.2008 You can only select capacity utilization for the resource as a search criterion if you are using WFD. the minimum availability is not used as part of the availability calculation. Only those resources that match the percentage you entered are considered in the availability calculation. Running a Search Prerequisites You are on the Resources Find Resource page in the Projects initial view.SAP Online Help 12. the system displays a list of resources that it determined to be suitable candidates on the basis of the search criteria you defined. Minimum availability You can set the minimum percentage of availability for the resource to be considered as a viable candidate. If you leave the field at its default value 0%. The list of search results provides information and functions that help you with further processing. You can navigate to the detail data of a resource if you require more information.09. Note You define which information is displayed in the detail data on the General Data tab page. Procedure . 2. Choose Find Resource. Collaboration Projects 122 . in Customizing for Collaboration Projects by choosing Resource Management Business Partner Define Display Details for Business Partner . . Search Results After running the search function. Enter the required search criteria.

See also: Resource Search Suitability Percentage Definition If you use the Workforce Management Core planning service. The list provides a range of sort functions. You can also personalize the list to suit your requirements. To use them. If you are using WFD.SAP Online Help 12. This depends on the selection criterion you entered on the Availability tab page. Structure The list contains the following information: Name of the person The name is formatted as a link to the detail data for the resource. capacity utilization. the system uses a profile matchup in the resource search to compare the requirements profile with the resource's Collaboration Projects 123 . Organizational unit Suitability percentage Location rate (as a percentage) Availability rate (as a percentage) Overall match (as a percentage) Availability. Manager of the resource Area and location Location (as attribute of the business partner) Cost/revenue rate Existing assignments The system indicates whether the resource is already assigned to the role that is currently selected or whether the resource is marked as a candidate. note that the availability can only be made up of the hard bookings or the hard and soft bookings together.2008 In addition to the general data for a resource. You can store resources as candidates or firmly assign them to a project straight from the list. The Projects tab page displays an overview of all projects in which the resource is or was involved. taking into account the soft bookings and hard bookings. End of the note. choose the header of the column you want to sort. and free capacity. you can view the profile matchup of the person’s qualifications and the qualification requirements.09.

if the proficiency of the qualification is less than that of the requirement. the system compares the relative proficiencies: The optimum scenario is that they match. A relative proficiency is determined by viewing the proficiency of the qualification as specified in the resource search in relation to the maximum proficiency that is defined by the qualification scale. In the search results list [Seite 122]. To do so. process the following activity in the Implementation Guide for Collaboration Projects: Resource Management Workforce Management Core (WFM Core) Business Settings for WFM Core BAdI: Suitability of Resources by Qualifications.00 %: The person is 40% suitable for the requirements profile The relative proficiencies are the deciding factor in the calculation of the suitability percentage. the resource is under-qualified. an over-qualification is weighted less heavily than an under-qualification. There are only two types of priority in relation to requirements: essential requirements and optional requirements. The system takes account of the weighting when calculating the proportion of the individual requirements to the entire profile. but the resource may instead be over. If it is. Note that in Resource Management alternative qualifications are not taken into account in the calculation of the suitability percentage. If the requirement is mandatory. the resource is overqualified. Use When you start the resource search. To determine the degree of requirement satisfaction in relation to the entire profile. You have processed the following activity in the Implementation Guide: Collaboration Projects Resource Management Qualification Management Activate Qualification Search and Matchup Using WFM Core. In this process. The result is the relative proficiencies of the requirements and of the qualifications. The priority of requirements is not split further because it would not make sense from a business point of view and would not be user-friendly. Suitability percentage 100. the system always displays overqualifications as a 100% suitability.or underqualified.2008 qualification profile and thus determine a suitability percentage. In Customizing. If the proficiency of the qualification is greater than that of the requirement. you can also store your own calculations to determine the suitability rate of a resource. Essential requirements are weighted more heavily than optional requirements. because an essential requirement within a requirements profile is more important than an optional requirement of the profile.SAP Online Help 12.09. the qualification is weighted more heavily. Integration You have edited the qualifications catalog and scales in the following section of the Implementation Guide: Collaboration Projects Resource Management Qualification Management. the system first checks whether each requirement is covered by the qualification profile. The suitability rate can be used to generate hitlists for the staffing of a project. Collaboration Projects 124 . the system then multiplies the calculated value with the percentage of the overall requirements profile.00 %: The person is 100% suitable for the requirements profile 40.

Send detail data to yourself in an e-mail Select a project role and choose Send E-Mail. You can send the detail data of the selected role to yourself if an e-mail address is specified for your user in the system. This enables you to search worldwide for the best available talent in an enterprise. the system displays an e-mail link which you can use to contact this person.09. From here you can: Create a print version in PDF Export the data to Microsoft Excel Display detail data Select a project role and choose Detail Data.SAP Online Help 12. Tasks. Features You can enter the following criteria for the search: Time frame Project type Role type Area Location Function Qualifications The system displays the search result in a table.2008 Vacant Role Search You use this function to find roles that have not been fully staffed that are available within a certain time frame. or Checklist Items initial view and choose Vacant Roles. Prerequisites You are in the Projects. The project lead marks a role as vacant so that it can be recognized as an unstaffed or partially staffed role from outside the project. Collaboration Projects 125 . If a contact person has been specified and this business partner has an e-mail address.

The system also takes roles into account which have the qualification but not at the required level of proficiency. Example: For language proficiency. See Definition of Qualifications [Seite 108].2008 Note In cProjects. You can specify a minimum suitability percentage in the selection criteria. Selection by Qualification Use You can choose qualifications as selection criteria for the vacant role search. To run the search. This data only becomes available the next time you open the search. Features You can add qualifications you want to use as search criteria or delete those you no longer require. 4. Then choose >> (Add Selected Qualification to Qualification Requirements). 5. The system displays a search results list from which you can select the qualifications you require. the system only takes those roles that have at least this qualification into account. The system calculates a role’s suitability percentage from the difference between the required proficiency of a qualification and the degree to which the role fulfills this. End of the note.09.SAP Online Help 12. Select qualifications by expanding the qualifications catalog and selecting the required qualification(s). Staffing of Project Roles with Resources Collaboration Projects 126 . you can enter your e-mail address in the E-Mail Address field under User Settings User . If a qualification is an essential requirement. Note that in resource management. 6. Activities 3. Prerequisites You are in the vacant role search. Specify the required proficiency for each qualification. alternative qualifications are not taken into account in the calculation of the suitability percentage. you specify "fluent". You can also use the search function: Make an entry in the Search Term field and choose Search. Integration The system automatically displays all qualifications that exist in the system. There are only two types of priority for qualifications: essential requirements and optional requirements. The system also takes roles into account for the suitability percentage that have a language proficiency below this level. choose Find Vacant Roles.

the user is the staffing manager for the responsible organizational unit specified in cProjects. see Customizing for Collaboration Projects under Resource Management Basic Settings for Resource Management Application Link Enabling (ALE) for HR Integration and SAP Notes 312090 and 390380. You can use the Staffed By field in Customizing for Collaboration Projects under Resource Management Basic Settings for Project Roles Define Project Role Types to control which application is used to staff the project roles. Integration To staff project roles with internal resources.2008 The project role type determines how project roles are staffed with resources. End of the note. Master Data Business Partner Maintain Business If you use SAP Human Resources. you can transfer your master data. you have to create the resources as business partners in Project Resource Planning. the default value for the required capacity is taken from the minimum remaining. When you create a staffing. Project roles are staffed with external resources in SAP Supplier Relationship Management (SAP SRM). You cannot staff any project roles with external resources in cProjects. Staffing can also take place through cProjects. see SAP Library under SAP Business Suite SAP Customer Relationship Management Components and Functions Service Service Resource Planning . unstaffed capacity of the role and the minimum availability of the resource. Staffing can also take place through cProjects. You can create new business partners in Resource Management from the Projects initial view by choosing: Collaboration Projects 127 . 12. You can create business partners in the following ways: You can create business partners manually from the SAP menu by choosing: Collaboration Projects Partner .SAP Online Help You can staff project roles with resources. Note For more information about Service Resource Planning. Resource Manager via Responsible Organization: The role is staffed through an external application. Resource Manager via Authorization: The role is staffed through an external application that has authorization for staffing via the project definition. You have the following options: Project Lead: The project lead staffs roles directly in cProjects.09. In this case. For more information. The following external options are available for resource planning: The Web-based Resource Planning Application (RPA) from service resource planning in SAP Customer Relationship Management (SAP CRM) and the Resources iView from SAP Resource and Portfolio Management (SAP RPM).

concrete assignments) in the RPA. Features Project Role List The project definition screen area on the left displays the project roles with their status and assigned resources.2008 For more information. If you use Collaboration Projects together with the resource planning application (RPA) from SAP CRM. A single resource to multiple roles You can assign a single resource to a role more than once. Note Collaboration Projects 128 . You cannot tell that these staffings come from the RPA. you actually create a staffing. If you then change and save one of these assignments. If you click the link that is the name of the resource. Recommendation When using cProjects with the RPA. When making assignments. When you select a row. note the following special feature: When the resource planner creates appointments (that is.SAP Online Help Resources Project Role Definition Staffing .09. The staffing then appears in this (possibly unintentionally) changed form in the RPA too. you can display the distribution for the staffing. You can display the percentage of availability for the role. capacitive staffing assignments) in cProjects. This is based on the time frame and required capacity. they appear as project role staffings (that is. you can display detailed information about the resource. Prerequisites You are on the Resources tab page in the Projects initial view where you choose Project Role Definition and then the Person Assignment tab page. End of the recommendation. You can also choose to display a configurable staffing action that supports the staffing process. for different time frames. staffings are allowed to overlap. Project Role Staffing in Time Frame <…> This displays the resources assigned to the selected project role with the required capacity and time frame assigned. you have the following options: Multiple resources to a single project role If you select the Edit in Parallel indicator in Customizing for Collaboration Projects under Resource Management Basic Settings for Project Roles Define Project Role Types . that is. provided that distribution is permitted for the role. see Creating a Business Partner. we recommend that you only use role types that do not permit distribution because distribution is not supported in the RPA. 12.

To staff a project role with a suitable resource. End of the note. change. or business partners To select a resource in the search result. you can: Use the resource search Directly assign a preferred candidate Save a preferred candidate and also use the resource search function to find other suitable resources. Note You cannot delete. After storing resources as candidates or assigning them to a project. You can also choose to display a configurable staffing action that supports the staffing process. organizations.N. Resource Search for Project Role You reach this view if you used the Resource field to search for a business partner that is not unique.SAP Online Help 12. or copy staffings that were created using the Shopping Cart tab page via SRM directly at this point. by choosing Resource Management Business Partner Define Display Details for Business Partner . You also reach this view if you choose Enter in the Resource field. If you want to staff the project role with a placeholder temporarily. Store resources as candidates Staff project roles with resources Create new resources and business partners Note Before creating a business partner. You can then use the pushbuttons to make the assignment. End of the note. see Candidates. Collaboration Projects 129 . first select the relevant row. Select Resource The following options are available in this group box: Search for existing resources. For more information.09.2008 You make the required settings in Customizing for Collaboration Projects. Candidates You see all resources you have saved as candidates in this area. For more information. use the search function to check that it does not already exist. End of the note. you can e-mail the selected resources or their managers from the application to notify them that they have been assigned to a project or have received a task. function. use the Staff with N. The resource search opens with the search results.

09. enables you to branch to the relevant project role. or remove them from the candidates list.SAP Online Help 12. You can directly assign your candidates to the project at any time. You can enter a note for each of your candidates. a customer’s preferences. and contains detailed information about previous staffings. The candidates are always included in the results list of the resource search. you can either use the input help or enter the name and choose Enter. regardless of your selection criteria or the suitability rate determined by the system. See also: Staffing Actions Creating a Business Partner Reserving Resources Staffing Project Roles with Resources Storing Resources As Candidates Candidates Definition Candidates are resources that you want to designate for a particular project role. Note When you click the name of a staffing in the Project Role Staffing group box or click the name of a candidate in the Candidates group box. For more information about creating the Staffings tab page. or if the resource has accepted but you still have to speak with the manager. End of the note. the system displays the projects in which the business partner is responsible for at least one project element. Use You can define your candidates in the system. You can also create a new tab page with the name Staffings that displays the project role staffings of the business partner.2008 see Candidates. Here. They may include your personal preferences. or resources that the resource search found to be suitable but that you do not yet want to firmly book. the system displays a dialog box that shows the details of the business partner. Structure The candidates list displays the following information: Name of the resource Collaboration Projects 130 . You can e-mail [Seite 133] candidates to notify them of the project. such as any agreements reached by telephone. see SAP Note 979978. on the Projects tab page. When you have WFM Core [Extern] running you can display the availability percentage for the candidate based on the period and the required capacity. To select candidates.

Name of the person with personnel responsibility for the resource Name of the organizational unit Comments A configurable project action used to support the staffing process 12. See also: Staffing of Project Roles with Resources [Seite 126] Candidates [Seite 130] Creating a Business Partner Use To be able to staff project roles with resources.09. Depending on the implementation. actions for staffing and candidates can differ. Prerequisites The Action column is only displayed if you created actions and icons for these actions in Customizing for Collaboration Projects by choosing Resource Management Basic Settings for Project Roles Define Staffing Actions.SAP Online Help The name is formatted as a link to the resource’s detail data. Collaboration Projects 131 . you have to create the resources as business partners in Project Resource Planning.2008 See also: Staffing Actions [Seite 131] Storing Resources As Candidates [Seite 133] Staffing of Project Roles with Resources [Seite 126] Staffing Actions Use The icons displayed in the Action column represent the status or the action for staffings and the assignment of candidates. You use this function to create resources or organizations as business partners.

If you are using HR integration. gender.SAP Online Help 12. Creating a business partner in the application This function is only intended for cases where you want to assign a business partner in the application and notice that the business partner does not exist yet in the system. To avoid having to exit the application. Choose Create Person or Create Organization. 1. Therefore. you can enter the business partner directly from cProjects. 2. Only then is the business partner available in cProjects. In this case use the business partner role resource. 3. you can transfer your master data. choose Collaboration Projects Maintain Business Partner. The system creates the business partner in the resource role. Note that you cannot enter all business partner data (for example. Save your entries. Enter the required data. You can use it straight away as a resource or candidate. Secondly. If you want to create extra external resources. For more information.. or form of address) if you do this. Choose Show Search and then Create. Procedure Creating a business partner from the SAP menu You first have to create a new business partner as a general business partner. address. Enter the required data and choose Create. 1. 4.. . see Customizing for Collaboration Projects under Resource Management Basic Settings for Resource Management Application Link Enabling (ALE) for HR Integration and the SAP Notes 312090 and 390380. then the Staffing view. In the application. we recommend that you always create business partners via the SAP menu or transfer them using ALE. 2. you create the new business partner in the employee role. 3. Creating a business partner with HR integration Master Data Business Partner If you are using SAP Human Resources. you can do this in the SAP menu as described above. In the Projects initial view. note the information under “Creating a business partner with HR integration”. you can only create business partners for project role types that are not relevant to the WFD Server. See also: Staffing of Project Roles with Resources [Seite 126] Collaboration Projects 132 .2008 Prerequisites You need structural authorizations (see Customizing for Collaboration Projects under Resource Management Organizational Management Structural Organization Assign Authorization Profiles to Users). You have to complete the missing data later on by choosing Maintain Business Partner in the SAP menu. In the SAP menu. . choose the Resources tab page.09.

You can create templates for the e-mails in Customizing for Collaboration Projects by choosing Resource Management Basic Settings for Resource Collaboration Projects 133 . If there is more than one match. If the name you entered matches only one candidate. Select the required resource in the list. In the Candidate field. Save your data. the system assigns the resource as a candidate straight away. Create a comment. such as time periods and required capacities. To do so. see Staffing of Project Roles with Resources [Seite 126]. See also: Candidates [Seite 130] Notifying a Selected Resource by E-Mail Use You can e-mail the selected resources or their managers to notify them that they have been assigned to a project or have received a task.SAP Online Help 12. if required. 3.09. The system automatically inserts project data. 4.2008 Storing Resources As Candidates Prerequisites The resource has been created as a business partner in Resource Management. For more information. select the resource and choose Add to Candidates. You are on the Resources tab page of the Projects initial view: Project Role Definition Resource Search Person Assignment or You can also make resources from the search results list [Seite 122] candidates.. 2. Procedure . enter the first and last name of the resource and choose Add Candidate. Choose Candidate. Note that the system uses the e-mail address from the business partner data. The resource is displayed in the Candidates group box. 1. the system displays the compatible resources in the search result.

09. Prerequisites You have defined e-mail templates.. carry out the steps described in the "Creating a business partner from the SAP menu" section under Creating a Business Partner [Seite 131]. The mail template is displayed (only in a non-Unicode system). For more information. 3. Choose the pushbutton to send e-mails. The functions or pushbuttons for sending e-mails in a Unicode system differ to those in a system that does not use Unicode. you can enter a note to the effect that you have notified the resource about the project.SAP Online Help Management 12.2008 Assign Forms for E-mail and Groupware Communication. you can do so later on. 4. In the Candidates and Project Role Staffing group boxes. Choose Send. the text does not appear completely when an e-mail is created. If you have Windows NT 4.0 Workstation as an operating system. see SAP Note 945675. You have entered the e-mail address in the business partner data.0 is restricted to 260 characters for hyperlinks with a mailto URL. You are in the Projects initial view at one of the following places on the Resources tab page: On the Staffing tab page in the Project Role Staffing group box On the Staffing tab page in the Candidates group box In the Resource Search in the Search Result group box Procedure There are functions for sending e-mails at various places in the application. If you have not entered the e-mail address of a business partner. 1. 2. Make changes as required (only in a non-Unicode system). Staffing Project Roles with Resources Collaboration Projects 134 . the system sends a blank e-mail. If you have not defined any templates in your project language. This is because Windows NT 4. To do this. .

Collaboration Projects 135 . Note If a row is selected in the table. the role is staffed straight away. you can staff project roles with resources at various places in the application. Save your entries.09. In the project role overview in the screen area on the left. End of the note. the system replaces the existing resource with the resource you entered. 5.SAP Online Help 12. If this is not the case. Staffing a project role with a resource on the Candidates tab page 1. in the Project Role Staffing group box Staffing. Choose Staff. Choose Staff. In the project role overview in the screen area on the left. End of the note. Save your entries. you can staff the project role with the resource. 2. the system replaces the existing resource with the resource you entered. 2. 4. 3. Select the candidate you require. To allow you more flexibility in the assignment. 3. select the project role that you want to staff with a resource. in the Candidates group box In the Search Result in the Resource Search Procedure Staffing a project role with a resource on the Staffing tab page 1. select the project role that you want to staff with a resource. the resource search opens and the system displays the possible resources in the search result. If the name or number is unique. Select the relevant row in the search result. Note If a row is selected in the table. Prerequisites You are on one of the following tab pages of the Projects Resources initial view: Staffing. 4. Enter the name or number of the business partner in the Resource field.2008 Once you have found a suitable resource for your project and the resource has agreed to participate in the project.

In the project role overview in the screen area on the left. Select the Res. Result The resource is reserved for the project role.2008 Assigning a resource from the search result of the resource search 1. Save your data. You may want to do so.. Select the required resource. 3. if you do not yet have a contract for the project or the resource's manager has not yet approved the assignment. 3. deselect the indicator. you can first reserve the resource for the role. Reserving Resources Use If you have found a suitable resource for a project role in your project. in the Candidates group box In the Search Result in the Resource Search Resources initial view: Procedure . Prerequisites You are on one of the following tab pages of the Projects Staffing in the project role definition Staffing. indicator on the Staffing tab page. 2. for example. Result The resources are displayed in the project role overview in the screen area on the left. in parentheses after the project role that they are staffing. 1. The resource staffing is only reserved and not a hard booking. Collaboration Projects 136 . Choose Staff Project Role.SAP Online Help 12. Staff the required project role with the resource of your choice as described in Staffing Project Roles with Resources [Extern].09. Save your entries. 4. select the project role that you want to staff with a resource. If you want to create a hard booking for a reserved resource later on. 2.

If there is a gap between any two intervals. Features When you call the Check Intervals function. the system brings the finish date of the interval forward to the finish date of the role or staffing. see Workflow for Resource-Booking Statuses [Seite 138]. Prerequisites You created a project role whose project role type supports distribution in Customizing for Collaboration Projects under Resource Management Basic Settings for Project Roles Define Project Role Types. If you save the intervals without explicitly calling the function for checking the generic intervals. the system checks the generic intervals in the background.SAP Online Help 12. The system checks whether the intervals follow on from one another without any gaps and whether they fill the entire time frame between the start and finish date of the project role or staffing. For more information. the system inserts an interval that closes the gap. the system moves the start date of the interval to the start date of the role or staffing.09. Therefore. the system issues error messages as appropriate and does not automatically adjust any intervals. If the finish date of the last interval is before the finish date of the role or staffing. Collaboration Projects 137 . you have to adjust the intervals to remove the overlap and then save them. Prerequisites You have the required staffing authorization. If the finish date of the last interval is after the finish date of the role or staffing. Creating a Soft Booking for a Resource Use You use this procedure to create a soft booking a resource for a project.2008 Generic Interval Check Use When you distribute the required capacity of a project role or staffing manually over several intervals and then choose Check Intervals. This procedure triggers a workflow and your request is forwarded to the responsible line manager who can approve or reject the booking. The system cannot know which of the two intervals you want to change. the system inserts another interval after it to close the gap. It adjusts the intervals if necessary (see Features). If two intervals overlap. the system responds as follows: If the start date of the first interval is before the start date of the role or staffing. the system issues an error message and you cannot save. the system inserts another interval in front of it to close the gap. If the start date of the first interval is after the start date of the role or staffing.

8. 10. Open a project and navigate to the Resources tab page within the project. The workflow is triggered when a resource is assigned to a project role or an old booking is changed and the booking type of a resource is marked as Soft Booked by a resource manager. Find and assign a resource to the role. 7. If the booking type is successfully converted from soft-booked to hard-booked. The line manager of the resource for whom a soft booking was created and for whom you want to create a hard booking. receives a mail containing a link to the portal from where he or she can approve or reject the booking. Process Flow 9. Select the Res. 12. If the line manager approves the booking. Workflow for Resource-Booking Statuses Purpose You can use an SAP Business Workflow [Extern] in cProjects to trigger an approval or rejection of a resource booking or to change a soft booking of a resource to a hard booking.09. The line manager receives a mail if the conversion of the booking type failed. the workflow automatically converts the booking from Soft Booked to Hard Booked in the background and the process continues. 6. checkbox in the staffing table for the resource that was assigned in the previous step. If this is the case. You can find this BAdI in Customizing for Collaboration Projects under Global Enhancements to Project Elements Business Add-Ins (BAdIs) BAdI: Check/Change Fields in cProjects. for instance if the project or role is locked. Go to the Staffing tab page within the role. 11. 5. Procedure 4.SAP Online Help 12. he or she needs to execute the booking again by means of a new work item. Prerequisites You have completed the IMG activity Activate Workflows in Customizing for Collaboration Projects under Basic Settings. Result The line manager of the soft booked resource receives an e-mail asking him or her to approve or reject the booking by executing a work item in the inbox of his or her universal worklist. Collaboration Projects 138 . the resource manager(s). Create a new role or open an existing role. A work item appears in the line manager’s inbox under Home Overview Inbox containing the booking details and the pushbuttons Approve Booking and Reject Booking.2008 You have defined Soft Booked as the default booking type for resources by implementing the method SET_DEFAULTS_UPON_CREATION of the BAdI: Check/Change Fields in cProjects for the filter BAG (Business Partner Links).

0. Save your data. the system sends the data from the project role (required capacity and time frame) as a groupware task to the resource's mailbox. If the line manager rejects the booking. . The resource can now create concrete appointments from this groupware task.SAP Online Help 12. and the resource receive a mail notifying them that the booking was rejected.0. project manager(s).. 1. 4. Resource managers can be assigned the following project role types: Project Lead Resource Manager via Authorization Resource Manager via Responsible Organization You can make the required assignments in the IMG for cProjects under Resource Management Basic Settings for Project Roles Define Project Role Types. 3. You are in the Projects initial view on the Resources tab page and have chosen Staffing.09.2008 project manager(s). Select the resource in the staffing list. you can send a groupware task to the resource's mailbox. Result Once you have saved. Prerequisites You have imported cProjects to SAP CRM 5. Choose Groupware Task. 2. Collaboration Projects 139 . You are using Workforce Deployment (WFD) 2. The groupware task contains information about the time frame and the required capacity of the staffing. 13. Edit the required groupware task. the booking type remains unchanged as softbooked and the resource manager(s). and the resource receive a mail notifying them that the booking was confirmed. 5. Creating a Groupware Task Use After staffing a project role with a resource. Procedure .. Choose Send.

SAP Online Help

12.09.2008

Resource Manager
Technical name: SAP_CPR_RESOURCE_MANAGER

Tasks
The resource manager staffs project roles with suitable and available resources.

Multi-Project Management
Use
Projects often depend on other projects that have different persons in charge of them. You can map these cross-project relationships in the structure of your project. The following interproject link [Extern] scenarios are available for this purpose: Subproject [Extern] Mirrored task [Extern] Program [Extern]

Prerequisites
Your system administrator has permitted the use of cross-project structures for the current project type (see Customizing for Collaboration Projects, IMG activity Define Project Types).

Features
For more information on working with the individual types of inter-project links, see: Work with Subprojects [Seite 140] Work with Mirrored Tasks [Seite 142] Work with Programs [Seite 144]

Work with Subprojects
Use
When you work with subprojects, a task of a project is created as a separate subproject, for example, because a different department or a subcontractor is responsible for the task. To map this relationship, you create an inter-project link between the task of the master project and the project definition of the subproject. A task of a master project can only ever be linked to a single subproject. The subproject can, however, also be the master project for other subprojects which enables you to map multilevel project hierarchies. The following graphic explains the scenario:

Collaboration Projects

140

SAP Online Help

12.09.2008

Master Project Loose Inter-Project Link Through Alerts

Fixed Start Fixed Finish Assign Subproject

Date change Alert

Manual date change in project

Alert

Subproject

Fixed Start Fixed Finish

Manual date change in project

Date change

Integration
A task that represents a subproject must not contain any subtasks in the master project. Apart from this, it behaves like a normal task that you can process and confirm.

Prerequisites
Your system administrator has permitted the use of subprojects for the current project type (see Customizing for Collaboration Projects, IMG activity Define Project Types). You have at least display authorization in the subproject. You have entered persons responsible for the task in the master project and for the project definition of the subproject (see Creating Basic Data for a Task [Seite 54] or Creating Basic Data for a Project Definition [Seite 43]). Note the prerequisites under Alerts [Seite 67] if you want the system to be able to inform the responsible persons about changes.

Features
When you create the inter-project link, the project lead of the subproject receives a message to inform him about the inter-project link. The message contains the dates for the task that belongs to the master project. The project lead can adjust the dates of the subproject manually; there is no automatic adjustment. Messages are also sent in the following cases: If a date is changed in the master project or subproject If the master project or subproject is deleted If the inter-project link is deleted A task that represents a subproject is shown by the following icon in the project structure of the master project: Task for Subproject. An additional area that contains information about the master project appears on the Basic Data tab page for the project definition within the subproject (see Creating Basic Data for a Project Definition [Seite 43]).

Collaboration Projects

141

SAP Online Help

12.09.2008

Activities
..

1. Create a task that you want to represent a subproject or navigate to a task that already exists. 2. On the Basic Data tab page, enter the number of the subproject that the task is to represent. When you save, the system creates the inter-project link and displays the name of the subproject. You can display the subproject data by clicking the name of the subproject. If you have authorization to edit the subproject, you can switch to change mode after you have opened the subproject by choosing Display/Change. 3. To delete the inter-project link, delete the entry under Subproject.

Work with Mirrored Tasks
Use
If tasks or phases of a project are influenced by another task (original task [Extern]) in a different project, the project leader of the dependent project must be informed about changes made to the original task. You can include the original task as a mirrored task in the structure of the existing project, for this purpose. The following graphic explains the scenario:

Project with Original Task

Dependent Project

Fixed Start Fixed Finish

Fixed Start Fixed Finish

Assign original task Original task Mirrored task (inherits dates of original task)

The system transfers the earliest start date of the original task from those determined by the system as the fixed start date for the mirrored task and the latest finish date of the finish dates determined by the system as the fixed finish date for the mirrored task.

Earl./Latest Start: 7th March / 4th March Earl./Latest Finish: 1st April / 29 March Fixed dates of the task: 4th March – 1st April
th

Collaboration Projects

142

SAP Online Help

12.09.2008

If the dates for the mirrored task are outside the limits of the superior project element, the system issues a warning. If you create relationships between the mirrored task and other tasks, the mirrored task dates influence the dates of the linked tasks when scheduling.

Prerequisites
Your system administrator has permitted the use of mirrored tasks for the current project type (see Customizing for Collaboration Projects, IMG activity Define Project Types). You need at least display authorization for the original task to be able to create a mirrored task. To display the original task, you also need display authorization for the project definition to which the original task belongs. Note the prerequisites under Alerts [Seite 67] if you want the system to be able to inform the responsible persons about changes.

Features
You can make the following changes to the mirrored task: Enter a name Change authorizations Set a manual severity Edit relationships with other tasks [Seite 78] Delete mirrored tasks This also deletes the link to the original task. The data of the original task is visible in the dependent project but you cannot change it. Even if you have authorization to make changes in the original task, you still cannot change the data. If the original task has subtasks, they are not visible here. If the dates of the original task change or if the original task is deleted, the person responsible for the project element to which the mirrored task is assigned is informed. The person responsible for the original task is only informed when the mirrored task is created and deleted.

Activities
To create a mirrored task, proceed as follows:
..

1. In the project structure, navigate to the project element below which you want to create a mirrored task. 2. Choose Mirrored Task in the dropdown box above the structure tree and then choose Create. The mirrored task appears with the following icon in the project structure: Task 3. Assign an original task. Mirrored

Collaboration Projects

143

SAP Online Help

12.09.2008

Work with Programs
Use
Larger projects are often realized in several different projects that belong together. In order to map these complex project structures, you can assign other projects or programs to a project with the project category program; this gives you an overview of the whole context. A program has neither tasks nor checklists, only a project definition and the phases that are relevant to all projects. The project definition and the phases can contain objects such as documents, collaborations, or object links. The following graphic explains the scenario:

Program 1

I

II

III

Project 1

Program 2

I

II

III

I

II

III

Project 2

Project 3

I

II

III

I

II

III

Prerequisites
Your system administrator has created a project type with the project category program (see Customizing for Collaboration Projects, IMG activity Define Project Types). You have at least display authorization for the projects or programs you want to assign. Note the prerequisites under Alerts [Seite 67] if you want the system to be able to inform the responsible persons about changes.

Features
If you assign a project or another program to a program, you can transfer the phases of the project or program to the program automatically or manually according to the phase type. However, automatic assignment only works if no assignment already exists. Changes made to the dates in the program phases trigger a message which informs the persons responsible for the assigned phases. In the same way, the person responsible for the program receives a message if the dates of the assigned phases change. The assigned projects and phases do not appear in the project structure but on two separate tab pages:

Collaboration Projects

144

tasks. You can open the assigned projects or phases from the overview in display mode. Multi-Project Monitor You use this function to call and compare multiple projects. Collaboration Projects 145 . The tab page is available on the project definition level. the system does not make an assignment.09. you assign the projects to the program that belong to the program.SAP Online Help 12. You can branch to the project elements from the multi-project monitor and edit them. If the assigned project contains several phases with the same phase type. If you have the appropriate authorization. Create a project with the project type program (see Creating a Project Definition [Seite 31] ). 1. or checklist items at the same time. Select a project and choose Phase Assignment. you can use the Assign Phases function to assign a selected project phase to a program phase. 4. If the program does not contain any phases with the same phase type. Navigate to the project definition in the project structure. Mirrored task You can expand a mirrored task to display the original task and the structure it contains. Either choose Automatic Assignment or make an assignment manually. you can switch to change mode here. 2. 5. 3. In manual assignment. You get an overview of all phases in the current program and all phases in the assigned project. The tab page is available on the program phase level. the system assigns the phases to each other according to their phase type. In the automatic assignment. This enables you to display all objects below the original task. the system assigns the first phase with this phase type.. Program You can expand a program phase to display the assigned phases and the structures they contain. The Assigned Phases tab page displays all phases that are assigned to the program phase. Activities .2008 On the Assigned Projects tab page. Assign other projects to the project on the Assigned Projects tab page. You also select the phases of the assigned projects that you want to assign to the program phases. This enables you to display all objects below a subproject in graphical form. You can also use the multi-project monitor to display the following inter-project link scenarios in graphical form with more display options than in the graphical view: Subproject You can expand a task with a subproject to display the subproject and the structure it contains.

Prerequisites You have selected multiple projects. If you selected the Overview view. tasks. the system automatically positions the calendar in such a way that the start of the project element appears at the left edge. You use the Print button to print the current project. Checklist items are indicated by (Checklist Item). You can close this window when you have finished making your changes. choose Refresh. These are displayed in red unless they have already been marked as milestones. or checklist items in the dashboard and chosen Open Multi-Project Monitor. When you select a project element in the structure. The Print Preview button allows you to set print parameters and display the current appearance of the graphic for printing. To make your changes visible in the multi-project monitor. The view does not contain the dates from the object links. the entire duration of the project and all displayed rows are printed.SAP Online Help 12. The Navigate button allows you to specify the section of the project you want the system to display in the multi-project monitor. End of the note. Collaboration Projects 146 . Checklists are only displayed in the structure tree and not in the graphic. the system opens a new window. If you want to create a title for the printout.2008 Note If an object is used in more than one project that you are displaying in the multi-project monitor. the system automatically uses the calendar view that best suits the duration of the process. In the standard system. Features General Functions You can choose which view of the calendar you want the system to display in the multi-project monitor from the View dropdown box. End of the note. The relationships of a particular task are only displayed in the multi-project monitor if you are currently displaying the superior project of the task in the multi-project monitor. Display Tasks you marked as milestones are indicated by (Milestone). End of the note. Tasks whose buffer is less than or equal to 0 are part of the critical path. it is displayed multiple times. Note When you edit a project element in the multi-project monitor. you can change the header of the multi-project monitor.09. the system automatically positions the calendar in such a way that the start of the project element appears at the left edge. Note When you select a project element in the structure.

projects. Procedure 1. End of the note. Note If you set the filter for the object type tasks. If you set the filter for the object type checklist.2008 Setting the Filter in the Multi-Project Monitor You can set a filter with certain conditions in the multi-project monitor. The system uses the earliest or latest dates that are defined in the user settings to calculate the start and finish date. Here. 7. The system automatically selects all lower-level elements of these project elements even if they are not currently visible in the tree. 6. "Project A". The system does not differentiate between upper and lower case. The dropdown list contains system statuses and customer statuses from the status profiles that are used in the project structure. the system only filters the checklist by the condition project element name. the system also takes checklist references into account. Select a start and finish date for the time frame. "Project B". for example. Enter a generic character string as the project element name. Open one or more project elements in the multi-project monitor. End of the note. time frame. or tasks. The character * represents any character string and the character + stands for any character. and system status. Note The filter condition time frame is not relevant to checklists or checklist references because these project elements do not have any dates. Select the object types you want to include. Select one or more values for the criticality level. Choose Set Filter. End of the example. 5. 2. The system then displays all projects in the filter result whose time frame (calculated start date to calculated finish date) is partly or completely within the time frame specified. Collaboration Projects 147 . 4. Example If you enter Proj*. You can use the standard wildcard characters here. the system only filters the task by the conditions project element name. phases. 8.09.SAP Online Help 12. select the checkbox under Filter for all project elements to which you want to apply the filter. 3. the system also takes mirrored tasks into account. for example. xyz". or "proj. In the structure tree on the left. Since mirrored tasks do not have all the attributes of a task. the system filters by all project elements whose names start with "Proj". Select one or more values for the status.

the system shows attributes that you can only set for tasks. The system then displays the following fields that you can use to define additional filter conditions: Milestone Task Type Percentage Complete Result The system displays the filter results in a list. which you can refine. The system does not differentiate between upper and lower case.2008 10. The filter result then contains all the project elements whose responsible role belongs to the project role type selected here. The system retains the previous filter conditions. If you choose Reset Filter. 12. or name. 14. as required. 11. Select one or more values for the priority. Enter a generic character string for the group and search field. The following version types are available: Snapshots Snapshots enable you to create a momentary representation of an operational project so that you can track the status of the project at different times.SAP Online Help 9. select a person or business partner who is responsible for the project elements to be filtered. user. The character * represents any character string and the character + stands for any character. Simulations Collaboration Projects 148 . Choose Apply to start the filter function. the system displays the unfiltered view with all project elements. You can use the standard wildcard characters here. You can use the search help to do this by searching for the person or business partner by their role. Select the responsible project role type you require. the system shows attributes that you can only set for these two object types. Project Versions Use This function enables you to create project versions [Extern] based on project templates and for operational projects. Choose Cancel if you do not want to start the filter function. The system then displays the following fields that you can use to define additional filter conditions: Process Mandatory Relevant for Approval If you set the filter for tasks. Snapshots cannot be changed. 12. You can restrict the result further as required by choosing Set Filter again.09. the system resets the filter to the initial conditions. If you choose Delete Filter. Under Responsible. 13. If you set the filter for tasks and/or checklist items.

you can either display the accounting data of the operational project or perform costing for the simulation again. Features Note that the current Customizing settings always apply in the case of project versions. The actual snapshot data cannot be transferred to Controlling. the project number always corresponds to the number of the operational project because there can only ever be one snapshot for a project in a version.2008 You can create simulations for operational projects. for example. Simulations enable you to test. If the project has already been transferred. If the changes produce the desired result. the system displays the accounting data of the operational project. Prerequisites Your system administrator allows versions to be used for the current project type (see Customizing for Collaboration Projects. you cannot choose here. the effects certain changes will have on an operational project. If the project has already been transferred. In a snapshot. The actual simulation data cannot be transferred to Controlling. The object links are references to the operational objects. the system copies the costing to the snapshot. The user interface is the same as that for an operational project although the fields for a snapshot are not ready for input. IMG activity Define Project Types). If you create a simulation of an operational project that has not been transferred to Controlling yet. The status is an exception to this. Existing object links are also transferred to the project version. You can change most of the simulation data. or without a template. the system copies the costing to the simulation and you can perform costing for the simulation again. The project version number is made up of the version number and the project number. but not the objects themselves. Simulations You can perform costing for project roles and resources for simulations. A project version is always based on a version [Extern]. you can reconcile the simulation with another simulation or with the operational project. The actual costs are not transferred to a simulation. for project templates. However. it cannot be changed. The settings do not have versions.09. The system copies all project data to the project version for both version types. for a simulation you can assign any project number because a project in a version can have several simulations. The system does not take the simulation data into account in Workforce Management Core [Extern]. You can save simulations and call them again later on. See also: Work with Versions [Seite 150] Creation of Simulations und Snapshots [Seite 151] Creation of Snapshots in the Background [Seite 153] Collaboration Projects 149 . Snapshots If you create a snapshot of an operational project that has not been transferred to Controlling yet.SAP Online Help 12.

edit. for example. Note the following when entering data: The input template specifies the form the version numbers take: + stands for a single character * stands for a string of characters of any length at the end of the version number. Prerequisites You defined input templates in Customizing for Collaboration Projects by choosing Structure Define Permitted Version Numbers. A version for the version type snapshot can contain any number of snapshots for different projects or project templates but only ever one snapshot for a project or template. Activities . you have to create an individual version for each snapshot.2008 Reconciliation and Comparison of Versions [Seite 153] Deletion of Project Versions [Seite 156] Work with Versions Use You use this function to create. Then choose Version Management. There are global versions and local versions: Global versions are intended for use across the whole enterprise. We recommend that you assign authorizations for creating global versions and local versions separately. A version for the version type simulation can contain any number of simulations. If you want to create more than one snapshot for a project or template.. the validity. Features Versions specify the basic data for project versions [Extern]. the version number. the maximum length is 24 characters Collaboration Projects 150 . Local versions are intended for use in your own evaluations. and the version type (simulation or snapshot). go to the Versions initial view and select the Version Type.09. You need authorization for the CPRO_VSHDR authorization object to create and delete versions. To open version management. and delete versions.SAP Online Help 12. For more information.50 Basic Settings for cProjects Business Customizing Making Settings for Version Management. see SAP Solution Manager under Solutions/Applications SAP PLM Configuration Structures SAP cProject Suite 4.

09. Creation of Simulations and Snapshots Prerequisites Your system administrator allows versions to be used for the current project type (see Customizing for Collaboration Projects. you can archive the simulations and snapshots for this version but cannot delete them manually. the system does not copy the link. IMG activity Define Project Types). you only need the general authorization for creating projects. master project for a subproject. For more information. or a project with a mirrored task). If you do not enter a validity. Example You select an input template SIM+++. This applies to the following projects: Part of a program Subproject Project that contains an original task for a mirrored task For more information about linked projects. you cannot use the version.2008 The version can only be used to create a simulation or snapshot if it has been released and is valid at the time of creating the simulation or snapshot. see Deletion of Project Versions [Seite 156]. If it has been selected. You select an input template SIM*. In the same way. see Multi-Project Management [Seite 140]. If you create a project version for a project that is the target of a project link. If. the simulation of a master project is assigned the link to the operational subproject. You have administration authorization for the project or project template for which you want to create simulations or snapshots. They are then deleted in the archiving deletion run. Your version number must start with SIM and be 6 characters long in total. Procedure Note the following: If you create simulations or snapshots for a project that is linked to another project (program. you create a simulation of a program. Collaboration Projects 151 . You can only delete those versions that do not contain project versions. the link is copied and refers to the linked operational object.SAP Online Help 12. If you create a simulation without a template. Your version number must start with SIM and can be of any length although the maximum total length is 24 characters. You created a version (see Work with Versions [Seite 150]). the simulation is also assigned the operational projects that belong to the program. for example. The system automatically transfers the Archived indicator from Customizing.

2. 1. Open the Project Versions tab page in your project. Choose Create and enter the data.. or Simulation. 5. Creating Simulations and Snapshots from Project Processing . Enter the version for which you want to create a project version. Open the Versions initial view. If you choose Project. Choose Create. 4. When you choose Project. For simulations: The project number you want to assign to the simulation The template type you want to use If you choose No Template. You can make changes to a simulation. you create a simulation with all the data and the project type of the template. Select the version type you want to create.2008 Creating Simulations and Snapshots from the Initial View . You can also perform a reconciliation and a comparison [Seite 155]. For a snapshot the system copies the authorizations from the operational project. Once you have created a simulation.. 3. Project Template. 7.SAP Online Help 12. 2. this simulation does not contain any data.09. For a simulation you automatically keep the administration authorization. 4. Save the project. 3. You can enter a project type straight away or after you created the simulation. you create a simulation manually. you create the simulation for the operational project you chose as the template. Enter the following data: For snapshots: The project number of the project for which you want to create the snapshot. Therefore. See also: Creation of Snapshots in the Background [Seite 153] Collaboration Projects 152 . Choose Continue. Result You created a project version. change the data if necessary and save the simulation. 5. Choose the Snapshots or Simulations tab page. Choose Create. The system saves a snapshot automatically because you cannot change any data here. 1. 6.

However. it is only possible to compare or reconcile the project data if the projects are based on the same templates or if the project versions belong to the same project. choose Collaboration Projects Versions Create Snapshots in the SAP Menu and enter a version number and project number.2008 Creation of Snapshots in the Background Use You can create snapshots manually or let the system create them automatically at a given time. When you carry out the batch job. choose Tools Jobs Definition in the cProjects back-end system. CCMS Note that you have to create a separate version for each snapshot you create in the background because you can only use a version once for a project. It is not possible to create them in accordance with specific business transactions. it could be because: The version has not been released The version was not valid at the appropriate point in time A snapshot already exists for the current project in the specified version Activities To create a snapshot manually in the cProjects back-end system. Then release them. the system checks the validity of the possible versions and creates a project version with the version that is currently valid. Collaboration Projects 153 . SNAP*) as a version in the batch job. Reconciliation and Comparison of Versions You use this function to compare or reconcile certain project data. To schedule the creation of snapshots in the background. You want to create a snapshot every month for a whole year: Create twelve versions each with a validity period of one month and whose names all start with the same characters.SAP Online Help 12. Enter a placeholder for the first characters of this name (for example.09. Messages in the log inform you about which versions are valid and in which version a snapshot was created. Features A log is available after you have carried out this function and contains the following information: Versions that match your selection criteria Versions in which snapshots can currently be created Success message stating that a snapshot was created for the project you entered If a snapshot could not be created.

Here you can choose whether you want the system to display all the values.SAP Online Help 12. or only the matches. the system uses red. The system uses yellow traffic lights to display differences that you cannot change with a reconciliation. by choosing Define Project Types. yellow. In a reconciliation you can transfer the data of a version to a simulation or an operational project. For a reconciliation. You decide which project elements are to be transferred. In both functions. only the differences. for example: o o o o All project element data whose status in the target project does not permit any more changes Data that cannot be changed in general (for example. If the system does not display any traffic lights.2008 Integration You use version reconciliation to upload Microsoft Project data to cProjects (see Importing of Project Data). Clicking a traffic light gives you a detailed view of which data is different and which data is the same. Features In a comparison the system displays two projects or versions next to each other. and green traffic lights to show which parts of the data are different and which parts are the same. No data is changed. If you expand the structure on one side. Prerequisites Your system administrator has permitted the use of versions for the current project type in Customizing for Collaboration Projects. no data exists. the system automatically expands the corresponding structure on the Collaboration Projects 154 . In both cases. You have authorization to display the project or version. Snapshots are not reconciled. administration data) Relationships Resources End of the note. the status of the target project still permits changes (status Created or Released).09. the system takes the following data into account: Project element data Status Documents Collaborations Object links Authorizations Note Some data cannot be reconciled. even if there are differences. there is no automatic reconciliation.

open the detail view by clicking a traffic light and then select the data you want to reconcile. The system searches for projects that you can reconcile with the project you entered. The system only displays the differences at first. 1. Choose Reconcile. Select a project from under Project for Comparison and choose Compare. Choose Identify Projects for Comparison.09. 5. 2. Collaboration Projects 155 . The system compares the information in the selected projects. 4. 7. choose Reconcile. If you want to reconcile individual parts of the project element data. 5. Select a project from under Project for Comparison and choose Reconcile. 4. The system compares the information in the selected projects. click a traffic light. 2. End of the caution. You have to start from the Projects initial view if you want to compare one operational project with another. See also: Performing Reconciliations and Comparisons Performing Reconciliations and Comparisons Performing a Comparison . Choose Identify Projects for Comparison.SAP Online Help 12. 6. Choose Compare.. 3. In the reconciliation. Performing a Reconciliation . you cannot delete elements from the source version if they do not have a corresponding element in the target version. Enter the simulation you want to reconcile with another project. Caution You cannot delete project elements by reconciliation in an operational project. 6. If you want to see more detailed information about the traffic lights. In the column with the traffic lights.. Enter the version and the operational project that you want to compare with another project.2008 other side. 1. 8. The system searches for projects that you can compare with the project you entered. If you want to reconcile all data of the selected project element. You can also display only the matches or all the fields. 3. Select the project elements whose data you want to reconcile with the data of the target project. Choose the version type Simulation in the Versions initial view. select the relevant entry and then choose Set Filter. Choose the version type you want to compare in the Versions initial view.

SAP Online Help

12.09.2008

The system only displays the differences at first. You can also display only the matches or all the fields. In the column with the traffic lights, select the relevant entry and then choose Set Filter.

You cannot select data that does not contain any differences or for which a reconciliation is not possible. If the simulation contains project elements that do not exist in the target project, you can only select the first project element each time below an element that exists on both sides.

Example
You reconcile the following structures:

A A1 A2 B C
C1

A A1 A2 B

Task C and subtask C1 do not exist in the target project. You can select task C but not C1 because C1 does not have a superior element that exists in both structures. If you choose task C for the reconciliation, the system creates subtask C1 in the target project automatically.

Deletion of Project Versions
Use
You use this function to delete snapshots and simulations.

Collaboration Projects

156

SAP Online Help

12.09.2008

Integration
You can only delete project versions [Extern] if archiving has not been activated in the relevant version. If archiving has been activated in the version, you can only delete the project versions via archiving: Deleting project versions with an operational project or a project template When you archive a project, the system checks whether project versions exist for this project that have been marked as relevant to archiving. If such project versions exist, the system archives them together with the operational project or the project template. If project versions exist for the operational project or template that is being archived, that are not relevant to archiving, the system deletes the project versions with the archiving deletion run. Deleting project versions without an operational project or project template If you want to delete a project version for which there is no template, or if you want to delete the project version independently of the template, use your own archiving run.

Activities
..

1. Open a project version. 2. Choose Delete. 3. Confirm that you want to delete the object.

Object Links
Business objects important to a project can be located in different systems. Since it is important to have an overview of these objects directly in cProjects, you can connect the objects which you defined or activated in Customizing for Collaboration Projects to the application as object links. You define or activate the objects under Connection to External Systems Object Links in SAP Systems Make Settings for the Linked SAP Objects or Structure Define Object Types for Object Links . The following objects support object links: Project definition in template Project template Checklist in template Checklist template Phase Phase in template Task Task in template Checklist item Checklist item in template

Collaboration Projects

157

SAP Online Help Control plan version Control plan version in template Project role Project role in template Caution

12.09.2008

If you are working with an initiative, "project" is synonymous with "initiative" in the following sections. End of the caution. Note You cannot make any changes if you opened a snapshot. End of the note.

Integration
You can take linked objects into consideration in the evaluations you perform for your project. The Threshold Values pushbutton enables you to display the threshold value violations for an object link and set a manual severity.

Activities
Carry out one of the following activities: Creating an Object Link Editing an Object Link Opening a Linked Object for Editing The option is available only if your system administrator made the appropriate settings. Displaying Linked Object Data The option is available only if your system administrator made the appropriate settings. Deleting an Object Link

Creating an Object Link
Use
You can create object links to existing objects and other cProjects projects. If the object you want to link to does not exist, you can plan a link and link to the object at a later point in time.

Special Characteristics of the Quality Notification (QM) Object Type
If you want to create a link to a quality notification, you can create a new notification in the SAP system directly from cProjects and link it to a project element. To do this, choose the object type Quality Notification (QM) (Creation Optional). If the notification type you enter requires an external number assignment, you have to enter a number. If the notification type

Collaboration Projects

158

SAP Online Help

12.09.2008

does not permit external number assignment, the system assigns the number automatically and you cannot enter it manually.

You can use the OLR3_NOTIFICATION BAdI to specify that certain data, for example, the number or the notification type is assigned automatically. The BAdI can be found in the SAP system in Customizing for Integration with Other SAP Components under BAdI: Creating a QM Notification.

Prerequisites
You opened a project, task, or checklist item from the Projects, Tasks, or Checklist Items initial view and are on the Object Links tab page (see also Opening a Project or Project Version [Seite 17]). An object type without a group is available when you create an object link if the object type is active and the current project element type is permitted. An object type with a group is available when you create an object link if the object type and its group are active and the current project element type is permitted. When you copy or paste object types, the system does not check whether object types or groups are active or whether there are restrictions on project element types.

Procedure
Depending on the settings made by your system administrator, the automatic existence check and the search function may not be available.

Creating an Object Link to an Existing Object
..

1. In the structure tree [Seite 41] navigate to the project element for which you want to create an object link. 2. Choose Create. 3. If you want to use the groups of object types for object links, select a grouping. 4. Under Link to, select the object type you want to link to. 5. Enter the data of the object. 6. Do not select the Identify Object Later indicator. 7. Enter a name, if required. If you do not enter a name, the system transfers the name of the linked object during the existence check. 8. Choose Continue. The system checks whether the object you entered exists in the source system and then creates the link. You can edit the linked object [Seite 160]. 9. Save the project.

Planning an Object Link to an Object That Does Not Exist Yet
..

1. In the structure tree [Seite 41] navigate to the project element for which you want to create an object link. 2. Choose Create. 3. If you want to use the groups of object types for object links, select a grouping. 4. Under Link to, select the object type you want to link to.

Collaboration Projects

159

SAP Online Help 5. Select the Identify Object Later indicator.

12.09.2008

The system does not carry out an existence check in the source system of the object. The system carries out the check once you have entered the identification. 6. Enter a name, if required. If you do not enter a name, the system transfers the name of the linked object later on during the existence check. 7. Leave the remaining fields blank. 8. Choose Continue. The system sets up the object link and marks it as Object has not been identified. You can edit the link later on (see Editing an Object Link [Seite 160]). 9. Save the project.

Editing an Object Link
Prerequisites
You opened a project, task, or checklist item from the Projects, Tasks, or Checklist Items initial view and are on the Object Links tab page (see also Opening a Project or Project Version [Seite 17]). The object of the object link has not been identified yet.

Procedure
..

1. In the structure tree [Seite 41] navigate to the project element whose object link you want to edit. The system displays all existing object links for this project element. 2. Select the object link you want to edit and choose Edit. 3. Make the desired changes and choose Continue. The system saves the changes. If you enter an identification for an object that has not yet been identified, the system checks whether the object exists in the source system (provided that your system administrator made this setting). 4. Save your entries.

Opening a Linked Object for Editing
Use
You can edit a linked object by calling the application in the source system from cProjects.

This option is only available if your system administrator made the appropriate settings.

Prerequisites
You have opened a project, task, or checklist item from the Projects, Tasks, or Checklist Items initial view and are on the Object Links tab page (see also Opening a Project or Project Version [Seite 17]).

Collaboration Projects

160

or Checklist Items initial view and are on the Object Links tab page (see also Opening a Project or Project Version [Seite 17]). or checklist item from the Projects. Tasks. Procedure .2008 Procedure . 1.. task. or Checklist Items initial view and are on the Objects tab page (see also Opening a Project or Project Version [Seite 17]). Displaying Linked Object Data Use You can display the data of a linked object directly in cProjects. Select the transaction you want to use to edit the object. The system displays all existing object links for this project element. Procedure . 1. Tasks. without having to call up the application in the source system. In the structure tree [Seite 41] navigate to the project element whose object link you want to edit. Prerequisites You opened a project. 4. 3. The system displays all existing object links for this project element. In the Identification column. 5. if required. Close the window. Log on to the source system. Edit the object and save your changes.. In the structure tree [Seite 41] navigate to the project element whose linked object you want to edit. 2..SAP Online Help 12. 2. 6. The option is available only if your system administrator made the appropriate settings. Choose Open in the Application column.09. The selection appears if there is more than one possible initial access view. Collaboration Projects 161 . click the link to the object link whose data you want to display. The system opens the application so you can edit the object in a separate window. Deleting an Object Link Prerequisites You have opened a task or a checklist item from the Projects. The system displays the object data.

Prerequisites You need to make settings in Customizing for Collaboration Projects and Customizing for SAP ECC: Settings in Customizing for Collaboration Projects You selected the Controlling in mySAP ERP setting as the Accounting Integration Scenario in Customizing for Collaboration Projects. 3. Integration To be able to use the functions of accounting integration.0. Save your entries. Quotation creation is also supported. by the integration of sales pricing.09. Manual) (I) Automatic Multilevel Controlling (Structure Element. you can analyze the costs and compare them to the planning data at any time. The system displays all existing object links for this project element in an overview. Select the object link you want to delete and choose Delete. You can use this function to carry out preliminary costing for the costs and revenues. Accounting Integration Use You want to monitor the costs and revenues throughout the duration of the project. In the structure tree [Seite 41] navigate to the project element whose object link you want to delete. You can distinguish between the controlling methods by the following criteria: Task-based or role-based Account assignment object: Internal order or WBS element Manual or automatic The following table gives you an overview of the controlling methods that are available: Internal Order Automatic Task-based Manual Internal Order (Structure Element. 2. and depends on the project type.SAP Online Help 12. Automatic) (C) WBS Element Manual Multilevel Controlling (Structure Element. You can measure the success at the end of the project. Once the project has started. You can activate required capacity as work in progress. by choosing Connection to External Systems Accounting Integration Activate Integration.2008 1. Manual) (B) Collaboration Projects 162 . Settings in Customizing for SAP ECC You made the settings in Controlling by choosing Integration with Other SAP Components Collaboration Projects Controlling. you have to implement the Internal Orders (CO-OM-OPA) application component and Project System (PS) in SAP ECC 6. located below the overview. Project controlling is governed by the controlling method you assigned under Define Controlling Scenario.

Easy Cost Planning is then called for the selected account assignment object in SAP ECC for editing. see Easy Cost Planning for Internal Orders [Extern] or Easy Cost Planning in the Project System. Controlling [Seite 180] for the operational project takes place for one or more account assignment objects (internal orders or WBS elements). in the field help for the Controlling Method column. This discards the changes and the new costing values and Collaboration Projects 163 . For more information about Easy Cost Planning in the Project System. the system displays controlling information for the account assignment object read from SAP ECC. results analysis. You can also use it to determine a price for the quotation [Seite 178].09. the system displays the costing results of the last costing.2008 Role-based Internal Order (Project Definition. see Single-Object Controlling for Internal Orders [Seite 182] or Multilevel Controlling [Seite 183]. and settlement also take place on the account assignment objects. You can call these functions in SAP ECC. The data that is relevant to accounting in the project is transferred to the account assignment objects in SAP ECC for this purpose. You use the system settings to define which information you can see in detail here. Features Preliminary costing [Seite 173] gives you the option of planning costs and revenues before the project starts.SAP Online Help 12. Manual) (J) Multilevel Controlling (Project Role. Once you have created it. Automatic) Internal Order (Project Role. Manual) (A) For more information about the individual controlling methods. For more information. If you use a project type for which accounting integration is active. If you only made a change to determine its effects on the costs and revenues. the Accounting tab page is available in cProjects with the following views: Account Assignment This view is available in multilevel controlling and is available in single-object controlling for internal orders once the transfer has taken place. see SAP Library for SAP ERP under SAP ERP Central Component Financials Project System (PS) Costs Cost Planning Easy Cost Planning and Execution Services Easy Cost Planning in the Project System. you can call it up for editing in SAP ECC. Additions you make to costing are displayed in cProjects as aggregated to the project definition. by choosing Connection to External Systems Accounting Integration Define Object Links for Accounting Integration Service for an Object Type. When you click an account assignment element. You can create an ad hoc cost estimate [Seite 176] here before the transfer takes place. You specify what these functions are in Customizing for Collaboration Projects. see Customizing. If you made changes to the costing-relevant data in your project. The downstream processes. If you have already assigned account assignment objects and have saved the assignment. For more information. When you choose Detail Data. you can exit the project without saving. such as budgeting. you can perform costing again for these changes to determine the effects on costs and revenues. Automatic) (D) Multilevel Controlling (Project Role. billing. it is only possible to call the cost estimate for the account assignment object as a service in the Account Assignment view. Costing If you have already created a costing. the system displays functions (services) for this account assignment object.

the controlling method changes from manual to automatic. In the case of a task-based controlling method. the project type can no longer be changed. the costing with the new values is saved in the account assignment object in SAP ECC.09. If an automatic controlling method was assigned to the old project type. In order to represent both of these options in costing. If you save the project with the changes and the new costing results. Projects with a task-based controlling method can only show costing results for cProjects tasks.2008 the project and costing return to their previous states. If you change the project type. After transfer. Projects with a role-based controlling method only show costing results for roles. If. in the opposite case. this can have the following effect on the status [Seite 250]. and a manual controlling method is assigned to the new project type. General Information About Accounting Integration The following documents contain information that applies to all aspects of accounting integration: Costing Logic [Seite 164] Assignment of Cost/Revenue Rates [Seite 167] Derivation of Organizational Data [Seite 168] Costing Logic In cProjects you can enter planned times as either required capacity for tasks or required capacity for project roles or resources. the roles can only have any influence by means of the assignments to the individual tasks. Collaboration Projects 164 . The cost/revenue rate is specified in the attributes for the business partner role resource. the system transfers the required capacity of the project role and the cost/revenue rate of the resource to calculate the costs for the time frame of the staffing. the status automatically changes from To Assign to Flagged for Transfer. Role-Based Controlling Once you staff a project role with a resource. The system uses the cost/revenue rate you assigned in Assignment of Cost/Revenue Rates [Seite 167] for the required capacity of the project role not covered by the staffing.SAP Online Help 12. the status Flagged for Transfer or To Assign is automatically revoked. depending on the project type: If accounting integration has not been activated for the new project type (using the No Integration scenario in Customizing for Collaboration Projects under Activate Integration). you can carry out task-based or role-based costing. the status Flagged for Transfer is automatically changed to the status To Assign. This is governed by which controlling method you choose in Customizing.

The system first checks whether the first strategy can be used. you can overwrite the cost/revenue rate of the resource by entering a cost rate in the Cost Difference field or a revenue rate in the Revenue Difference field. If you want to use a different value for the costs and revenues in a particular project. Fixed or calculated start of role Costs for internal resources 1. Plan price from cost center accounting .. 5 for March.. However. Costs per activity unit for the role in Customizing 3. only the total required capacity is used for costing as described above. Plan price for the resource in cost center accounting Start of staffing of role with resource or fixed or calculated start of role Internal resources are resources assigned to the SAP business partner role Collaboration Projects 165 . 1 day in March. The calculation is the same for the other periods. Different costs which you entered for the project role 2.09. The following table shows in detail how costs and revenues for project roles and resources are calculated.2008 You planned a required capacity of 30 person days for a project role. If this indicator is selected. If the project role permits distribution. Evaluation Date Fixed or calculated start of role Other Information 1. The required capacity of the project role is added to the required capacity of the resource as described above according to the distribution over periods.. The system calculates 20 person days using the cost/revenue rate of the resource and the 10 unstaffed days with the cost/revenue rate of the project role. the Distr. The system calculates 3 person days for February using the cost/revenue rate of the resource and the 7 unstaffed days with the cost/revenue rate of the project role. you want to include the required capacities in periods in costing. a distribution can also be specified when staffing this project role with a resource.. of Costs indicator must be selected in Customizing. If the role type of the project role permits distribution (if you selected the Distribution indicator in Customizing for Collaboration Projects. Costs per activity unit for the resource in Customizing 2. Revenues for project role 1. You distribute the required capacity for a project role according to the period type month and have planned a required capacity for 10 person days for the month of February. Reports in SAP NetWeaver Business Intelligence allow you to compare these rates with those that come from the rates specified in Customizing. Different revenue which you entered for the project role 2. The system only checks the second strategy and so on if the first strategy cannot be used.SAP Online Help 12. you staffed this project role with a resource for 20 person days. however. Costs per activity unit for the role in Customizing . and 10 for May.. The resource plans to work 3 days in February. If. by choosing Resource Management Basic Settings for Project Roles Define Project Role Types) and the required capacities have been entered in periods.. and 2 days in May. Costs/ Revenues Costs for project role Calculation Strategy per Activity Unit . You have staffed this project role with a single resource. the system transfers the required capacity for each period and the cost/revenue rate for performing costing for the relevant period.

09. Strategy two is only used if the resource does not have its own cost/revenue rate assigned to it. Different revenue which you entered for the project role 2. Strategies three to five are only used if the resource does not have its own cost/revenue rate assigned to it.. the general rate is used. So far. Task-Based Controlling If you specified a cost/revenue rate in Customizing for the task type. The following table shows in detail how costs and revenues for tasks and project roles are calculated. Costs per activity unit for the role in Customizing . Different costs which you entered for the project role 4.SAP Online Help 12.. Revenue per activity unit for the role in Customizing Start of staffing of role with resource or fixed or calculated start of role Strategy three is only used if the resource does not have its own cost/revenue rate assigned to it. Plan price for the role in cost center accounting . The system only checks the second strategy and so on if the first strategy cannot be used. Costs for external resources 1. you have assigned a project role to this task for 20 person days. Costs/ Revenues Costs for task Calculation Strategy per Activity Unit 4.. this cost/revenue rate is included in costing too. Costs per activity unit for the task in Customizing Evaluation Date Fixed or calculated start of task Other Information Collaboration Projects 166 . If you have not defined a special rate. If a role is assigned to the task. The system first checks whether the first strategy can be used. You planned a required capacity of 30 person days for a task.. the cost/revenue rate of this role is used. The system calculates 20 person days using the cost/revenue rate of the project role and the 10 unstaffed days with the cost/revenue rate of the task. Costs per activity unit for the resource in Customizing 2. 3. Start of staffing of role with resource or fixed or calculated start of role External resources are resources not assigned to the business partner role employee. Revenues for internal or external resources 1. Different costs which you entered for the task 5. The cost/revenue rate can also depend on the responsible organizational unit: If you entered a responsible organizational unit for your project (see Creating Additional Data for a Project Definition [Seite 44]) and if a special cost/revenue rate exists for it in Customizing for cProjects. Revenue per activity unit for the resource in Customizing 3. Costs per activity unit for the role in Customizing 5. Staffing a role with a resource does not influence costing in task-based controlling.2008 employee. costing uses this rate.

The tab page for accounting integration is then visible in cProjects. Your system administrator activated accounting integration for the project type of the current project. Assignment of Cost/Revenue Rates Use Depending on whether you want to perform costing based on tasks or based on roles. Different revenue which you entered for the task 16. Costs per activity unit for the task in Customizing Start of assignment of task to role Strategies three and four are used if the role does not have its own cost/revenue rate assigned to it. Role-Based Scenario: 2. Different costs which you entered for the project role 9. Costs per activity unit for the task in Customizing Fixed or calculated start of task Costs for roles 8.09. Costs per activity unit for the role in Customizing 10. Task-Based Scenario: You are on the Structure tab page of a project and have selected a task.2008 Revenues for task 6. Collaboration Projects 167 . You can enter the cost/revenue rate on the Costing tab page.SAP Online Help 12. Costs per activity unit for the role in Customizing 15. Costs per activity unit for the task in Customizing Start of assignment of task to role Strategies four and five are used if the role does not have its own cost/revenue rate assigned to it. see Costing Logic [Seite 164]. Prerequisites . Plan price for the role in cost center accounting 11. 1.. Different costs which you entered for the task 12. You can enter the cost/revenue rate on the Additional Data tab page. Different revenue which you entered for the task 7. You are on the Resources tab page of a project and have selected a role. Revenues for Roles 13. you assign a cost/revenue rate to the tasks or the project roles or resources for which you want to perform costing. Different revenue which you entered for the project role 14. Integration For more information about how cost and revenue rates affect costing.

If you do not make this data available externally. it is not overwritten by the data determined in the SAP system. for example. You can select a different rate and enter a different revenue or different costs. in the form of a customer enhancement. Derivation of Organizational Data Use The SAP system requires the following data for creating an account assignment object and carrying out costing: Controlling scenario The controlling scenario depends on the project type. the cost or revenue rate valid at the time the task or role begins. Features The system determines the data for creating the account assignment object. Organizational data: Mandatory: Controlling area Company code Business area Cost center Optional: Profit center Prerequisites The organizational units in cProjects are synchronized with those in Organizational Management. The system determines the cost center by searching upwards in the organizational structure and using the responsible organizational unit you specified in cProjects on the Structure Collaboration Projects 168 . This enables you to agree on individual rates with your customers.09. If you have not defined a special rate. for the task type or project role type from Customizing. as follows: . For more information.. If you entered a responsible organizational unit for your project and a special cost or revenue rate exists for this project in Customizing for Collaboration Projects. this data is valid.SAP Online Help 12. the system determines the data from the organizational units in Organizational Management that were replicated from SAP Human Resources (HR) to the cProjects system (see "Prerequisites"). If you make the data available externally. the general rate is used. by choosing Collaboration Projects Controlling Define Controlling Scenario. You define it in ERP Customizing for Integration with Other SAP Components.2008 Features When you create a new task or project role. costing uses this rate. the system reads as the default value. see the Implementation Guide (IMG) for cProjects under Resource Management Basic Settings for Resource Management Application Link Enabling (ALE) for HR Integration.

then create a quotation from the simulation based on the cost estimate. If no cost center can be found there either. Collaboration Projects 169 . start the process with step three. when deriving the cost center. the dummy attribute value NOT_KNOWN is used instead of a cost center if the cost center is missing in the account assignment object. as follows: The controlling area and company code are determined from the account assignment object. the system checks the Business Add-Ins (BAdIs) DPR_FIN_GECCO_ATTR in the cProjects system and then IAOM_ATTRIBUTES (implementation ATTRIBUTES_CPROJECTS) in the ERP system for task and project attributes or project and role attributes. If no cost center is found there either. Therefore. by choosing Internal Orders Order Master Data Screen Layout Define Model Orders. you can convert the simulation into an operational project and create a sales order. Since a sender has to exist for consistency reasons and to show the allocation in costing. the system checks each organizational unit to which the resource is assigned. If no cost center can be derived there. the dummy attribute value NOT_KNOWN is used instead of a cost center.2008 Additional Data tab page in the Responsible Organizational Unit area Org.SAP Online Help 12. From the Opportunity to the Sales Order Purpose In this process you create a simulation in cProjects from a project opportunity. If you did not specify a responsible organizational unit or the system could not determine its data. If no cost center is found there. The system determines the data for costing the account assignment object. The BAdIs can be found in the Implementation Guide (IMG) for cProjects under Connection to External Systems Accounting Integration Business Add-Ins (BAdIs) BAdI: Additional Attributes for Replication Using SingleObject Controlling and in the IMG for the ERP system under Integration with Other SAP Components Collaboration Projects Controlling Business Add-Ins (BAdIs) Characteristics of CO Account Assignment to Be Created or Changed. the data is derived from the project profile CPR0001. Responsible. You edit the model order in ERP Customizing for Controlling. The system transfers the remaining data from this cost center. For more information. If your customer accepts the quotation. the system checks the organizational unit assigned in the project definition. If no cost center can be determined there either. In task-based or role-based costing with no resource assignment: To derive the cost center (as actual sender of the costs to the account assignment object). If no cost center can be derived from there. the system searches in the master record of the account assignment object. the system searches for a cost center in the organizational unit of the project. see SAP Note 977951. If you do not use project opportunities. the system first checks the BAdIs DPR_FIN_GECCO_ATTR and IAOM_ATTRIBUTES (see above) for project and role attributes. In multilevel controlling. In role-based costing with resource assignment: The resource is relevant for deriving the data relevant to costing. the system checks in the account assignment object whether a cost center has been entered in the Requesting Cost Center field. The process is particularly suitable for project business. in single-object controlling for internal orders the system determines the data using the model order for the order type CPR1.09.

2008 Prerequisites You are using cProjects and SAP ECC 6. you have to use Opportunity Management. Process Flow 1. You are using a project type that supports accounting integration [Seite 162].SAP Online Help 12. 9. The project lead creates simulation 1 in the cProjects system (see Creation of Simulations and Snapshots [Seite 151]). you have to create the customer quotation or a customer inquiry manually. The project lead costs simulation 1 in cProjects and adds costing items manually (for example.09. Then the manager costs simulation 2 again and creates customer quotation 3. . The following options are possible: An internal order serves as the account assignment object (see Single-Object Controlling for Internal Orders [Seite 182]). 8. The area manager creates customer quotation 2 by accessing the sales pricing function from within the cost estimate and creating the quotation there.0. For more information. The internal order can be created Collaboration Projects 170 . 3. If you use opportunities. travel expenses). For more information. see Preliminary Costing and Quotation Creation [Seite 173]. For more information. 5. see SAP Library for SAP CRM under SAP Customer Relationship Management Components and Functions Sales Opportunity Management. If you want to use opportunities to support your processes. create an object link to customer quotation 1 or to a customer inquiry that was created manually. a. 6. If the customer does not accept the quotation. the area manager generates SD customer quotation 1 with a phantom item as a follow-up document for the opportunity. If you do not use opportunities. An area manager creates a project opportunity in the SAP CRM system. If the customer accepts quotation 3. the area manager creates simulation 2 in cProjects based on simulation 1. see SAP Library under SAP ERP Central Component Logistics Sales and Distribution Sales Customer Inquiry/Quotation. In SAP ECC. The link to customer quotation 1 is established through the opportunity. the project manager transfers simulation 2 to operational project A by means of a reconciliation (see Reconciliation and Comparison of Versions [Seite 153]). If you do not use opportunities. The project lead transfers the project to SAP ECC where it is assigned to one or more account assignment objects. 7. create an object link to the opportunity in the simulation (see Creating an Object Link [Seite 158]). b. For more information on steps five and six. 4. The area manager sets the status of the opportunity to In Process. The manager links the simulation to the opportunity and to customer quotation 1. The manager then submits the completed quotation to the customer. see SAP Library under SAP CRM SAP Customer Relationship Management Components and Functions Opportunity Management Creating a Quotation in SAP ECC from an Opportunity. 2..

The manager manually assigns the account assignment objects to the items of the contract or sales order. WBS elements serve as account assignment objects (see Multilevel Controlling [Seite 183]). For more information. the project lead has to manually create and assign the internal orders before the transfer (see Single-Object Controlling for Internal Orders [Seite 182]). The project is recosted when it is transferred to SAP ECC. you need to extend the People-Centric UI in Customizing accordingly.SAP Online Help 12. The area manager manually creates a contract or sales order with reference to quotation 3. The following graphic illustrates the entire process with the detailed steps: Collaboration Projects 171 . 10. If you want to create and edit the sales order in the People-Centric UI. You make the necessary settings in the SAP Implementation Guide (IMG) of SAP CRM under Customer Relationship Management Layout of the User Interface (PeopleCentric UI). see SAP Library for SAP CRM under SAP Customer Relationship Management Components and Functions Sales Sales Transactions Sales Order Processing SAP ECC Sales Documents in SAP CRM. Multiple internal orders serve as account assignment objects. In this case.2008 automatically during the transfer or created and assigned manually before the transfer.09.

SAP Online Help 12. Collaboration Projects 172 .09.2008 Customer SAP CRM SAP cPROJECT SUITE SAP ECC Create project opportunity Set status to In Process Generate follow-up document Customer quotation 1 is created with phantom item Create simulation 1 Create object link to opportunity Add costing items (such as travel expenses) Sales pricing determines revenues Customer wants changes Create simulation 2 Cost the simulation Generate quotation 2 Cost the simulation Customer accepts new quotation and signs contract Transfer simulation 2 to operational project A Generate quotation 3 Account assignment objects are created and project A is recosted Create sales order or contract with reference to quotation 3 Assign account assignment objects to the items of the order/contract For more information about workflow support. see SAP Note 874434.

You can then create a quotation [Extern] on this basis. see Ad Hoc Cost Estimate for cProjects [Seite 176] under “Prerequisites. This example uses only simulations. This creates a separate CO object for each SD document. For more information. see Costing Logic [Seite 164]. created an object link to an SD inquiry or quotation for it. but that is sufficient to understand the function. You can also perform the process with operational projects.00. For more information. for example by choosing Sales and Distribution Basic Functions Account Assignment/Costing Maintain Requirements Classes For Costing/Account Assignment. Process Flow The following graphic shows the sequence of steps: Collaboration Projects 173 . preliminary costing is in the form of an ad hoc cost estimate. You have created a simulation. If you do not want to create a quotation from sales pricing.2008 Preliminary Costing and Quotation Creation Purpose You can calculate the planned costs and revenues for a project before this project has been transferred.09. and assigned an organizational unit. see SAP Note 301117. do not carry out steps five and six listed here. To illustrate the entire process with all its functions.SAP Online Help 12. You have made the necessary settings for Easy Cost Planning [Extern]. From cProjects 4. The process described in the following illustrates steps five and six of the process From the Opportunity to the Sales Order [Seite 169] in detail. This SD document item must have a requirements type with a requirements class to which an account assignment category is assigned that has the value E (Accounting via sales order) in the Consumption Posting field. The first item of this SD document is used for referencing in sales pricing.” You have made the necessary settings for the DIP. For more information. it is assumed that you have decided to calculate revenues with the dynamic item processor [Extern] (DIP) and that you create the quotation from within sales pricing. For more information. You can use the fields Grouping and Search Field to specify the materials in the quotation. Then you can also use the revenue rates from cProjects (revenue calculation type Use Cost/Revenue Rates from cProjects). You define the requirements class in Customizing for SAP ECC. Prerequisites You have made the necessary settings for cost calculation. you must have executed the steps for adding the characteristics Grouping or Search Field to the DIP profile.” This setting is only needed if you want to perform the process as it is described here. You have selected the revenue calculation type Use Sales Pricing in SAP ERP for the project type you are using for the simulation in Customizing for Collaboration Projects by choosing Connection to External Systems Accounting Integration Make General Settings. see Sales Pricing for cProjects [Seite 178] under “Prerequisites. To do this.

09.2008 SAP cPROJECT SUITE SAP ECC Plan required capacity and project roles or resources Perform costing Costs and revenues are displayed Save Call up costing (ECP) Perform costing and save or start again Costs (including additional costs) and revenues are displayed Add costing items (such as travel expenses) Save Call up sales pricing and modify Create quotation Costs (including additional costs) and changed revenues are displayed Perform costing and save or start again Save . The materials selected in this way are available in sales pricing (see step five) for manual conditions (surcharges or discounts). You plan the required capacity and the project roles and resources. You can use the value that you enter here to derive materials for the quotation items through the DIP profile. you can use the fields Grouping or Search Field. This enables you to structure the quotation in cProjects according to the level of detail and language that the customer has selected. for example. If you want to influence the items in the quotation that you create in step six.SAP Online Help 12. Collaboration Projects 174 . 1..

The Costs column in the line for the project role has the total amount of €8. For more information.400 for the project role based on the specific rate for Caren Johnson and the rate for the project role for the unassigned days.00 € 4. see Ad Hoc Cost Estimate for cProjects [Seite 176]. The planned required capacity for this role is ten days. A new quotation is therefore prepared in which the course has a fixed price. the course is to be invoiced using resource-related billing. 5. Unit Req. you choose function. The quotation is available for further processing. 7.2008 In addition to the materials you specified with the fields Grouping or Search Field. Five days are assigned to Caren Johnson. 2. while an additional five days are still unassigned. see Costing Logic [Seite 164]. To do this. In the initial quotation. the ad hoc cost estimate.400. The costing result is displayed. The materials that form the items in the quotation are selected through the DIP profile. You can also create the quotation later by calling up the ad hoc cost estimate again. You create a quotation. Save your entries and return to the project in cProjects. Unit Capacity 10.400. The column for the non-aggregated costs (N-A. The customer accepts this new quotation. 4. Result The costing result with costs and revenues is displayed in cProjects. 6. Costs Currency 0. For more information. materials and services for the quotation items can be determined in Easy Cost Planning if you have not entered anything in the fields for the individual phases or tasks or if additional items are added by means of a planning form in the ad hoc cost estimate. which differs from the project role rate of €100. You call up sales pricing. For more information about calculating costs and revenues. Perform costing for the project in cProjects and save it.Costs) in the line for the project role only shows the €4.Cap. 0.400.000 for the unassigned five days for which no resource has been assigned.00 € The consultant Caren Johnson has the role Consultant 1.SAP Online Help 12.00 T 5.00 € 4.00 T 5. 3. Example The following graphic shows an example in which individual phases were assigned to the values Consulting and Course with the field Grouping. You now call up Easy Cost Planning [Extern] (ECP) and can add additional costing items. The customer does not accept the quotation.00 T Costs Currency N-A. Choose Cost on the Accounting tab page.00 € 4. Save your entries.000.400. Collaboration Projects 175 .00 € 8.00 T 10. or cProjects.09.00 5.00 T N-A. You calculate the costs and revenues. Project Element Planning Consultant 1 Caren Johnson Req. see Sales Pricing for cProjects [Seite 178]. There can also be additional items (such as for travel expenses) that you enter in the ad hoc cost estimate. The items of the second quotation are added to the contract.00 € 8. Quotation in the sales pricing Changes that you make to the quotation here are not transferred to sales pricing. The hourly rate for Caren Johnson from the business partner is €110.

09. For the Realization phase. Flow Consulting Fixed Price Doc.SAP Online Help 12. A WBS element was created for each phase. the system converts the ad hoc cost estimate to a costing whose planned costs and revenues are posted over a Collaboration Projects 176 . detailed cost controlling at task level is to be performed. ERP Implementation Object Link Flow Quotation 1 Consulting Fixed Price Quotation 2 Consulting Fixed Price Order/ Contract Doc. The billing elements were created such that they correspond to the groupings.00 ERP Implementation and Course Project Preparation Planning Organization Business Blueprint Scope Creation and Approval Realization Configuration Test Course Development Execution Go Live & Support Grouping Consulting Go Live & Support Transfer CCC Grouping Course Grouping Consulting Grouping Consulting Account Assignment Manager Grouping Consulting SAP Project System ERP Implementation and Course ERP Implementation (Billing Element) Course (Billing Element) Project Prep. Once at least one account assignment exists. SAP Sales and Distribution Inquiry/ Quotation Doc.2008 Cost controlling in this example is based on manually created [Seite 185] multilevel controlling [Seite 183]. Flow Account Assignment Course ResourceRelated Course Fixed Price Course Fixed Price cProjects 4. The costing result is displayed in cProjects and saved when you save. additional WBS elements were created for the tasks Configuration and Test. Business Blueprint Realization Go Live & Support Configuration Test Ad Hoc Cost Estimate for cProjects Use This function enables you to create and edit ad hoc cost estimates [Extern] in SAP ECC from within cProjects. For this reason.

Collaboration Projects 177 . Prerequisites You are using a project type to which a Controlling scenario is assigned. For more information. You have authorization for accounting and administration. by choosing Connection to External Systems Accounting Integration Make General Settings. The Change <name of project>: Easy Cost Planning screen appears. For more information. Activities You are on the Accounting tab page. the revenues are calculated with the dynamic item processor [Extern] (DIP). Then you can also call up sales pricing from within the ad hoc cost estimate. Features The cost planning function is executed by Easy Cost Planning [Extern] (ECP). This takes place for the cProjects project elements with account assignments according to the dates. have costed the simulation or project (Cost button) and saved it. the ad hoc cost estimate is saved in SAP ECC with reference to the cProjects project number. The organizational data relevant to costing (controlling area. For more information. it must exist in the system. The cost estimate is always created at project level and is always single-level. Enter the required data and choose Transfer. If you want a planning form to be assigned to the cost estimate at the point when you start the ad hoc costing function. Technically. project role. The assigned Controlling scenario contains a costing variant that you can use for ad hoc cost estimates for cProjects.2008 certain time period. see Costing Logic [Seite 164]. You make this setting in Customizing for Collaboration Projects. With the last option. see Sales Pricing for cProjects [Seite 178]. If a planning form is available for the cost estimate and additional entries are required in the form. When the project is transferred. the entry screen of the planning form appears on the right.09. Choose Ad Hoc Cost Estimate. The costs are calculated based on the rates for the resource. by choosing Single-Object Controlling for Projects Settings for Easy Cost Planning. that planning form must be assigned to the project type being used.SAP Online Help 12. or task. see Editing Costing Models and Assigning Attributes [Extern]. it is recosted and the cost estimate stored for the account assignment object. You have entered the data that is relevant to costing (quantities and prices). The revenues are calculated automatically if you have selected the option Use Cost/Revenue Rates from cProjects or Use Sales Pricing in SAP ERP as the revenue calculation type for the project type that you are using for the project. If you want to use a planning form. company code. For more information. and master cost center for the derivation of the activity type under which the allocation is reported) is derived from the HR organizational unit specified in the project definition. You make this selection in Customizing for Collaboration Projects. You can archive the ad hoc cost estimate in SAP ECC (archiving object CO_ECP) if the project has the status [Seite 250] To Be Archived. see the Implementation Guide for Collaboration Projects under Single-Object Controlling for Projects Settings for Easy Cost Planning.

You have entered this DIP profile in the item of the SD document (customer inquiry or quotation) for which you have created an object link in the simulation or operational project. The cost and revenue items can be seen in the item view at the lower right. Sales Pricing for cProjects Use This function calculates the sales price and displays the items [Extern] that flow into the price. you do not have to choose Cost again. You can generate a quotation by transferring the items and prices. The Revenues from Sales Pricing indicator is selected in the header data of the ad hoc cost estimate under Valuation. when you call the project in cProjects again. Features The sales pricing function calculates the sales price: Collaboration Projects 178 . You can add conditions (surcharges and discounts) and change individual prices. Integration This function is accessed from an ad hoc cost estimate for a simulation or operational project (before transfer). with reconciliation [Seite 153] or when creating with a template). or in addition to the items in the planning form. you can do this in the item view. Project simulations do not support accounting integration. If you want to add additional items without a planning form. you can assign a planning form yourself.09. Prerequisites In Customizing for Collaboration Projects under Connection to External Systems Accounting Integration Make General Settings. You have defined a dynamic item processor profile [Extern] (DIP profile) with the source Easy Cost Planning in Customizing for the Project System under Revenues and Earnings Integration with SD Documents Creating Quotations and Project Billing Maintain Profiles for Quotations and Billing. the system displays the changed costing results automatically. Exception: If. you need to choose Cost in cProjects again in order to import the new costing results.2008 The costing result is displayed on the left side of the screen. If you want to add additional costing items but no planning form has been assigned.” Costing items that were manually added to an ad hoc cost estimate can never be transferred from one project to another (for example. This enables the system to use the data from Easy Cost Planning for sales pricing.SAP Online Help 12. Once you have saved the cost estimate in SAP ECC. see Use of Easy Cost Planning [Extern] under “Item View Area” and “Activities. For more information. you have selected the revenue calculation type Use Sales Pricing in SAP ERP for the project type that you are using for the simulation or project.

Depending on the settings. If the currency of the customers changes. It is not possible to save the sales pricing results in a document for cProjects. object currency. and are displayed in cProjects. The system takes the currency for the individual items in the dynamic item processor from the SD document. Do not make any changes here because they would not be transferred into the simulation or project. which is the customer view of pricing In this view.2008 Based on the quantity structure of the planning data from cProjects that was valuated with Easy Cost Planning (ECP) Based on the settings in the DIP profile Using the pricing functionality in the Sales and Distribution component (SD) Starting with the planned costs. Under Extras Settings you can specify whether the controlling area currency. the sales price basis view or the sales price view is displayed. Activities You are in the ac hoc cost estimate. only at a certain percentage. Choose Sales Pricing. Collaboration Projects 179 . Sales price view [Extern]. The system sorts the dynamic items based on the SD line items and determines the sales price with SD pricing [Extern]. The system finds the costing sheet based on the document category (from the DIP profile). plus the materials that were found by Easy Cost Planning. Two views are available: Sales price basis view [Extern]. which is the internal view of pricing This view displays the planned values by the items in the SD document. You can control whether a planned value is used in pricing in full. Changes that you make here are transferred into the quotation and Easy Cost Planning. conversion only takes place after you have called up sales pricing again and saved it. If you have entered values in the fields Grouping or Search Field in cProjects. See also the information on sales pricing available under Settings: Sales Pricing and Billing [Extern]. or not at all. the planned values are organized based on the structure in the quotation. The items of the sales price basis are called dynamic items. 8. Additional data for pricing (such as the sold-to party) is located in the SD document. or transaction currency is relevant for the individual items. the system finds the items of the sales price basis using the DIP profile.09.SAP Online Help 12. If the material specified in the dynamic item processor profile carries a quantity. your selected materials are displayed that the DIP derived from your entries. Conversion into the SD currency is based on the exchange rate of the price date from the SD document. the system can only determine the quantity for the material from project planning if the quantities are convertible.

To do this. This causes the costing and the planned costs to be updated. The controlling method that was used determines which project elements are transferred. If you are not in the sales price view. Once the transfer has taken place. The project is transferred to SAP ECC for this. From a cost accounting point of view. Collaboration Projects 180 . Costing In the transfer. If you use a manual controlling method. you cannot delete the transferred project elements.09. If you use an automatic controlling method. tasks or roles. If an automatic method was used. You can make changes and create a quotation. choose 12. the project is transferred once in its entirety and costing is performed (again) (see below). you have to assign the internal orders or WBS elements yourself. For more information about costing. Controlling Use The integration of Controlling allows you to monitor the costs and revenues in your project and to periodically activate the required capacity as work in process. the account assignment objects are also updated if you made changes to the projects elements they are based on in cProjects or to the assignment. the system performs costing for the tasks and role assignments (for a taskbased method) or for roles and staffings (for a role-based method) and saves the costing in the account assignment object in SAP ECC. and resources. The sales price view is displayed. the project is transferred again when you save and costing is performed again. It can take place: Automatically when you save the project Once you have set the status Flagged for Transfer or To Assign and saved the project Once you have released the project and saved it In the first transfer. Features Two different controlling variants are available: In single-object controlling for internal orders [Seite 182] all costs and revenues for a project are collected in one or more internal orders. choose Sales Price. see General Information About Accounting Integration [Seite 164]. The transfer type specified in Customizing for Collaboration Projects under Connection to External Systems Accounting Integration Activate Integration dictates when the transfer will take place. the transfer is an activity allocation from the cProjects project (sender) to the account assignment object (recipient). In multilevel controlling [Seite 183] all costs and revenues for a project are collected in one or more WBS elements.2008 Quotation. Each time a change is made to the project definition. a PS project with WBS elements or an internal order is automatically created for your project in SAP ECC.SAP Online Help 9.

releasing it.SAP Online Help 12. Controlling Cockpit Use The controlling cockpit gives you an overview of all messages that are issued when you transfer your projects to Controlling or carry out costing. the system cannot create the internal order. Activities You can call the controlling cockpit from within cProjects or in SAP ECC using transaction COCPCPR. Once you have corrected the reason for the message. you can recreate the internal order within the controlling cockpit. you should correct these errors at a later point in time. you can flag the message as completed directly in the cockpit and delete it later.09. You assign a responsible organizational unit to a project. The project is transferred to SAP ECC. Once you have assigned a cost center to the responsible organizational unit. Once you have corrected the errors you can recreate or update from within the cockpit. When you create the internal order. but the internal order in Controlling is locked and therefore it cannot be released automatically.2008 You can call the controlling cockpit [Seite 181] in SAP ECC. the system tries to determine a cost center for the responsible organizational unit. Nevertheless. Features The controlling cockpit contains two types of error messages: Serious errors that prevent you from creating or updating the account assignment object or carrying out costing. Less serious errors that do not prevent you from creating or updating internal orders. Therefore. You release a project in cProjects. see Controlling Cockpit Documentation. For more information. However. and then resetting the lock. Here you can find error messages that affect the transfer to Controlling. Collaboration Projects 181 . You can fix the problem by unlocking the internal order. no cost center has been assigned to the unit.

09. You can also use multiple internal orders. the following only describes automatic account assignment (controlling method Internal Order (Project Definition. Automatic)). see the “Features” section of Project Versions [Seite 148]. programs for period-end closing.SAP Online Help 12. for example. Manual) You have the following authorizations: Accounting and administrative authorizations for displaying accounting information and carrying out costing Authorization in the Controlling system for carrying out internal order transactions Authorization for creating and changing the cost collector (for RFC users) Features The internal order can be created and assigned manually or automatically. depending on the controlling method you choose. One of the following controlling methods is assigned to the project type of the current project in Customizing for SAP ECC under Define Controlling Scenario: Internal Order (Project Definition. You can start costing directly from cProjects to monitor costs. If you want to use more than one internal order.2008 Single-Object Controlling for Internal Orders Use For more information about the special features of simulations and snapshots. It displays the account assignment object for all planned and actual postings in the project. follow the same procedure as for WBS elements. Prerequisites Your system administrator activated accounting integration for the project type of the current project (see Customizing for Collaboration Projects under Define Project Types). you can use all standard business processes that are available for internal orders. Costing takes place in Controlling and the results are displayed in cProjects. Automatic) Internal Order (Structure Element. The cost collector is an internal order. Therefore. as described under Manual Creation of the Controlling Structure [Seite 185]. Collaboration Projects 182 . Easy Cost Planning (ECP) is only supported in the Controlling version 0. Manual) Internal Order (Project Role. Integration Once the data has been transferred to Controlling. In this case. you have to create and assign them manually. Integrated planning together with an ECP costing is not supported. You use this function to post all costs and revenues for a project to a cost collector.

In order to do this. The following graphic explains the function (assignment of tasks): Collaboration Projects 183 . No account assignment objects are assigned to the individual project elements.SAP Online Help 12. You decide which tasks or project roles you link to which WBS elements. You can do this manually or automatically. Depending on the settings you made for the project type in Customizing. This allows you to control how costs incurred by work or other required capacities are posted to project elements.09. you can assign a single WBS element to each project element for which costs and revenues are incurred or summarize the costs and revenues of several project elements in one WBS element. The following project definition characteristics are transferred to Controlling: Project number Description in the original language Project type Project reason Search field Group Responsible organization Template number Priority System status The system does not transfer user statuses. There is only one internal order per project. When the system creates the internal order it simultaneously creates the settlement rule. you create a multilevel controlling structure out of WBS elements that serve as cost collectors. For example. you assign project roles or tasks. the system automatically creates an internal order. These characteristics are stored for the internal order and are used to find the internal orders for your projects.2008 Data Transfer The first time a project is transferred to Controlling. Multilevel Controlling Use This function enables you to manage all costs and revenues for a project using a work breakdown structure in the Project System (PS). You can create this structure independently of the project structure in cProjects or you can create a structure that is partly or completely identical.

2008 Integration You can use SAP NetWeaver Business Intelligence (BI) to evaluate cProjects projects or you can use the evaluations in cProjects to do this. If you want to change this assignment. If you create complex multilevel controlling structures manually. the system transfers this assignment for all lower-level elements down to the level at which an assignment already exists. If you change an assignment.09. When you assign an account assignment element to a cProjects project element. However. you first have to delete the assignment and then save the project. SAP recommends that you only use the evaluations in BI. You can overwrite the default information. The controlling method specifies the following: Whether the controlling structure is to be created manually or automatically Whether account assignment is to be carried out for project roles or for project elements (tasks and project definition) Make sure that the controlling method does not contradict the settings you make under Confirmation in Customizing for Collaboration Projects. The search help for PS projects will then also be available. the assignments that were automatically transferred are also changed – assignments adjusted manually are not changed automatically. you can assign different WBS elements of a PS project to different cProjects projects. Collaboration Projects 184 . Features You can assign a cProjects project element to a single account assignment element. You can only assign the project elements of a project to the WBS elements of a single PS project. An account assignment element can be assigned to several cProjects project elements of the same project but not to the project elements of different cProjects projects. Prerequisites You set up a controlling method for multilevel controlling and the permitted controlling level in Customizing for SAP ECC under Integration with Other SAP Components Collaboration Projects Controlling Define Controlling Scenario for the project type that is used.SAP Online Help 12.

Features Accounting Tab Page You assign the project elements to WBS elements on the Accounting tab page in the Account Assignment view. the system displays both project structures. therefore they do not inherit the account assignment objects of higher-level project elements either.2008 Subprojects have their own assignments to account assignment objects.09. the Determine Default Assignment pushbutton is active. You then assign the work breakdown structure elements (WBS elements) to the cProjects project elements as account assignment objects. Manual) from Single-Object Controlling for Internal Orders [Seite 182]. If the cProjects project is already assigned to a PS project. the system displays the search help which you can use to find the PS project you require.SAP Online Help 12. Prerequisites The project has a project type to which one of the following controlling methods has been assigned in Customizing for SAP ECC under Controlling Define Controlling Scenario: Multilevel Controlling (Structure Element. For more information about creating a work breakdown structure. If you have not already made an assignment to a PS project or internal order. Activities Manual Creation of the Controlling Structure [Seite 185] Automatic Creation of the Controlling Structure [Seite 187] See also: Accounting Integration [Seite 162] Single-Object Controlling for Internal Orders [Seite 182] Manual Creation of the Controlling Structure Use You use this function to manually assign an existing project in the Project System (PS project) to a cProjects project. Manual) Multilevel Controlling (Project Role. Manual) The project has the status To Assign. Manual) and Internal Order (Project Role. If the BAdI has been implemented. The description of this function also applies to the manual assignment of internal orders for the controlling methods Internal Order (Structure Element. see Editing the Work Breakdown Structure [Extern]. Collaboration Projects 185 . Integration You can create enhancements for manual multilevel controlling using the Business Add-In (BAdI) DPR_FIN_GECCO_MANUAL.

If an assignment already exists and you assign a new account assignment element. Assigning WBS Elements As Account Assignment Objects 1. See also: Automatic Creation of the Controlling Structure [Seite 187] Multilevel Controlling [Seite 183] Collaboration Projects 186 .. Select the cProjects project element and find an internal order using the search help. Once the data of a project element has been transferred to SAP ECC. You cannot enter the PS projects yourself.SAP Online Help Assigning Account Assignment Elements 12. data can be transferred to SAP ECC. If you assign tasks. 2. By clicking an account assignment element. you can also select a phase and assign this too. You can change the automatic assignments. In the same way. Choose Assign. 1. Working with Existing Assignments You can change the assignments provided that you have not released the project or provided that the status of the project element permits this. Account Assignment Once you have defined the account assignment objects. When you do this. Select the cProjects project element and the WBS element you want to assign and then choose Assign. Depending on the settings you made in Customizing. 2.2008 A manual assignment is only possible if the status To Assign is set for the project definition. you can no longer delete the project element. The system checks whether the assignment is valid and enters the internal order as the account assignment element. for example. all subtasks of a task that you assign are also automatically assigned. If you cannot assign an account assignment element because. it has already been assigned to a project element of a different cProjects project. you have to select them from the search help.09. You cannot assign account assignment elements to checklists or checklist items. all tasks that belong to this phase are assigned to the account assignment element that is assigned to the phase. Internal orders that have already been used in other cProjects projects no longer appear in the search help. you assign tasks or project roles. the account assignment element is grayed out. you can display details of the element or you can edit the element using one of the services offered.. The system checks whether the assignment is valid and enters the WBS element as the account assignment element. the old assignment is overwritten. Assigning Internal Orders As Account Assignment Objects . Activities . Assign a PS project to the cProjects project.

The relationship between a phase and the task below it is also a predecessor-successor relationship.09. The required capacity is determined by costing. The system uses this external project ID as the name of the PS project definition.2008 Automatic Creation of the Controlling Structure Use You use this function to automatically create a project in the Project System (PS project) from a project in cProjects. Phase In cProjects. Rules for Assigning Names Task-based controlling Project definition In cProjects. such as dates. The system uses the project element numbers as the name of the WBS elements. Therefore. The relationship between a project definition and a phase is a predecessorsuccessor relationship in this function. The system creates a work breakdown structure element (WBS element [Extern]) for each cProjects project element (apart from checklists and checklist items) and assigns the elements to one another. The relationship between two phases is a left-to-right relationship. Features Creating Account Assignment Elements The system creates the controlling structure automatically once the project data has been transferred to the Project System. You can only use any external project ID once in cProjects. All WBS elements are relevant to account assignment. the internal ID is no longer visible on the cProjects interface. The system creates a PS project definition and the top WBS element for the project definition in cProjects. The structure of the PS project matches the structure of the cProjects project. the system proposes the internal ID for the external ID on the Structure Basic Data tab page in the Number Initial field. The relationship between the predecessor and the successor in the hierarchy of the project elements remains during the transfer from cProjects to the PS project. the system displays the external project ID on the Structure Basic Data tab page in the Number field. duration. the top WBS element does not have a project element number from cProjects assigned to it. No information relevant to project management. If you have changed the external ID. apart from those that were created from phases. The order of the project elements from left to right is not kept during the transfer. or required capacity is transferred to the WBS elements. The system creates WBS elements for the project elements phase and task up to the level specified in the controlling level parameter in Customizing. Collaboration Projects 187 .SAP Online Help 12.

it is no longer possible to change the project element number in cProjects. The account assignment manager does not support the deletion of PS projects or WBS elements. Role In cProjects. You use the pushbutton Switch to Manual Assignment before the project is released to switch to manual mode for making changes to the assignments. Task In cProjects. you can display details about the element or you can edit the element using one of the services offered. You can use a name of a PS project or WBS element only once. the system displays the external project ID on the Structure Basic Data tab page in the Number field. Once the transfer to the Project System has taken place. Working with Existing Assignments If you add project elements once the structure has been transferred. By clicking a WBS element. See also: Manual Creation of the Controlling Structure [Seite 185] Multilevel Controlling [Seite 183] Collaboration Projects 188 .2008 The system uses the internal ID of the phase as the name of the WBS element. The same conditions apply to this project as to a project you created with a project type to which a manual controlling method has been assigned. the system displays the project role ID on the Resources General tab page. We recommend that you use a unique name for all projects and that when naming PS projects. note that you cannot switch back to an automatic controlling method. Role-based controlling Project definition In cProjects. The system uses this ID as the name of the WBS element. see SAP Note 923205.SAP Online Help 12. the system also creates account assignment elements for these project elements. the system displays the external ID of the task on the Structure Basic Data tab page in the Number field. For more information. However. If this project had the status Flagged for Transfer. the status is automatically changed to To Assign. The internal ID is a unique key for all projects. you make sure that the rules for the project definition do not conflict with the derived names. The system uses this external project ID as the name of the PS project definition.09. You can only use any external project ID once in cProjects.

09. You can only request external resources for project roles but you can create material requests for all project elements and project roles. If you request an external resource for a project role. It also creates a corresponding resource assignment on the Staffing tab page. You can display shopping carts that exist in SRM from the shopping cart overview.SAP Online Help 12. see SAP Library under Supplier Relationship Management Service Procurement and Self-Service Procurement. Integration The system posts the costs to the relevant account assignment object of the project element. You have a user in SRM. for example. Features To carry out an external order. You activated the Shopping in SRM function in Customizing for Collaboration Projects by choosing Structure Define Project Types. Collaboration Projects 189 . purchasing.2008 Integration with Supplier Relationship Management Use You use this function to order external materials and resources directly from cProjects through Supplier Relationship Management (SRM). You activated the Time/Travel Expenses Rec. follow the link in the Shopping Cart column. Prerequisites You are using accounting integration [Seite 162]. For more information about the system settings required for using SRM integration. You performed the Specify Source System for SRM Categories activity in Customizing for Collaboration Projects by choosing Connection to External Systems SRM Integration. This function is available for project elements and project roles on the Shopping Cart tab page. If resources in the project role cannot be edited in parallel. To do this. for recording time for external resources. You cannot change or delete this manually. The system posts the recorded time to cProjects according to the settings that were made for time recording using the cross-application time sheet [Seite 90]. You can only delete this resource assignment by canceling the shopping cart to which it belongs. see SAP Note 960237. SRM contains all the functions you need for the shopping cart that was created. For more information. CATS/SRM/FIN function in Customizing for Collaboration Projects by choosing Structure Define Project Types. approval. The system transfers the dates for the resource assignment from the shopping cart. you create a shopping cart in SRM. the system automatically transfers the qualifications of the project role to the description of the shopping cart. The SRM application opens in a separate window. the dates may conflict with one another. Account assignment objects can be internal orders or WBS elements (see Single-Object Controlling for Internal Orders [Seite 182] and Multilevel Controlling [Seite 183]). and creating invoices.

Collaboration Projects 190 . Enter the required quantity. Procedure Project Element: Order Material 3. 4.09. 3. Project Role: Order External Resource or Material . Enter a description of the shopping cart. Once a shopping cart exists in SRM too. the status in the Shopping Cart column changes to Canceled. Choose Projects Structure Shopping Cart Create Shopping Cart. Enter a delivery date. 7.2008 The Shopping Cart column shows the current status of the shopping cart. 9. Once the shopping cart has been delivered. You can only select ISO units.. 5. The shopping cart has the status In Preparation if no shopping cart has been created for it in SRM. 6. 8. Choose Projects Resources Shopping Cart Create Shopping Cart. Choose whether you want to order an external resource or a material.SAP Online Help 12. Creating a Shopping Cart Use To order a material or an external resource in Supplier Relationship Management (SRM). Prerequisites You can only create a shopping cart for the project elements of projects that have been released. 1. Enter data in the Internal Information field. as required. You can only cancel it if the shopping cart or parts of the shopping cart have not been delivered yet. the shopping cart in cProjects has the status In Process. Enter a category. 4. the system automatically sets the status to Delivery Completed. as required. You can staff a task with an external resource [Seite 191]. Activities You can create [Seite 190] or cancel [Seite 191] a shopping cart. This is also indicated in the Delivered column. If you do this. Enter data in the Internal Information field. Choose Create Shopping Cart. 10. you create a shopping cart via the Collaboration Projects user interface. 2. Enter a unit. Enter a description of the shopping cart. You can also cancel the shopping cart created in cProjects.

3. Staffing Tasks with External Resources Use You can use a shopping cart to order an external resource from Collaboration Projects (cProjects) for a project role. If you are using a material. the system can also cancel the shopping cart there. Enter a category. Collaboration Projects 191 . You cannot set the status of a shopping cart that has already been canceled back to In Process. If you are using an external resource. Depending on how advanced the processing of the shopping cart is in SRM. enter the start date in the From Date field and the finish date in the To Date field. You can only select ISO units or ISO time units for materials and external resources. If a direct cancellation is no longer possible in SRM. Procedure . You can adjust this proposal before you create the shopping cart. enter a delivery date.2008 For an external resource. Select a shopping cart from the shopping cart overview. The system only actually cancels the shopping cart when you save the project. 9. Enter the required quantity. Choose Cancel Shopping Cart. Canceling a Shopping Cart Use You can cancel a shopping cart that was created in Collaboration Projects (cProjects) provided that it does not have the status Delivery Completed. whether it has been ordered or delivered. 8.09. for example.. 5. the system copies the qualifications of the project role (Qualifications tab page) as qualification requirements to the Internal Information field.SAP Online Help 12. 2. Choose the Shopping Cart tab page. the person responsible in SRM must contact you. Choose Create Shopping Cart. 7. 6. 1. Enter a unit. You can schedule the external resource straight away as a resource with edit authorization or as part of the project role with edit authorization for a task.

Collaboration Projects 192 . You cannot use an external resource for roles with distribution. You use a control plan throughout the entire product life cycle. Procedure Creating a Control Plan . If you cancel the shopping cart for an external resource. you are in the Control Plans initial view. You created a control plan template. You cannot select the external resource as the decision maker for approving a phase. you are in the Control Plans initial view or in a project on the Control Plans tab page. Control Plan Definition Description of which measures and methods you use in a specific phase of the creation of a product to check whether you have adhered to predefined quality characteristics.SAP Online Help 12. see Assignment of Project Roles to Tasks [Seite 106]. Procedure For more information..09. updating it continuously. the system automatically deletes the corresponding resource assignment in the project role and the references of the external resource to the assigned tasks (resources with authorization to carry out tasks). The function and existing descriptions are oriented towards QS-9000. if required (see Creating a Template [Seite 36]).2008 Constraints You cannot use the external resource as a responsible resource or as part of the responsible role. Use You can carry out the following functions: Creating and opening a control plan [Seite 192] Editing a control plan [Seite 193] Creating a control plan version [Seite 196] Creating objects in the control plan [Seite 196] Creating and Opening a Control Plan Prerequisites To create a control plan. Select the project for which you want to create a control plan. To open a control plan. 1.

Select a template if required. Save your entries. You can only use templates with the status Released. 1. Edit the control plan (see Editing a Control Plan [Seite 193]). 6. Enter a number for the new control plan. Fill out the control plan header fields. Prerequisites You created a control plan and opened it to edit data (see Creating and Opening a Control Plan [Seite 192]). Note that you can only edit a control plan if you opened it in the Control Plans initial view.SAP Online Help 12.. The following table is an overview of the fields and their meanings (according to QS9000. 1999): Field Meaning Collaboration Projects 193 . The system checks whether the number has been assigned yet. 3. 5. Opening a Control Plan To open an existing control plan. 4. Editing a Control Plan Use A control plan [Seite 192] consists of many parts: A control plan header that contains general control plan data Process steps for structuring the process Tools for each process step Characteristics to be checked for each process step You can create object links [Seite 158] for each control plan on the appropriate tab page. 2. click the control plan number in the control plan overview for a project. Procedure Entering Header Data .09. Choose Create.2008 Only those projects are displayed whose project type allows the use of control plans.

choose Process Step and then choose Create. The system changes the status to Released. A category enables you to create a link between a phase and a control plan when you choose the same description for the category as for the phase. You can unlock the control plan later on. Name and description of the product to be checked Date on which the responsible production location of the customer released the control plan Enter data here only if a release is required. or department that is responsible for carrying out the control plan Vendor identification key Date of further releases. or single parts. Your system administrator must first assign the category names. the subgroup. if required Core Team Date/Release by Customer Dev. as well as the status of the last change made Name of the team responsible for the most recent valid control plan Date on which the responsible development department of the customer released the control plan Enter data here only if a release is required. You can change the process number. Collaboration Projects 194 . If you want to protect the control plan from changes. choose Complete. release the control plan by choosing Release from the Change Status dropdown box..2008 Category Category of the product to be checked. Date on which the responsible quality department of the customer released the control plan Enter data here only if a release is required. In the dropdown box in the top left area of the screen. choose Lock from the Change Status dropdown box. Once you have completed the project or the control plan. Creating a Process Step . Once you have entered all your data.SAP Online Help 12. Choose the Items tab page. 1. Part Name/Description Vendor/Location/Release/Date Date/Release by Customer QM Vendor Location Vendor Key Date of Further Release (Optional) 2. This completes the control plan. 2. The system creates the entry in the Items area and assigns a process number automatically.09. Name of the vendor and business area. You cannot make any more changes or create new versions. location. the assembly. Contact/Telephone Date of First Release Part Number/Last Change Status Name and telephone number of the contact person responsible for the control plan Date on which the control plan was released for the first time Number of the system to be checked.

You can specify only one of the two characteristics but you must specify one. Enter a unique characteristic identification (Char. 12. The system creates an entry below the selected tool with the same process number and sequence number (ToolSeqNo. and the system group. and prepares the required fields for input. You can change the sequence number. Save your entries.. 7. If you are using master inspection characteristics from the QM system.Char. Enter a process description in the Additional Data/Results area. 1. Choose the tool set you require under Tool Set. the system deactivates the Product Characteristic input field. Select the tool for which you want to create a characteristic 2. In the Additional Data/Results area. In the dropdown box in the top left area of the screen. enter the tool.ID).SAP Online Help 3. for example. you first have to delete the value in the Process Characteristic input field so that the system activates the field for the product characteristic. 9. 6. Enter the results in the Additional Data/Results area. 1. enter the plant of the master inspection characteristic. 4. 3. or material you use to check characteristics. choose Tool(s) and then choose Create. If.2008 The area is only ready for input if you have created a process step and if the control plan is released.). Enter the following additional data in the Additional Data/Results area: Control method Procedure used to monitor a step Response plan Specifies which measures should be taken to prevent the production of products with errors 8. Creating Tools . and prepares the required fields for input. The system creates an entry below the selected process step with the same process number as the process step. automatically assigns a sequence number to the tool (ToolSeqNo. In the dropdown box in the top left area of the screen. 2. 4. Creating Characteristics . Select a process name. See also: Creating a Control Plan Version [Seite 196] Collaboration Projects 195 . If you want to change the setting. device. 3.) as the tool. the category of the characteristic (Class. Select a product or a process characteristic. and then choose Create. choose Char..09. 4. Select the process step for which you want to create a tool.). you specified a process characteristic. 5.

If you want to generate them a second time. Note that you can no longer change the old version once you have created the new version. Creating Objects in the Control Plan Use You can generate inspection plans and routings in an SAP system from the control plan. routings only. you must first create a new control plan version [Seite 196]. Complete the new control plan version (see Editing a Control Plan [Seite 193]). If this is not done. Choose one of the following options: a. Create version with template The system creates a new version of the current control plan and copies all entries you previously made. 1. You system administrator specifies: Whether inspection plans only. Save your entries. You can open all versions from the Control Plans tab page.2008 Creating Objects in the Control Plan [Seite 196] Creating a Control Plan Version Use You can create different versions of a control plan. Create version The system creates an empty version of the current control plan..SAP Online Help 12..09. Procedure . . You can only create a new control plan version for released control plans. 2. Prerequisites Your system administrator activated the generation function in Customizing for Collaboration Projects: See the BAdI: Object Creation in Control Plan activity. Collaboration Projects 196 . Prerequisites You opened a control plan in the Control Plans initial view. the corresponding pushbuttons are not active. All entries you previously made are deleted in the new version. 3. Only the latest version is ready for input. or both are created How many plans are generated per control plan Whether an object link should be generated automatically for the new plan on creation You can generate inspection plans and routings only once for a control plan. b.

Call the SAP system to call the inspection plans or routings and edit them. Choose Generate Objects.SAP Online Help 12. You receive a success message once the system has created the object in the SAP system. Set a filter.09. We recommend that you manage your documents with DMS in the following cases: You are already using DMS and require access to the existing DMS documents. 3. See also: Documents [Seite 198] Integration with SAP Document Management [Seite 203] Collaboration Projects 197 . we recommend that you use the document management function in cProjects. In all other cases. You want to classify your documents. "project" is synonymous with "initiative" in the following sections. This also gives you the option of managing your documents in Microsoft® Windows File Explorer. You want to exchange your documents between DMS and cProjects.2008 You can only generate objects for control plans that have been released. Procedure 1. The relevant functions can be found in the SAP menu under Logistics Quality Management Quality Planning Inspection Planning Inspection Plan and Routing. You opened a control plan in the Control Plans initial view. If you are working with initiatives. 2. Work with Documents Use You can manage your documents in cProjects using both the cProjects document management function and document management (SAP DMS). You want to map your project structure via the DMS document structure. The filter determines which data from the control plan is transferred.

You can assign documents to each project element. You are in the detail view of a project element on the Documents tab page. Procedure Creating a Folder . or text documents. navigate to the place where you wish to insert the new folder. Structure A document consists of the following elements: Document data.. You can structure the documents in document folders. In the structure tree. or document status File data. programs. You can use templates to create documents. file type. to get a better overview. If folders already exist. graphics. navigate to the project element for which you want to create a folder. file name. You can protect each document and folder from unauthorized access using authorizations [Seite 242]. Prerequisites You created the documents that you want to assign to a project element. or file size More Information Assigning Documents and Creating Folders Editing the Document or Folder Using Document Templates Content Versions Tabular Document View Integration with a WebDAV Client Assigning Documents and Creating Folders Use You can check in the documents that you assign to a project element to document folders. as files. Collaboration Projects 198 . 1. document description. 2. for example.SAP Online Help 12. The system displays the project element as the top node in the Document Folder column.2008 Documents Information carriers that describe objects such as technical drawings. document name.09. for example.

4.SAP Online Help 3. Choose Continue. Save your entries. 2. Result The system checks in the document as a new content version [Seite 202]. Change the document name. If you want to check in the document to the system. Choose New Folder. 8. 3. navigate to the project element to which you want to assign a document. if necessary. You can edit the document [Seite 199] and assign authorizations [Seite 245]. Assigning a Document 1. 4. enter the file path in the URL field and then choose Check In As URL. In the Document Folder column. 12. The system switches to the detailed information for the document and copies the document name to the document data. . enter the file path in the File field and then choose Check In. 6. enter a different folder name. You can then edit [Seite 199] the new folder. 5. If you want to create a link to the document. Save your entries. Editing the Document or Folder Use You can edit documents as follows: Change document and folder data Delete Copy and paste Cut and paste Download documents Collaboration Projects 199 . if required. Choose New Document. In the structure tree.2008 Note that the following characters should not be used in the name: üäöÜÄÖß?!"§/()={}[]\*<> 5. Enter a Description and assign a Status. The system creates your new folder..09. In the New Folder area. navigate to the place where you want to assign a document. Note that the following characters should not be used in the name: üäöÜÄÖß?!"§/()={}[]\*<> 7.

Save your entries. The system moves the document. Choose Delete. In the Document Folder column. navigate to a document or folder. navigate to a document or folder. Copying and Pasting a Document or Folder . In the Document Folder column. 2. . navigate to a document or folder.. 4. navigate to the place where you want to insert the folder or document. The system creates a copy of the document there.. Cutting and Pasting a Document or Folder . 2. In the Document Folder column.2008 Upload documents Display and change linked files Prerequisites You assigned documents and created folders [Seite 198] for a project element. Choose Paste. In the Document Folder column. 3. Deleting a Document or Folder Note that when you delete a folder. navigate to a document or folder. 1. 1. 3. In the Document Folder column. 1. Choose Paste. 3. 4. Change the data. Collaboration Projects 200 . You are editing a project element and are on the Documents tab page. Downloading Documents to Your PC You can download a document to your local PC and lock it to prevent other users from making changes to it. In the Document Folder column. 2... navigate to the place where you want to insert the folder or document. 1. 4. the system also deletes all subdocuments and subfolders. Confirm that you want to delete the object.09. 5.SAP Online Help 12. Save your entries. Procedure Changing Document and Folder Data . Save your entries. 2. .. Choose Copy. Choose Cut. Save your entries. 3. 5.

3. The system switches to the detailed information for the document and copies the document name to the document data. Select the indicator Document cannot be changed by other users to lock the document so that other users cannot make changes to the file data. you must remember where you saved it. Enter a Description. Choose Check In to check the document in to the system. 12. Choose Browse and select the file that you want to check in. If you want to check this document in again later on. and save the file to your hard drive. and enter the Status.09. In the Document Folder column. In the File Data area.. navigate to a document. 2. navigate to a document. you created and released document templates (see Creating a Template [Seite 36]). If you want to check this file in again later on. 4. 1. You are in the editing view of a project element and you are on the Documents tab page. or select Overwrite Current Version. click the file name. Collaboration Projects 201 . if required. Make changes. Select Create New Version to create a new content version [Seite 202]. you must remember where you saved it. 7. Save your entries. Using Document Templates Prerequisites In the Templates initial view. The system opens the file for editing. Save the document to your hard drive by clicking the secondary mouse button on the file name and selecting the appropriate function from the context menu. 3. 8. 5. Uploading Documents from Your PC . In the Document Folder column. In the Document Folder column. navigate to a document. 2. 6. if required. If you do not select this indicator.. 3. 1.2008 2. other users can overwrite your changes. Choose Create Version. Deselect the indicator Document cannot be changed by other users so that other users can make changes to the document or check the document out.SAP Online Help 1. Displaying and Changing Linked Files . or choose Check In As URL to create a link to the document.

Templates area. 2. 4. choose Create Link. Prerequisites You opened a project element for editing and are on the Documents tab page under Content Versions. position your cursor on the document that you want to use as a template or on the folder with the documents that you want to use as templates. column. Features You can view all the versions of your document that you have already created. The system marks the current version of the document in the Act. you can see your document folder and in the right screen area. Features You can branch to the document using by choosing the file name link. Collaboration Projects 202 . To copy the template or the folder with the templates to this folder. 3. In the left screen area. To create a link from the folder to the template..09. Tabular Document View Use The tabular document view offers you a quick overview of all folders and documents assigned to a project element. In the Document Folder area. you can create new content versions of this document. 5. You can display the individual versions by clicking the file name. In the Doc. Choose Templates. you can see the document templates.2008 Procedure . Content Versions Use When you upload a document from your local PC to cProjects or check in a document you have already checked in again.SAP Online Help 12. choose Copy. 1. Save your entries. position your cursor on the folder to which you want to copy the template or the folder with the templates. 6.

Furthermore. Prerequisites Your system administrator has permitted the use of SAP document management for the current project type (see Customizing for Collaboration Projects under Structure Define Project Types).SAP Online Help 12. Then click the file name to display the document or download it to your PC. If you display the document structure of a document info record that is linked to a superior project element. you will see all the document structures of lower-level project elements. you can include a document structure in the folder of an SAP DMS project status report and send it together with the report. You can insert documents from an existing collaboration in the document structure of a DMS folder that is linked to a project element. See also: Working with Document Info Records [Seite 204] Collaboration Projects 203 .2008 Integration with SAP Document Management Use You can manage your documents using document management (SAP DMS) and exchange documents between DMS and cProjects. You can group the document structures for the individual project elements together to form an entire document structure that reflects the project structure. Integration You can create collaborations [Extern] straight from the documents in SAP DMS or add documents to existing collaborations.00 or a higher release on your PC. You can exchange documents between cProjects and SAP DMS. Then use the Entire Document Structure function to insert a document structure in document structures that are linked to superior project elements.09. You can create new document info records (with or without templates) and link them to project elements simultaneously. It is part of SAP PLM and SAP ERP. You create an entire document structure for a project status report for a program and insert all project status reports of the assigned projects in the structure. Features You can link project elements to existing document info records via an SAP DMS object link. We recommend that you install SAP Easy Document Management 3. Document management (SAP DMS) corresponds to the SAP application component CA-DMS. You can open the application by clicking the document number from the document structure display or the link overview.

. Depending on the settings made by your system administrator. Note that the document info record still exists in DMS. 2. Note the following when you create a link to a new document info record: The new info record with the link is only saved when you save the project. 2. the system displays the document structure as soon as you have selected the document info record and does not automatically return to the overview. Choose Change. You are on the level of the required project element on the SAP DMS tab page in the document info records overview. 2. If a single document info record is linked to this project element. the system either displays the info record ID as soon as you have saved or only after you have chosen Refresh.SAP Online Help 12. If you create a link to an existing document info record. Select a document link. If you leave the project after creating the link without saving. 1. If this is the case.09. Changing the Name of a Linked Document Info Record .2008 Working with Document Info Records Prerequisites . Select a document link. the system displays the document structure straight away when you open the tab page.. 3. the info record with the link will not exist in SAP DMS. The system guides you through the creation process. 3. 1. If the first link you create is a link to an existing document info record. Enter the required data and then choose Continue on each screen. the link will not be saved. If you leave the project without saving after you have created a link. You can only create new links from here. choose Close Document Structure to go to the overview. Choose Create. Choose Delete. Collaboration Projects 204 . Procedure Creating a Document Link 1. Enter the new name and choose Continue. save your project. note that the link is only saved when you save the project. Deleting a Document Link . Once you reach the overview again. The system deletes the link..

3. You can set a manual severity here. Choose whether you want to insert the document info record in the document structure of a superior project element or delete it from the document structure. Otherwise. Transferring Documents Between cProjects and SAP DMS. see Transferring Documents [Seite 221]. Choose Entire Document Structure. click on the document number. it might be necessary to choose Read SAP DMS document structure again. the document structure of this status report is the superior document structure. Collaboration Projects 205 ..SAP Online Help 12. The system displays the threshold value violations for this document link.09. Select a document link. 1. 1. Choose Display Document Structure. 4. . Select a document structure and choose Continue. To open the document info record in SAP DMS for editing. click on the file name (if it exists). click Open in the Application column. 4. 3. 2.. Choose Transfer Documents. Transfer the required documents. 2. Displaying Threshold Value Violations for a Document Info Record . Choose Threshold Values. To display the data of the document info record. 2. Select a document link. 2. the system displays the overview of the cProjects documents of the project element. Select a document link. The system inserts the document info record in the document structure or deletes it from the document structure. To open the document info record for editing from the document structure in SAP DMS. 2. If necessary.. 1. The system proposes all superior project elements and the document structures that belong to them. To display the original of a document info record from the document structure. For more information.. This query appears in the project definition only and then only if you store your status reports in cProjects. 5. Including a Document Info Record in a Document Structure or Deleting it . Select a document link. 1. Displaying the Document Structure of a Document Info Record .2008 Displaying or Editing a Document Info Record .. 1. choose whether you want to transfer project status reports or documents to the project element you currently in. 3. 4. If you are in a project definition for which you have already created a project status report in SAP DMS. If you display the superior document structure. click on the identification. Save the project.

You can then process this data using functions provided by SAP Knowledge Management (for example.SAP Online Help 3. The connection to SAP Knowledge Management in the SAP NetWeaver Portal allows cProjects or cFolders documents to be used as a data source in the portal. the cross-repository search function). see Technical Description and Configuration Information [Seite 209]. Employees can then navigate in a familiar working environment within the nested structure elements and evaluate and edit the resources that exist there (for example. To close the area. using an external WebDAV-compatible application. 12. choose Hide. For more information about the necessary configuration steps. folders and documents). SAP NetWeaver portal drive This WebDAV application connects Microsoft Windows File Explorer to a configured cProjects or cFolders repository. It also allows integration with Microsoft Windows File Explorer. Your system administrator for the cProjects or cFolders system defines the WebDAV access in Customizing for cFolders or cProjects. This connection enables project members from a cProjects or cFolders project to edit the project and collaboration hierarchy structures contained in a cProjects or cFolders repository. Collaboration Projects 206 . Integration WebDAV Applications The standard system supports two WebDAV applications: WebDAV repository manager in SAP Knowledge Management (application component EP-KM) You install a SAP NetWeaver portal with SAP Knowledge Management (KM) and configure a WebDAV repository manager for the cProjects or cFolders repository in Content Management in KM.09. The integration with Microsoft Windows File Explorer provides users with a user interface comparable to the user interface of a file server. You install the portal drive on your PC. Your system administrator for the cProjects or cFolders system defines the WebDAV access in Customizing for cFolders or cProjects. see SAP Library for SAP NetWeaver under Getting Started – Using SAP Software Working with Tools and Features Working with Folders Working with Folders in Windows (Portal Drive) Personalizing the Portal Drive Connect. For more information about the portal drive connection.2008 See also: Integration with SAP Document Management [Seite 203] Integration with a WebDAV Client Purpose The WebDAV interface (Web-Based Distributed Authoring and Versioning) enables a connection to be set up between cProjects or cFolders and SAP Knowledge Management in the SAP NetWeaver Portal.

irrespective of the user-specific language setting in the cProjects or cFolders system.2008 Language A WebDAV application creates a session in the cProjects or cFolders system. Only those users who can log on directly to the cProjects or cFolders system have access to the cProjects or cFolders repository via the WebDAV interface. If the user wants to create. The user must enter his or her user name and password for the system. checklist item. If the WebDAV request comes from the portal drive. task Folder Document The system only displays documents that are also displayed on the Documents tab page in the standard system. Entry Objects Collaboration Projects 207 . The authorizations for the user are checked in the cProjects or cFolders system: The user only has access to cProjects or cFolders data via the WebDAV interface for which he or she has read authorization. For more information. Authorizations A WebDAV application must authenticate itself each time it sends a request to the cProjects or cFolders system. If the WebDAV request is issued by KM in the portal. or delete data via the external WebDAV application. change.SAP Online Help 12. see Technical Description and Configuration Information [Seite 209].09. work area Root folder. the user-specific language setting in the cProjects or cFolders system determines the language of the session. checklist. the WebDAV interface cannot transfer the data correctly. folder Document You have the option of connecting a WebDAV-compatible application to an entry object in such a way that only the hierarchy is visible below the entry object. Features Evaluating the Hierarchy Structures The following overview contains the elements of the hierarchy structures from cProjects or cFolders that you can access via the WebDAV interface. Languagedependent texts are output in the language of the current session in the cProjects or cFolders system. A user who has read authorization for a project element in cProjects should also have read authorization for all the subfolders and subdocuments of this project element. You make the language setting by choosing System User Profile Own Data. this session uses the language that is set up for the user in the portal. Otherwise. he or she requires special authorization in the cProjects or cFolders system. phase. Structure Elements Application Project structure from cProjects Structure Elements Project elements: project definition. Collaboration structure from cFolders Collaboration.

09. cFolders Documents without a version (file) cannot be accessed via the WebDAV interface. the name of a folder can have a maximum of 35 characters. documents) contained there. This WebDAV application can currently process a URL of up to 180 characters as the WebDAV URL for an entry object. folder Editing cProjects and cFolders Structures In the WebDAV application. note the following recommendations: Documents Document names can have a maximum of 35 characters. status reports and documents that are only checked in as a link cannot be accessed via the WebDAV interface. phase. Portal drive This WebDAV application can currently only process paths of less than 240 characters.2008 Application Project structure from cProjects Entry Objects cProjects repository Project elements: project definition.SAP Online Help 12. root folder. you can navigate in the project and collaboration structure and access the structure elements (for example. Only the newest version of documents that have several versions can be accessed via the WebDAV interface. For more information. If you use WebDAV applications that are not supported by SAP. multiple sessions are created for a user in the cProjects or cFolders system. the name is cut off after 35 characters and is uniquely defined by a number. Collaboration Projects 208 . If. you specify a naming convention of 30 characters for each hierarchy level. this is not WebDAV-compliant and can lead to names being misinterpreted by the WebDAV application. you can work with a structure depth of eight levels. checklist item. The date format for the Session Timeout is not WebDAV-compliant. cProjects: DMS documents. see Editing Functions for Project and Collaboration Structures [Seite 214] Function Details [Seite 216] Constraints In order for the external WebDAV-compatible application to process all data from the cProjects or cFolders repository. task Collaboration structure from cFolders cFolders repository Collaboration. If documents or folders are created whose names have more than 35 characters. checklist. for example. However. In cProjects. work area. Archived documents can no longer be accessed via the WebDAV interface. A new version of the document is created each time you save.

/. Activate the host cpro (WebDAV Interface for cProject Suite). You have to set up the HTTP communication with the SAP system as the server (transaction SICF Maintain Services). root folders. &. For more information. The standard system contains the host cpro in the HTTP service tree in the sap entry. #. these special characters must not appear in the names of the following objects: collaborations. For more information. <. work areas. Technical Description and Configuration Information Purpose In addition to installing a SAP NetWeaver portal drive or a SAP NetWeaver portal as WebDAV clients. see Function Details [Seite 216]. the timeout for the session is specified as being ten minutes in the cFolders and cProjects system. for example. This means that a session in the cFolders or cProjects system is deleted if it has not been used for more than ten minutes.09. For more information. project elements. you have to make a number of settings in the cProjects or cFolders system. You can change the timeout predefined in the cpro host from the standard system. You use an external alias to make the settings for a particular client. The following special characters may have a special meaning in the URL: %. see SAP Library under Administration of the Internet Communication Manager. Collaboration Projects 209 . Therefore.SAP Online Help 12. see SAP Library under Components of SAP Communication Technology Communication Between ABAP and Non-ABAP Technologies Internet Communication Framework Internet Communication Framework Administration: HTTP Communication Using the SAP System Administration: HTTP Communication Using the SAP System as a Server. default_host In the cross-client settings. This section contains information about the configuration of the WebDAV interface in the cProjects or cFolders system and the configuration of a WebDAV repository manager in the portal. there will be a large number of active sessions in the standard system. Choose External Aliases and create a new alias for the cpro node. folders. +. For a list of the functions. If you enter a high value. some of which may no longer be in use and this puts an unnecessary strain on the system performance. and documents.2008 The WebDAV interface of the cProjects or cFolders repository does not support all the functions that are provided on the user interface of the WebDAV application. and spaces. see SAP Library under Activating an SICF Service. \. Prerequisites You have to configure the following data in the cProjects or cFolders system: You have to specify a server and a port for the HTTP protocol in the Internet Communication Manager.

This number is part of the URL required for communication with the WebDAV application. Collaboration Projects 210 . optional): This setting is only relevant if you use Knowledge Management in the SAP NetWeaver Portal as a WebDAV application. Note the information in the Implementation Guide (IMG). you set up the communication between a WebDAV application and a cProjects and/or cFolders repository.09. If you do not enter a value for the refresh time. the buffered data is not read again on a regular basis. You specify this user here. the data that was buffered in a session is very quickly lost. Make Settings for the WebDAV Interface (mandatory) In this IMG activity.2008 If you enter a low value. In the standard process. Process Flow Executing IMG Activities in cProjects and cFolders You make the system settings either in Customizing for cProjects or for cFolders. For more information. For example. the WebDAV interface programs then have to read data from the database more frequently and this is detrimental to the system performance. Call Customizing in the SAP Reference IMG as follows: cProjects Choose Collaboration Projects cFolders Choose Collaboration Folders Carry out the following activities: Edit External IDs for the WebDAV Entry Objects (optional) Objects that can be used as entry objects [Seite 206] for the WebDAV interface are assigned a unique number (external ID). see Defining the WebDAV URL [Seite 212] and the Implementation Guide (IMG). Refresh time in seconds (optional) The refresh time specifies the maximum amount of time that lapses before the buffered data is read again from the database.SAP Online Help 12. but only if an error occurs. Documents Settings for the WebDAV Interface. For more information about the WebDAV URL. For indexing (search function). see SAP Library under Creating an Alias and Logging on to an SAP Web Application Server. Index service (only for cProjects. a user only sees those projects below the entry object of the cProjects structure in which he or she is participating and for which the project work has not yet been completed. a user is required who has read authorization for all the projects below the entry node. The following data is part of the settings: WebDAV URL (mandatory): You enter the WebDAV URL that is valid for the cProjects and cFolders repository according to predefined conventions. you have to map the user who carries out indexing to the user you entered for the index service in the cProjects system. In the portal. Indicator for activating the WebDAV interface for cProjects or cFolders (mandatory) Settings for the WebDAV Interface.

SAP Online Help 12. Create an HTTP system for the cProjects or cFolders system.. For more information. Create a memory cache. For more information. .. using the following steps: . QPL). Collaboration Projects 211 . These BAdIs provide methods that you use to perform the following actions: Delete attributes that the standard system transfers to an object Change values of an attribute Add more attributes For more information about creating enhancement implementations. Configuring WebDAV Applications WebDAV Repository Manager in SAP Knowledge Management In order to have a cProjects or cFolders repository as a data source in the portal. For more information. 2. see Configuration of a WebDAV Repository Manager [Seite 211]. Enter a System ID for your cProjects or cFolders system (for example. Once the portal drive has been installed. See Technical Description and Configuration Information [Seite 209]. see SAP Library under Introduction to Using SAP Software Working with Tools and Functions Working with Documents and Folders Working with Folders in Windows (Portal Drive).. Configuration of a WebDAV Repository Manager Configure a WebDAV repository manager in the portal. . Enter a similar value to the refresh time for the Default Time-to-Live. Choose Singleton. see the Implementation Guide (IMG). Portal Drive The portal drive is a desktop application that must be installed and configured on each computer on which you want to use it. 1.09. you have to configure a WebDAV repository manager in the portal. The Capacity value depends on the number of frequently used resources within the repository.2008 Implementing Enhancement Spots (BAdIs) There is a BAdI for both cProjects and cFolders that you use to influence the selection of data (attributes of the objects) before transferring the data to the WebDAV application. see SAP Library under Knowledge Management Administration Guide System Administration System Configuration Content Management Configuration Global Services System Landscape Service System Landscape Definitions HTTP System. the user does not need any administrator rights to use the software. see SAP Library under Knowledge Management Administration Guide System Administration System Configuration Content Management Configuration Utilities Caches and Components and Their Caches. The user must have administrator rights on the computer on which you want to install the portal drive. For more information.

http://pwdf0500.wdf.wdf.sap. 3.SAP Online Help 12. The WebDAV URL of the cProjects repository is http://pwdf0500. Create a WebDAV repository manager and configure it.09. Cache Enter the memory cache. Create a system in the portal system landscape. You insert this WebDAV URL in the specified field in the WebDAV application.wdf. Enter an alias for the system. Use an alias that is identical to the system ID of the HTTP system (see step 2). System Path Enter the WebDAV URL part after the port.sap. see SAP Library under Knowledge Management Administration Guide System Administration System Configuration Content Management Configuration Repositories and Repository Managers External Repositories WebDAV Repository Manager and the subdocuments of this topic.corp:44331/qpl090webdav/cfx/cwn In this case. For more information.corp:44331). Collaboration Projects 212 . Defining the WebDAV URL You use the WebDAV URL to link a WebDAV application to an entry object from the cProjects or cFolders system. you have to create a system in the portal system landscape with the type HTTP System. This alias must match the system ID for your cProjects or cFolders system.2008 Enter the Server URL in the following format: <protocol>://<server>:<port> (for example. Enter the following data: Name and Prefix System ID (Landscape Service) Enter the ID of the HTTP system. For more information. in addition. If you want to assign a user. enter the following value as the System Path: /qpl090-webdav/cfx/cwn 4. Enter the admin user in the User Management property category.sap.corp:44331/qpl090webdav/dpr In this case. enter the following value as the System Path: /qpl090-webdav/dpr The WebDAV URL of the cFolders repository is http://pwdf0500. see SAP Library under Knowledge Management Administration Guide System Administration System Configuration Content Management Configuration Repositories and Repository Managers External Repositories WebDAV Repository Manager Creating a System in the Portal System Landscape.

. Under Additional Functions. A popup appears that displays the WebDAV URL.09. Choose the Documents tab page and click WebDAV. You can use three fields to define the URL and you can enter a maximum of 132 characters in each field. 2. A popup appears that displays the WebDAV URL. navigate to the relevant object in the cFolders application. 1. work area. you have to extend the first part of the WebDAV URL. task. Example: system QPL and client 090: http://pwdf0500. WebDAV URL for Entry Objects cProjects . 1. cFolders .corp:44331/qpl090-webdav For more information.2008 WebDAV URL in Customizing You specify the first part of the WebDAV URL in Customizing for Collaboration Projects and Customizing for Collaboration Folders by choosing the activity Make Settings for the WebDAV Interface. . If you want to use a project element (project definition. choose WebDAV URL.. . 2.wdf.. or a cFolders folder as an entry object and you require the WebDAV URL that belongs to it.wdf. The following convention applies to the URL: <protocol>://<server>:<port>/sap/cpro Example: http://pwdf0500. root folder. WebDAV URL for the Entire Repository If you want to use the entire cProjects or cFolders repository as an entry object.corp:44331/sap/cpro You define a client-specific URL alias for /sap/cpro.corp:44331/qpl090-webdav/dpr Collaboration Projects 213 .sap.SAP Online Help 12. See Editing Project and Collaboration Structures [Seite 218].wdf.sap. or checklist item) as an entry object and you require the WebDAV URL that belongs to it. phase. Application cProjects Extension of URL Add the following character string to the first part of the WebDAV URL that you defined in Customizing: /dpr Example: http://pwdf0500.. see Technical Description and Configuration Information [Seite 209]. .. See Editing Project and Collaboration Structures [Seite 218]. checklist. The following overview describes how to add an extension to the URL.sap. navigate to the relevant project element in the cProjects application. If you want to use a collaboration.

you can set up a TREX connection via the portal for the document search which ensures quick access to the documents in a cProjects or cFolders repository. Prerequisites See Integration with a WebDAV Client [Seite 206] and Technical Description and Configuration Information [Seite 209]. note the following: In order to avoid losing links to the collaborations when you replace the cFolders repository manager from the business package named above with the WebDAV repository manager. For example.SAP Online Help 12. Create b.09.corp:44331/qpl090-webdav/cfx/cwn Business Package for Design Collaboration 60. Editing Functions for cProjects Objects a.sap. For more information about the functions. Folder Collaboration Projects 214 .wdf. Function c. cProjects Objects d.corp:44331/qpl090-webdav/cfx Editing Functions for Project and Collaboration Structures Use The project and collaboration structures in a cProjects or cFolders repository can be edited using external WebDAV-compatible applications. see Function Details [Seite 216]. If you have configured a WebDAV repository manager in the SAP NetWeaver Portal for the cProjects or cFolders repository. Features The following tables list the functions you can use to edit the objects from the project structures and collaboration structures. you can edit these structures with the user interface in Knowledge Management.2008 cFolders Add the following character string to the first part of the WebDAV URL: /cfx/cwn Example: http://pwdf0500. add the following character string to the WebDAV URL: /cfx Example: http://pwdf0500. you can conveniently edit these structures in the familiar environment of the Microsoft Windows File Explorer user interface. If you have installed a portal drive.wdf.1 system in the collaboration room.sap.2 If you are using this business package and have integrated collaborations from a cFolders 3.

.SAP Online Help 12. Document f. Copy (to an external system): j. work area. you can link this external application to a cProjects or cFolders object and edit the objects below it. . change.09. Document p. delete.. phase. Portal Drive If you have installed a portal drive. Project elements are copied in the same way as normal folders: project. Folder m. rename i. checklist item l. see Editing Project and Collaboration Structures [Seite 218]. Copy (from an external system): o. from cProjects to any local directory on your PC or server n. For more information. Folder h.2008 e. Document k. Change. delete cFolders Objects Folder Document Rename Root folder Folder Document Copy (to an external system) The following objects are copied in the same way as normal folders: collaboration. Document Editing Functions for cFolders Objects Function Create. Collaboration Projects 215 . . checklist. Folder q. root folder Folder Document Copy (from an external system) Lock Folder Document Document Activities WebDAV Repository Manager If you have configured a WebDAV repository manager in the portal for an entry object in the cProjects or cFolders system. you can edit the objects below it using the standard Knowledge Management functions. Document g. from any local directory on your PC or server to cProjects r. Lock s. task.

Function Create Details You can create an object (for example. For an overview of the objects you can edit using these functions. It then writes them to the target system one by one. a local file system). Lock You can lock documents. To do this. Features The WebDAV interface of the cProjects or cFolders repository does not support all the functions that are provided on the user interface of the WebDAV application. When you delete a folder. a local file system) to a cProjects or cFolders repository. Collaboration Projects 216 . folders. and documents. Rename Copy (to an external system) You can rename root folders. You cannot change any attributes (status. It then writes them to the target system one by one.09. You cannot create a folder or document directly below a collaboration or work area. You can edit and save an existing document. This process creates a new version of the document in the cProjects or cFolders repository. Note the information under Delete. Therefore. The following table displays an overview of the functions you can execute via the WebDAV interface. see Editing Functions for Project and Collaboration Structures [Seite 214]. See Objects with the Same Name [Seite 217] Change You can extend an existing structure by creating a new object.2008 Function Details Use You can edit the objects in the project and collaboration structures using a number of different functions. you need at least write authorization for the document. a folder or document) below a project element or folder. Delete You delete an object. and so on). Since the system does not check whether a subdocument is locked.SAP Online Help 12. it deletes all the subobjects including locked documents. the system ignores the locks placed on the subdocuments. See Objects with the Same Name [Seite 217] You use a WebDAV client to copy an object from a cProjects or cFolders repository to an external system (for example. before you delete an object. The WebDAV client first loads all the folders and files that are to be copied. description. check whether all the subdocuments can be deleted too. The WebDAV client first loads all the folders and files that are to be copied. Copy (from an external system) You use a WebDAV client to copy an object from an external system (for example.

doc in folder A.2008 Objects with the Same Name The WebDAV protocol specifies that each object in a collection (an object that can contain other objects) has a unique name. Creating and Renaming Objects via cProjects and cFolders cProjects You cannot use the user interface of the cProjects application to create and change documents and folders that have the same name.09. objects with the same name are permitted. A user who has read authorization for all the objects in folder A (for example. the system issues an error message when the user tries to create a folder with the same name as an existing one. If you want to avoid duplicate names. If. cannot see it. Collaboration Projects 217 . For more information. In order to identify the existing objects correctly. he or she can do this without receiving any error messages. The user must ensure that no folder names or document names appear more than once within a single folder. see Customizing for Collaboration Folders under Business AddIns (BAdIs) Check Whether Duplicate Folder Names Can Be Created.SAP Online Help 12. cFolders In the standard system. the WebDAV application checks whether the new name is unique. If you do this. For example. you can create folders with the same name by means of the user interface of the cFolders application or using the APIs. Displaying Existing Objects via the WebDAV Interface If two documents or folders with the same name exist in a single folder. the user for indexing) will then receive an error message for the content of folder A. Creating and Renaming Objects via the WebDAV Interface When folders or documents are created or renamed via the WebDAV interface. The default implementation supplied by the system can be found in the class CFX_UNIQUE_FOL_NAMES_DEFAULT. If this user wants to create a new document with the name AB.doc. you can implement and activate the CFX_UNIQUE_FOL_NAMES BAdI in Customizing for Collaboration Folders. We recommend that all users who edit documents and folders in a collection have read authorization for all the objects in this collection. This check only produces the correct result if the user has all the necessary authorizations and can see all the objects in the folder. This folder contains the document AB. do not use the WebDAV interface. the WebDAV interface uses the following method to ensure that the names of project elements (cProjects) and collaborations and work areas (cFolders) are unique: The object type and a unique number are added on to the end of the name after a tilde. The user does not have read authorization for this object and therefore. the user is editing folder A. this causes errors in WebDAV applications.

If you are working with a portal drive. This report also gives you the option of automatically renaming folders that have the same name. Edit the cProjects or cFolders objects using the user interface of the external WebDAV application.2008 If you want to check whether folders with the same name occur in the same collection in your cFolders repository. cFolders Choose Additional Functions and then WebDAV URL in the application toolbar. to edit the project and collaboration structures. This ensures that the names are unique. You display the object you want to edit in the external WebDAV application on the user interface of the cProjects or cFolders system. you have to authenticate your user when you first connect to it. For example. See Editing Functions for Project and Collaboration Structures [Seite 214]. a folder. The portal drive then carries out the authentication for you. use the CFX_UNIQUE_FOLDER_NAMES report.09. Copy the WebDAV URL to the clipboard. Display the WebDAV URL. you enter your logon data to identify yourself for the cProjects or cFolders system. As soon as the external application sends a request to the cProjects or cFolders system. Go to the WebDAV application and enter this WebDAV URL in the specified field. 3. a project element. Collaboration Projects 218 . as you have already authenticated your user here. It is advisable to put organizational measures in place to ensure that documents are always assigned unique names. for example. create a new folder or a new document. The system opens a separate window and displays the path for the WebDAV URL.SAP Online Help 12. Depending on your WebDAV application. 5. this is usually done by the portal itself. Prerequisites See Integration with a WebDAV Client [Seite 206] and Technical Description and Configuration Information [Seite 209]. you set up a new connection between a portal drive and a cFolders folder. You call the WebDAV URL as follows: cProjects Choose WebDAV on the Documents tab page. Editing Project and Collaboration Structures Purpose You use an external WebDAV-compatible application. If. a portal drive. you have to enter this path as the server URL. 4. 6. enter more data as required and start the connection. 2. for example. This can be. or a document. If you are working in the portal.. for example. Process Flow . 1.

2. select the project element for which you want to create a collaboration. In Customizing for Collaboration Projects under Structure Define Project Types. If you are working with initiatives.. Integration with cFolders Use You can use a collaboration [Extern] to exchange documents you created or assigned to a project in cProjects or document management (DMS) with internal or external partners. For more information about cFolders. you selected the cFolders checkbox in the Collaboration group box. 1.. In the structure tree [Seite 41]. "project" is synonymous with "initiative" in the following sections. You installed and configured cFolders. Procedure . 1. Choose Create.SAP Online Help 12. see Design Collaboration with cFolders [Extern]. Features Creating a Collaboration [Seite 219] Assigning an Existing Collaboration to a Project Element [Seite 220] Transferring Documents [Seite 221] Renaming a Collaboration or a Folder [Seite 222] Maintaining a Collaboration [Seite 223] Deleting a Link to a Collaboration [Seite 223] Creating a Collaboration Prerequisites . The data from the external WebDAV application is transferred to the WebDAV application of the cProjects or cFolders system via the WebDAV interface. Prerequisites . Your system administrator has permitted the use of collaborations for the current project type (see Customizing for Collaboration Projects under Structure Define Project Types). Collaboration Projects 219 .. You cannot make any changes if you opened a snapshot.09. 2. You installed and configured cFolders.2008 7. 1. 3. You are in the detail view of a project on the Collaborations tab page. 2.

The system opens the view for transferring documents. Choose the source from which you want to assign documents to the collaboration. the system cannot create the collaboration. 8. Create the collaboration in cFolders: a. you selected cFolders in the Collaboration group box under Define Project Types. Collaboration Projects 220 . Choose Continue. for which you have authorization and which are marked as templates (see Templates [Extern]). Prerequisites In Customizing for Collaboration Projects. Select the target system on which your cFolders application runs under cFolders System. This field only exists if collaborations already exist in cFolders. or DMS status reports as the source. Result The collaboration is created in cFolders and assigned to a project element.2008 3. choose the template here. b. the assignment of the collaboration to a project element in cProjects is lost.SAP Online Help 12. The collaboration inherits the authorizations [Seite 242] of the project element to which it is assigned. 6. or link a collaboration or folder to a project element with a URL. The system creates the collaboration and displays the overview of the collaborations again. Assigning an Existing Collaboration to a Project Element Use You can assign a collaboration or a folder of a collaboration to a project element. You are in the detail view of a project on the Collaborations tab page. DMS documents. if required. the last three are only available if the corresponding documents already exist for the selected project element or the project type permits this function. Decide whether you want to use a collaborative scenario [Extern] or a competitive scenario [Extern]. Change the name. If you only save the collaboration. cProjects status reports. 9. If you want to use a different collaboration as a template for creating the new collaboration. 5.09. 4. if required. However. If no target system is available. You can transfer documents straight away or later on (see Transferring Documents [Seite 221] ). Save the collaboration. Save the project. You can use cProjects documents. 7.

SAP Online Help

12.09.2008

Procedure
..

1. In the structure tree [Seite 41], select the project element to which you want to assign a collaboration. 2. Choose Assign Collaboration. 3. Select the target system on which your cFolders application runs under cFolders System. 4. You can choose from two options (you can activate the other option by deleting the current selection): Assign Collaboration or Folder via Search Help (option 1) Enter a collaboration or choose one using the search help. When you confirm the collaboration by choosing Enter, you have the option of assigning a single folder from the collaboration. Link Collaboration or Folder via URL (option 2) Enter the URL for a collaboration or folder. 5. Choose Continue. 6. Save the project.

Transferring Documents
Use
You can exchange documents between cFolders and cProjects and between cFolders and SAP document management (DMS) in both directions.

Prerequisites
You have a user in a cFolders system. You have created [Seite 219] or assigned a collaboration [Seite 220]. You are in the detail view of a project on the Collaborations tab page.

Procedure
..

1. In the structure tree [Seite 41] select the project element of the collaboration to which you want to transfer data. 2. Select the collaboration whose data you want to compare with the data in cProjects. 3. Choose Transfer Documents. 4. Choose the document source. 5. You can use cProjects documents, cProjects status reports, DMS documents, or DMS status reports as the source. However, the last three are only available if the corresponding documents already exist for the selected project element or the project type permits this function. The system opens the overview. In the left area you see the documents in cProjects or in DMS and in the right area you see the collaboration in cFolders. The following functions are available: You can expand the folder structures with Collapse All. Collaboration Projects Expand All and collapse them with

221

SAP Online Help

12.09.2008

To open a document before transferring it, select the document and choose Display. The system opens the document in the appropriate application. If you maintain the collaboration and the project at the same time, you can use Reread Collaboration to be sure that you see the current status of the collaboration. 6. Select the object you want to transfer [Extern] in one area and in the other area, select the target for the data you want to transfer. If the object you select already exists in the other area, the system selects the corresponding object in the other area automatically. 7. Choose with the quick info text Copy Folders/Documents from cFolders to cProjects with the quick info text Copy Folders/Documents from cProjects to cFolders. or The following table shows which transfer options are available: Selected Objects One folder in each area System Activity During Transfer The folder you want to transfer is assigned as a subfolder to the folder you selected as your target folder. The system transfers the current version of the document you want to transfer to the target system as the new version. The old version remains in the target system, but you cannot view it here. You can see it on the Documents tab page or in the collaboration in cFolders. You can transfer the document only. You cannot transfer the folder in this case. The system creates the document as a copy in the folder. 8. Save the collaboration.

One document in each area

A document in an area, a folder in another area

Renaming a Collaboration or a Folder
Prerequisites
You have created [Seite 219] or assigned a collaboration [Seite 220]. You are in the detail view of a project on the Collaborations tab page.

Procedure
..

1. In the structure tree [Seite 41] select the project element of the collaboration or folder you want to rename. 2. Select the collaboration or folder you want to rename. 3. Choose Rename. 4. Enter the new name. 5. Choose Continue. The system adopts the new name.

Collaboration Projects

222

SAP Online Help

12.09.2008

The system only changes the name of the collaboration or folder in cProjects and not in cFolders. If you want to change the name in cFolders, you must make the change in the cFolders system (see Maintaining a Collaboration [Seite 223]). 6. Save the project.

Maintaining a Collaboration
Use
You can maintain a collaboration only in the cFolders system, and not in cProjects.

Prerequisites
You have a user in a cFolders system. You have created [Seite 219] or assigned a collaboration [Seite 220]. You are in the detail view of a project on the Collaborations tab page.

Procedure
..

1. In the structure tree [Seite 41] select the project element of the collaboration you want to maintain. 2. Select the collaboration you want to maintain. 3. Log on to the system, if necessary. 4. Maintain the collaboration. For more information, see Design Collaboration with cFolders [Extern].

Deleting a Link to a Collaboration
..

1. In the structure tree [Seite 41] select the project element whose link to a collaboration you want to delete. 2. Select the collaboration whose link you want to delete. 3. Choose Delete Link. The system deletes the link to the collaboration.

The collaboration itself still exists in cFolders. The only way to delete the collaboration is by opening it in cFolders and deleting it there (see Maintaining a Collaboration [Seite 223]). 4. Save the project.

Collaboration Projects

223

SAP Online Help

12.09.2008

Integration with SAP Enterprise Portal
Use
This function enables you to use cProjects in the SAP Enterprise Portal by means of the Business Package for Projects, Portfolio Management, and Design Collaboration (PPMDC) [Extern]. Each user has access to various initial views (roles [Extern], worksets [Extern], and iViews [Extern]), depending on his or her authorizations and the portal roles assigned.

The back-end configuration of cProjects is not automatically reflected in the Portal because the content of the portal roles is static and is not adjusted to match. You create the appropriate portal roles and assign them to the PFCG roles so that the authorizations defined in the backend match the portal roles. To do this, you can use the predefined portal role project management [Extern] and the following showcase worksets as examples or templates: Decision Maker [Extern] Project Lead [Extern] Project Member [Extern] Template Responsible [Extern]

Alternatively, you can call cProjects in the Portal by means of a single iView. Since this iView contains the entire cProjects application, it is not necessary to adjust this iView to match the PFCG configuration of the backend. For more information, see SAP Note 938525.

There are differences between using cProjects in the Portal and using it as a stand-alone version:

When you use cProjects outside the Portal, the tab pages Info, Projects, Tasks, Checklist Items, and so on are available at the top navigation level in cProjects. These tab pages are not visible in the Portal unless you called cProjects by means of a single iView. This is because the relevant tab pages in the Portal are available through the worksets, pages, and iViews in the Business Package for PPMDC. If, for example, you open a project when using cProjects outside the portal, the top navigation bar (initial views) is hidden. If you are working in the Portal, the worksets and portal pages remain visible. When you use cProjects outside the Portal, the Info tab page is available at the top navigation level in cProjects provided that this setting was made in Customizing or in the user settings. In the Business Package for PPMDC, there is no iView or portal page that corresponds to the Info tab page. This is because any portal pages can be added to the Portal straight from the relevant workset and therefore, an additional page is not required as a standard setting. When you use cProjects outside the Portal, the Resource Planning tab page is available in cProjects at the top navigation level if you are using the resource planning application (RPA). When you use cProjects in the Portal, you can use the Resource Planner portal role from SAP CRM instead. For more information, see SAP Note 939501. When you use cProjects outside the Portal, the header area of the application is visible if the Display Header indicator is selected in the user settings. When you use cProjects in the Portal, the header area of the application is not visible and the Display Header

Collaboration Projects

224

SAP Online Help

12.09.2008

indicator is grayed out in the user settings because the system uses the header area of the Portal by default. The Exit link is not available when you use cProjects in the Portal because you log on to and log off from the Portal. The integration with virtual rooms [Seite 225] is only fully available in the Portal. For more information about using cProjects in the Portal, see SAP Note 938390. You can also use cProjects functions in the Portal by means of the Business Package for Project Self-Service. For more information, see SAP Library under SAP ERP SAP ERP Central Component Business Packages (Portal Content) Business Package for Project Self-Service.

If you want to navigate away and have forgotten to save your changes, you can use WorkProtect Mode in the Portal to avoid data loss. For example, you can set WorkProtect Mode up in such a way that the system asks the user whether the unsaved data should be saved before navigation. For more information about WorkProtect Mode, see SAP Library for SAP NetWeaver under Getting Started – Using SAP Software First Steps Portal Personalizing the Portal Setting Portal Preferences.

Prerequisites
You installed SAP Enterprise Portal 7.0 and imported the Business Package for PPMDC.

Integration with Virtual Rooms
Use
You use this function to make cProjects documents available in virtual rooms in the SAP Enterprise Portal. This gives you a single point of access to all documents you work with in your enterprise. For more information, see SAP Library for SAP NetWeaver under SAP NetWeaver 2004 SAP NetWeaver People Integration Collaboration User Guide Working with Virtual Rooms.

Integration
In addition to creating virtual rooms, cProjects also allows integration with cFolders [Seite 219]. The two applications focus on different areas: Virtual rooms focus on the collaboration between different departments within a single enterprise. Together with cProjects, virtual rooms help you coordinate your project participants. cFolders focuses on exchanging technical documents and product structures, such as bills of material or iPPE structures, between external partners. When used in conjunction with cProjects, external project participants can complete tasks without having to access the cProjects system.

Prerequisites
You have set up virtual rooms in the SAP Enterprise Portal. Your system administrator has activated this function in Customizing for Collaboration Projects by choosing Define Project Types and created Webservice ports by choosing Create Logical Ports.

Collaboration Projects

225

You can delete them manually. you need write authorization for the relevant project element. see Defining the WebDAV URL [Seite 212]. the system automatically creates all project participants of the project element and lower-level project elements as room members.kmwebdav) in the SAP Enterprise Portal.sap.pct. Initial roles and administrator roles are defined in the template. Collaboration Projects 226 . All other project participants are assigned the member role. The selection you make here overwrites the roles used so far. the system assigns the room members the following standard room roles: The user who created the room and the project element responsible are both assigned the administrator and member roles. You have to log on to the SAP Enterprise Portal. The room owner and the project element responsible keep the administrative role specified in the template.SAP Online Help 12.sap. You can either create the project participants as room members manually or use the Assign Roles function. If you add project participants to a project element at a later date. Note that all project participants then have the same roles for the virtual room. you see the document structure of the project element whose room you have opened. Assigning Roles The Assign Roles function allows you to assign a number of selected roles to all project participants in a virtual room. You cannot assign rooms that already exist. The room owner and the project element responsible are also assigned the administrative role that was specified in the template. The system assigns the initial role specified in the template to the room members. the system does not delete these room members in the SAP Enterprise Portal automatically. You can only use this template if you implement WebDAV. The page contains the iView Admin Explorer KM WebDAV (com. Editing the Virtual Room from cProjects If you are a member of a room. The template uses the cProjects KM Content (WebDAV) page (com.pct. you can branch to the room by clicking the name of the room.cprxrpm. When you create a room. Adding or Deleting Project Participants at a Later Date If you delete project participants of a project element at a later date.cprxrpm. Even project participants who were not members of a room are assigned these roles. For more information about the prerequisites for WebDAV. If you use the cProjects standard template.09. The room details show you which initial roles and which administrator roles are specified in the template. To create a virtual room. they do not automatically become members of the virtual room. Depending on your authorization. Features Creating a Virtual Room You can create a single virtual room for each project element in a project structure.admin_explorer_kmwebdav). provided that they have a user in the SAP Enterprise Portal. If you use a different template. in addition. you can define other roles.2008 SAP supplies the standard template cProjects_Standard_Template for virtual rooms in cProjects.

For more information. Activities To create a room. DMS documents are not available. If you delete a room that is assigned to a project element in cProjects.2008 Click Detail to display the room’s administrative data. You can use categories to filter the rooms in the room directory in the SAP Enterprise Portal. Making Changes to a Virtual Room in the SAP Enterprise Portal Changes to the room members in the SAP Enterprise Portal are not automatically transferred to cProjects. You can also delete the room. choose Create Room in the lower half of the Collaborations tab page and enter your data. If you select Send Confirmation. This assignment is the basis for a synchronization between the objects in cProjects and SAP xRPM. You can do this manually. All cProjects documents of the project element for which you are creating the room are available in the room once it has been created. the room members receive an e-mail informing them that they are assigned to the room and they receive a link to the room. Collaboration Projects 227 . The room members are only granted access to cProjects content once they have been assigned to the appropriate project element in cProjects as a project participant. You can also assign phases in cProjects to decision points in SAP xRPM at a lower level. you can assign projects to portfolio items in SAP xApp Resource and Portfolio Management (xRPM).SAP Online Help 12. Prerequisites You have selected the xRPM indicator in Customizing for Collaboration Projects under Structure Define Project Types. Integration with SAP xRPM Use In cProjects. these members do not automatically have access to the contents of cProjects because cProjects authorizations are required for this.09. If you add room members to a room in the Portal. you have to delete this assignment manually in cProjects too. You can display the assigned SAP xRPM objects in cProjects by means of the Portfolio Data tab page. see Related Objects Management [Extern].

the system creates a separate folder for each status report. You can enter comments in the reports and save the comments so that they can be reused in the next project status report. These can contain different kinds of data. However.09. 1. You have installed Adobe Acrobat Reader® on your computer.2008 Project Status Reports Use You use this function to summarize project data in reports and store them as project status reports.SAP Online Help 12.. You have write authorization for the project. Once you have sent a report. See also: Creating Project Status Reports [Seite 228] Editing Project Status Reports [Seite 230] Creating Project Status Reports Prerequisites You are on the Status Reports tab page in a project. see SAP Solution Manager under Solutions/Applications SAP PLM Configuration Structures SAP cProject Suite 4. You can send the reports that have been created by e-mail. If you want to store the reports in cProjects. For more information. The reports are created as interactive PDF documents and stored either in cProjects or in document management (DMS) depending on the Customizing settings. SAP DMS) . You can transfer other documents to the report folder that you can send together with the report. you can either create your own document info records or store the reports in the document info records that already exist. Features The system provides a number of different report templates depending on the project type. for example. Choose one of the following options: Collaboration Projects 228 . If you want to store the reports in document management. Procedure Creating Project Status Reports (Document Management. the system generates a folder when creating a status report and the report is stored in this folder. The name of the folder is made up of the name of the template you are using and a sequence number. Prerequisites Your system administrator has made the necessary settings for using project status reports in Customizing for Collaboration Projects. you receive a confirmation e-mail that it was sent.50 Basic Settings for cProjects Business Customizing Preparing the Creation of Project Status Reports. to conveniently and easily keep stakeholders informed about the current status of the project.

Enter a comment. The project status report is only created after the project has been saved in document management (DMS).. if required. This applies to both steps. 1. choose Create Status Report and enter the data for the link. Enter a comment. The system creates and displays the report. 3. Choose Preview. If you want to reuse the comments the next time you edit the report.2008 To create a new status report and a new document link at the same time. Choose Continue or Send to send [Seite 230] the report straight away. For more information on creating the link. To create a new status report in an existing folder.SAP Online Help 12. 2. If you create a link to a new document info record. choose Delete Comments. If comments already exist that you do not want to reuse. if required (see details above). To create a new document link first and then create the status report in the next step. Select a template. The system then inserts the new status report directly below the document structure header. choose Transfer Comments. 5. 4. The comments no longer appear the next time you call the status report. See also: Editing Project Status Reports [Seite 230] Collaboration Projects 229 . open the document structure of a document info record and choose Create Status Report. choose Create Link. Select a template. see Working with Document Info Records [Seite 204]. 4.09. 3. Creating Project Status Reports (cProjects) . the system only displays the new info record when you save the project and choose Refresh. Choose Preview. The project status report is also only created after the project has been saved in document management (DMS). 6. 2. Choose New Status Report. Save the project. The system creates and displays the report. 5. Choose Save to save the report or Save & Send to send [Seite 230] the report straight away.

The address is used as the sender’s address when sending a status report. 1. include them by choosing Add. Choose Send. 1. For more information. you can see all the documents that were sent with this e-mail. You can use the Transfer Documents function to insert cProjects documents from the project definition in the document structure of the status report. You have created a project status report [Seite 228]. If no address has been entered. Choose Send (if the report is stored in cProjects) or Send Status Report (if the report is stored in document management). Transferring Documents from the Hard Disk to a Folder (Only for Storage in cProjects) . If you store your reports in document management (SAP DMS). 2. Collaboration Projects 230 . A confirmation is sent to your e-mail address. 2. you have the following options: You can go to DMS from the overview page of the project status reports using the link (Open) and add your documents there. see Working with Document Info Records [Seite 204] in the section entitled “Transferring Documents Between cProjects and SAP DMS”. For more information. Procedure Sending Reports . 3. see Transferring Documents [Seite 221]. Including Documents from the Hard Disk in the DMS Folder If you want to include more documents in the report folder when storing reports in document management. You are on the Status Reports tab page.. Choose New Document. if required. The system sends the document or report by e-mail including all the documents that are in the relevant folder. 6. Save the project. Enter a subject and then a text. You have write authorization for the project. Select the file you want to transfer and choose Continue. Select the recipients of the e-mail in the list of recipients. 3. Select the folder or the document you want to send.. you open the document structure of a document info record.SAP Online Help 12. You can transfer documents that are linked to the project definition from a collaboration. 5. you cannot send a report.2008 Editing Project Status Reports Prerequisites An e-mail address has been entered in your user master record.09. 4. Under Attachment. If the required recipients are not on the list.

The system displays the document data. for the current project type (see Customizing for Collaboration Projects Structure Define Project Types). Data is saved in the background if you start a manual evaluation or if a background program is performing an evaluation. Features Aggregating Data Your system administrator can specify for each project type that the severities in a project are to be displayed in aggregated form. Choose Detail to go to the detail view of the documents. When you create an evaluation. Prerequisites Your system administrator defined evaluations and made the required settings (see Customizing for Collaboration Projects Evaluations).SAP Online Help 12. You can base your evaluation on the current project data or the last version of the data that was saved in the background. this is taken into account during the evaluation. Furthermore.. 2. one of the following prerequisites must be met: Your system administrator has allowed the user to check threshold value violations or have them checked automatically when you save. the system checks whether predefined threshold values [Extern] have been violated. You can branch from an evaluation directly to the corresponding project. see Documents [Seite 198]. for example. The use of aggregated values allows you to tell at a glance if threshold value violations exist somewhere in the project. Evaluations Use Evaluations give you an overview of your project data.09. For more information about other editing options. You can create evaluations for both operational projects and project versions [Seite 148] by making the appropriate selection under Evaluations for. Select a document. In order for data to be stored in the background. If a project contains a mirrored task [Seite 142]. in the favorites list [Seite 24] and the project list [Seite 25] on the start page. Your system administrator scheduled regular data extraction in the background in the SAP Menu under Collaboration Projects Evaluations Extract Project Evaluations. the threshold values appear on the Status tab page for a project element (see Status Information for Project Element [Seite 257]). 1. Integration Evaluation results are used to highlight critical projects. Collaboration Projects 231 .2008 Editing Documents in a Report (Only for Storage in cProjects) .

takes precedence over one set automatically. Therefore. the highest severity of a project element is the highest severity out of all your own severities.2008 The aggregated value of a project element is the highest severity of the subordinate elements or of the corresponding project element itself. a severity that is set manually. You can display data from the evaluated project in the results view.SAP Online Help 12. however. The following graphic explains the logic: 200 0 200 180 0 180 200 200 100 Highest Severity Highest Automatic Severity Manual Severity Aggregated Severity 50 0 50 200 180 180 - 100 200 100 - 100 100 - 100 300 100 - 200 100 200 400 400 400 - See also: Favorites [Seite 235] Search [Seite 234] Creating and Displaying Evaluations [Seite 232] Exporting Evaluations [Seite 234] Creating and Displaying Evaluations Use You can create evaluations based on current data or based on the data that was last saved. you can switch between the aggregated data and the data that has not been aggregated. Collaboration Projects 232 . When you do this.09. the aggregated value is produced as follows: If a manual severity exists. this is the highest degree of severity for a project element irrespective of whether there are higher automatic severities. If no manual severity exists. both automatic and aggregated.

2008 Prerequisites Your system administrator defined the evaluations and made the required settings (see Customizing for Collaboration Projects under Evaluations). Your system administrator scheduled regular data extraction in the background in the SAP menu under Collaboration Projects Evaluations Extract Project Evaluations. Select the evaluation you want to create. 4. 3. The system creates the evaluation and displays the results in the lower screen area.. You have authorization for the authorization object CPRO_EVAL for the evaluations you want to use. select an evaluation from the favorites dashboard. 1. 2. Procedure Creating Evaluations . If there are multiple violations of threshold values. one of the following prerequisites must be met: Your system administrator allowed the current project type to be tested for threshold value violations either by the user or automatically by the system when you save. Choose Current Data or Saved Data to specify the data on which you want to base the evaluation. in Customizing for Collaboration Projects by choosing Structure Define Project Types. Checking Evaluation Results The lower screen area displays the project data on which the evaluation is based. . Display the severities: You can also display them in aggregated form by choosing Aggregated. You have the following options: If you want to create an evaluation or display a saved evaluation. 1.SAP Online Help 12. Enter the project or project version you want to evaluate. the one with the highest severity is displayed. The threshold value violation that is displayed here may deviate from the display in the project view because the project view also takes manual severities into account that are not included in the evaluation. In order for data to be stored in the background. You can obtain information about this violation if you position your mouse on the icon. Open the Evaluations initial view and go to the Evaluation tab page. choose the icon next to the project element. Collaboration Projects 233 .09. Choose Evaluations.. The system displays the project in the structure tree [Seite 41] with an icon [Extern] that displays whether threshold values have been violated and how critical the violation is. 3. Expand the project structure if necessary. 2. To view information about a threshold value violation.

To return to the data of a project element. However. Optional: Add evaluations that you use often to your favorites list. Collaboration Projects 234 . Creating an Evaluation from Project Processing .09. Choose Check in the general functions.SAP Online Help 12. 4. 2. the system displays all of them. See also: Creating and Displaying Evaluations [Seite 232] Search Use You use the evaluation search function to search for projects for which you want to carry out evaluations. If there is more than one threshold value violation for the same project element. 1. If you only want to export the parts of the project structure that are expanded. choose Export All. 4. 3. Procedure . the system does not generate a link for every element type. you can also open the file with any other spreadsheet application that converts CSV files. 6.. Decide whether you want to save the file to the hard drive or whether you want to open it straight away. 5. However.. To export all evaluation data.2008 The system displays the information in the right-hand screen area. Click the link next to it to display details of a structure element. 2. 3. See also: Exporting Evaluations [Seite 234] Exporting Evaluations Use You can export the data of an evaluation so that you can display it in a spreadsheet application. choose Export. Carry out an evaluation. The data is saved in the background and is available for other evaluations (see the "Creating Evaluations" section). The system exports the data in CSV (Comma Separated Values) format and either saves it in a file or opens the data in Microsoft® Excel. click the project element. Open a project or navigate to the project definition in an open project. 1. The system creates the evaluations defined in Customizing and updates the icons accordingly.

Your system administrator has allowed threshold value violations to be checked by the user or checked automatically on saving. For more information about creating evaluations. If you want to use saved data. One of the following prerequisites must be met if you want to use stored data: Your system administrator scheduled regular data extraction in the background in the SAP menu under Collaboration Projects Evaluations Extract Project Evaluations. Prerequisites You added a project with an evaluation to your favorites list on the Search [Seite 234] or Evaluation [Seite 232] tab page. see Creating and Displaying Evaluations [Seite 232]. You are in the Evaluations initial view in the Favorites view of the dashboard. the system creates an evaluation based on the current data and displays the result on the Evaluation tab page. Your system administrator defined the evaluations and made the required settings (see Customizing for Collaboration Projects under Evaluations). You can display the result of the evaluation on the Evaluation tab page by clicking the link. If you click this link.09. If no saved data exists. add a project with the corresponding evaluation to the favorites list [Seite 235] by choosing Add to Favorites. the column is empty. If required. your system administrator must schedule data extraction in the background. for the current project type (see Customizing for Collaboration Projects under Define Project Types). The system displays the date of the last data extraction in the Saved Data column.2008 Prerequisites You are in the Evaluations initial view on the Favorites tab page. Features You can search in the search results by re-entering one or more than one search criteria and then choosing Search in Results. The system displays the Execute link in the Current Evaluation column. Favorites Use In the favorites list you can display projects with the evaluations you have to perform most often.SAP Online Help 12. Activities Enter the required search criteria or choose an entry from the dropdown box and choose Find. Collaboration Projects 235 .

You do this under Define Phase Types. The system displays the date of the last data extraction in the Saved Data column. For example.. defined by the project leader. After the approval. Collaboration Projects 236 . There is no need to enter a user and password. 2..2008 Features The icon in the Criticality Level column shows whether an evaluation produced a threshold value violation and how severe the violation is. The approval is made by any number of decision makers. that is. The phase can only be ultimately approved if all individual approvals have been granted.09. The project leader begins the approval [Seite 238]. your system administrator can configure the settings in Customizing for Collaboration Projects so that no approval is necessary. However. This document contains all approval-relevant information and cannot be changed at this point. the system creates an evaluation based on the current data and displays the result on the Evaluation tab page. 3. If no saved data exists. The decision makers can sign a document independently of one another and in any order. An approval cannot be withdrawn once it has been granted. Activities To delete an object from the favorites list. The system displays the Execute link in the Current Evaluation column.SAP Online Help 12. Approving a Phase Purpose Approvals are part of phases in a project. Once the last phase has been approved. From then on you cannot change the phase data. When you use signatures with user certificates. The project leader rejects the approval of the phase. The decision makers grant their individual approvals or reject them [Seite 238]. you can only confirm tasks that are not relevant to the approval. You can display the result of the evaluation on the Evaluation tab page by clicking the link. They document that goals were attained during a phase which are required for the successor phases or for completing a project. The system uses signatures for individual approvals to ensure that the decision has actually been made by the correct decision maker: Normally. if appropriate [Seite 240]. the system assigns digital signatures using the private key of the user certificate. 4. 1. Once a phase has been approved you can begin processing the following phase. unless your system administrator has made different settings. Process Flow . The project leader creates an approval [Seite 237]. the maintenance of data for a phase is limited. For more information. The decision makers grant or reject the individual approval based on the approval document. see Creating and Displaying Evaluations [Seite 232]. you enter the password for your user. select it and then choose Remove from Favorites. you can complete the project. The phase is formally completed once it has the status [Seite 252] Completed. If you click this link. the column is empty.

6. Collaboration Projects 237 . Add other decision makers. Save your entries. You can also assign the decision maker at a later date. Prerequisites You created project roles (see Creating a Project Role [Seite 97]). the project leader can cancel the approval [Seite 239] at any time. Note that you can only specify roles to which a person with a user name has been assigned as decision makers. 1. Creating an Approval Use Before you can begin the approval process you must create an approval.. Choose Transfer. The system enters the role and the assigned person as the decision maker. 6. 2. The project leader grants the approval of the phase [Seite 241]. However. Procedure . 5. The system automatically enters the approval version: You cannot change it. 7. 3. You can change the person at a later date. Select the project role you want to add as the decision maker. You opened a project for processing (see Opening a Project or Project Version [Seite 17]). You selected a phase in the structure tree [Seite 41] of the project and are on the Approval tab page. Choose Create.2008 Until the phase has been approved. The project leader begins the approval again [Seite 240].SAP Online Help 5. Go to the Decision Maker tab page and choose Add. The phase type of the relevant phase requires an approval (see Customizing for Collaboration Projects under Structure Define Phase Types). 12. Select a person as the Decision Maker. as required.09. you must have assigned a person by the time you want to begin the approval. The Decision Maker dropdown box contains all project participants who match these criteria. The system offers you the required entry fields. You cannot specify an organization as the decision maker. 8. to determine decision makers. 4. Enter a name for the approval and add a comment as required. for example.

Granting or Rejecting Individual Approvals Use Each individual decision maker confirms that the intended results of a phase have been achieved using an individual approval. Create a comment..SAP Online Help 12. 1. 1. The system starts the approval process: It creates an approval document containing all phase-relevant data. The phase to which the approval belongs has the status Released and all approvalrelevant tasks and checklist items have been completed or finished (see Confirming Tasks [Seite 89] and Confirming Checklist Items [Seite 89]). 2. 2. You opened a project for editing (see Opening a Project or Project Version [Seite 17]) and are on the Approval tab page. The decision makers can grant or reject the individual approval [Seite 238]. Beginning an Approval Prerequisites You created an approval and entered a decision maker (see Creating an Approval [Seite 237]).2008 Result The approval is created. Your system administrator must make the relevant settings if you want to use a digital signature with a user certificate for the individual approval. Collaboration Projects 238 . Once all prerequisites have been met..09. Choose Begin Approval. if required. Prerequisites You opened an individual approval in the Approvals initial view. Procedure Granting an Individual Approval . 3. The approval appears in the Approvals initial view for the decision makers. Check the approval document. In the structure tree [Seite 41] navigate to the phase you want to approve. Procedure . The phase receives the status For Approval. you can begin the approval [Seite 238].

. Collaboration Projects 239 . Choose Transfer.SAP Online Help 3. 5. You can still change your decision at this point by choosing Change Decision. Canceling an Approval Use You can cancel an ongoing approval process at any time. Save your data. 1. Once all decision makers have either granted or rejected the approval. 12. The approval of the phase has not yet been granted or rejected (see Granting an Approval [Seite 241] and Rejecting an Approval [Seite 240]). 2. 4. 1.. You can still change your decision at this point by choosing Change Decision. Choose Transfer. Check the approval document. Create a comment. either enter your cProjects password or sign the document in Adobe® Reader. Rejecting an Individual Approval . The system cancels the approval process and sets the status of the phase [Seite 252] to Released. You can begin [Seite 240] the approval again once you have corrected the reason for which the approval was canceled. To confirm the approval with your digital signature.2008 4. you cannot make any more changes. 2. Choose Reject Approval. Prerequisites You opened a project for editing (see Opening a Project or Project Version [Seite 17]). you can also grant or reject the approval of the phase (see Granting an Approval [Seite 241] and Rejecting an Approval [Seite 240]). if required. Result The approval is canceled. You selected a phase in the structure tree [Seite 41] of the project and are on the Approval tab page. 3. Procedure . depending on your system settings. Result The system saves your decision. Once you have added your digital signature. Choose Grant Approval.09. Choose Cancel Approval.

you can begin the approval process again once you have eliminated the reasons for the rejected approval. If this is the case. You can begin the approval again [Seite 240]. In this case the system creates a new version of the approval. This means that the rejected approval remains documented in the system. Choose Reject Approval. as a rule. you cannot make any more changes to the project. proceed as follows: If you complete the phase now.2008 Rejecting an Approval Use If some decision makers did not approve a phase by rejecting their individual approvals. You can check the individual decisions on the Decision Maker tab page in the Decision column. The approval is rejected. Choose Complete from the Change Status dropdown box.SAP Online Help 12. Collaboration Projects 240 . The phase is assigned the status Completed. Save your data. 5. Prerequisites You opened a project for editing (see Opening a Project or Project Version [Seite 17]). 2. The system sets the status of the phase [Seite 252] to Approval Rejected. Prerequisites You opened a project for processing (see Opening a Project or Project Version [Seite 17]). Open the Basic Data tab page. However. Procedure . You selected a phase in the structure tree [Seite 41] of the project and are on the Approval tab page.09. you reject the approval too. 1. you can also complete the phase if you are of the opinion that the desired results of the phase cannot be achieved. You can approve a phase despite not all individual approvals having been granted if your system administrator made the appropriate settings. Beginning an Approval Again Use If you canceled or rejected an approval. You can only cancel it. 4.. Save your entries. 3.

Choose Create Version. Prerequisites You opened a project for editing (see Opening a Project or Project Version [Seite 17]).2008 You selected a phase in the structure tree [Seite 41] of the project and are on the Approval tab page. The following describes the process for manual completion. Save your entries. 2. You can approve a phase despite not all individual approvals having been granted if your system administrator made the appropriate settings.SAP Online Help 12. If you canceled the approval. This can happen in one of two ways: . Automatic completion If your system administrator has made the appropriate settings. It is also possible to complete the phase automatically once the approval is complete.09. In this case. you cannot add any new tasks or checklists to the phase although the phase has not been completed yet. The decision makers can grant or reject the individual approval [Seite 238]. 4. Collaboration Projects 241 . Choose Begin Approval. 1. The system resets the status of the phase [Seite 252] to Released. 3. The phase receives the status For Approval. Choose Repeat Approval. the phase is automatically approved as soon as all decision makers have granted their individual approvals. . Granting an Approval Use A phase can be approved once all individual approvals have been granted in an approval process. 2.. see SAP Note 982071. you do not have to take any further action. The approval appears in the Approvals initial view for the decision makers. Manual completion You grant the approval yourself and complete the phase yourself. The system starts the approval process: It creates an approval document containing all phase-relevant data. The system generates a new version of the approval. begin with the second step directly.. You can check the version number on the General Data tab page. Once you have granted the approval for a phase. Procedure Carry out the first step only if you rejected the approval. 1. For more information.

If there are no more approval-relevant checklist items and tasks. 1. Choose Complete from the Change Status dropdown box. Basic Collaboration Projects 242 . General authorizations Your system administrator creates these authorizations in the authorization profiles in the user master record.. Once you have completed the phase.SAP Online Help 12. Save your data. you can approve a phase even if not all individual approvals were granted. You created user groups [Seite 248] as required. 3. Choose Grant. and organizational units. you cannot make any more changes to it. Your system administrator created default authorizations for project roles in Customizing for Collaboration Projects by choosing Resource Management Settings for Project Roles Define Project Role Types.2008 You selected a phase in the structure tree [Seite 41] of the project and are on the Approval tab page. All decision makers have granted their individual approvals. In cProjects there are two different types of authorizations: . The system sets the status of the phase to Approval Granted. 1. 4. Open the Detail Data tab page. You can check this on the Decision Maker tab page in the Decision column. Procedure . 2. 2. you can complete the phase.09. Prerequisites Your system administrator created users. Authorizations Use Authorizations ensure that only authorized persons can see or process a project or parts of a project. The phase is given the status Completed. 5. Project-specific authorizations You issue these authorizations to the project participants for individual objects. If your system administrator has made the appropriate settings. roles.. Save your entries.

The authorizations that have specifically been granted to an authorization holder take priority over the authorizations that have been inherited by this authorization holder. This also applies if the users have more than just display authorization for a particular project element..09. if they have write authorization. Individual users 2. Roles (single or composite roles) Here you can also enter authorization holders to whom no project roles [Seite 94] are assigned. however. for example. You can. add any number of additional authorization holders at each hierarchy level or change existing authorizations (see Assigning Authorizations [Seite 245]). Authorizations specific to a project element are inherited by lower-level project elements. changing.2008 Features General Authorizations These authorizations safeguard the following functions: Creating projects Creating. you have to delete them manually (see Assigning Authorizations [Seite 245]). and deleting project templates. an inherited authorization can also take priority over the others (see the section entitled “Prioritizing Authorizations”). You automatically have administration authorization for a project you created. If you delete the assignment of a user to a project role. Once you assign a user to a project role [Seite 126]. checklist templates. Authorization Holders The following authorization holders are available: . However. If you want to remove the authorizations. Organizational units 4. displaying. and control plan templates Every cProjects user has authorization to execute these functions. 1. if a project participant has different authorizations acquired via different authorization holders. If you are adding users to a project element as authorization holders. If an authorization has been inherited. you must at least give them display authorization for the project definition. the user still has the authorizations he or she obtained via the project role. Collaboration Projects 243 . you can recognize this by the entry in the Inherited from column. User groups 3. the user is granted the default authorizations that belong to this role for the project definition. who have not been assigned to a project role yet or who do not have any authorization via this role. otherwise they cannot open any project elements in this project.SAP Online Help 12. Project-Specific Authorizations You can grant these authorizations.

2008 The so-called order of authorization holders represents a prioritization of authorizations. you require write authorization for the superior project element and administrative authorization for the document itself. and control plans for a project element. severity. object links. confirmation. and delete documents for a project element. Admin You receive this authorization automatically from the system when you create a project. If. occurrence.09. in this case. If you want to delete the project element. the authorization of the single user applies. status Change the status of a checklist. for example. an authorization inherited by a user carries more weight than the authorization for a project element assigned to a user by means of a user group. Create. You can use this authorization to perform the following activities: Change all the data in a project element or document Delete project elements Create additional project elements Grant authorizations to other project participants Plan the schedule for project elements Initiate the approval of a phase The authorization includes the read and write authorizations. Create. This is important if a user has acquired a number of different authorizations for an object via different authorization holders. even if he or she has the authorization for a superior object. write.SAP Online Help Prioritizing Authorizations 12. and delete collaborations. result. Collaboration Projects 244 . Write You receive this authorization automatically from the system if you were entered as the person responsible for or the processor of a project element. Authorizations The following project-specific authorizations are available: No authorization This authorization withdraws all authorizations for an object from a user. detection. Individual users carry more weight than user groups and user groups carry more weight than roles. percentage complete. edit. edit. actual finish date. a single user has write authorization for a task and acquires read authorization for the same task via a user group. status Task: Actual start date. for example. You can use this authorization for all the activities you have to perform as the person responsible for or the processor of a project element or document: Enter actual values for a task or checklist item These are: Checklist item: Actual finish date. Prioritization also applies to inherited authorizations.

Accounting If you already have admin authorization. Candidate manager If you are a candidate manager. the system checks for each displayed object whether the project participant has at least read authorization. Resource management This authorization enables you to find and assign resources in a project. Staffing manager If you are a staffing manager.2008 Set manual threshold value violations Grant the individual approval of a phase You cannot perform the following activities with this authorization: Create and delete project elements Change authorizations Plan dates Begin. Read This authorization enables you to display all data for the project element or document. Collaboration Projects 245 .09. or read. the system displays all project roles with the staffing type Resource Manager via Authorization and these are staffed by resources in the worklist of the external resource management application. you can grant the following authorizations for the project definition: Evaluate This authorization enables you to perform evaluations for the project. or grant approvals Create relationships for tasks Change the status of the project definition or phase The authorization includes read authorization. the system displays all project roles with the staffing type Resource Manager via Authorization and these are staffed by candidates in the worklist of the external resource management application. he or she will not be able to open a project element even if they have authorization to do so. In addition to admin.SAP Online Help 12. Assigning Authorizations Use The authorization holders to whom you grant authorization for a project element must have at least display authorization for the project definition that belongs to the project element. cancel. you can carry out costing and display data from accounting with this authorization. Otherwise. When you perform the evaluation. write.

You can use placeholders (* and +) here too. For more information.SAP Online Help 12. Choose Copy. Procedure Adding Authorization Holders . the system checks whether it can assign a unique user and then adds the missing data automatically if possible. A search function is also available. Change the authorizations in the table. The authorizations you specify for user groups are only valid for the actual user group and not for the project elements to which you assign the group later on. Add more authorization holders or close the input area.. You cannot make any changes if you opened a snapshot. Collaboration Projects 246 . The system opens an input area. Changing Authorizations . If you enter incomplete data and choose Enter. the roles are not the project roles you can create yourself in cProjects. The authorizations you enter for templates are only authorization templates: They are not used for the authorization check in the template. Enter the data of the new authorization holder.2008 Here you can assign authorizations for an object or change authorizations. 4. but the roles that your system administrator created in SAP authorization management. or delete authorizations. When you create an operational project in the template they are copied to the project. 1. In the authorization holder type Roles. Prerequisites You accessed project processing through one of the following initial views: Projects Tasks Checklist Items User Groups Templates You are on the Authorizations tab page on the sub-tab page with the authorization holder type for which you want to add. You save your entries by saving the project.. You need at least read authorization for a user group to be able to use it in a project. but in the operational project. Select one or more authorizations from the search results. 3. 5. see Authorizations [Seite 242].09. 2. change. Choose Add.

. Select an authorization holder in the list and choose Delete. The system checks whether the object exists and if it does. 4. You can only create a new administration authorization once the object and user have been correctly selected or entered. Select an object category. you cannot delete inherited authorizations.. You also require change authorization for the project.SAP Online Help 12. the system issues an error message. The system checks whether the user exists. or No Authorization. or document or you need superuser [Seite 250] authorization.2008 You cannot change your own authorizations for Admin. Therefore. 2. Prerequisites To create new authorizations. Select the required object or enter its name in the relevant input field. displays the existing authorizations in a table. If the user is already entered as an administrator. the system issues an error message. Deleting Authorization Holders Note that you can only delete authorizations at the level at which you assigned them. Read. This is possible for the object categories user group. If the user does not exist. the system issues an error message. Result The system adds the new administration authorization to the table of existing authorizations and issues a success message. and project. Select a user or enter the name of the user in the relevant input field. Choose Save to save the authorization you created to the database. user group.09. Collaboration Projects 247 . Write. document. Procedure 1. The table is only displayed in change mode here. Assigning Administration Authorization Use Here you can create administration authorization for individual users. 3. If the object does not exist. a role or profile that contains the authorizations for the authorization object Create Administration Authorizations for Each Object Type (ACO_OTYPE) must be assigned to your user in the user master (SU01).

You group the project participants together in a user group and assign the group to the project element. Collaboration Projects 248 . By default the use of user groups does not depend on authorizations. save your entries. You can also delete the user group here or add it to your Favorites. Detail View On the right side of the screen. Features This function is available in the User Groups initial view. List of Members Once you have opened a user group. this button is now active.SAP Online Help 12. You can either open the user groups straight from the list or use the appropriate pushbutton. The Favorites view displays all the groups you selected as your favorites. User Groups You use user groups to grant the same authorizations for a project element to multiple project participants. You can use placeholders (* and +) here too. The system checks whether the user exists. choose Home. End of the note. To leave the user group once you have finished editing. Once you have finished editing the user group. you can add users to the group or delete users from the group in the left screen area. The following views are available in the User Groups initial view: The User Groups view displays all the groups to which you are assigned.2008 Example You can select the object category user group and then select an object using the input help. the system checks whether it can assign a unique user or a group and then adds the missing data automatically if possible. If you enter incomplete data in the Add screen area and choose Enter. A user group can be made up of both individual project participants and a number of other user groups. also in alphabetical order. The system first sorts the list of members alphabetically by surname and then sorts the user groups. You do this on the Basic Data tab page. If the check is successful. A search function is also available. you grant the user groups authorization to edit or display the user group. Note The authorizations you specify here only apply to the actual user group and not to the project elements to which you assign the group later on.09. Enter the required user in the relevant input field. choose Create Authorization. The system then calls the table of authorizations again and displays the new authorization in the table.

the system displays the name of the user in the Substitute For field but does not display the affected project in the Substitute table. The system only displays a project in the project list on the Substitute tab page if you have at least read authorization for the project definition. Here you can enter a substitute for each project to which you are assigned by means of a responsible or editing project role or resource. The same prerequisites apply to the list of your projects as to the project list [Seite 25]. The following applies to both views: The substitute receives the same authorizations as the project member he or she is substituting.2008 Substitute Use The following views are available in the Substitute initial view: My Substitutes and As Project Lead. For more information. Tasks. you see the projects for which you are acting as a substitute in the Projects. see SAP Note 999529.09. and your business partner is linked to your user. The substitute remains in the project until you or the relevant project member deletes the name of the substitute from the list of substitutes. The project member who you assigned as a substitute receives a copy of this e-mail. or Checklist Items initial views when you choose the Substitutes view from the dropdown box. When you create or delete a substitute. the system sends an e-mail to each substitute affected. If the user that requires a substitute is staffed in a project role in a project for which you are the project lead but the role or resource has not been used yet in the project structure. Prerequisites The system can only send an e-mail if an e-mail address has been entered in the user master data of the appropriate project members. the Substitute For field contains your name only. In the My Substitutes view. In the As Project Lead view. The substitute remains in the project until you delete his or her name from the list of substitutes. In this field. select the name of the project member for whom you want to define substitutes. Your substitute is assigned the same authorizations as you. you are participating in the project. the system determines all projects in which you are defined as the project lead in the project definition by means of the responsible role or resource. The Substitute For field displays all users that are assigned to at least one project role in at least one of these projects. As the substitute.SAP Online Help 12. Here you can enter a substitute for each project in which you are acting as project lead and to which the user that requires a substitute is assigned by means of a responsible or editing project role or resource. Collaboration Projects 249 .

At least one person is always assigned to an object who has administration authorization for this object. These are represented by statuses in the system. Status Management Use Project elements. you have to add a role or profile to the user’s user master record (transaction SU01) that gives the user authorization for the authorization object ACO_SUPER.SAP Online Help 12. The statuses of the following objects are depicted using status management: Project definition [Seite 250] Phase [Seite 252] Checklist [Seite 254] Checklist item [Seite 255] Task [Seite 254] Template [Seite 253] Control plan [Seite 256] Integration Status management is coupled with the workflow [Seite 66]. for example. Therefore. In this case. control plans. Prerequisites To grant a user superuser rights. However.09.2008 Superuser Use This scenario allows you to bypass the authorization concept in cProjects and cFolders. it may be that no authorization holder with administration authorization is available due to illness. we recommend that you only use it if absolutely necessary. and templates in cProjects can have various processing statuses. and the administrative tasks have to be given to another person. a superuser can grant another user administration authorization for the object. Status of the Project Definition Definition The following statuses exist for the project definition: Collaboration Projects 250 .

or deleted if the project definition has the status Created or Released. Once a phase has been approved. the status Locked is not set or removed for the released phases. or template is locked. project role staffings after the date the project was canceled are also canceled. Collaboration Projects 251 . You can set the status at the same time as the status Created or Released. only canceled.SAP Online Help 12. See Releasing Project Elements [Seite 82]. The project definition can only be completed if the last phase has been approved. To Assign The project is selected for transfer to SAP ECC. Phases can only be released if the project definition has been released and is not locked. The project is selected for transfer to SAP ECC. This status is only relevant if you selected an automatic controlling method for accounting integration [Seite 162]. Integration The following dependencies exist between the status of phases [Seite 252] and the status of the project definition: The release of the project definition leads to the release of the first phase of the project. the project cannot be completed.09. phase. Locking a phase does not influence the status of the project definition. When a project definition is locked or unlocked. Phases may only be added. The project was not completed successfully. New phases cannot be inserted before or between phases that have already been approved.2008 Status Created Released Locked Meaning The project has been created in the system (initial status). The next phase is not released. modified. Transferred Assigned The project has successfully been transferred to SAP ECC. checklist items) can be changed either. The project has been completed. The project has successfully been assigned. the next phase is released. Completed Canceled To Be Archived Flagged for Transfer The project can be archived. The project is temporarily protected against changes. If a project is canceled. If a project definition. This status is only relevant if you selected a manual controlling method for accounting integration or have switched to manual assignment. no dependent data (for example. The project definition can only be unlocked. If a phase has not been approved.

You can release a phase if the preceding phase has been released. Collaboration Projects 252 . You can set the status parallel to the status Created or Released.SAP Online Help 12. The phase is to be approved. See Releasing Project Elements [Seite 82]. Phases may only be added. Integration Dependencies between the status of phases: You cannot insert new phases before or between phases that have already been approved. or deleted if the project definition has the status Created or Released. For Approval Approval Granted Approval Rejected Completed The phase has not been approved. You can configure the system so that this status is set automatically after the approval has been granted. You can configure the system so that this status is set automatically after the last individual approval has been granted. The phase has been approved. Phases can only be released if the project definition has been released and is not locked. Depending on the settings you made in Customizing for Collaboration Projects under Define Phase Types. modified. No further changes can be made. the following dependencies apply: You can release a phase only once the approval for the preceding phase (if one exists) has been completed.09. The phase has been completed. Dependencies between the status of the project definition [Seite 250] and the status of phases: The release of the project definition leads to the release of the first phase of the project. You can configure the system so that this status is set automatically after the approval for the preceding phase has been granted. Locked The phase is temporarily protected against changes.2008 Status of Phases Definition The following statuses exist for phases: Status Created Released Meaning The phase has been created in the system (initial status).

Obsolete The template cannot be used any more. the status Locked is not set or removed for the released phases.2008 If a phase has not been approved. checklist items) can be changed either. Existing references can still be resolved. and control plan templates: Status Created Meaning The template has been created in the system (initial status). The next phase is not released. You must release them first. and the status of phases: The release of the phase leads to the release of all the tasks and checklists. Locking a phase does not influence the status of the tasks or checklist items.SAP Online Help 12. status of checklist items [Seite 255]. What you should know You cannot use templates with this status in cProjects yet. status of checklists [Seite 254]. The project definition can only be completed if the last phase has been approved. When a project definition is locked or unlocked. project templates. The template is released for further use. Status of Templates Definition The following statuses exist for checklist templates. but only canceled. Locking a phase does not influence the status of the project definition. the project cannot be completed. it is not possible to process the tasks or checklist items if the phase is locked. The template is temporarily protected against changes. Dependencies between the status of tasks [Seite 254]. If a project definition. The project definition can only be unlocked.09. If a template is locked. For checklist templates: You cannot create any new references to templates for which this status is active. The project definition can only be unlocked. However. The release of a checklist item leads to the release of the assigned tasks. Released Locked You can set this status parallel to the status Created or Released. or a template is locked. no dependent data (for example. a phase. It is possible to release tasks and checklists before releasing the phase. Collaboration Projects 253 . you cannot change any dependent data (for example checklist items) either.

To Be Archived The template can be archived. However.09. The task is not completed successfully. the subtasks are also canceled. actual data is confirmed. and control plans. the system warns you if not all the existing references were resolved. Locking a phase does not influence the status of the tasks. Status of Tasks Definition The following statuses exist for tasks: Status Created Released In Process Completed Canceled Meaning The task has been created in the system (initial status). projects. It is possible to release tasks before releasing the phase. For checklist templates: This status can only be set if all the references were resolved. Status of Checklists Definition The following statuses exist for checklists: Status Meaning Collaboration Projects 254 . The task is processed. If the task is canceled.SAP Online Help 12. it is not possible to process the tasks if the phase is locked. You can only use templates with the status Released to create checklists. See Releasing Project Elements [Seite 82]. Integration The following dependencies exist between the status of phases [Seite 252] and the status of tasks: The release of the phase leads to the release of all the tasks.2008 If you set this status. The processing of the task is completed.

The checklist is finished. you cannot process the tasks that belong to it. however it is not possible to process a checklist item if the phase is locked. The checklist is not relevant. See Releasing Project Elements [Seite 82]. Collaboration Projects 255 . status of checklists [Seite 254] and status of checklist items: Locking a phase does not influence the status of checklist items. and status of checklists: The release of the phase leads to the release of all the checklists. The following dependencies exist between the status of tasks [Seite 254] and the status of checklist items: If a checklist item has the status Not Relevant. If a checklist has the status Not Relevant. Integration The following dependencies exist between the status of phases [Seite 252]. The release of the checklist leads to the release of all the checklist items. Integration The following dependencies exist between the status of phases [Seite 252]. The release of the checklist leads to the release of all the checklist items. Finished The checklist item is finished. the system automatically sets the result to Not relevant too. Status of Checklist Items Definition The following statuses exist for checklist items: Status Created Released Not relevant Meaning The checklist item has been created in the system (initial status).09. status of checklist items [Seite 255]. you cannot process the checklist items that belong to it. Locking a phase does not influence the status of the associated checklists. If this status is set. See Releasing Project Elements [Seite 82]. The checklist item is not relevant. It is possible to release a checklist before releasing the phase.SAP Online Help 12. you cannot edit the checklists if the phase is locked.2008 Created Released Not Relevant Finished The checklist has been created in the system (initial status). However.

SAP Online Help 12. Collaboration Projects 256 .2008 Status of Control Plan Versions Definition The following statuses exist for control plan versions: Status Created Released Locked Meaning The new control plan version has been created in the system (initial status). Completed When you create a new control plan version. the system sets the status of the preceding version automatically to Completed. Integration If the project is locked. Only the functions Delete and Move are possible in this status. The control plan version is released for processing. Do not use the document. Status of Documents Definition The following statuses exist for documents: Status In Process Invalid Meaning The document can be changed. The control plan version is completed. you cannot make any other changes.09. no changes can be made to the control plan. completed or terminated. You can set a document with this status to In Process again. You can set the status parallel to the status Created or Released. The control plan version is temporarily protected against changes.

Threshold Value Violation The system displays the threshold value violations for the project element under Thresh. Status Information for Project Element Use On the Status tab page you see a detailed overview of the current status and the threshold values of a project element.SAP Online Help 12. This value has precedence over the value that the system sets. If you want to use the user status. You can change the status of the document to Invalid. Value Violation. Features You cannot make any changes if you opened a snapshot.2008 Released The document has been released.09. Status You can change the status. The system displays whether the status is a user status or a system status in the Active Statuses table. You can only copy released documents from the document templates to a project. select the corresponding status profile here. You cannot make any changes to the document. Collaboration Projects 257 . You can set a manual value for the severity.

Sign up to vote on this title
UsefulNot useful