Capacities
Unit Overview
The lessons in this unit will cover the planning, execution and analysis of internal services for projects. In this unit you will create a work center; define the available capacity; learn about the various influencing factors for determining capacity requirements for your project, and review the appropriate customizing settings. The unit also provides an overview of the various reports for analyzing the capacity situation for projects and for work centers, as well as an overview of capacity leveling options. As well as capacity planning at work center level, workforce distribution for personnel resources is also discussed. Finally, the various completion confirmation options for network activities (especially the Cross Application Time Sheet) and reduction of capacity requirements is discussed.
Unit Objectives
After completing this unit, you will be able to:
• Describe the lifecycle of internal activities in projects • Calculate capacity requirements
• Carry out capacity analyses for projects and work centers • Distribute work to personnel resources
• Confirm internal services for internally-processed activities
Unit Contents
Lesson: Capacities – Overview ... 79 Exercise 4: Quick Run of Planning and Execution of Internal Activities . 83 Lesson: Available Capacity and Capacity Requirements ... 89
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Lesson: Confirmations ...131 Exercise 8: Confirmations and Actual Capacity Requirements ...141
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PLM220 Lesson: Capacities – Overview
Lesson: Capacities – Overview
Lesson Overview
This lesson provides an initial overview of the various aspects of capacity planning for projects. Using a simple example, you learn about the stages involved in the lifecycles of internally-processed activities.
Lesson Objectives
After completing this lesson, you will be able to:
• Describe the lifecycle of internal activities in projects
Business Example
You want to perform a large part of the services for your turbine project in your own company. In other words, you want to use the company's own resources. however, it is possible you may not have sufficient available capacity to perform the work. Plan the services and analyze the capacity requirements.
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The planning of internal activities has a considerable influence on other objects and aspects in the Project System and in Capacity Planning. The extent of this influence is indicated by the width of the lines in the slide.
Figure 39: Lifecycle of an Internal Activity
Figure 39 “Lifecycle of an Internal Activity” illustrates all of the events in the lifecycle of an internally processed activity. You can omit some of the events if required, however. Capacity leveling or workforce planning may be unnecessary, for example, if the time and effort these involve outweigh the benefits.
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PLM220 Lesson: Capacities – Overview
Figure 40: Internal Processing in the Project Planning Board
You can use the project planning board to carry out all steps involved in the processing of internal activities.
Figure 40 shows only the minimum processing procedure. You can also call up workforce planning and capacity leveling directly from the planning board.
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PLM220 Lesson: Capacities – Overview
Exercise 4: Quick Run of Planning and
Execution of Internal Activities
Exercise Objectives
After completing this exercise, you will be able to:
• You carry out a “quick run” of planning and execution of internal activities in the project planning board.
Business Example
You plan, monitor and execute internal activities in the project planning board for an activity of your turbine project using a “quick run”.
Task:
1. Call up the project planning board.
2. Open your project T-100## including activities in the project planning board. Use the 1001 Elevators/Turbines planning board profile.
3. Plan work for activity 1100 Engineering of running gear. Enter the following data:
Field Name Values
Work center 2200
Work 120 hours
Activity type 1429
Normal duration 16 days
4. Determine the capacity requirements for your project using the appropriate functions in the project planning board menu.
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Keep an eye on the status bar in the project planning board. The capacity requirements will only be calculated after the next scheduling run.
Hint: You can determine capacity requirements automatically on saving
by activating the Capacity requirements indicator in the network header. You can also make this network header setting in the project planning board by selecting an activity and choosing Details → Network header. Start scheduling your entire project.
5. Analyze the capacity requirements of the WBS element T-100##.1 Engineering and Calculation. Use the capacity overview in the project planning board to do this.
In the capacity overview for work center 2200 Specifications statics, display a histogram of the requirements instead of a bar chart.
Display the legend for an explanation of the information shown. Then hide the legend again.
Hint: You can also look at the work center from the project planning
board. To do so, double-click the work center. Close the capacity overview.
6. The two activities 1000 Engineering of drawing/calculation/design and 1100 Engineering of running gear are completed as planned. Enter the relevant final confirmations.
Now observe the status of activity 1000.
Hint: As a result of the final confirmation, the system resets all the
capacity requirements of the activity to zero. In the previous unit, you entered a partial confirmation of 20%, which left a capacity requirement of 80%.
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PLM220 Lesson: Capacities – Overview
Solution 4: Quick Run of Planning and
Execution of Internal Activities
Task:
1. Call up the project planning board.
a) SAP Menu → Logistics → Project System → Project → Project Planning Board → Change Project (Double-click to select transaction)
2. Open your project T-100## including activities in the project planning board. Use the 1001 Elevators/Turbines planning board profile.
a) Enter your project in the Project definition field and select the
Elevators/Turbines planning board profile. Set the with activities indicator and choose the Open project icon.
3. Plan work for activity 1100 Engineering of running gear. Enter the following data:
Field Name Values
Work center 2200
Work 120 hours
Activity type 1429
Normal duration 16 days
a) Call up the detail screen for activity 1100 by double-clicking the time bar or the activity number.
Click the Internal tab and enter the data specified. Confirm your entries by clicking the Back icon.
4. Determine the capacity requirements for your project using the appropriate functions in the project planning board menu.
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Keep an eye on the status bar in the project planning board. The capacity requirements will only be calculated after the next scheduling run.
Hint: You can determine capacity requirements automatically on saving
by activating the Capacity requirements indicator in the network header. You can also make this network header setting in the project planning board by selecting an activity and choosing Details → Network header. Start scheduling your entire project.
a) Choose Select all to select all objects.
Choose Edit → Functions → Activate capacities.
Finally, start scheduling your project by clicking the appropriate icon. 5. Analyze the capacity requirements of the WBS element T-100##.1 Engineering
and Calculation. Use the capacity overview in the project planning board to do this.
In the capacity overview for work center 2200 Specifications statics, display a histogram of the requirements instead of a bar chart.
Display the legend for an explanation of the information shown. Then hide the legend again.
Hint: You can also look at the work center from the project planning
board. To do so, double-click the work center. Close the capacity overview.
a) Select the WBS element T-100##.1. Choose the Capacity overview icon.
b) Select work center 2200, then right-click to open the context menu and choose Load as histogram.
Choose the appropriate entry in the context menu for displaying the legend. Show the legend and hide it again using Close chart in the menu.
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PLM220 Lesson: Capacities – Overview
6. The two activities 1000 Engineering of drawing/calculation/design and 1100 Engineering of running gear are completed as planned. Enter the relevant final confirmations.
Now observe the status of activity 1000.
Hint: As a result of the final confirmation, the system resets all the
capacity requirements of the activity to zero. In the previous unit, you entered a partial confirmation of 20%, which left a capacity requirement of 80%.
a) Hold down the CTRL key and select the two activities 1000 and 1100. Choose the Confirm activity icon.
The dialog screen for confirming activity 1000 appears. Enter the earliest finish as the finish date. Copy the remaining data and go to the next activity. Do this by clicking Next activity.
Enter the earliest start or earliest finish as the actual start or finish and copy the remaining data.
Choose Back.
b) Call up the detail screen of activity 1000 by double-clicking the activity bar or the activity number. You may need to switch to the Internal tab.
The activity should have the statuses Released, Manually confirmed, and Confirmed.
Choose Back.
7. Save the changes to your project and return to the SAP menu. a) Finally, choose Save and then Back to return to the SAP menu.
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Lesson Summary
You should now be able to:
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PLM220 Lesson: Available Capacity and Capacity Requirements
Lesson: Available Capacity and Capacity Requirements
Lesson Overview
This lesson covers the settings that need to be made in the work center to define available capacity, and the settings in internally processed activities to calculate capacity requirements.
Lesson Objectives
After completing this lesson, you will be able to: • Calculate capacity requirements
Business Example
Part of the assembly work for the turbine system is to be carried out by employees from a new work center. You start by creating a suitable work center and defining the available capacity. You then calculate the capacity requirement for your project based on the capacities for this work center.
Internally-Processed Activities and Capacity
Requirements
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Figure 41 “Details of an Internally-Processed Activity” highlights the main settings for capacity requirements for internal activities:f
• You use the Control key - amongst other things - to set whether an activity is relevant at all for determining capacity requirements.
• The value in the Work field generally determines the size of the planned capacity requirements.
• The Distribution key field determines how the capacity requirements are to be distributed over the duration of the activity. If this field is blank, the distribution key is determined from the work center. If the work center field is also blank, the work is distributed evenly to the latest dates.
• The system can only determine capacity requirements if you have entered a work center. The requirements are generated at this work center and the work center supplies the available capacity.
• The activity type is determined from the work center (and its assignment to a cost center). This is essential for the calculation of the cost for an activity.
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PLM220 Lesson: Available Capacity and Capacity Requirements
Figure 42 “Details of Work Center, Capacities” highlights the main settings for defining the capacities of a work center.
• On the Capacities tab page, you can specify the individual capacity categories (labor, machine, for example) of a work center. Each capacity category has its own available capacity.
• The formula for calculating the internal processing requirement defines how capacity requirements are to be determined from the activity details. Usually, only the Work field is used from the activity.
• The distribution key of the work center is only used by the system if no distribution key is specified in the activity.
You define the following in the header for the capacity category:
• You define the standard available capacity for the capacity category.f This standard available capacity can be refined using additional intervals.
• The Relevant to finite scheduling switch allows you to determine whether the capacity category is to be considered in an availability check. You can perform this availability check from the network or during capacity leveling.
• The overload specifies the percentage of capacity requirements that the available capacity may exceed without the availability check affecting activity scheduling.
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The capacity data in the work center and the available capacity determine the available output of labor and machines within a certain time period. Available capacity specifies the performance of a capacity category in a work center.
The formulas in the work center determine how capacity requirements are calculated.
Figure 44: Capacity Requirements
Scheduling determines the capacity requirements using the scheduled dates for the service to be performed. The system determines the capacity requirements using the formula in the work center and the work from the network activity.
Capacity requirements can also be determined for externally-processed activities. To do so, you must set the Scheduling and Capacity requirements indicators in the control key. Capacity requirements are determined in the same way as internally-processed activities.
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PLM220 Lesson: Available Capacity and Capacity Requirements
Exercise 5: Available Capacity and Capacity
Requirements
Exercise Objectives
After completing this exercise, you will be able to: • Define a capacity requirement
• Generate capacity requirements
Business Example
You create a new work center and define the available capacity for capacities of this work center. This work center is used for assembly activities for your turbine project. You therefore calculate the corresponding capacity requirement.
Task:
1. Create a new work center in the Project System menu. Later, you will use this work center in your network and examine the corresponding capacity requirements.
Use the following data on the initial screen:
Field name Values
Plant 1300
Work center 25##
Work center category 0006
The basic data screen appears for the work center. Enter the following data:
Field name Values
Text Group ##, assembly
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2. Next enter the data for the available capacity for the work center.
Use the following data on the Capacities tab page of your work center 25##:
Field name Value
Capacity category 002
Formula for capacity requirements SAP008
Distribution key SAP030
Enter the available capacity for this capacity category on the detail screen. Use the following data for this:
Field name Value
Capacity planner grp 001
Factory calendar ID 01
Base unit of measure Hours
Start 8 a.m.
Finish 18:00
Length of breaks 1 hour
Capacity utilization 100 %
Number of individual capacities 1
Relevant to finite scheduling Yes
Can be used by several operations… Yes
Overload 20 %
Long-term planning No
Save your entries before continuing.
3. Your new work center is still missing scheduling data and needs to be assigned to a cost center. Maintain this data.
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PLM220 Lesson: Available Capacity and Capacity Requirements
Field name Value
Capacity category 002
Other formula SAP004
Next, enter the cost center assignment and costing data as follows:
Field name Value
Start date Start of current year
Cost center 4290
Formula key (field has no label) SAP008
ActType Int.Proc. 1421
Then save your entries and go back to the main SAP menu.
4. Use your new work center 25## in your project, in activity 4000 Production of running gear, bearing, valves. Edit the project using the project planning board. In addition, plan work for this activity on your work center. Use the following data:
Field Name Value
Work center 25##
Work 300 hours
Duration 30 days
Distribution key SAP020
5. The capacity requirements and planned dates are no longer up-to-date. Update the data for your project by rescheduling the project.
Then check the capacity load of work center 25##.
View the histogram display of the load in the capacity overview. Is there an overload?
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Latest finish: ___________
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PLM220 Lesson: Available Capacity and Capacity Requirements
Solution 5: Available Capacity and Capacity
Requirements
Task:
1. Create a new work center in the Project System menu. Later, you will use this work center in your network and examine the corresponding capacity requirements.
Use the following data on the initial screen:
Field name Values
Plant 1300
Work center 25##
Work center category 0006
The basic data screen appears for the work center. Enter the following data:
Field name Values
Text Group ##, assembly
Responsible person 001
Usage 003, only networks
Save your entries before continuing.
a) SAP Menu → Logistics → Project System → Basic Data → Master Data → Work Center → Master Record → Create (Double-click to select the transaction)
Use the data specified on the initial screen.
Then click the Basic data button or go to the next screen by choosing Enter. b) Next, on the basic data screen for the work center enter the data specified
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Use the following data on the Capacities tab page of your work center 25##:
Field name Value
Capacity category 002
Formula for capacity requirements SAP008
Distribution key SAP030
Enter the available capacity for this capacity category on the detail screen. Use the following data for this:
Field name Value
Capacity planner grp 001
Factory calendar ID 01
Base unit of measure Hours
Start 8 a.m.
Finish 18:00
Length of breaks 1 hour
Capacity utilization 100 %
Number of individual capacities 1
Relevant to finite scheduling Yes
Can be used by several operations… Yes
Overload 20 %
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PLM220 Lesson: Available Capacity and Capacity Requirements
Save your entries before continuing.
a) Choose from the menu Work Center → Change. Enter your work center ID.
b) Choose the Capacities button. Enter the capacity category, enter the formula for capacity requirements in the field Other formula, and the distribution key in the field labeled Int. dist. Key.
Confirm your input with Continue.
c) Enter the detail screen of the capacity category that you just created by chossing the Capacity header data icon. Now specify the available capacity. Use the data indicated for this.
Confirm your input with Continue. Finally, choose Save.
3. Your new work center is still missing scheduling data and needs to be assigned to a cost center. Maintain this data.
Enter the following data in the detail screen for scheduling:
Field name Value
Capacity category 002
Other formula SAP004
Next, enter the cost center assignment and costing data as follows:
Field name Value
Start date Start of current year
Cost center 4290
Formula key (field has no label) SAP008
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Then save your entries and go back to the main SAP menu.
a) Choose Scheduling on the initial screen to change your work center 25##. The detail screen for scheduling appears. Enter the specified data and confirm your entries.
b) Choose the Costing tab page.
Enter the specified data and confirm your entries.
Finally, choose Save followed by Back to return to the SAP menu. 4. Use your new work center 25## in your project, in activity 4000 Production of
running gear, bearing, valves. Edit the project using the project planning board. In addition, plan work for this activity on your work center. Use the following data:
Field Name Value
Work center 25##
Work 300 hours
Duration 30 days
Distribution key SAP020
a) SAP Menu → Logistics → Project System → Project → Project Planning Board → Change Project (Double-click to select transaction)
Open your project T-100## including activities.
Call up the detail screen for activity 4000 by double-clicking the time bar or the activity number.
Choose the Internal tab page and enter the data indicated. Choose Back.
5. The capacity requirements and planned dates are no longer up-to-date. Update the data for your project by rescheduling the project.