Once you have released project T-200##, enter confirmations for the project activities in the project planning board. In the cost element report, you analyze the actual costs incurred by the confirmations for the activities.
Optional: Use the CATS to enter time data for project T-200##. Transferring this data to Project System generates confirmations for activities.
1. Open project T-200## in the project planning board (session 1) and select the status Release for all the objects.
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In the project planning board, enter final confirmations for activities 1000 Engineering of Drawing/Calculation/Design and 1100 Engineering of Running Gear. In the confirmations, enter actual start and actual end dates that are later than the earliest planned dates for the activities. In the confirmations, use actual labor values that are slightly different to the planned values.
If necessary, display the actual dates in the project planning board to compare the confirmed dates with the planned dates. Save the changes and return to the SAP menu.
2. Optional: Use CATS classic in the Project System menu to enter time data. In the initial screen, enter 1301 as the data entry profile and the personnel number 1920+## (for exercise group 01: 1921, for ## = 02:
personnel number 1922, and so on).
Hint: During resource planning, you assigned the person with the personnel number 1920+## to activity 1200 Engineering of Case in project T-200## and distributed work to this employee.
This assignment is displayed along with the planned data in the Worklist in the CATS entry screen.
Navigate in the data entry period until the hours planned in workforce planning are displayed in the Worklist in individual periods. Copy the account assignment data in the worklist to the data entry section and enter time data for certain days. When you are doing this, it is assumed that the relevant period in the future has already been reached and that the work for activity 1200 has been carried out. Save your time data and return to the SAP menu.
To ensure that the time data you have entered is available in other applications, you have to transfer it to the appropriate target applications.
To do so, carry out a cross-component transfer. For the selection criteria, enter personnel number 1920+## and Project System as the target application. Before executing this process, ensure that the Test Run indicator is not selected. Then return to the SAP menu.
3. Use the cost element report in session 2 to analyze the actual costs that were updated to the activities in project T-200## as a result of the confirmations. To do so, refresh the report data.
From the report, call up the screen displaying the line items for the actual costs. Adjust the layout of the line item report in such a way that the document number and user are also displayed in the appropriate columns.
Call up a source document for one of the line items. Then return to the cost element report.
Solution 11: Actual Dates and Confirmations
Task 1: Preparation: Cost Element Report
To analyze the commitment and actual costs incurred during the execution phase for projects E-99## and T-200##, use a cost element report.
1. Open a second session (session 2). You will use this session to analyze data in all the project execution exercises. In this session, call up the plan-based cost element report Actual/Commitment/Total/Plan in CO Area Currency in the information system in Project System. Select investment project E-99## and customer project T-200##. The selection is to include both the current and the following two fiscal years. Save your selection as a variant with the variant name Gr## and description Variant Gr##.
Execute the report. Adapt the report options in such a way that further functions are available via expert mode. Stay in session 2 in this cost element report for the following exercises.
a) To create a new session, choose Create a New Session. In session 2, call up the cost element report, for example, by
choosing SAP Menu→Accounting→Project System→Information System→Financials→Costs→Plan-Based→By Cost Elements→ Actual/Commitment/Total/Plan in CO Currency. Enter the following data in the selection screen:
Field Name Values
Project E-99##
Plan Version 0
To Fiscal Year Current year + 2 years
Leave other fields as they are To select project T-200##, choose Multiple Selection on the far right in the Project row.
In the dialog box containing the list of single values, enter project T-200##and confirm your selection by choosing Copy.
Before you execute the report, create a variant for your selection by choosing Save as Variant... Now enter the following data:
Field Name Values
Variant Name Gr##
Description Variant Gr##
To save the variant, choose Save.
b) To start the report, choose Execute.
Hint: In the Variation area on the left, you can choose the object whose costs you want to evaluate on the right. The report may already display commitment costs that arose as a result of the purchase requisition for activity 1400 (Engineering of Rotating Blades).
To adapt report options, choose Options/Office Integration. In the dialog box, select the Expert Mode indicator under General Settings and confirm your settings by choosing Enter.
In expert mode, you can refresh the selected data in the following exercises by choosing Report→Refresh. To do so, leave the report open in session 2.
Task 2: Actual Dates for WBS Elements – Project E-99##
Once you have released investment project E-99##, enter actual start and actual end dates in the project planning board for various WBS elements in this project. In the project planning board, compare the actual dates with the planned dates.
1. Switch to session 1 to continue processing the data. In this session, change project E-99## in the project planning board. First, set the status of all the objects in this project to Release.
To enter actual dates on the graph in the diagram area of the project planning board, display the set of actual dates. Use your mouse to create time bars for the actual dates of all the WBS elements at level three and for WBS element E-99##-3 Assembly.
Determine the actual dates of the higher-level WBS elements too. To do so, use the Extrapolate Dates function. Why has only an actual start date been set for the level-1 WBS element E-99## Elevator Gr##?
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Save your changes.
Hint: In the following exercise steps, actual project data is updated. For the purpose of the exercises, we will presume that we are already well into the future.
a) To change project E-99## in the project planning board, choose SAP Menu→Accounting→Project System→Project→Project Planning Board→Change Project and choose project E-99## Elevator Gr## in the worklist.
Hint: In the diagram area of the project planning board, only the planned basic project dates are currently displayed.
According to the schedule, the project will last for another six months or so.
To release all objects, choose Select All and then Edit→Status
→Release.
b) To ensure that actual dates are also displayed and can be entered from now on in the diagram area, choose Set of Dates/View. In the dialog box, also select the Actual Dates indicator and confirm your entry with Enter.
To enter actual dates for WBS element E-99##-1-1 Electrical Engineering at level 3, position your cursor in the diagram area just below the basic date bar for this WBS element. Keeping the left-hand mouse button down, drag a time bar from the actual start date to the actual end date. Set the actual start and actual end dates so that they are later than the planned dates. To help you, the relevant date is always displayed under the diagram area according to the position of the cursor. In the dialog box, choose Actual Dates as the set of dates.
A time bar for the actual dates is now displayed under the time bar for the basic dates of the WBS element so that you can compare the dates with each other.
Following the same procedure as before, enter actual dates for the following WBS elements:
E-99##-2-1 Procurement Motor E-99##-2-2 Procurement Cabin E-99##-2-3 Procurement Equipment E-99##-3 Assembly
c) To determine the actual dates of the higher-level WBS elements, choose Deselect All and then Edit→Reconcile/Check Dates→ Extrapolate Dates. In the dialog box, choose Actual Dates as the set of dates.
Only an actual start date is displayed for the level-1 WBS element E-99## Elevator Gr## because not all of the lower-level WBS elements have been assigned an actual end date. You have not yet entered any actual dates for WBS element E-99##-4 Acceptance.
Save your changes. Confirm that you want to save the user-specific data with Yes.
Task 3: Confirming Activities – Project T-200##
Once you have released project T-200##, enter confirmations for the project activities in the project planning board. In the cost element report, you analyze the actual costs incurred by the confirmations for the activities.
Optional: Use the CATS to enter time data for project T-200##. Transferring this data to Project System generates confirmations for activities.
1. Open project T-200## in the project planning board (session 1) and select the status Release for all the objects.
In the project planning board, enter final confirmations for activities 1000 Engineering of Drawing/Calculation/Design and 1100 Engineering of Running Gear. In the confirmations, enter actual start and actual end dates that are later than the earliest planned dates for the activities. In the confirmations, use actual labor values that are slightly different to the planned values.
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If necessary, display the actual dates in the project planning board to compare the confirmed dates with the planned dates. Save the changes and return to the SAP menu.
a) You are in the initial screen for the project planning board (session 1). To open project T-200##, choose the project T-200## Turbine Gr## in the worklist.
To release all objects in the project planning board, choose Select All and then Edit→Status→Release.
b) Holding down the Ctrl key, select activities 1000 Engineering of Drawing/Calculation/Design and 1100 Engineering of Running Gear in the table area of the project planning board. To enter confirmations, choose Confirm Activity.
In the detail screen of the confirmation for activity 1000, enter the following data:
Field Values
Actual Start Earliest scheduled
start date
Actual Finish 7 days later than the
earliest finish date
Actual Work More than the planned
work
Leave other fields as they are To call up the confirmation for activity 1100, choose Next Activity.
In the detail screen for the confirmation, enter data in the same way as before and then choose Back.
If the confirmed dates are not shown in the diagram area, choose Set of Dates/View. In the dialog box, also select the Actual Dates indicator and confirm your entry with Enter.
To save your changes, choose Save. To return to the SAP menu, choose Back.
2. Optional: Use CATS classic in the Project System menu to enter time data. In the initial screen, enter 1301 as the data entry profile and the personnel number 1920+## (for exercise group 01: 1921, for ## = 02:
personnel number 1922, and so on).
Hint: During resource planning, you assigned the person with the personnel number 1920+## to activity 1200 Engineering of Case in project T-200## and distributed work to this employee.
This assignment is displayed along with the planned data in the Worklist in the CATS entry screen.
Navigate in the data entry period until the hours planned in workforce planning are displayed in the Worklist in individual periods. Copy the account assignment data in the worklist to the data entry section and enter time data for certain days. When you are doing this, it is assumed that the relevant period in the future has already been reached and that the work for activity 1200 has been carried out. Save your time data and return to the SAP menu.
To ensure that the time data you have entered is available in other applications, you have to transfer it to the appropriate target applications.
To do so, carry out a cross-component transfer. For the selection criteria, enter personnel number 1920+## and Project System as the target application. Before executing this process, ensure that the Test Run indicator is not selected. Then return to the SAP menu.
a) In the Project System menu, choose Project System→Progress→ Confirmation→Time Sheet→CATS Classic→Record Working Times.
In the initial screen, enter the following data (1920+## is for exercise group 01 for 1921, for ## = 02 for personnel number 1922, and so on):
Field Name Values
Data Entry Profile 1301
Key Date 1st of next month
Personnel Number 1920+##
To confirm your entries, choose Enter and then choose Enter Times.
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The system now displays the screen for entering data in the time sheet. In the Worklist, you can see activity 1200 Engineering of Case of project T-200## with a total of 60 hours, which you distributed to your group’s personnel number when distributing the work. If no distributed hours are displayed in the data entry period fields, you may have to change the data entry period. To do so, choose
Next Screen.
Hint: When you distributed work among the employees, 60 hours were distributed in the “Weeks” period pattern. In the CATS, these planned hours are set for the first day of the week. You can use the data entry profile to define whether the planned hours are also copied to the data entry section or whether just the working days can be entered.
To copy the data from the worklist to the data entry section, select the row with activity 1200 in the worklist and choose Copy Row.
Then enter hours for different days in the row for activity 1200. The required hours from Personnel Time Management (row ) should not be exceeded. Save the data you have just entered by choosing Save and exit the CATS by choosing Back.
Hint: Before transferring data to the target application, you normally have to release the time data you have entered and have it authorized by a superior. In data entry profile 1301, however, the system has been set in such a way that:
1. The data is released automatically when you save 2. Authorization is not required
b) To transfer the time data to the Project System, choose Project System→Progress→Confirmation→Time Sheet→Transfer→All Components. Under Selection, enter 1920+## (1920+## is for exercise group 01 again for 1921, for ## = 02 for personnel number 1922, and so on) in the Personnel Number field. Activate the Project System indicator to select the Target Components and deactivate the Test Run indicator under Control Parameters. To start the transfer, choose
Execute.
3. Use the cost element report in session 2 to analyze the actual costs that were updated to the activities in project T-200## as a result of the confirmations. To do so, refresh the report data.
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