S4125_SAP portfolio and project management functional document.pdf

7/26/2020 SAP e-book
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S4125
Business Processes in SAP
S/4HANA Portfolio and Project
Management
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PARTICIPANT HANDBOOK
INSTRUCTOR-LED TRAINING
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Course Version: 14
Course Duration: 5 Day(s)
e-book Duration: 1 Day 5 Hours
Material Number: 50152525

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© Copyright. All rights reserved. iv

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Contents
vii Course Overview
1 Unit 1: Introduction to SAP Portfolio and Project Management for SAP
S/4HANA (PPM)
2 Lesson: Introduction to SAP S/4HANA
9 Lesson: Understanding the SAP User Interface (UI)
23 Lesson: Describing PPM
31 Lesson: Describing Integration Scenarios for PPM
36 Lesson: Introduction to PPM
42 Unit 2: Portfolio Definition and Buckets
43 Lesson: Managing the Portfolio Definition
48 Lesson: Managing Portfolio Buckets
52 Lesson: Managing Classification Hierarchies
59 Unit 3: Portfolio Items and Initiatives Configuration and Creation
60 Lesson: Configuring Portfolio Items
63 Lesson: Creating Portfolio Items
67 Lesson: Creating Portfolio Initiatives
75 Unit 4: Portfolio Items and Initiatives Management
76 Lesson: Managing Authorizations
81 Lesson: Using Statuses and Workflows for Portfolio Items
85 Lesson: Using Decision Points
88 Lesson: Creating Versions of Portfolio Items
90 Lesson: Managing Reviews
98 Unit 5: Financial and Capacity Planning
100 Lesson: Planning Financial Values
106 Lesson: Configuring Financial Planning
109 Lesson: Configuring Financial Planning by Integration
112 Lesson: Planning Capacity
117 Lesson: Configuring Capacity Planning
120 Lesson: Configuring Capacity Planning by Integration
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128 Unit 6: Project Management with SAP Portfolio and Project
Management for SAP S/4HANA (PPM)
130 Lesson: Using Project Management
144 Lesson: Project Structures
158 Lesson: Project Time Scheduling
164 Lesson: Resource Planning
180 Lesson: Cost Planning and Cost Integration
190 Lesson: Project Execution
204 Lesson: Project Evaluation
215 Lesson: Project Versions
245 Unit 7: Portfolio Items and Project Management Projects
246 Lesson: Linking Portfolio Items and Project Management Projects
250 Lesson: Integrating Resource and Capacity Planning
256 Unit 8: SAP Portfolio Management and SAP Applications Integration
257 Lesson: Integrating Project System (PS)
262 Lesson: Configuring the Project System (PS) Integration
264 Lesson: Configuring the SAP Financials Integration
267 Lesson: Integrating SAP Portfolio Management with SAP ERP
Financial Data
273 Lesson: Integrating SAP Innovation Management
281 Unit 9: Key Figures
282 Lesson: Using Questionnaires
286 Lesson: Using Scoring Models
292 Unit 10: Reports
293 Lesson: Reporting with SAP Analytics Cloud
295 Lesson: Reporting with Dashboards
300 Lesson: Reporting Based on Business Context Viewer (BCV)
306 Lesson: Configuring Business Context Viewer (BCV) Content
© Copyright. All rights reserved. vi

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Course Overview
TARGET AUDIENCE
This course is intended for the following audiences:
● Solution Architect
● System Administrator
● Trainer
● User
© Copyright. All rights reserved. vii

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© Copyright. All rights reserved. viii

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UNIT 1 Introduction to SAP
Portfolio and Project
Management for SAP
S/4HANA (PPM)
Lesson 1
Introduction to SAP S/4HANA 2
Lesson 2
Understanding the SAP User Interface (UI) 9
Lesson 3
Describing PPM 23
Lesson 4
Describing Integration Scenarios for PPM 31
Lesson 5
Introduction to PPM 36
UNIT OBJECTIVES
● Introducing SAP S/4HANA
● Work with SAP Fiori apps
● Work with SAP Business Client
● Work with SAP GUI
● Describe SAP PPM
● Navigate in SAP PPM
● Outline the basic integration of PPM
● Outline speciﬁc integration scenarios of PPM
● Describing PPM
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Unit 1
Lesson 1
Introduction to SAP S/4HANA
LESSON OBJECTIVES
After completing this lesson, you will be able to:
Introducing SAP S/4HANA
Your enterprise plans to implement SAP S/4HANA Enterprise Portfolio and Project
Management (EPPM). Therefore, you want to learn about the SAP S/4HANA Enterprise
Management (Research and Development) solution.
SAP S/4HANA is a relatively new product. With SAP S/4HANA, SAP are building on the
success of the SAP Business Suite powered by SAP HANA with a completely new and re-
imagined suite. The following are some key points:
● SAP S/4HANA runs on SAP HANA. It provides simplifications (a simplified data model with
no indexes, no aggregates, and no redundancies) and innovations (an open in-memory
platform for advanced applications in predicting, recommending, and simulating).
● SAP S/4HANA is natively designed with SAP Fiori UX. It offers an integrated user
experience with modern usability and instant insight on any device (role-based, involves a
maximum of three steps to complete the job successfully, mobile-first, and offers a
consistent experience across lines of business).
● SAP S/4HANA is natively connected to the Internet of Things (IoT) and business networks
for real-time collaboration in the networked economy. SAP S/4HANA is natively
engineered, which provides users with a choice of deployment (on-premise, cloud, and
hybrid). SAP S/4HANA is natively born for easy adoption. This means guided configuration
and easy onboarding, from the discovery of the solution through cloud trials to deployment
with preconfigured best practices.
The classic SAP Portfolio and Project Management (PPM) and the SAP Business Suite/ SAP
ERP are separate products. Both are still available.
The Intelligent Enterprise
For more than 45 years, SAP has been on a journey with our customers, helping them create
value for their organizations by applying technology to solve some of their most complex
challenges. In each era of enterprise computing, we’ve evolved our strategy – and product
portfolio – so our customers can run better.
In the 1960s and 1970s, as mainframe computing gained popularity, SAP enabled its first
customers to automate their plant floor operations with material requirements planning
software. In the 1990s, as companies expanded their use of the Internet, SAP helped connect
its customers’ headquarters with their subsidiaries through SAP ® R/3® software for
enterprise resource planning. Over the past 10 years, as cloud computing and Big Data have

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become ever more pervasive, SAP HANA ® software, along with SAP's extensive portfolio of
cloud applications, has helped SAP's customers begin their own digital transformations.
Now, as technologies such as artificial intelligence, machine learning, the Internet of Things
(IoT), advanced analytics and blockchain become mainstream, SAP has a new opportunity –
to help turn its customers’ businesses into intelligent enterprises, with new capabilities that
enable their workforces to focus on higher-value outcomes.
Advances in machine learning are enabling algorithms to become highly accurate in natural
language understanding and in image and speech recognition. Businesses can use these
increasingly sophisticated capabilities to drive the next level of intelligent business processes
automation and eliminate repetitive manual tasks. Automation can now also be implemented
far more cost-effectively, because it is embedded more and more within business processes.
All of this means that the workforce are able to focus on high-value activities such as
customer success, strategic planning, and innovation. Advances in ubiquitous connectivity
and edge computing are creating a step change in business productivity. This connectivity,
coupled with artificial intelligence and machine learning, can be used to analyze petabytes of
data to affect real business outcomes. IoT can connect the entire value chain, from design to
production to supply chain, and data-driven insights of customer preferences can inspire
better design, lower material costs, and reduce risk. Real-time analysis of machines can
predict maintenance needs, identify potential quality problems in manufacturing processes
before they occur, and reduce asset downtime by as much as 50%.The integration of
advanced analytics capabilities into applications allows business users to analyze data on the
fly and informs better decision-making. Empowered users, benefiting from embedded
analytics in business processes, can get real-time visibility into their changing environment,
simulate the impact of business decisions, and achieve better customer outcomes.
The global economic growth of the last nine years has been powered largely by technology.
Record corporate profits and new business models can all be tied to technology-driven
innovation. On average, an S&P 500 company is now being replaced once every two weeks.
This “tumble rate” is accelerating, with the difference between winners and losers tied to their
ability to embrace digital technologies. The next decade will, of course, bring about even
greater tectonic shifts. To address these challenges, businesses need to make sense of a
growing volume of data, create a step change in productivity, and innovate with relentless
clock-speed. In other words, they need to accelerate value creation. This is the heart of the
Intelligent Enterprise.
To help businesses become Intelligent Enterprises and achieve breakthrough outcomes, SAP
provides three essential components:
1. Intelligent Suite: Offers unparalleled, breakthrough business value. We provide intelligent,
integrated applications that enable our customers to automate their day-today business
processes and better interact with their customers, suppliers, and employees. These
applications will be industry specific, global, and applicable to large enterprises and to
small and midsize enterprises.
2. Digital Platform: Enables data-driven intelligence and innovation. With SAP Cloud Platform
and SAP HANA Data Management Suite, we facilitate the collection, connection and
orchestration of data, as well as the integration and extension of processes within the
intelligent suite.
3. Intelligent Technologies : Embeds intelligence in applications and facilitate new co-
innovations. With SAP Leonardo, we embed intelligent technologies in our customers’
core processes, enabling them to use their data to detect patterns, predict outcomes, and
suggest actions. For customers who want to innovate even faster, we offer industry
Lesson: Introduction to SAP S/4HANA

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innovation kits and open innovation services, which apply design thinking methodologies
to new business models by industry.
SAP is evolving its strategy to deliver the Intelligent Enterprise for our customers. We are
empowering them with a set of “next practices” that help them innovate faster than the
competition, create new markets, and capture mindshare.
These “next practices” are made possible by next-generation intelligent technologies, which
accelerate value creation through three core capabilities:
● Visibility: Tap into siloed or external data and recognize previously unseen patterns.
● Focus: Simulate the downstream impacts of critical decisions and allocate scarce
resources.
● Agility: Adapt business processes in response to changing market conditions, in real time.
These enhanced capabilities empower SAP customers to achieve three critical outcomes
faster, more effectively, and more completely than ever before:
● Do more with less and empower employees.
● Invent new business models and revenue streams.
● Deliver best-in-class customer experience.
The Intelligent Enterprise is more than just automated business processes. It’s a vision — how
we at SAP see the future of business for our customers, the future of work for our customers’
employees, and the future of experience for our customers’ customers. Only SAP can deliver
on this vision:
● Integration end-to-end across the processes that matter most to our customers, built on
common master data, domain models, and platforms
● Industry expertise to help make sense of customers’ data in the specific context of their
businesses, using insights about their own performance to optimize algorithm
● Intelligence embedded directly into core solutions as part of customers’ standard road
map, so they don’t need to create a separate data lake or purchase additional tools
At the center of the SAP S/4HANA Suite is SAP S/4HANA Enterprise Management. This has
been built by simplifying the SAP ERP solution, and reintegrating and simplifying portions of
SAP Business Suite products, such as SAP PPM which has now become an integral part of the
SAP S/4HANA core. The same applies to SRM, CRM, and SCM applications. SAP S/4HANA
Enterprise Management is available on-premise and in the cloud, with different licensing and
subscription models. SAP PPM together with SAP Project System (PS) are assigned in the
Research & Development (R&D) area of the solution.
The SAP S/4HANA Suite is completed by the native integration of dedicated Lines of
Business (LOB) and industry solutions into SAP S/4HANA Enterprise Management. These
solutions can be cloud only, such as SAP SuccessFactors. Alternatively, they can be delivered
on premise, such as SAP Transportation Management, depending on market need.
SAP S/4HANA is available as a traditional on-premise deployment, a cloud deployment, or a
combination of both.
On-premise deployments offer greater scope of business functions than the public cloud
edition and also far greater flexibility for customization. On-premise customers can also
decide exactly when they would like to update their system. However, new functions and
innovations are delivered only once per year. Public cloud offers innovations quarterly. On-
Unit 1: Introduction to SAP Portfolio and Project Management for SAP S/4HANA (PPM)

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premise also means the entire application and infrastructure is owned and managed by the
customer
A private cloud deployment means that the customer does not share the applications and
platform with other customers, but has their own private SAP S/4HANA application and
platform. This is technically an on-premise edition of SAP S/4HANA, but it is completely
managed by SAP or hosting partners. The same rules apply as for the on-premise edition.
Deeper customizations are possible and the customer can decide exactly when updates are
applied. Innovations are available annually.
A public cloud deployment of SAP S/4HANA means that customers share the applications
and platform with other customers. Each customer's data is strictly isolated, and each
customer has their own technical container. Customers do not affect each other regarding
performance of the system.
The public cloud edition of SAP S/4HANA contains essential standard core process
functionality that, for most customers, is more than enough. However, it is not as
comprehensive in scope as the on-premise edition. Although each customer uses the
standard software, light customizations are possible, for example, to add fields to screens,
define new reports, and so on. All new SAP S/4HANA innovations are released for cloud
before the on-premise edition and are delivered in quarterly cycles. With the public cloud
option, customers must adopt the new innovations immediately, because they do not control
the release of new functions. This edition is the type of product known as Software as a
Service (SaaS).
SAP S/4HANA Cloud, single tenant edition is provisioned to a single customer in a dedicated
landscape, offering the full scope of S/4HANA. However, because of the character of the
provisioning, the implementation of SAP S/4HANA Cloud, single tenant edition might lead to
higher total cost of ownership (TCO) and slightly slower speed of innovation and time-to-value
when compared to a SAP S/4HANA Cloud implementation. Therefore, customers who
consider the implementation of a cloud solution should first discover and verify the
capabilities of SAP S/4HANA Cloud.
If the standard best practices and functional scope does not meet all of the customer's
requirements, S/4HANA Cloud, single tenant edition could be an ideal substitute solution in
the customer’s journey to move to the cloud.
SAP S/4HANA Cloud, single tenant edition offers additional features compared to SAP S/
4HANA Cloud:
● Configurable and customizable process up to a certain extent for Finance, HR,
Procurement, Sales and other LoBs
● Support of industries, including the ones that are not supported by S/4HANA Cloud
● Two upgrades each year, upgrade window can be chosen by the customer
● Option to choose from different data centers across the globe to manage the solution
● Flexible license system
● Dedicated System Landscape on Cloud Infrastructure
● Integration with public cloud systems and on-premises systems are fully supported
All cloud deployments offer an annual, subscription-based pricing model, so customers pay
for what they need and can add to it later. On-premise continues with the traditional licensing
model.

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It is clear that technology is disruptive. This is precisely why we need to engage with digital
transformation. Driven by the combination of ever-growing digitization and evolving
consumer demands, digital transformation is the use of new technologies to drive significant
business improvements. This includes capitalizing on new opportunities and effectively
transforming existing business.
If you look at the numbers in the figure, Increasingly Complex and Networked Business
Landscape, it is apparent that the world around us is becoming more complex. Here are some
reasons for this increasing complexity:
● Exponential growth of digital information, that is, social, mobile, and big data
● Globalization and spread of business networks
● Internet of Things (IoT)
So far, the response has involved more complex business processes, more complex
organizations, and more complex software solutions. At the end of 2009, 5% of the world's
population owned smartphones. Four years later, that figure jumped to 22%. Currently, 1.7
billion people are on social networks. Over the next three years, that audience will grow to
surpass 2.55 billion. By 2020, 5 million people will enter the middle class and come online,
while 50 billion devices will be connected to the IoT, creating a digital network of virtually
everything. Cloud computing, which was a $41 billion business in 2011, will grow to be a $241
billion business in the same time-frame.
The proliferation of mobile devices, social media, cloud technologies, and the excessive
amounts of data that they generate has transformed the way that we live and work. 61% of
companies report that most of their employees use smart devices for everything from email
to project management and content creation. While these advancements have improved lives
and provided greater opportunities for innovation, they also accelerated the rise of an entirely
new problem: unprecedented and crippling complexity. The world may be getting smarter but
it has not become easier.
With SAP S/4HANA Enterprise management, core ERP and PPM processes remain stable. A
project is still a project with a scheduled timeline, phases, tasks, and worklists to be
performed. There is still calculation done in Controlling and project employees record their
working times. However, the technical environment has changed.
The innovations in SAP S/4HANA are based on the following four pillars:
● Reporting and analysis
Data is stored in its finest granularity. Data is semantically integrated and easy-to-
consume (no redundancies or aggregates). There is no latency to SAP BW.
● Scalable infrastructure
Trends include cloud, system consolidation on-premise, new services (for example,
localization), and new devices. These trends are supported by scale-out and the reduction
of memory footprint (SAP HANA columnar).
● User experience
This supports user productivity. For example, Nestle has several thousand users for
central roles, with an assumed productivity increase of 10%, which is an immediate
business case. This also supports aspects such as multiple devices and analytics.
● Increased throughput

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This supports the elimination of data redundancies and a reduced data footprint. This
eliminates the long waiting time for users and post-processing of failed inventory postings.
SAP Fiori
SAP Fiori is a technology that offers a state-of-the-art web UI, based on HTML5 and UI5 (SAP
technology), and provides capabilities to personalize the view. SAP Fiori offers the technology
to provide the correct views for new end users. Its design principles make it possible to adjust
the views to every front-end device, and adapt it automatically to future new design principles.
This ensures that the views are always state-of-the-art.
SAP Fiori is also a development and design principle for SAP. The views are role-based, and,
therefore, SAP developers know everything about the end user. This means that they can
design and adapt the view to the needs of the end user of this particular role, thus putting the
user into the center of the business process. With this principle, SAP ensures that the
software does not target a “neutral individual” who enters all information into one view.
Instead, the software reflects the business context, the tasks, and the unique user situation.
The software provides all of the relevant information that the user needs to perform tasks
("The system is working for me; I am not working for the system").
This architectural principle results in a product that is lean, high-performing, and flexible. SAP
Fiori is enabled for web access and it is role-based. This enables the systems of Online
Transaction Processing (OLTP) and Online Analytical Processing (OLAP) to merge, allowing
embedded analytics to focus on problem-solving and decision-solving tasks. This new
decisive mode of the software is also embedded in the new MRP Cockpit.
In the figure, Key Capabilities of an Exception-Based User Interface Design, the left side
shows the classical transaction-based view of the MRP Run. This was an interface to the
underlying function modules taking input of the data and parameters (that is, the user drives
the system). The right side of the figure shows the new MRP Cockpit actively taking all
information and data into account, providing on-the-fly simulation and additional decision
support, provided directly by the system.
Some of the key capabilities of SAP Fiori based apps are a consolidation of activities and
intuitive usability, among others. In the figure, Key Capabilities of Intuitive UI with Multi-Device
Support, you can see an example of the new MRP Cockpit that actively takes all information
and data into account and provides on-the-fly simulation and additional decision support.
The figure, Key Benefits of Technology for SAP S/4HANA, shows examples of the possible
innovations in business solutions that come with a modern platform and user experience.
Because we are no longer limited by redundant data, and we have the capabilities of a role-
based interface, every application in the new suite will benefit from these six capabilities.
It is important not to focus on the differences between predictions, simulations, and
recommendations. The important idea to understand is that these capabilities are now
possible within the applications themselves, because of the simplified data model. Formerly,
data had to be exported to another database where a separate application did the forecasting.
This was the standard Business Intelligence process.
With SAP S/4HANA, you gain many advantages relating to many lines of business. By
accessing real-time data, you eliminate non real-time data reconciliation and improve the user
satisfaction by offering much faster real-time analysis. With the powerful database, you can
also make more precise predictions faster to respond to business opportunities and
challenges.
Another important topic is the ability to perform simulations to explore the impact of business
decisions on outcomes, thereby avoiding unnecessary and costly risks.

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Further information on SAP S/4HANA Enterprise Management
For further information on SAP S/4HANA Enterprise Management, check the following
locations:
● SAP S/4HANA training : Visit our webshop at http:/
/training.sap.com.
● SAP S/4HANA documentation: Visit our help portal at http:/
/help.sap.com.
● Simpliﬁcation list: Visit our help portal at https:/
/help.sap.com/s4hana_op_1909.
● Conversion guide: Visit our help portal at https:/
/help.sap.com/s4hana_op_1909.
● SAP Fiori: Visit Experience SAP at https:/
/experience.sap.com/ﬁori.
LESSON SUMMARY
You should now be able to:

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Unit 1
Lesson 2
Understanding the SAP User Interface (UI)
LESSON OBJECTIVES
SAP Fiori User Experience
As your enterprise plans to implement SAP S/4HANA, you want to learn more about the SAP
user experience strategy, and, particularly, the SAP Fiori UI.
Concepts and Influencing Factors
Figure 1: Concepts and Influencing Factors
IT and the use of electronic devices is no longer reserved for a group of experts. It has spread
throughout all social groups. In this context, high performing hardware stands against a wide
variety of software products with differing scope and potential. This puts stress on ease of use
from the perspective of the end user. The main drivers of this development are smartphones

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and tablets, with their easy-to-use and flexible user interfaces. The focus of these user
interfaces is no longer on maximum functionality. It is on a positive user experience that
places the focus on the consumer. The focus is no longer on the expert user with many years
of experience. Due to these circumstances, business software must adapt and transform the
impact of this trend into an advantage for the roles of an enterprise. In this evolution, user
interfaces (UIs) play an important role.
With regard to SAP software products, the challenge is to keep a clear view and to understand
the overall SAP strategy in the area of user experience. Furthermore, it is important to have a
clear understanding of the goals and the target groups of each UI technology. This helps to
avoid incorrect decisions and situations where users are frustrated.
At the outset, it is helpful to clarify and help understand the terminology. It is useful to start
with the terms 'user interface (UI)' and 'user experience (UX)'.
Figure 2: UI versus UX
UI and UX refer to two different ways of thinking:
UI
From a software perspective, UI is the interface between a human being and a device. Its
goal is to support maximum efficiency during use.
UX
UX involves the perspective of the end user, and aims at motivation and emotion before,
during, and after use. UX tries to achieve a sustainable, positive attitude in the user and
create a motivating experience.

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Figure 3: User Types
Depending on the industry and company involved, various user types can be found. There are
many different user types, depending on the structure of the specialized area and the IT
department, as well as the degree of digitization. However, in almost every company, there
are three basic types as follows:
Occasional User
The occasional user only occasionally uses the system and needs simple, easy-to-use
applications. In many cases, single-step transactions are executed.
Expert User
Also known as a key user, the expert user is a fully-trained SAP user, who knows the
processes and the available applications in detail. The expert user often uses multiple
systems and different UIs.
Developer
The developer (or programmer) has detailed process and system knowledge, and deals
with the adaptation and extension of the existing applications. The developer has to look
after several applications with different UIs.
Lesson: Understanding the SAP User Interface (UI)

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Figure 4: Deployment Types
The deployment type defines the license model and operational environment. The
deployment types are as follows:
● On-Premise
The customer buys both software and hardware and operates the combination of these.
Therefore, the customer is solely responsible for implementation, updates extension, and
adaptation, as well as for replacements and new investments.
● Cloud
The cloud company provides infrastructure (hardware and software) and business
software, and rents this combination to the customer. The cloud company is responsible
for operation, updates, extension, and new investments. At SAP, different operational
models (for example, Public Cloud, Private Cloud, and Private Managed Cloud) with
different software and service provisioning are available.
● Hybrid
The customer runs certain parts of the business software on their own servers, and uses
additional solutions of a cloud provider. This deployment type requires an intensive
integration of the on-premise parts and the cloud parts.
Type of Access
Based on the type of access, applications can be categorized as follows:
● Multi-step transactional
● Single-step transactional
● Single-step analytical

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Figure 5: One size fits all?
When summarizing the different factors, it is clear that a “one size fits all” approach does not
work.
Figure 6: Target — Unified UX Direction for all SAP Software
The long-term goal of the SAP UX strategy is to offer all business and all analytic applications
on SAP HANA, with SAP Fiori as the unified UI.

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Figure 7: SAP User Experience Strategy
The SAP user strategy has the following three components:
● NEW
New applications are delivered with the latest UI technology, which in most cases is SAP
Fiori.
● RENEW
The most important and widely used applications will have their UIs renovated by SAP.
● ENABLE
The less used applications can be improved by the customer using various technologies.

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Figure 8: NEW — Example
Examples of the NEW component include the following:
● SAP Fiori for new applications
● SAP Visual Business (supports certain new applications)
● SAP Visual Enterprise (supports certain new applications)
Figure 9: RENEW — Example
Examples of the RENEW component include the following:
● SAP Fiori as common UI for all devices (desktop, laptop, tablet, and smartphone)

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● SAP Fiori for existing applications (for example, cloud applications including SAP
Fieldglass, SAP Ariba, and SAP SuccessFactors)
● SAP Fiori for existing SAP graphical user interface (GUI) or Web Dynpro applications
● Single entry point via NWBC
Figure 10: ENABLE — Example
Examples of the ENABLE component include the following:
● Improving and simplifying SAP GUI or Dynpro-based views using view Personas
● Adapting and extending standard SAP Fiori apps using Web IDE
● Customizing diﬀerent UIs using color schemes, fonts, icons, and so on, and customizing
company logos using UI Theme Designer
View Personas is available for SAP GUI or Dynpro-based views (Web Dynpro support is
planned), and Web IDE is available for SAP UI5 applications. The UI Theme Designer is
available for the following:
● SAPUI5 (including SAP Fiori applications and SAP Fiori Launchpad)
● Web Dynpro ABAP, Web Dynpro Java
● SAP GUI for HTML
● Business Server Pages, HTMLB
● SAP Business Client for Desktop
● SAP Enterprise Portal

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Figure 11: Types of SAP Fiori Apps
Transactional SAP Fiori apps need an ABAP environment and are often used for single-step
transactions. Analytical apps and Fact Sheets are SAP HANA-based, and often contain new
functionality.
Figure 12: SAP Fiori Architecture
The SAP Fiori architecture consists of the following levels:
● HTML5 client (SAP Fiori launchpad)
● ABAP front-end server, with a central UI component and SAP Fiori roles implemented

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● ABAP back-end system
● Database (SAP HANA or AnyDB)
The SAP Fiori launchpad is a role-based, personalized UI client that enables users to access
SAP Fiori apps alongside established UIs. The SAP Fiori launchpad is based on SAPUI5 and
can be used on multiple devices (leveraging the responsive design paradigm) and deployed
on multiple platforms (SAP NetWeaver Application Server [ABAP Stack], SAP Enterprise
Portal, and SAP HANA Cloud Platform). The SAP Fiori launchpad comes with predefined
content to streamline implementation processes.
The SAP Fiori launchpad is aligned with the two main UI clients: SAP Enterprise Portal
(available) and SAP Business Client (planned). This alignment is achieved as follows:
● Alignment with the SAP Enterprise Portal is achieved by running the SAP Fiori launchpad
user experience within the SAP Enterprise Portal (also known as SAP Fiori framework
page) while leveraging the established portal infrastructure and best practices.
● Alignment of SAP Business Client (BC) for Desktop with SAP Fiori launchpad design is
planned for future releases.
Figure 13: SAP Fiori Launchpad
You can also use the existing SAP GUI transactions in the SAP Fiori launchpad, together with
the SAP Business Client or via your web browser. Most SAP GUI transaction exist in S/4HANA
as well.
User experience: SAP Business Client
Formerly, users could choose between a wide range of UIs. These included SAP Portal,
Business Server Page solutions, HTML5 Apps, SAP Web Dynpro, and SAP GUI. The standard
SAP GUI menu offers a wide range of access points for different objects, such as project,
network, or documents. Each individual object has its own search template. It is not possible
to search across all objects. If you want to define your own search, you do this on the SAP GUI
using an SAP Query. SAP Business Client, called Netweaver Business Client in older releases,
attempts to solve these problems. It does so by providing a new interface and serving as an
alternative to the applications used formerly.

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Figure 14: SAP Business Client UI
With SAP Business Client, SAP provides users with a new interface that they can use
alongside the SAP GUI, SAP GUI for HTML, NetWeaver Portal, SAP Web Dynpro, or Business
Server Page solutions. It can be used locally, installed on a PC, or as an internet scenario.
SAP Business Client can be used for the SAP GUI as a SAP Fiori launchpad or for Web Dynpro
scenarios, such as the ones used in SAP Portfolio and Project Management.

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Figure 15: Control Center
The user interface of the SAP Business Client oﬀers:
● A central point of access for all users
● An overview of:
- Transactions
- Object searches
- Favorites
- Personal Worklists
SAP Business Client is comprised of the following areas:
● Navigation pane
This area shows the transactions, which can be found in the assigned role.
● Work area
In this area, you can use the individual search templates, favorites, or object lists for
individual navigation objects such as projects, networks, or material components. The
work area also contains the transactions for creating, changing, and displaying the objects.
After logging on to the system, the ﬁrst thing you see is the Control Center. In both the local
and internet-based SAP Business Client, the Control Center has a navigation pane containing
the role assigned to the user. Each entry contains the individual work areas for project
activities related to logistics or controlling.

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Figure 16: Control Center vs. SAP FIori Launchpad
Alternatively, you can access the SAP Fiori launchpad in the SAP Business Client and start the
HTML5 transactions there.
User Experience: SAP GUI
The SAP graphical user interface (GUI) is the front-end program used to access SAP systems.
Several variants of the SAP GUI are available and are adapted for use in different
environments. The SAP GUI program connects the front-end computer to a specific SAP
system. To start the SAP GUI, SAP provides another program, SAP Logon. When the user
launches SAP Logon, a screen displays a list of available SAP systems. This list is derived
from a file on the front-end computer, and is preconfigured and made available to users.
SAP Easy Access
When you work with your SAP S/4 HANA system, you can start the SAP Easy Access menu.
Here, you can select transactions via a menu path or through executing the transaction code.
If you migrated your “old” SAP ECC system to SAP S/4 HANA, you could opt to work with the
classic SAP GUI transactions.
The Choice is Yours
The system access is your choice. Most SAP S/4HANA scenarios can be reached via the SAP
Fiori launchpad. Alternatively, you can use SAP Business Client with standard Web Dynpro or
the SAP GUI for HTML transactions. If users don’t want to work with SAP Fiori or SAP
Business Client, they are still able to open the classic SAP transactions.

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Figure 17: SAP GUI with Belize Theme
Even in the SAP GUI, you can set the options in such a way that the appearance is similar to
the design the Fiori apps are using. In this case, you must choose Accept Belize Theme in the
SAP GUI options. This only works on a S/4HANA system.
LESSON SUMMARY

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Unit 1
Lesson 3
Describing PPM
LESSON OVERVIEW
This lesson gives an understanding of the various structure objects of SAP Portfolio and
Project Management and explains the possibilities of integrating these with external
applications.
Business Example
You are responsible for the IT department of your company. You need a tool that will help
monitor the IT projects and make decisions about the realization and development of these
projects. For this reason, you require the following knowledge:
● An understanding of the benefits of SAP Portfolio and Project Management
● An understanding of the key functions of SAP Portfolio and Project Management
LESSON OBJECTIVES
SAP Portfolio and Project Management (PPM)
Figure 18: Portfolio Item Dashboard in SAP Portfolio and Project Management
Successful companies distinguish themselves from others by aligning their entire portfolio
with the strategic goals of the company. This applies practically to the introduction of a new
product or to companies in which project-based business processes play a central role. For
finance and resource-intensive projects, it is important to recognize profitable projects and to
monitor and control these accordingly.

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Structure of a Portfolio in SAP PPM
Figure 19: Structure of a Portfolio in PPM
SAP PPM is a tool that supports companies in their strategic and operative portfolio
management. SAP PPM enables you to manage several portfolios such as product
innovations, service industries, and IT initiatives. It can combine data from various project
management, human resources management, and ﬁnancial systems. This enables new cross-
functional business processes and the ability to have an extensive overview of all business
processes.
Strategic and Operative Portfolio Management
Figure 20: Reporting Cockpit in SAP Portfolio and Project Management

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The figure, Reporting Cockpit in SAP Portfolio and Project Management, shows a schedule
chart with the forecasted, planned, and actual starts of your projects.
Figure 21: Reporting Cockpit in SAP Portfolio and Project Management 2
The figure, Reporting Cockpit in SAP Portfolio and Project Management 2, shows how SAP
Portfolio and Project Management displays an ECV chart of your projects.
SAP Portfolio and Project Management Help With Objectives
SAP Portfolio and Project Management helps you to overcome the challenges of strategic and
operative portfolio management.
● Align your portfolio with your corporate goals
With SAP Portfolio and Project Management, your portfolio items and initiatives are
regularly assessed according to their exact strategic value, and your commercial success
is proven and accelerated.
● Maximize the value of your portfolio
You can select the most promising portfolio items and guarantee steady success. At the
same time, you can ensure a balanced portfolio with acceptable risks, dynamic business
targets, and various investment types.
● Create more transparency and make informed decisions
SAP Portfolio and Project Management combines data from SAP and external systems, so
that underachieving or overlapping projects and capacity bottlenecks can be quickly
recognized and adjusted.
● Use your resources more effectively
Lesson: Describing PPM

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SAP Portfolio and Project Management helps you track and prioritize resource requests
from various project management systems, and reconcile the availability specified in the
Human Capital Management (HCM) and financial systems. In this way, you can find
suitable resources (internal or external), lower costs, and benefit from the optimum
personnel assignment of your projects.
● Control your portfolio more efficiently
Using automated role-specific workflows, you can optimize approval procedures, resource
allocations, or successive evaluations. A strict workflow-based process control allows you
to implement investment guidelines throughout the company for product developments or
IT projects.
● Reduce your total cost of ownership
SAP Portfolio and Project Management can be integrated with many back-end systems
from SAP. In this way, you can continue to optimize existing IT systems and available skills.
Business Functions in Portfolio Management
Figure 22: Financial Planning with SAP Portfolio and Project Management
SAP Portfolio and Project Management offers many functions that support you in managing
your portfolios.
Key Functions of SAP Portfolio and Project Management
Some of the key functions of SAP Portfolio and Project Management are as follows:
● Portfolio definition
You can define several portfolios and subdivide portfolios hierarchically according to your
own requirements by using portfolio buckets. This means you can monitor your portfolio
items such as projects or product initiatives in an overview. The use of collections, reviews,
or initiatives allows you to manage portfolio items of different portfolio buckets of a
portfolio at the same time if necessary.
● Questionnaires and Scoring Models
You can define your own questionnaires to determine critical success factors for your
portfolio items and initiatives. Using your own scoring model, critical success factors can

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be automatically derived from the portfolio item data and then used for prioritizing. These
functions allow you to align your portfolios with your corporate goals.
● Financial and Capacity Planning
For the purpose of forecasting or for strategic planning, you can enter financial and
capacity data at the level of portfolio buckets, individual portfolio items, or initiatives. You
can then compare these data with detailed planning values or actual data, which can be
combined in SAP Portfolio and Project Management from SAP ERP and Project Systems.
● Control
Reviews allow you to make decisions about portfolio items in SAP Portfolio and Project
Management. For example, you can decide which IT projects should be implemented or
which projects can be canceled. If necessary, you can also use simulations and what-if
analyses to discuss alternative scenarios for portfolio items. Using individual decision
points and versions, you can control and trace the flow of your portfolio items. Using
workflows, you can also ensure that changes are communicated and therefore, your
company’s guidelines are followed.
● Integration
You can link various project management systems such as Project System, Project
Management, or Microsoft Project with SAP Portfolio and Project Management to
uniformly monitor structural, date-related, or resource information. The unification of
resource data also allows resource planning across all project management systems in
SAP Portfolio and Project Management. Resource information, such as the availability of
employees or their skills, can also be integrated in SAP Portfolio and Project Management
for resource planning from personnel administration. In addition, integrating SAP Portfolio
and Project Management with financial systems enables a standardized evaluation of the
costs, revenue, budgets, or commitments of your portfolio items.
● Resource Planning
Along with the strategic planning of capacity requirements, you can also implement
detailed resource planning for your portfolio items in SAP Portfolio and Project
Management. This means that resource information from integrated Project Management
systems and human resources can be combined uniformly in SAP Portfolio and Project
Management. Fast entry screens allow resource managers tabular access to the resources
and projects assigned to them.
● Reporting and Analysis Functions
SAP Portfolio and Project Management uses dashboards to display basic data of portfolio
items in an overview. Traffic light functions alert you to exceptions and allow you to
examine these exceptions in detail. Reporting cockpits allow tabular and graphical
evaluations of the critical success factors of your portfolio items. For more detailed
analyses, SAP Portfolio and Project Management provides predefined business content for
use in SAP NetWeaver Business Intelligence (SAP NetWeaver BI). You can use queries
directly in SAP Portfolio and Project Management to perform cross-portfolio analyses for
the strategic alignment of portfolio items, or for the financial or capacity situation of your
portfolio.

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Roles in SAP PPM
Table 1: Roles in SAP Portfolio and Project Management (SAP PPM)
The table shows the roles and tasks in SAP PPM:
Portfolio Administrator Item Manager Portfolio Manager Resources Manager
Creates portfolios Monitors portfolio
items
Monitors dash-
boards
Plans strategic capaci-
ty requirements
Creates portfolio struc-
tures
Creates and edits
portfolio items
Analyzes portfolio Distributes resources
Creates resource pools Uploads project da-
ta
Implements strate-
gic planning
Monitors capacity sit-
uations
Configures dashboards
and graphics
Changes item sta-
tuses
Creates reviews
Creates portfolio
items
SAP PPM can be used by various groups of people with the relevant roles. The table, Roles in
SAP Portfolio and Project Management (SAP PPM), shows the various groups of people and
their typical tasks in SAP PPM. The individual tasks and the related business processes are
explained in detail later in this course.
Portfolio Structure
Figure 23: Structure Objects in PPM
The figure, Structure Objects in PPM, shows different structure objects in PPM. The
uppermost structure object is the portfolio. Authorizations that you assign to users at the
level of a portfolio are inherited to all lower-level structure objects but can also be changed
there if necessary. You can define several portfolios in PPM to set up completely separate
areas of responsibility. Many PPM functions, such as reviews or reporting based on

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collections of portfolio items, refer to objects of only one portfolio. Cross-portfolio functions in
PPM are resource planning or reporting using queries.
You can structure a portfolio hierarchically by using portfolio buckets. The portfolio structure
can include any number of levels. The portfolio structure can be configured from an
organizational or functional perspective.
The lowermost portfolio buckets, the portfolio buckets to which no other portfolio buckets are
assigned, can be assigned portfolio items (or items, for short) and initiatives. Within a
portfolio, portfolio items represent individual projects, services, product initiatives, and so on.
Initiatives can contain several items and aggregate their data.
Hint:
A portfolio bucket can never contain lower-level portfolio buckets and portfolio
items at the same time.
Portfolio items contain information about critical success factors, outline dates, financial
details, or statuses, for example. You can perform strategic planning of finances and
capacities on portfolio items and initiatives, but also on portfolio buckets. Strategically
planned data of portfolio items can also be rolled up in the portfolio bucket and initiative to
which they are assigned. In this way, you can compare strategic planning for a portfolio
bucket with the total planned values of the assigned portfolio items.
You can manage portfolio items hierarchically within a portfolio using portfolio buckets.
However, for reporting, it is necessary to view portfolio items from different portfolio buckets
at the same time. That is why you can use collections, reviews, or initiatives in PPM. In all
three cases, you can combine and monitor several portfolio items (of any portfolio buckets of
a specific portfolio) together. However, you cannot include portfolio items from other
portfolios.
Tasks and Roles
Figure 24: Roles and Tasks of a Portfolio Item
Along with strategic planning and the entry of critical success factors at the portfolio item
level, PPM also provides resource planning and a detailed breakdown of portfolio items. The

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figure, Roles and Tasks of a Portfolio Item, shows the relationship between portfolio items and
project management functions.
If you want to plan resources for a portfolio item or if you require a subdivision, you can link
the portfolio item with a Project Management project. The associated project can be created
automatically while saving the item. Optionally, you can create the portfolio item and the
Project Management project independently of each other and link them together at a later
time.
The Project Management project can be structured using phases and tasks. Tasks can be
subdivided into subtasks. In turn, you can assign subtasks to the subtasks. You can create
entire task hierarchies in Project Management. Other structure objects in Project
Management include the project definition that functions as a framework for the entire
project, as well as checklists and checklist items.
For resource planning with Project Management, you require a project definition. With
reference to the project definition, you can then define roles. Roles are formal descriptions of
the resources required for a project. A role definition contains tasks for the required time
period, resource requirements, and any qualification requirements, which the resources fulfill.
A role can be filled with one or more resources at a later stage. In this case, a resource can be
an internal employee or even an external partner. Technically, these resources are depicted
as business partners in PPM or Project Management. They are represented as business
partners for which the availability or qualifications can be managed centrally in PPM.
If you linked a portfolio item with Project Management, you can choose Tasks to navigate
from the portfolio item to the associated project. Choose Roles to go to the resource view of
the associated project. The distribution of resources and evaluation of the availability of these
resources is usually performed in PPM across all projects. For this purpose, you can use the
Resource Management tab in the top-level navigation of PPM.
Resource planning data for a Project Management project, for example, the resource
requirements or distribution of resources, can be integrated with the strategic capacity
planning of the assigned portfolio item. This means that you can compare your strategic
capacity planning with the values of your detailed resource planning at the portfolio item level,
or even at the level of the parent portfolio bucket.
LESSON SUMMARY

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Unit 1
Lesson 4
Describing Integration Scenarios for PPM
LESSON OVERVIEW
This lesson explores the possibilities of integrating various structure objects of SAP Portfolio
and Project Management with external applications.
Business Example
You need an overview of possible integration scenarios of SAP Portfolio and Project
Management. For this reason, you require the following knowledge:
● An understanding of the integration options of SAP Portfolio and Project Management.
LESSON OBJECTIVES
Integration of PPM
Figure 25: Integration Possibilities
The ﬁgure, Integration Possibilities, illustrates how many companies use other project
management systems instead of (or in addition to) Project Management in various
departments or for various project categories. These include Microsoft Project, Project

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System, or any standalone external project management systems. PPM allows you to
integrate data from projects of these project management systems.
Project Management is a tool that can be used for the operational management of projects
within PPM. Along with project structuring and the management of resources, Project
Management also provides functions such as time scheduling or document management.
Based on the planned work for roles or tasks, you can also calculate costs or revenues in
Project Management and transfer them to internal orders or work breakdown structures. The
implementation phase of projects in Project Management is supported by the status
management and special approval processes for phases and confirmations.
By default, you can link Microsoft Project, Project System, and Project Management with
PPM. Data from these project management systems can be uploaded to PPM to be evaluated
and compared together in PPM, or to be used for central resource management. The data
from projects of these project management systems can be used to adjust data in portfolio
items, and also to create task hierarchies and roles in the assigned Project Management
projects.
Another PPM interface allows you to integrate the resource data required for the central
resource management across all project management systems from SAP Human Capital
Management (SAP HCM) systems. Based on personnel data in SAP HCM, you can
automatically create and update business partners, their qualifications, and their availability
in PPM.
Along with the structure, scheduling, and resource data, it is also possible to evaluate financial
details of linked projects in PPM to obtain an overall picture.
You can make informed decisions about the further processing of these items. For this
purpose, you can also upload costs, revenues, budgets, and commitments of these projects
from accounting (subsequently referred to as FI/CO) to PPM. You can compare them with the
strategic financial planning of items and buckets.
These costs also include the costs for the work carried out by the respective resources. To
enter this work and to calculate the corresponding costs, you can use the Cross-Application
Time Sheet (CATS).
For a better understanding of how PPM or Project Management, external project
management systems, FI/CO, and CATS work together, see the figures, Integration Scenario
1, Integration Scenario 2, and Integration Scenario 3. For the sake of simplicity, integration
with HCM is not mentioned.
Hint:
The following integration scenarios represent only selected examples for
integrated business processes. You can also implement various other integration
scenarios and processes in PPM.

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Integration with SAP Financials
Figure 26: Integration Scenario 1
Many customers use Project Management directly for the operational management of their
projects. Therefore, it is not necessary to set up an integration with an external project
management system. Integration with FI/CO is used to display financial details in PPM.
The sample scenario displayed in the figure, Integration Scenarios 1, begins with the creation
of a portfolio item. The portfolio manager or item manager creates a portfolio item, enters
critical success factors, and executes an initial forecast of the required capacities and
financial resources. In a review, decision-makers compare these data with the data of other
portfolio items and make a decision regarding the further processing of the portfolio item.
Parallel to this, a project is created in Project Management and linked to the portfolio item.
This can be performed automatically or manually when the portfolio item is created at a later
stage, for example, after the portfolio item is first approved. The project lead defines the
project roles required for their project, and the relevant resource manager then provides
these roles with suitable resources. The resource requirements and staffing can be integrated
into the strategic capacity planning of the portfolio item and compared with the projected
capacity requirements.
Parallel to the associated project, you can create cost collectors in the FI/CO system. You can
use these collectors for a detailed cost planning, budgeting (if required), and collection of the
actual costs of the project. Cost collectors can be one or more internal orders or a Project
System work breakdown structure that allows multilevel controlling of the project. Cost
collectors can be created automatically from Project Management. You can also manually
create cost collectors in the FI/CO system and then link them with the Project Management
project (account assignment). Data from Project Management can then be transferred
automatically to the cost collectors and used for cost estimates. By integrating the FI/CO
system with PPM, the planning data of the cost collector can also be transferred to the
corresponding portfolio item, and compared with the projected financial details.
After the approval of the portfolio item, the associated project is released. The resources
assigned to the project can confirm their working hours using CATS. The resources can
automatically import default values from Project Management to the CATS worklist. The data
Lesson: Describing Integration Scenarios for PPM

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entered in CATS can then be transferred to Project Management and FI/CO. This results in
actual costs on the cost collectors for the work carried out. In turn, the actual work and actual
costs of the cost collector can be transferred to the portfolio item and monitored in PPM.
Integration with Project System
Operational project management is performed with Project System instead of Project
Management. With the integration of FI/CO, the cost, revenue, budget, and commitment data
from Project System is transferred to PPM.
The sample scenario outlined in the figure, Integration Scenarios 2, also begins with the
creation, strategic planning, and a first review (if applicable) of a portfolio item.
In parallel, a project is created in Project System. You can do this manually, or you can create
a project in Project System from the portfolio item. The project is used in Project System for a
detailed structure, scheduling, and cost planning. You can synchronize attributes and
statuses of the Project System project with the item and item decision points. The
synchronization can be bidirectional. Financial planning data of Project System projects are
also transferred to PPM, and are compared to the strategic financial data.
If necessary, the budgeting and execution of the project is performed in Project System once
the portfolio item has been approved in PPM. For example, you can use the time sheet to
enter time data and to post actual costs to the project. By uploading project data to portfolio
item, you can monitor the dates and financial details, and therefore, the project progress in
PPM.

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Integration with Microsoft Project
The figure, Integration Scenario 3, displays a scenario in which Microsoft Project is used for
the operational management of a project. The cost and revenue of the project are managed in
parallel in FI/CO. In PPM, you can combine and monitor the project data from Microsoft
Project and the financial details from FI/CO. In addition, you can use PPM for the central
administration of resources.
This sample scenario also begins with the creation, strategic planning, and, if applicable, a
first review of a portfolio item. In PPM, a project definition is automatically created as a
technical basis for the integration of structure, scheduling, and resource data from Microsoft
Project.
The structuring, scheduling, and determination of the required resources of the project are
performed in Microsoft Project. When you upload project data to PPM or Project
Management, this creates the corresponding project structure elements and roles. The
resource manager in PPM can then staff these roles with suitable resources. The integration
of data with the strategic capacity planning allows an aggregated evaluation at the portfolio
item level and at the level of portfolio buckets.
Cost and revenue planning, any budgeting, the posting of actual cost, and revenue are
performed in a cost collector (for example, an internal order in FI/CO). The cost collector is
linked to the portfolio item in PPM. The financial details can then be transferred to the
portfolio item and integrated into the strategic financial planning. At the portfolio item level in
PPM, the project data from Microsoft Project as well as the corresponding financial details
from FI/CO can be evaluated and monitored together.
LESSON SUMMARY
Lesson: Describing Integration Scenarios for PPM

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Unit 1
Lesson 5
Introduction to PPM
LESSON OBJECTIVES
● Describing PPM
Describing PPM
Successful companies distinguish themselves from others by aligning their entire portfolio
with the strategic goals of the company. In practice, this applies to the introduction of a new
product or to companies in which project-based business processes play a central role. For
finance and resource-intensive projects, it is important to recognize profitable projects and to
monitor and control these accordingly.
PPM is a tool that supports companies in their strategic and operative portfolio management.
PPM enables you to manage several portfolios such as product innovations, service
industries, and IT initiatives. PPM can combine data from various project management,
human resources management and financial systems. This enables new cross-functional
business processes and the ability to have an extensive overview of all business processes.
Strategic and Operative Portfolio and Project Management
PPM helps you to overcome the challenges of strategic and operative portfolio management
achieving the following objectives:
● Align your portfolio with your corporate goals
With PPM, your portfolio items and initiatives are regularly assessed according to their
exact strategic value, and your commercial success is proven and accelerated.
● Maximize the value of your portfolio
You can select the most promising portfolio items and guarantee steady success. At the
same time, you can ensure a balanced portfolio with acceptable risks, dynamic business
targets, and various investment types.
● Create more transparency and make informed decisions
PPM combines data from SAP and external systems, so that underachieving or
overlapping projects and capacity bottlenecks can be quickly recognized and adjusted.
● Use your resources more effectively
PPM helps you track and prioritize resource requests from various project management
systems, and reconcile the availability specified in the HCM and financial systems. In this
way, you can find suitable resources (internal or external), lower costs, and benefit from
the optimum personnel assignment of your projects.
● Control your portfolio more efficiently

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Using automated role-specific workflows, you can optimize approval procedures, resource
allocations, or successive evaluations. A strict workflow-based process control enables
you to implement investment guidelines throughout the company for product
developments or IT projects.
● Reduce your total cost of ownership
PPM can be integrated with many back-end systems from SAP. In this way, you can
continue to optimize existing IT systems and available skills.
Business Functions in Portfolio Management
PPM offers many functions that support you in managing your portfolios. Some of the key
functions are as follows:
● Portfolio definition
You can define several portfolios and subdivide portfolios hierarchically according to your
own requirements by using portfolio buckets. This means you can monitor your portfolio
items such as projects or product initiatives in an overview. The use of collections, reviews,
or initiatives enables you to manage portfolio items of different portfolio buckets of a
portfolio at the same time if necessary.
● Questionnaires and scoring model
You can define your own questionnaires to determine critical success factors for your
portfolio items and initiatives. Using your own scoring model, critical success factors can
be automatically derived from the portfolio item data and then used for prioritizing. These
functions allow you to align your portfolios with your corporate goals.
● Financial and capacity planning
For the purpose of forecasting or for strategic planning, you can enter financial and
capacity data at the level of portfolio buckets, individual portfolio items, or initiatives. You
can then compare these data with detailed planning values or actual data, which can be
combined in PPM from S/4HANA PPM projects or PS projects.
● Control
Reviews allow you to make decisions about portfolio items in PPM; for example, you can
decide which IT projects should be implemented or which projects can be canceled. If
necessary, you can also use simulations and what-if analyses to discuss alternative
scenarios for portfolio items. Using individual decision points and versions, you can control
and trace the flow of your portfolio items. Using workflows, you can also ensure that
changes are communicated and therefore, your company’s guidelines are followed.
● Integration
You can link various project management systems such as Project System, Project
Management, or Microsoft Project with PPM to uniformly monitor structural, date-related,
or resource information. The unification of resource data also allows resource planning
across all project management systems in PPM. Resource information, such as the
availability of employees or their skills, can also be integrated in PPM for resource planning
from personnel administration. In addition, integrating PPM with financial systems enables
a standardized evaluation of the costs, revenue, budgets, or commitments of your
portfolio items.
● Resource planning
Lesson: Introduction to PPM

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Along with the strategic planning of capacity requirements, you can also implement
detailed resource planning for your portfolio items in PPM. This means that resource
information from integrated Project Management systems and human resources can be
combined uniformly in PPM. Fast entry screens allow resource managers tabular access to
the resources and projects assigned to them.
● Reporting and analysis functions
PPM uses dashboards to display basic data of portfolio items in an overview. Traffic light
functions alert you to exceptions and allow you to examine these exceptions in detail.
Reporting cockpits allow tabular and graphical evaluations of the critical success factors of
your portfolio items. You can use queries directly in PPM to perform cross-portfolio
analyses for the strategic alignment of portfolio items, or for the financial or capacity
situation of your portfolio.
Roles in PPM
The following table shows the typical roles and tasks in PPM:
Portfolio
Administrator
Item Manager Portfolio Manager Resources Manager
Creates portfolios Monitors portfolios Monitors dashboards Plans strategic
capacity
requirements
Creates portfolio
structures
Creates and edits
portfolio items
Analyzes portfolio Distributes resources
Creates resource
pools
Uploads project data Implements strategic
planning
Monitors capacity
situations
Configures
dashboards and
graphics
Changes item status Creates reviews
Creates portfolio
items
PPM can be used by various groups of people with the relevant roles. The table, Roles in PPM,
shows the various groups of people and their typical tasks in PPM. The individual tasks and
the related business processes are explained in detail later on in this course.
LESSON SUMMARY
● Describing PPM

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Unit 1
Learning Assessment
1. What must you do to achieve a standardized evaluation of the costs, revenue, budgets, or
commitments of your portfolio items?
Choose the correct answer.
X A Combine actual data in SAP Portfolio and Project Management (PPM) from ﬁnance
and project management systems.
X B Use simulations and what-if analyses.
X C Integrate PPM with ﬁnancial systems.
X D Integrate PPM with personnel administration.
2. A portfolio bucket can contain lower-level portfolio buckets and portfolio items at the
same time.
Determine whether this statement is true or false.
X True
X False
3. By default, you cannot link Microsoft Project, Project System, and Project Management
with PPM.
X True
X False
4. When you upload project data to PPM or Project Management, you have to manually
create the corresponding work breakdown structure elements and roles.
X True
X False

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Unit 1
Learning Assessment - Answers
1. What must you do to achieve a standardized evaluation of the costs, revenue, budgets, or
commitments of your portfolio items?
X A Combine actual data in SAP Portfolio and Project Management (PPM) from finance
and project management systems.
X B Use simulations and what-if analyses.
X C Integrate PPM with financial systems.
X D Integrate PPM with personnel administration.
Correct. Integrating PPM with financial systems enables a standardized evaluation of the
costs, revenue, budgets, or commitments of your portfolio items.
2. A portfolio bucket can contain lower-level portfolio buckets and portfolio items at the
same time.
X True
X False
Correct. A portfolio bucket can never contain lower-level portfolio buckets and portfolio
items at the same time.
3. By default, you cannot link Microsoft Project, Project System, and Project Management
with PPM.
X True
X False
Correct. By default, you can link Microsoft Project, Project System, and Project
Management with PPM.

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4. When you upload project data to PPM or Project Management, you have to manually
create the corresponding work breakdown structure elements and roles.
X True
X False
Correct. When you upload project data to PPM or Project Management, it creates the
corresponding project structure elements and roles.
Unit 1: Learning Assessment - Answers

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UNIT 2 Portfolio Definition and
Buckets
Lesson 1
Managing the Portfolio Definition 43
Lesson 2
Managing Portfolio Buckets 48
Lesson 3
Managing Classification Hierarchies 52
UNIT OBJECTIVES
● Create a portfolio type
● Create a portfolio definition
● Create portfolio buckets
● Check the configuration for portfolio buckets
● Create a classification hierarchy
● Check the configuration of classification hierarchies

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Unit 2
Lesson 1
Managing the Portfolio Definition
LESSON OVERVIEW
This lesson shows how to create portfolio types.
Business Example
You are the administrator responsible for SAP Portfolio and Project Management. You want to
create a new portfolio for all the projects of your IT department. For this reason you require
the following knowledge:
● An understanding of portfolio types
● An understanding of how to create portfolio types in Customizing
LESSON OBJECTIVES
Portfolio Type
Figure 29: Customizing Settings Dependent on the Portfolio Type
You must define a suitable portfolio type in Customizing for SAP Portfolio and Project
Management in S/4HANA (PPM), before you can create a portfolio.
To define a portfolio type in Customizing for PPM, you first assign a key and a description.
Depending on the portfolio type, you can then configure fields of portfolio buckets, items, and

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so on. You can define which fields are displayed, hidden, ready for input, or mandatory. If
necessary, you can also specify whether a field must be filled before saving, depending on
item types and decision points.
For the definition of a portfolio type, you also define which status for reviews and what-if
scenarios are available, and in which sequence it should be run.
In addition, you define which categories, views, and diagrams for financial and capacity
planning are possible within a portfolio for a specific portfolio type.
An item or initiative type can be restricted depending on the portfolio type.
Portfolio Definition
Figure 30: General Information and Settings of a Portfolio
Portfolios are the highest structure object of Portfolio Management in PPM. Portfolio buckets,
portfolio items, and initiatives along with collections and reviews always belong to a portfolio.
The PPM administrator creates portfolios. To create a portfolio you first create a portfolio
type that you must then select. The term standard portfolio is also used in context with
portfolio definitions. This is in contrast to classification hierarchies, which are additional views
on portfolio items of a standard portfolio.
You must assign a name and an external identification to the portfolio, and set a status, before
you can save a portfolio. You can also create a descriptive text. When a portfolio is created,
the user who created it is automatically listed as the user with administration authorizations
on the Miscellaneous tab page. You can also assign additional users and authorizations. The
authorizations that you assign at the level of portfolio definition are automatically passed on
to all subordinate structure objects of PPM in the portfolio. However, they can be changed at
each level of the portfolio structure.
After you save the portfolio, the system automatically adds the date of portfolio creation, the
date of the last change, the user who last changed the portfolio, and the general information
of the portfolio.
Portfolios and their general information (with the exception of the description) are listed in a
tabular manner in the portfolio dashboard. You can use filters in the portfolio dashboard to
selectively restrict the list of portfolios displayed. You can also use the portfolio dashboard to
create new portfolios, change, or delete existing portfolios, if necessary.
Unit 2: Portfolio Definition and Buckets

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Language Handling in Portfolio Management
A portfolio master language is selected from the Customizing text languages for PPM. You
can choose a language from all the available languages in the SAP system.
Language handling has the following features:
● You use Customizing to specify text languages.
● You must set one language as default.
● The default language is the text language when the logon language of the user is not
available in Customizing.
● When only one language is in the customizing table, portfolios become language
independent and the functionality of the master language is hidden.
You must select the master language during portfolio creation and it is valid for the language
dependent fields and long texts.
Figure 31: Language Handling In Portfolio Management
Language Handling in Portfolio Objects
When you create a new object in a portfolio, the system automatically sets the text language
in the following ways:
● The master language of the portfolio.
● The logon language, if no master language is defined.
● The default language, if the logon language is not a defined text language.
After you create a new item, you can select the text language for text maintenance.
Lesson: Managing the Portfolio Definition

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Figure 32: Language Handling In Portfolio Objects
You can select the text language in the identification area of the portfolio object to read or
write the language dependent texts. However, the language selection only shows the
configured text language.
Figure 33: Language Handling In Portfolio Management 2
In the portfolio object you can select another text language. Language dependent texts are
initially blank, except when copied by the maintenance program. Text fields corresponding to
IDs are shown in case they are not maintained in the selected text language. In the portfolio
object, you can use the master language button for translation support or to retrieve
information if the selected language is not maintained.
LESSON SUMMARY

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Lesson: Managing the Portfolio Deﬁnition

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Unit 2
Lesson 2
Managing Portfolio Buckets
LESSON OVERVIEW
This lesson deals with the creation of portfolio buckets and the hierarchical structuring of
portfolios by using portfolio buckets.
Business Example
You want to structure the portfolios that you created using portfolio buckets. For this reason,
you require the following knowledge:
● An understanding of how to create portfolio buckets
● An understanding of how to structure portfolios hierarchically using portfolio buckets
● An understanding of how to make the Customizing settings that are required for the
creation of portfolio buckets
LESSON OBJECTIVES
Portfolio Buckets
Figure 34: Example of a Portfolio Structure

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Using portfolio buckets (or short buckets), you can structure a portfolio hierarchically. The
portfolio and its buckets are called standard portfolio. At the bucket level, you can perform
strategic, financial, and capacity planning, or analyze the financial and capacity data of
assigned portfolio items in an aggregated manner. A bucket always belongs to a portfolio.
How you structure your portfolio using buckets depends on your requirements. For example,
the structuring can be done according to the organizational or functional point of view, and
can include any number of levels.
Make a note the following points when structuring a portfolio using buckets:
● You can assign portfolio items and initiatives only to those buckets that were not already
subdivided by other buckets. Directly under a bucket, you can either have only portfolio
items and initiatives, or only buckets.
● When you create a bucket, it inherits the authorizations of higher-level objects. However,
you can supplement, change, or remove these inherited authorizations if necessary.
● You cannot subsequently reassign a bucket. This means that you can neither change the
assignment of a bucket within the portfolio structure, nor can you assign a bucket to
another portfolio.
● In addition to the hierarchical grouping of portfolio items using buckets, you can also use
collections to analyze portfolio items together that are assigned to different buckets of a
portfolio.
Just like portfolios, buckets are also typically created by the PPM administrator. When you
create a new bucket, you decide where the bucket is to be inserted within the portfolio
structure.
The following options are available when creating a bucket:
● You can create the new bucket directly below the portfolio, that is, at the highest level of
the portfolio structure.
● You can create a new bucket below the current bucket.
● You can create a bucket, and select the parent bucket manually from the list of all the
buckets of the current portfolio.
Lesson: Managing Portfolio Buckets

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Bucket Details
Figure 35: Tab Pages and Fields of Portfolio Buckets
The data that you enter in a bucket is spread across the following different tab pages:
General Information tab page
On the General Information tab page, you must enter a name, the external identification,
and the status. Administrative data, such as the creation date or last change date, is
updated by the system when you save the changes. The higher-level object in the
portfolio structure hierarchy, the number of assigned portfolio items and reviews are also
automatically determined by the system. You can also enter a description for a bucket.
Financial and Capacity Information tab page
On the Financial and Capacity Information tab page, all fields are mandatory fields. You
use these fields to control the time period for which financial and capacity planning is
possible for a bucket. You can also specify which currency, which capacity unit, and
which period breakdown is used for financial and capacity planning by default.
Authorizations tab page
On the Authorizations tab page, you can assign new authorizations or change inherited
authorizations.
Notes tab page
When you enter notes using the Notes tab page of a bucket, notes are automatically
supplemented with information about who entered them and the entry time and date.
Field Service Configuration tab page
On the Field Service Configuration tab page, you can define which questionnaires or
scoring models are to be available with which fields of the assigned portfolio items. You
define in Customizing for PPM the fields that are to be available here for configuration.
In addition to the data listed in the figure, you can also plan financial and capacity data for a
bucket.

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Configuration for Portfolio Buckets
Figure 36: Customizing of Portfolio Buckets
The figure, Customizing of Portfolio Buckets, shows the customizing settings that are
required for portfolio buckets. In the customizing activity Define Capacity Units, you define
which time units are available as units for capacity planning when you create portfolio
buckets. You determine a subset of the total time units (such as hours or days) defined in the
PPM core system.
If necessary, you can also define additional capacity units (such as consultant days) that are
not in the standard system. To do so, first use the transaction CUNI to create a new time unit
(consultant day = 28,800 seconds = 8 hours), and then select this as an additional capacity
unit in Customizing for PPM.
Similarly, in the customizing activity Define Currency Units, you select a subset of the total
currencies defined in the PPM core system. Only the currencies selected here can be used
later when you create a bucket, or within financial planning for buckets and portfolio items.
In the customizing activity Define Period Types , you finally define which period units are to be
available as the period breakdown for financial or capacity planning. The smallest period unit
is a month. Based on this period unit, you can define other period types as integral multiples
of months, such as quarterly (equals 3 months) or annually (equals 12 months).
LESSON SUMMARY
Lesson: Managing Portfolio Buckets

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Unit 2
Lesson 3
Managing Classification Hierarchies
LESSON OVERVIEW
The lesson describes the use and configuration of classification hierarchies in SAP Portfolio
and Project Management.
Business Example
In your company, you use a single standard portfolio that corresponds to the product
hierarchy. However, you also want to analyze your portfolio from a market perspective, and
from the organizational point of view. For this reason, you require the following knowledge:
● An understanding of how to create classification hierarchies
● An understanding of how to assign portfolio items to classification hierarchies
LESSON OBJECTIVES
Classification Hierarchy
Figure 37: The Concept of Classification Hierarchies
Classification hierarchies are used as additional hierarchies to standard portfolio structures.
You can create classification hierarchies to map additional views to your standard portfolio.
The standard portfolio hierarchy corresponds to the organizational structure of a company.
Portfolio items and initiatives are assigned to buckets of a standard portfolio hierarchy. You

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can analyze your portfolio with respect to a standard portfolio hierarchy. You may think about
additional hierarchies like a market-specific hierarchy or a product-specific hierarchy. To
build such hierarchies, you can use classification hierarchies.
The figure demonstrates a portfolio item that is assigned to a single bucket of a standard
portfolio, and split into multiple buckets of a classification hierarchy. You may even create
more than one alternative classification hierarchy. Financial planning values and capacity
planning of a portfolio item are distributed into multiple buckets of the classification hierarchy
in the same way as the item is split into the multiple buckets.
Portfolio – Specific Classification Hierarchies
Figure 38: Portfolio – Specific Classification Hierarchies
You can create classification hierarchies as portfolio-specific hierarchies or as cross-portfolio
hierarchies. The figure demonstrates two standard portfolios with two portfolio-specific
classification hierarchies.
You create classification hierarchies in a similar way to how you create standard portfolios. As
a portfolio administrator, you use the administrator workset for portfolios. You can create a
cross-portfolio classification hierarchy. Alternatively, by selecting a portfolio in the
dashboard, you can create a portfolio-specific classification hierarchy.
You must select a portfolio type and enter master data the same way that you do them for
standard portfolios. For example, you can enter a description and authorizations.
Portfolio Elements and Classification Hierarchies
You can assign existing portfolio items to multiple classification hierarchies. This procedure is
usually performed by a portfolio item manager. To do so, open an item and navigate to
Classification. This is a subordinate tab to the Overview tab. In this tab, you can select a single
classification hierarchy and split the item into multiple buckets. You may specify a factor for
distributing financial and capacity planning data of the item to multiple buckets.
You can also assign the initiatives of a standard portfolio to the buckets of a classification
hierarchy.
Planning Classification Hierarchies
Financial and capacity planning for the buckets of a classification hierarchy works the same
way as financial and capacity planning for the buckets of a standard portfolio. For example,
Lesson: Managing Classification Hierarchies

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you can plan financial values manually and roll-up data of assigned portfolio items and
assigned initiatives.
Configuration for Classification Hierarchies
Figure 39: Configuration of Classification Hierarchies
You can implement a business add-in to modify the rollup factor for portfolio elements. In the
standard delivery, the same rollup factor is used to roll up every financial view and capacity
view.
Hint:
You can also set up a portfolio type for classification hierarchies. However, you
could use the same portfolio types that you used for standard portfolios. Keep in
mind that the portfolio type specifies financial and capacity planning settings.
LESSON SUMMARY

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Unit 2
Learning Assessment
1. When you create a portfolio, it is mandatory to select a portfolio type.
X True
X False
2. When a portfolio is created, the user who created it is automatically listed as the user with
administration authorizations.
X True
X False
3. When you create a bucket, it inherits the authorizations of higher-level objects, which
cannot be changed or removed.
X True
X False
4. Which is the smallest period unit?
X A Week
X B Month
X C Quarter
X D Year

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5. Which values of a portfolio item are distributed to multiple buckets of the classiﬁcation
hierarchy?
X A Financial and capacity period breakdown
X B Currency
X C Financial and capacity planning
X D Capacity unit
6. Which of the following settings does a portfolio type in a classiﬁcation hierarchy specify?
X A Financial and capacity planning
X B Financial period breakdown
X C Capacity unit
Unit 2: Learning Assessment

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Unit 2
1. When you create a portfolio, it is mandatory to select a portfolio type.
X True
X False
Correct. When you create a portfolio, it is mandatory to select a portfolio type.
2. When a portfolio is created, the user who created it is automatically listed as the user with
administration authorizations.
X True
X False
Correct. When a portfolio is created, the user who created it is automatically listed as the
user with administration authorizations.
3. When you create a bucket, it inherits the authorizations of higher-level objects, which
cannot be changed or removed.
X True
X False
Correct. When you create a bucket, it inherits the authorizations of higher-level objects.
However, you can supplement, change, or remove these inherited authorizations if
necessary.

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4. Which is the smallest period unit?
X A Week
X B Month
X C Quarter
X D Year
Correct. Month is the smallest period.
5. Which values of a portfolio item are distributed to multiple buckets of the classification
hierarchy?
X A Financial and capacity period breakdown
X B Currency
X C Financial and capacity planning
X D Capacity unit
Correct. The Financial and capacity planning values of a portfolio item are distributed to
multiple buckets of the classification hierarchy.
6. Which of the following settings does a portfolio type in a classification hierarchy specify?
X A Financial and capacity planning
X B Financial period breakdown
X C Capacity unit
Correct. The portfolio type specifies financial and capacity planning settings.

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UNIT 3 Portfolio Items and
Initiatives Configuration
and Creation
Lesson 1
Configuring Portfolio Items 60
Lesson 2
Creating Portfolio Items 63
Lesson 3
Creating Portfolio Initiatives 67
UNIT OBJECTIVES
● Configure a portfolio item type
● Configure a portfolio item category
● Create portfolio items
● Create portfolio items with item templates
● Outline portfolio initiatives
● Create a portfolio initiative
● Outline the synchronization of portfolio initiative master data

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Unit 3
Lesson 1
Configuring Portfolio Items
LESSON OVERVIEW
The lesson discusses the configuration settings for portfolio items.
Business Example
In your IT department, there are proposals for various software projects. Therefore, you
create portfolio items in your portfolio so that you can compare the proposals with each other
and then make a decision later about which of these proposals will be actually implemented.
In Customizing for SAP Portfolio and Project Management, you want to create a portfolio item
type that you can use to create the portfolio items. For this reason, you require the following
knowledge:
● An understanding of how to configure portfolio items
LESSON OBJECTIVES
Portfolio Item Type
Figure 40: Definition of Portfolio Item Types and Dependent Settings
To create a new portfolio item type, you must create a key and a text. When you set the
Proposal indicator for a portfolio item type, all items for this type are flagged as proposals and

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are displayed on the relevant tab in the item dashboard. Alternatively, items can also be
dynamically managed as proposals depending on their status or current decision point.
When you create an item, the system may automatically generate a portfolio project at the
same time. In the simplest case, the system creates a project definition, which can be used
later for resource planning and for uploading project structures of other project management
systems. You can define the project type you want to use to create this project definition in
the definition of the portfolio item type. If you do not enter a value here, the system uses the
project type that is defined in the global settings of SAP Portfolio and Project Management for
S/4HANA (PPM).
In addition to a project definition, you can define project templates if you want to create a
complete portfolio project together with the item. Item type and projects templates are
mapped in the customizing activity Map Item Type to Project Templates . In this case, the
system uses the project type of the template for the operational project.
You can set the NoAutocPro indicator in the definition of the portfolio item type if you do not
want a portfolio project, a project definition, or a complete project to be created when you
create an item. However, you can remove this indicator when you create an item. If necessary,
you can also assign a portfolio project to an item at a later stage.
When you define a portfolio item type, define the decision points, the status, and the status
sequence in which a decision point can progress. You can also define the possible statuses for
an item, and the corresponding sequence in the definition of the portfolio item category.
If necessary, you can define whether a field is mandatory or not, depending on the portfolio
type and portfolio item type. You can implement this field configuration in the definition of the
portfolio types in Customizing for PPM.
Portfolio Item Category
Figure 41: Definition of Portfolio Item Categories
On the Classification tab page of an item, you can specify the location, category, or the priority
of the item, which you can use for evaluation purposes at a later stage. The possible field
values are defined in Customizing for SAP Portfolio and Project Management .
Lesson: Configuring Portfolio Items

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In the customizing activity Define Portfolio Item Categories , you can define possible values for
the Category field for items. Depending on the category, you can also define the values for the
fields Subcategory, Portfolio Item Group, and Technology Type . To select a technology type in
an item, you must always first select the category to which the item belongs.
For the Area and Location fields, you can specify the geographical location of an item and use
this for later evaluations. You can define areas and locations freely in Customizing for PPM.
For example, a location can be an office within a company, a plant, or even a city. Countries,
continents, or sales regions are typical areas. However, each location is always uniquely
assigned to an area.
LESSON SUMMARY
Unit 3: Portfolio Items and Initiatives Configuration and Creation

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Unit 3
Lesson 2
Creating Portfolio Items
LESSON OVERVIEW
This lesson shows the various options for creating portfolio items.
Business Example
In your IT department, there are proposals for various software projects. Therefore, you want
to create the corresponding portfolio items in your portfolio so that you can compare the
proposals with each other and then make a decision later about which of these project
proposals will be actually implemented. For this reason, you require the following knowledge:
● An understanding of how to create portfolio items
LESSON OBJECTIVES
Portfolio Item Creation
Figure 42: Portfolio Item Details 1/2
Portfolio items in PPM represent individual projects, project proposals, services, or product
initiatives. At item level, you can enter critical success factors and plan ﬁnances and
capacities.
The progress of an item (such as its speciﬁcation, planning, and execution) can be
represented by decision points. Based on the decision points and the data of the items, you

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can monitor these in PPM, compare them with each other, and make decisions about future
progress.
The data itself can be entered manually, derived by using questionnaires and scoring models,
or determined from allocated projects and controlling objects through integration with Project
Management and FI/CO systems. For a detailed structuring and resource planning, items can
also use a built-in function for project management in PPM.
When you create items, they are allocated to just one portfolio bucket. If necessary, you can
change this allocation afterward, that is, you can move items from one bucket to another.
However, these buckets must all belong to the same portfolio.
Hint:
You can only allocate items to buckets that do not have lower-level buckets.
Portfolio Item Details 2/2
Figure 43: Portfolio Item Details 2/2
When you create an item, you must always specify a portfolio item type or an item template.
The portfolio item type specifies several properties of the item, such as decision points. In
addition to the portfolio item type, the item template includes additional master data, such as
area and priority.
You have different options for creating items. You can create items individually or you can
create multiple items at the same time. In addition, you can use an interface in the PPM core
system to generate portfolio items based on a Microsoft Excel file.
The data of an item is summarized on various tab pages. The General Information tab page,
for example, contains the name, external identification, and description of the item. The
General Information tab also includes information about the planned, expected, and actual
start and end of the item. In addition, you can enter information about the status, location,
category, and priority of the item. You can also define critical success factors, such as the
probability of technical and commercial success or the assessed risk of the item.
The Additional Information tab contains details about the actual decision point, for example,
the status. However, changes to the decision point are not specified here but on the separate
Phases and Decisions tab.

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On the Financial Information tab, you can select the currency and period breakdown for
financial planning at the item level. These fields are mandatory, but the item automatically
transfers the values from the parent bucket as default values when you create it. On this tab
page, you can define values for the estimated launch and development costs as well as the net
present value of the item.
Together with the probabilities for technical and commercial success, the system calculates
the expected commercial value of this item. The fields for the planned, actual, and budget
values are derived from the financial planning data or by integration of the item with a FI/CO
system.
On the Capacity Information tab, you can decide which time unit you want to use for capacity
planning. You can also define the actual headcount of the item for informational purposes.
On the Authorizations tab, navigated to by Miscellaneous→ Authorizations, you can add new
users that have authorizations, for example, to read or change the item, or you can change
the authorizations inherited from the parent bucket.
In the same way as for the buckets, you can also enter additional information for items on the
Note tab, navigated to by Documents and Notes→ Notes. When you add a note, the system
automatically adds details about the person who enters the note, and the time it was added.
Companies need additional fields for informational purposes at the item level. These
customer fields can be defined in the PPM core system. The customer fields are then shown
on the tab pages in the items.
Portfolio Item Dependencies
It is not possible to observe the schedule of individual portfolio items in isolation. You must
also take time dependencies between several portfolio items into consideration during
planning and execution.
To do so, you can create Dependencies in PPM. Using a dependency, you link a portfolio item
with another item in the form of a predecessor-successor relationship. There are various
dependency types: Finish to Start, Finish to Finish, Start to Start, and Start to Finish.
A portfolio item can have dependencies to several other portfolio items. Using the
dependencies dashboard, you can analyze existing dependencies for an item in a table. Traffic
light functions help you track time-critical situations at a glance.
You create dependencies from a portfolio item. For each dependency, you must enter a name,
an external ID, the dependency type, and a portfolio item as a predecessor to the current
item. If required, you can also specify a description and comment.
The system now automatically determines the planned dates of the current item and the
predecessor. When saving, the system uses the planned dates and the dependency type to
calculate a dependency risk.
In the detail screen of a dependency and in the dependencies dashboard, the dependency risk
of a dependency is displayed in the form of an icon. The dependency risk reflects the buffer
between the planned dates of the predecessor and successor according to the dependency
type.
For example, using the dependency type Finish to Start, the system calculates the difference
between the planned start date of the current item and the planned finish date of the
predecessor. The number of days determined in this way is then assigned to an icon.
The item dependency status defines dependency status groups that determine the level of
risk for item dependencies. For each dependency status group, you set upper and lower limits
in days and then assign an appropriate status icon to each limit. You can define as many
dependency status groups as you like, in ascending order of severity starting from 1.
Lesson: Creating Portfolio Items

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Portfolio Item Templates
Figure 44: Item Template Overview
An item template serves as a template for creating new portfolio items. You create and
manage item templates in the administration area. The templates always refer to a portfolio
bucket. The global template speciﬁes whether the template can be used as a template only in
this bucket or also in other buckets of the same portfolio.
The ﬁgure, Item Template Overview, shows the creation of an item template. You create item
templates using the same tab pages as portfolio items. They have almost an identical master
data. This way, you can also assign decision points to item templates.
You can also link item templates to project templates from Project Management. However,
this link is established in Customizing for the PPM core system and not in the administration
area.
Item templates have their own status management. You use the statuses Created, Active, and
Completed to specify whether an item template may be used as a template. You can change
the statuses in any order. The status Created is the initial status. The status is supposed to
describe the life-cycle of a template.
LESSON SUMMARY

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Unit 3
Lesson 3
Creating Portfolio Initiatives
LESSON OVERVIEW
This lesson provides an overview of the basic functions of portfolio initiatives in SAP Portfolio
Business Example
Your company is planning to develop and launch a new product. Development is subdivided
into several phases and individual projects. You can use a portfolio initiative to map these
requirements. For this reason, you require the following knowledge:
● An understanding of the structure of portfolio initiatives
● An understanding of the function of portfolio initiatives
● An understanding of how to create portfolio initiatives
LESSON OBJECTIVES
Portfolio Initiatives
Portfolio initiatives is a structuring tool in PPM. Initiatives are independent objects, similar to
portfolio buckets and portfolio items, that can summarize data from assigned items and can
be used for overall planning.
Unlike portfolio buckets, which have a more static structure, initiatives can also be used
operationally. A portfolio initiative contains an actual start date and phases that structure the
time of the process. It is due to this operative character that a portfolio initiative is also similar
to a portfolio item.
For example, you find decision points in both objects. However, there are also differences. An
initiative is designed for aggregation, whereas an item can also carry out concrete resource
planning.
From a technical perspective, a portfolio initiative is an interdependency of a portfolio item
and portfolio project. However, it is only designed to map certain functions, such as financial
planning. A portfolio initiative is an interdependency only from a technical perspective; it has
neither all the functions of a project nor all the functions of a portfolio item.

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Portfolio Initiative Assignment
Figure 45: Structure of a Portfolio Initiative
A portfolio initiative consists of master data that is created in the head of the initiative. Phases
and decision points are already created when the initiative is created. Both are used to map
the progress of the initiative.
Phases and decision points are not created manually but according to the PPM configuration.
There is no initiative without a phase or decision point.
An assignment to a portfolio bucket is already created when the initiative is created. The
figure, Structure of a Portfolio Initiative, shows the basic structure of an initiative and its links
to other objects.
In the course of editing an initiative, you can also consecutively create new portfolio items and
assign existing ones. Such portfolio items are then assigned to the initiative as well as to a
portfolio bucket, which also means that initiatives enable a different and additional
perspective of portfolio items than portfolio buckets. You can keep using portfolio items
without an assignment to an initiative.
An advantage of assigning several items to an initiative is that master data or authorizations
can be exchanged. Authorizations can be inherited in a top-down manner. Scheduling data
can then be inherited in a bottom-up manner, which implies that you can simplify data
maintenance. Changed data can be kept synchronously.
In PPM, there are two scenarios for this purpose: horizontal and vertical data synchronization.
You are not limited to the two objects, initiative and item, either. The synchronization of data
is a part of Decision Flow Management (DFM), which was introduced with SAP Resource and
Portfolio Management (SAP RPM) 4.5.

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Portfolio Initiative Master Data
Figure 46: Portfolio Initiatives in PPM
Portfolio initiatives are of operational character. However, they also summarize the data of
subordinate objects. This difference is illustrated in the figure, Portfolio Initiatives in PPM. You
can see phases and decision points that represent the progress of the initiative and thus also
affect the progress of subordinate objects.
The subordinate objects are portfolio items. In documentation, such items are usually
referred to as initiative items to distinguish them from normal portfolio items.
Portfolio Initiative Basic Functions
● Overview specifies description and identification, status, dates, and settings for financial
planning and capacity planning.
● Assigned items assign existing items to the initiative or create new items.
● Capacities and financial planning determine plan data manually, or determine the capacity
data and financial data by rolling up the planning of subordinate items. Alternatively, derive
financial planning from the capacity planning data.
● Stakeholders assign parties and persons involved in an initiative.
● Phases and decisions use phases and decision points to map the life cycle of an initiative.
The phase concept is based on that of Project Management. Stakeholders can be included
in the approval process.
● Questionnaires assign values to fields that would otherwise be difficult to determine.
● Checklists document the completion of the most important topics of an initiative. The
structure of the checklists is again based on the checklists in Project Management.
● Change documents are used for attributes, status, object links, and authorizations.
● Process change changes the portfolio initiative type.
● Classification hierarchies for initiatives are used to map initiatives to alternative
hierarchies in addition to a portfolio structure.
● Versions for initiative, assigned items, and projects to store historical data.
Lesson: Creating Portfolio Initiatives

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Portfolio Initiative Synchronization
It is possible to exchange data between the items of an initiative and the actual initiative. This
allows master data to be kept synchronously. The PPM terminology refers to attribute
synchronization. You can also establish status synchronization or a synchronization of
authorizations.
Attributes, statuses, and authorizations cannot be synchronized between only an initiative
and its items.
The following objects are available as a source or target for synchronization:
● Portfolio initiative
● Decision point of an initiative
● Phase of an initiative
● Portfolio item
● Decision point of a portfolio item
● Portfolio project
● Phase of a portfolio project
In the standard system, suitable object link types that only need minor adjustments have
already been configured for these objects. If you perform synchronization between a portfolio
item and its associated project, this is referred to as "horizontal synchronization". The item
and its corresponding project are two objects that have the same content level.
If you perform synchronization between portfolio initiatives and portfolio items, it is referred
to as "vertical synchronization". Both objects are located at different levels of detail.
There is a standard configuration for the synchronization, but it must be adjusted first.
The following questions provide an idea of what is to be configured:
● What are the source and the target of the synchronization?
● Should the data exchange take place synchronously or asynchronously?
● How should the system respond when an object is created or changed?
● Should this synchronization be unidirectional or bidirectional?
● What needs to be synchronized?
Settings for the synchronization are available in Customizing under SAP Implementation
Guide→ PPM→ Common Functions→ Decision Flow Management Settings.
LESSON SUMMARY

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Unit 3
Learning Assessment
1. You can adjust the system settings in a way that a portfolio project is not created
automatically when you create a portfolio item.
X True
X False
2. To be able to select a technology type in an item, you must always first select the category
to which the item belongs.
X True
X False
3. You can assign items to buckets that have lower-level buckets.
X True
X False
4. Which dependency type is used to calculate the difference between the planned start date
of the current item and the planned finish date of the predecessor?
X A Finish to Start
X B Finish to Finish
X C Start to Start
X D Start to Finish

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5. Which of the following elements do you use to map the progress of a portfolio initiative?
Choose the correct answers.
X A Phases
X B Decision points
X C Checklists
X D Checklist items
6. Portfolio initiatives summarize the data of subordinate items.
X True
X False
7. What type of synchronization is performed between portfolio initiatives and portfolio
items?
X A Horizontal synchronization
X B Vertical synchronization
X C Linear synchronization

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Unit 3
1. You can adjust the system settings in a way that a portfolio project is not created
X True
X False
Correct. You can adjust the system settings in a way that a portfolio project is not created
2. To be able to select a technology type in an item, you must always ﬁrst select the category
X True
X False
Correct. To select a technology type in an item, you must always ﬁrst select the category
3. You can assign items to buckets that have lower-level buckets.
X True
X False
Correct. You can only allocate items to buckets that do not have lower-level buckets.

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4. Which dependency type is used to calculate the difference between the planned start date
of the current item and the planned finish date of the predecessor?
X A Finish to Start
X B Finish to Finish
X C Start to Start
X D Start to Finish
Correct. The Finish to Start dependency type is used to calculate the difference between
the planned start date of the current item and the planned finish date of the predecessor.
5. Which of the following elements do you use to map the progress of a portfolio initiative?
X A Phases
X B Decision points
X C Checklists
X D Checklist items
Correct. Phases and decision points are used to map the progress of the initiative.
6. Portfolio initiatives summarize the data of subordinate items.
X True
X False
Correct. Portfolio initiatives summarize the data of subordinate items.
7. What type of synchronization is performed between portfolio initiatives and portfolio
items?
X A Horizontal synchronization
X B Vertical synchronization
X C Linear synchronization
Correct. If you perform synchronization between portfolio initiatives and portfolio items, it
is referred to as vertical synchronization.

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Initiatives Management
Lesson 1
Managing Authorizations 76
Lesson 2
Using Statuses and Workflows for Portfolio Items 81
Lesson 3
Using Decision Points 85
Lesson 4
Creating Versions of Portfolio Items 88
Lesson 5
Managing Reviews 90
UNIT OBJECTIVES
● Outline user administration
● Outline authorizations in SAP PPM
● Define status for portfolio items
● Check workflow for portfolio items
● Configure decision points
● Change decision points
● Create portfolio item versions
● Manage reviews

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Unit 4
Lesson 1
Managing Authorizations
LESSON OVERVIEW
In this lesson, we will discuss the administration of users in the various SAP PPM relevant
systems and the linking of these systems to business partners. We will also deal with the
authorization concept of SAP PPM in detail.
Business Example
It is your responsibility that all intended users for SAP PPM in your company receive user
names and authorizations for processing objects in SAP PPM. Therefore, you want to
familiarize yourself with the SAP PPM user administration and authorization concept. For this
reason, you require the following knowledge:
● An understanding of SAP PPM user administration
● An understanding of the SAP PPM authorization concept
LESSON OBJECTIVES
User Administration
There are several processes in which data from various systems are consolidated in SAP
Portfolio and Project Management in S/4HANA (PPM). This means that project data and
ﬁnancial details can be uploaded from SAP Project System to PPM, or data from BI can be
made available in PPM for evaluation purposes.

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Figure 47: Users and Systems
You can create and update business partner data by distributing data from SAP Human
Capital Management (SAP HCM) systems. Even PPM itself is based on two systems – the
PPM core system and SAP Enterprise Portal. By assigning your own users and roles in the
relevant systems, you ensure that data security and authorizations can be managed
separately in the individual systems.
Using the Single Sign On (SSO) technology, you can avoid the need for separate logon
screens, despite the different system users. In the portal, you can also map portal users to the
users and their passwords in other systems, which simplifies cross-system data processing in
the portal.
Portfolios and their items in PPM are edited using SAP Enterprise Portal. To log on to the
portal, you require a portal user. There are various options for logging on to the portal itself.
The system uses the standard authentication method when you enter the user identification
and password.
Portal users are created and managed in the portal user administration. By assigning portal
roles to portal users, you determine which content a user can access and which navigation
options should be available in the Web browser. For PPM, the showcase portal role
com.sap.pct.cprxrpm.port_mgmt_showcase (Portfolio Management) is delivered in the
standard system.
Lesson: Managing Authorizations

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Creating PPM Users
Figure 48: Creating SAP Portfolio and Project Management in S/4HANA (PPM) Users (RPMUSER)
The evaluation of PPM data in a BI system requires a user with the role
SAP_BW_RPM_PORTFOLIO_MANAGER. To edit PPM objects, a user must also have the
corresponding authorizations in the PPM core system. You can grant the authorizations
required for PPM by assigning the roles SAP_XRPM_ADMINISTRATOR and
SAP_XRPM_USER, which are delivered in the standard system.
If you also want to use a user as a resource or person responsible in Portfolio Management
projects, there must also be a business partner for the user. Users and business partners can
be created manually in PPM and assigned to each other (for example, on the Identification tab
in business partner details). As described earlier, business partners and users can be
automatically generated from HR data of an HCM system. In this case, the users are
automatically assigned to the corresponding business partners.
To check the assignment of users to business partners, you can use the transaction RPMUSER
in PPM Customizing. In this transaction, you can analyze which business partners have not
yet been assigned users or vice versa. You can also add any missing assignments or even
create new users in this transaction, or even create new users.
To make it easier to create new users from this transaction, you can first define default
values, in terms of roles and authorizations that should be automatically assigned to new
users.
Unit 4: Portfolio Items and Initiatives Management

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Authorizations in PPM
Figure 49: PPM Authorization Concept
The PPM authorization concept is based on the authorizations that you assign to the users in
the PPM core system and the authorizations that you make available to users in access
control lists (ACLs) according to the object.
For the user to be able to actually edit objects in PPM, the SAP standard role
SAP_XRPM_USER must be assigned to their user in the PPM core system. To be allowed to
perform administrator functions in PPM, in particular for creating a portfolio, the SAP user
must also include the role SAP_XRPM_Administrator.
However, a user must also have the relevant authorizations to display or edit an object in SAP
PPM. These object-speciﬁc authorizations are implemented using the ACLs.
Authorizations that you give to a user for a portfolio object are also inherited to the
subordinate objects. You can also change or completely remove the inherited authorizations
in the subordinate objects. These changes are then inherited to the next subordinate objects
in turn. You can grant object-speciﬁc authorizations directly for individual users, and you can
also grant authorizations for user roles. All users with these user roles automatically have the
corresponding authorizations.
You can assign the following activities to users or user roles for an authorization check:
● Admin
All authorizations; this authorization is automatically assigned to the user who created the
object.
● Write
Authorization to change and display the object data.
● Read
Authorization to display the object data.
● None
No authorization for the object; used to remove inherited authorizations.
Lesson: Managing Authorizations

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You can also deﬁne a substitute in PPM for portfolios, portfolio buckets and items, as well as
for collections and reviews. Your substitute has the same authorizations in the assigned
object as you. You can delete the name of your substitute when they are not required. If you
are a substitute for a particular bucket, you will see the same information about the object as
the delegating user.
Hint:
Additional user roles and object-speciﬁc authorizations are required to edit
Portfolio Management objects.
LESSON SUMMARY

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Unit 4
Lesson 2
Using Statuses and Workflows for Portfolio
Items
LESSON OVERVIEW
This lesson deals with the status management of portfolio items. It also discusses workflows
that can be used in SAP Portfolio and Project Management to inform the responsible users
about changes in portfolio items or status.
Business Example
You want to use status in portfolio items to provide the portfolio and item managers with a
quick overview of the processing status of their portfolio items. If there are status changes,
the relevant person should be automatically notified of the changes. Therefore, you want an
overview of the status management and workflows of SAP Portfolio and Project Management.
For this reason, you require the following knowledge:
● An understanding of status management for portfolio items
● An understanding of settings for workflows in SAP Portfolio and Project Management
LESSON OBJECTIVES

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Portfolio Item Status
Figure 50: Definition of Statuses for Portfolio Items
The status in PPM documents the status of objects, such as portfolio items, decision points,
reviews, or what-if scenarios. Unlike in Project Management, the status in PPM does not
control which business transactions are allowed or not allowed by default. However, the
change of status can trigger workflows that automatically inform the person responsible of
these status changes.
Hint:
Initiatives use a different status management. For initiatives, the status logic is
derived from Project Management, which means it is possible to define additional
user statuses for initiatives.
Statuses are defined centrally in PPM Customizing in the portfolio-independent settings.
Examples of statuses that are delivered as a standard are Inactive, In Preparation, In Progress,
Approved, or Closed. You can also create your own statuses in Customizing. The definition of
a status requires only an identification and a text. You define which statuses can be used for
portfolio items and their decision points in the definition of the portfolio item types. When you
do this, you also decide the sequence of the statuses in the items or decision points. In the
definition of the portfolio types, you define which statuses should be available for reviews and
what-if scenarios, and the possible sequence of these statuses.
When you assign a status to a portfolio item type, you can also define a status group. The
status group controls the tab pages of the item dashboard on which a portfolio item should be
displayed when the corresponding status is active. The tab pages enable you to limit the
display of portfolio items in the dashboard. There are different tab pages like All Items, Active
Items, , Active Suggestions Active Escalations, or Inactive Items.
When defining the status sequence for items and decision points, you can also make a setting,
which ensures that the users responsible receive an e-mail due to this status change. For this,
assign a workflow ID to the corresponding status change.

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Workflow for Portfolio Items
Figure 51: PPM Workflows With Attribute and Status Changes
When you change attributes (fields) or statuses of portfolio items or decision points,
workflows can be triggered automatically in PPM, which informs the responsible users by e-
mail. To be able to use this function, you must configure various settings in the PPM core
system.
First, activate the required workflow or event linking. You can do this in PPM Customizing
under Portfolio Management → Global Customizing → Global Settings → Workflow Settings
→ activate Workflows.
For workflows with attribute changes, you must also activate a classic BAdI implementation
using the transaction SE19. For attribute changes in portfolio items, RPM_PROJ_CUST_WF is
the implementation. For attribute changes in decision points, /RPM/DES_POINT_WF is the
implementation. For workflows with status changes, you must define the status changes for
which e-mails are to be sent in the definition of the portfolio item type. You can do this by
assigning workflow IDs to the corresponding status changes.
A workflow ID consists of a key and a description, and is created in PPM Customizing under
Portfolio Management → Global Customizing → Global Settings → Workflow Settings →
Define Workflow IDs.
Workflow IDs are already predefined for attribute changes, for deletion, and for status
changes as a standard. The workflow IDs are used to determine the recipient list for the
corresponding workflow. To do this, choose the Customizing activity Portfolio Management
→ Global Customizing → Global Settings → Workflow Settings → Maintain Configuration
for Workflow Recipients, and assign authorization activities such as admin, read, or write to
the workflow IDs. If a workflow is now triggered, for example with a status change, the system
uses the workflow ID to determine all users in the portfolio item who have authorization for
the activity that is assigned to the workflow ID. These users are then transferred to the
recipient list of the workflow. For the system to successfully send notifications to these
recipients, the e-mail addresses must be defined in the user data of the relevant users.
Lesson: Using Statuses and Workflows for Portfolio Items

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If required, the notification may also contain a link to the object, for example, the portfolio
item. For this, you must define a suitable web server alias in Customizing. The alias must
contain the identification of the logical system which is assigned to the client. If you use SAP
Enterprise Portal, you must assign the parameter PORTALLINK to this alias and enter the URL
of the portal as a parameter value.
LESSON SUMMARY

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Unit 4
Lesson 3
Using Decision Points
LESSON OVERVIEW
This lesson provides an overview of the use of decision points and the corresponding
Customizing in SAP Portfolio and Project Management.
Business Example
The portfolio items of your portfolio have a life cycle, which can begin with the creation within
a proposal phase for example, followed by various planning and approval phases, and which
can ﬁnally end with implementation and closing.
You want to be able to trace in detail the progress of the life cycle of your portfolio items in
SAP Portfolio and Project Management. Therefore, you want to deﬁne decision points in SAP
Portfolio and Project Management Customizing. For this reason, you require the following
knowledge:
● An understanding of decision points in SAP Portfolio and Project Management
Customizing
● An understanding of how to use decision points to map the life cycle of portfolio items
LESSON OBJECTIVES

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Decision Point Configuration
Figure 52: Configuration of Decision Points of Portfolio Items
You can define decision points in PPM Customizing in the definition of portfolio item types.
When you create a portfolio item type, you define which decision points should be possible for
items of this portfolio item type. The identification decides the sequence of the decision
points.
If you flag a decision point as a Proposal, portfolio items in this decision point are displayed on
the Proposals tab in the item dashboard. You can then assign statuses to each decision point
and define the status sequence. The definition of status, status sequence, and integration to
workflows for decision points is done in the same way as for portfolio items.
Using the field Configuration, you can display additional fields that have information such as
administrative data (Last Update and Changed by) in the decision point details. If required,
you can also develop and display custom fields for decision points.
Hint:
Decision points of initiatives are configured in a way that is very similar to
decision points for portfolio items. A portfolio item category is configured, while
the initiative type is configured in the other. However, for the initiative type, you
cannot define only the decision points, their order, status, and status change.
Since initiatives can be assigned initiative items with their own decision points,
you can link the decision points of the initiative to those of the initiative items that
are already in the configuration.

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Decision Points
Figure 53: Example of Decision Points of a Portfolio Item
You can use statuses to document the current status or processing status of a portfolio item.
However, the process that a portfolio item goes through is often very complex, and status
management alone is insufficient to map complex processes. In these cases, decision points
are used in PPM.
You can use decision points to subdivide the planned progress of portfolio items and
initiatives into individual stages. Examples of decision points:
● Specification
● Design
● Execution
● Test
The decision points of a portfolio item or an initiative are processed in a defined sequence. For
each decision point, you can enter planned, forecasted, and actual dates as well as
authorizations and status. You can evaluate dates of decision points together with the total
dates of the portfolio item or an initiative in a schedule chart.
Each decision point has its own status and status sequence. If the final status of a decision
point is reached, this decision point ends automatically and the next decision point with the
corresponding start status begins. The current active decision point and its active status can
also be analyzed in the item details in the item dashboard for several items simultaneously.
LESSON SUMMARY
Lesson: Using Decision Points

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Unit 4
Lesson 4
Creating Versions of Portfolio Items
LESSON OVERVIEW
This lesson deals with the creation and evaluation of snapshots, versions of a portfolio item
that can be used to document the progress of the item.
Business Example
You want to document the changes that are made to portfolio items in the course of time. For
this purpose, you create a snapshot version of the item and record the development. You then
want to use the version history to analyze which snapshots were already created. For this
● An understanding of how to create snapshots of portfolio items
● An understanding of how to use the SAP PPM version history
LESSON OBJECTIVES
Portfolio Item Versions
Figure 54: Creating a Version
Versions in PPM are copies of portfolio items. Versions contain item details and additional
version data such as a version description and identiﬁcation. In the details of a version, the

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system also records who created the version. You can also add a description or comment to
the version details. When you create a version, specify a version type.
The following version types are available in PPM:
● Snapshot (version type 01)
● What-if scenario version (version type 02)
What-if scenario versions are changeable versions of a portfolio item that you can use to
simulate changes without changing the data of an operative portfolio item. You can create
what-if scenario versions for individual portfolio items, for all items of a portfolio item or for
the items of a what-if scenario in reviews. Snapshots are versions of portfolio items, which
document the status of an item at the time the version was created. Therefore, snapshots are
not changeable versions of items.
You can create a snapshot of a portfolio item while processing the item using the activity
Create New Version . You can also create versions for all items of a portfolio bucket. To do this,
call the item dashboard of the corresponding portfolio bucket and choose the activity Take
Snapshot of All Items. Then, enter the version data for all item versions. Note that depending
on the number of items in the portfolio bucket, the creation of the snapshot may take some
time.
LESSON SUMMARY
Lesson: Creating Versions of Portfolio Items

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Unit 4
Lesson 5
Managing Reviews
LESSON OVERVIEW
This lesson shows how reviews in SAP Portfolio and Project Management (SAP PPM) help you
to analyze portfolio items, compare them and make decisions about their further processing.
The lesson also explains how to use what-if scenarios to simulate changes to portfolio items,
without having to make direct changes to the original portfolio items.
Business Example
As a portfolio manager, you and other decision makers must decide which proposals for new
projects are now to be actually implemented and which current projects are to be sponsored
further or stopped, if necessary. You want to use reviews in SAP PPM to support the decision
making process. You also want to create what-if scenarios to document the possible changes
in SAP PPM. For this reason, you require the following knowledge:
● An understanding of reviews
● An understanding of what-if scenarios
LESSON OBJECTIVES
● Manage reviews
Reviews
Figure 55: Scoreboard
Not only the data of portfolio items is evaluated within a review, but various change options of
portfolio items are also considered and their eﬀects are discussed. What-if scenarios are

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available in PPM to support this process. What-if scenarios can be created within reviews and
include all or only the selected portfolio items of the review.
When you create a what-if scenario, the system automatically creates alterable copies of the
assigned portfolio items, so that a what-if scenario displays a grouping of simulation versions
or what-if scenarios of portfolio items.
In contrast to snapshot versions, what-if scenario versions are not only used for purely
evaluative purposes, but can be used to simulate changes to the portfolio item data, without
having to make direct changes to the original items. In a what-if scenario, you have your own
reporting cockpit and your own dashboard to evaluate the simulated data and also compare it
with the data of the original items.
Hint:
In addition to items, you can also assign initiatives to reviews.
Using Reviews
After you create a review and assign portfolio items to it, you can call various views and
actions from this review. You can go to an item dashboard or a reporting cockpit to report the
portfolio items. Only the items of this review are then displayed in the dashboard or reporting
cockpit.
To analyze the progress of the portfolio items of the review, you can also call the version
history of the items. If you want to simulate changes to portfolio items in a review, without
changing the operational items, you can create what-if scenarios within a review.
You can use the scoreboard of a review to compare and prioritize portfolio items of a review
according to defined criteria. When you open the scoreboard for a review, you first select a
scoring model on which the comparison and prioritizing is to be based. A scoring model is
defined in Customizing for PPM and contains a selection of portfolio item fields, each of which
can be weighted differently in strength. For each field (attribute) of a scoring model, you also
define a scoring for the possible field values in Customizing.
The system can determine a total score for a portfolio item based on the scoring of the field
values of a portfolio item and the weighting of the fields. After you select a scoring model in
the scoreboard, the score of the portfolio items of the review and the field values of the
individual items, which are used to calculate the scores, are presented in a tabular manner in
the scoreboard. If necessary, you can display details for calculating the scores, sort the
portfolio items according to their scores, or export the result to Microsoft Excel. You can
change the choice of scoring model at any time, and therefore, you can compare portfolio
items in succession based on different criteria.
What-if Scenarios
Reviews of portfolios are part of a business planning process, and they can be initiated either
monthly, quarterly, annually, on certain key dates, or at random. On one hand, reviews are
used to check critical success factors of items of a portfolio. On the other hand, reviews can
be used within the approval procedure to reach decisions about the selection of suitable
projects based on standardized factors.
Relevant portfolio managers create reviews in PPM. When you create a review, you assign it to
a portfolio bucket. Each review is given a name, an external ID, and a more detailed
description, if necessary.
When you create a review, you also enter a date on which the portfolio items linked to the
review are to be checked. You assign the portfolio items to a review in the Items for Review
Lesson: Managing Reviews

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section of the review. You can assign portfolio items of different portfolio buckets to a review;
however, a review can only contain items of those portfolios that are assigned to the review. If
necessary, you can also change the assignment of portfolio items to a review after you have
saved the review. You can assign a status also to reviews. To do so, assign a suitable review
status and status sequences to the relevant portfolio types when you define portfolio types in
Customizing for PPM.
In the Authorizations section of a review, you can manually define which user is to have
authorizations for changing or reading the review. You can also change or completely remove
authorizations, which the review has inherited from the portfolio bucket to which it is
assigned.
If you add comments to a review, the details about the user who created them and when they
were created are automatically added to the comments and they can be reproduced later.
The review dashboard provides you with an overview of existing reviews.
The dashboard displays the following elements by default:
● Names of reviews
● Review dates
● Number of portfolio items in the review
● The user who initiated the reviews
● The buckets to which the reviews are assigned
Evaluating What-If Scenarios
From a review, you can display a list of all what-if scenarios of this review. You can use the
general data of the review as sort criteria or filter criteria. By clicking, you can go from here to
the processing of a what-if scenario.
You have various evaluation options available within a what-if scenario. You can display an
item dashboard of the simulations of what-if scenarios and analyze various data of the
simulations, depending on the dashboard settings.
If you set the Display Original Item indicator, a dashboard with the data of the operational
items is displayed in addition to the dashboard of the simulations. This enables you to
compare the simulated data with the data of the operational elements. By clicking, you can go
from the dashboard to the processing of simulations or the operational items also.
A what-if scenario scoreboard is available to simulate the effect of data changes to the
prioritization of portfolio items. In this scoreboard, you can perform a scoring of the
simulations as well as a scoring of the original items. By clicking, you can go from here to the
processing of a simulation, make changes, save them, and then analyze the scoreboard again
with the modified simulation data.
LESSON SUMMARY
● Manage reviews

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Unit 4
Learning Assessment
1. Using the Single Sign On technology, you can avoid the need for separate logon screens,
despite the diﬀerent system users.
X True
X False
2. Which of the following activities authorizes a user to change and display the object data?
X A Admin
X B Write
X C Read
X D None
3. When deﬁning the status sequence for items and decision points, you can also make a
setting, which ensures that the users responsible receive an e-mail due to a status change.
X True
X False
4. What is the implementation for the attribute changes in portfolio items?
X A RPM_PROJ_CUST_WF
X B /RPM/DES_POINT_W

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5. By changing which of the following fields, can you display additional fields that have
information such as administrative data (last update and changed by) in the decision point
details?
X A Category
X B Configuration
X C Status
X D Classification
6. You can evaluate the dates of decision points together with the total dates of the portfolio
item or an initiative in a schedule chart.
X True
X False
7. Which of the following version types are available in SAP Portfolio and Project
Management (PPM)?
X A Snapshot
X B Simulation
X C What-if scenario version
X D Evaluation
8. What-if scenario versions are only used for evaluative purposes.
X True
X False

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Unit 4
1. Using the Single Sign On technology, you can avoid the need for separate logon screens,
despite the different system users.
X True
X False
Correct. Using the Single Sign On technology, you can avoid the need for separate logon
screens, despite the different system users.
2. Which of the following activities authorizes a user to change and display the object data?
X A Admin
X B Write
X C Read
X D None
Correct. The Write activity authorizes a user to change and display the object data.
3. When defining the status sequence for items and decision points, you can also make a
setting, which ensures that the users responsible receive an e-mail due to a status change.
X True
X False
Correct. When defining the status sequence for items and decision points, you can also
make a setting, which ensures that the users responsible receive an e-mail due to a status
change.

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4. What is the implementation for the attribute changes in portfolio items?
X A RPM_PROJ_CUST_WF
X B /RPM/DES_POINT_W
Correct. RPM_PROJ_CUST_WF is the implementation for attribute changes in portfolio
items.
5. By changing which of the following fields, can you display additional fields that have
details?
X A Category
X B Configuration
X C Status
X D Classification
Correct. By changing the Configuration field, you can display additional fields that have
details.
6. You can evaluate the dates of decision points together with the total dates of the portfolio
item or an initiative in a schedule chart.
X True
X False
Correct. You can evaluate the dates of decision points together with the total dates of the
portfolio item or an initiative in a schedule chart.

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7. Which of the following version types are available in SAP Portfolio and Project
Management (PPM)?
X A Snapshot
X B Simulation
X C What-if scenario version
X D Evaluation
Correct. The version types that are available in PPM are Snapshot and What-if scenario
version.
8. What-if scenario versions are only used for evaluative purposes.
X True
X False
Correct. What-if scenario versions are not only used for purely evaluative purposes, but
can be used to simulate changes to the portfolio item data.

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UNIT 5 Financial and Capacity
Planning
Lesson 1
Planning Financial Values 100
Lesson 2
Configuring Financial Planning 106
Lesson 3
Configuring Financial Planning by Integration 109
Lesson 4
Planning Capacity 112
Lesson 5
Configuring Capacity Planning 117
Lesson 6
Configuring Capacity Planning by Integration 120
UNIT OBJECTIVES
● Outline financial planning
● Enter the financial values manually
● Check the financial planning rollup
● Outline financial planning by integration
● Configure financial planning
● Outline the configuration of financial planning by integration
● Outline capacity planning
● Enter capacity planning values manually
● Check the capacity planning rollup

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● Outline capacity planning by integration
● Conﬁgure capacity planning
● Outline the conﬁguration of capacity planning by integration

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Unit 5
Lesson 1
Planning Financial Values
LESSON OVERVIEW
This lesson provides an overview of planning financial values.
Business Example
As a portfolio manager, you have created buckets and items. So far, you have entered
planned start and finish dates. Now, you want to plan financial data for the items for which
you are responsible. For this reason, you require the following knowledge:
● An understanding of how to perform financial planning for portfolio items
● An understanding of how to perform financial planning for portfolio buckets
● An understanding of the terms financial category, group, and view
● An understanding of the scenarios for integration of financial planning
LESSON OBJECTIVES

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Financial Planning
Figure 56: Overview Financial Planning
In portfolio management, analyzing costs, revenues, and budget is a major task. Based on
financial data, you decide which product of your portfolio needs to be updated, which project
needs to be terminated, and which product you want to invest in.
In SAP Portfolio and Project Management (PPM), you can enter, aggregate, and analyze
financial data at different levels. For example, you can plan costs for items, for initiatives, and
for buckets. You can enter financial data either manually, roll up data to superior objects, or
use integration of subordinate objects like WBS elements.
Financial data is planned along a timeline. You can use a period breakdown for financial
planning. Financial data is planned with respect to a certain currency. However, you can
convert currencies in portfolio management.
The financial planning process in PPM is not just about planning costs, but also about
forecasted values, budgets, and actual values. Thus, you can compare planned data versus
actual data.
Lesson: Planning Financial Values

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Financial Categories, Groups, and Views
Figure 57: Concept of Categories, Groups, and Views
Financial planning in PPM is based on categories, groups, and views, which are predefined.
The following are financial categories, groups, and views:
● Category
Primary costs, secondary costs
● Group
Cost for material, cost for services
● View
Planned costs, forecasted costs
In SAP ERP systems, you find very detailed cost-planning based on cost elements. These cost
elements are summarized to cost elements groups. Although financial planning in SAP
Portfolio Management is not as detailed as it is in SAP ERP, the structure of financial planning
is similar. The term view in PPM corresponds to the term value type of SAP ERP.
As an administrator for PPM, you can set up your own categories for your company. You can
subdivide your own categories in your own groups. Finally, you set up views as per the needs
of your company. As a portfolio manager you can start planning from different points of
views.
Unit 5: Financial and Capacity Planning

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Manual Financial Planning
Figure 58: Manual Financial Planning
The figure, Manual Financial Planning, shows financial planning with three different
hierarchies. During financial planning, you can switch between these hierarchies.
Once categories, groups, and views are predefined, you can start financial planning. The
figure demonstrates manual financial planning for a portfolio item. In this case, the view
Forecast is predefined for manual planning. Therefore, you can enter forecasted costs for all
periods within the planning interval.
You can use a currency for financial planning. Currency conversations can be calculated with
PPM based on conversion rates. However, currency conversion is not as detailed as it is in
SAP ERP.
Manual financial planning is available for portfolio items, initiatives, and buckets. You can set
up specific views for different objects. For example, you can set up the views Forecasted cost
of items, Forecasted for Buckets , and Forecasted for Initiatives .
Hint:
You can use distribution functions to enter financial planning data. The
distribution functions allow you to distribute values across several periods. For
example, you can distribute an additional €10,000 per month over the next
twelve months. Without distribution functions, you must adjust the twelve
months individually.
As additional information, you can define portfolio buckets as sponsors by default for the
various financial groups. In this way, you can document that another portfolio bucket bears
certain costs of a portfolio item. However, a value flow does not occur between the portfolio
bucket and the item.
Financial Planning Rollup
In Portfolio Management, you define portfolios as hierarchies made up of different levels of
buckets. Portfolio items are assigned to the lowest level buckets. Financial data planned at the

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level of items can be rolled up to the superior bucket. For example, you enter the financial
planning view Forecast for an item manually. The Forecast view is rolled up to the respective
view of the bucket. You cannot manually change the Forecast view for the bucket.
A view is either rolled up to the bucket or maintained manually. A rollup of planning data is
possible from an item to a superior bucket. A rollup is also possible from a bucket to a
superior bucket. If you make use of initiatives, a rollup is possible from an initiative item to a
superior initiative to a superior bucket. Details of the rollup process are set up in the
configuration of views.
Financial Planning by Integration
Figure 59: Financial Planning by Integration
In PPM, financial planning data is entered manually, rolled up, or calculated by integration of
financial planning of subordinate objects. For example, an internal order of an SAP ERP
system is assigned to a portfolio item. The cost element-based cost planning of the internal
order can be integrated with a financial planning view of the superior item.
Integration of financial planning is set up in the configuration of views for financial planning in
PPM. However, integration can be enabled for items only. You cannot use integration for
buckets or for initiatives.
For a number of SAP ERP cost objects, you can integrate cost planning data, budget, actual,
and commitments. The figure, Financial Planning by Integration, demonstrates typical cost
objects assigned to portfolio items. In addition to SAP ERP objects, you can also integrate
cost planning or capacity planning of assigned portfolio projects to items. That is, you can use
capacity planning for project management to calculate financial planning for an item.
Note:
There is no standard delivery or configuration for the integration of financial
planning.
LESSON SUMMARY

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Unit 5
Lesson 2
Configuring Financial Planning
LESSON OVERVIEW
This lesson shows the settings required for enabling financial planning.
Business Example
You have already entered cost forecasts for buckets and for items from your portfolio in SAP
Portfolio and Project Management. Now, you want to add new categories, groups, and views
to financial planning. Therefore, you want to familiarize yourself with the required settings for
the manual planning of financial data in SAP Portfolio and Project Management. For this
● An understanding of the required Customizing settings for financial planning
LESSON OBJECTIVES
Financial Planning Configuration
Figure 60: Settings for Financial Planning
You can configure a number of settings for financial planning in Customizing for SAP Portfolio
and Project Management. The figure provides an overview of the settings required for
financial planning. Additional settings are required to set up the FI/CO interface.

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You define the type of currencies and period types that are to be used for financial planning
for portfolio buckets, items, and initiatives. You define the possible currencies and period
types in advance in the Define Currency Units and Define Period Types fields respectively, in
Customizing for SAP Portfolio and Project Management.
In the Customizing activity Define Financial and Capacity Categories, you create the financial
categories and financial groups that you require for financial planning. You first create
identifications and texts for the individual financial categories. Following that, you create at
least one financial group for each financial category. This group also consists of identifications
and descriptive text. Since the introduction of distribution functions, you have the option of
maintaining a distribution type, according to calendar days or working days.
You create financial views in the Customizing activity Define Financial and Capacity Views. You
create an identification and appropriate text for each view that you require for your financial
planning. You also define whether the view is to be available at the portfolio item level,
initiative level, initiative item level, and/or at the portfolio bucket level.
For views at the portfolio item level, you control whether the view permits manual entry, or
whether it is to be filled automatically using the FI/CO or Project Management integration or
your own BAdI implementation.
For views at the portfolio bucket level, you can choose between manual entry, the use of
BAdIs, integration of capacity assignments, or the rolling up of the values of the assigned
portfolio items. You can roll up financial data by executing the program /RPM/
FICO_INT_PLANNING. You can start the program using transaction SA38. Depending on the
execution options, you can perform the rollup, integration, or planning of financial data.
The data of views that are filled using the FI/CO integration can also be used to derive the
values of the Plan Costs Total, Plan Costs YTD, Actual Costs Total, Actual Costs YTD, Total
Budget, and Annual Budget fields in the detail screen of portfolio items. To do so, you are
required to assign an Amount Type to the relevant views, which the system then uses to
determine whether the view values are to be used to determine the plan costs, actual costs, or
budget values.
Definition of Financial Views
Figure 61: Definition of Financial Views
Lesson: Configuring Financial Planning

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Portfolio types allows you to control which financial views and financial categories are to be
available for various portfolios. In the Customizing activity Define Financial Capacity Settings
for Portfolio Types , you assign the relevant financial views and financial categories to the
individual portfolio types. You also define the financial chart groups dependent on the
portfolio type to evaluate financial data graphically.
A financial chart group is only a grouping of one or more financial views, which are to be
displayed within a chart. You can choose not to display all combinations of financial views and
financial categories in financial planning. In the Customizing activity Define Financial and
Capacity View for Front-End Configuration , you can define which combinations are allowed.
LESSON SUMMARY

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Unit 5
Lesson 3
Configuring Financial Planning by Integration
LESSON OVERVIEW
This lesson shows the integration options provided by financial planning.
Business Example
You have already entered cost forecasts for buckets and for items from your portfolio in SAP
Portfolio and Project Management. You have also added new categories, groups, and views to
financial planning. Now, you want to familiarize yourself with the integration options provided
by financial planning. For this reason, you require the following knowledge:
● An understanding of the integration options of financial planning
LESSON OBJECTIVES
SAP FI/CO Integration to Financial Planning
Figure 62: Mapping of Cost Elements to Financial Views and Financial Groups
In addition to manually entering financial data (for forecasting purposes or within strategic
planning in the financial planning of PPM), you can also integrate data from linked FI/CO
systems in the financial planning of portfolio items.
You can use your own implementation of BAdI/RPM/FIN_CAP_PLAN for this purpose (the
relevant view must then provide the process other). Alternatively, you can use the FI/CO
integration of PPM (the view must contain integration as a process).
The logic for managing accounting data differs in FI/CO systems and in PPM. Therefore, you
must also make an appropriate mapping of the accounting data from the FI/CO and the

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financial data in PPM. In the Customizing activity Define Financial Planning Settings, you
define which data from linked FI/CO systems are to be used to fill views with the integration
process.
You assign cost elements to the relevant combinations of financial views, financial categories,
and financial groups depending on the relevant FI/CO system. If necessary, a cost element is
determined by the value type (under which the accounting data is saved in PPM), the
controlling area, a cost element interval, and the CO version.
In PPM the following value types are available:
● Planned costs
● Actual costs
● Commitment
● Budgets
● Actual time
● Planned time
● Revenue actual
● Revenue planned
As an alternative to the mapping of cost elements, you can map cost center and activity types
to views, categories, and groups.
Hint:
You cannot use the standard value types of PPM to differentiate between
commitments due to purchase requisitions and purchase orders in financial
planning.
Capacity Planning Integration to Financial Planning
Capacity planning for a portfolio item can be used as the basis for calculating financial
planning data. This does not result in additional work for end users. However, in the
configuration of PPM, you must establish an assignment between a financial view (including
category and group) and a capacity view (including category and group). A rate is determined
from the cost/revenue rate from Project Management, which must also be assigned. You
define the corresponding entries in the Customizing activity Define Financial Planning
Settings. There, maintain the entry Map Fin./Capacity Entities to Project Management Rate .
Hint:
You can assign multiple capacity views/categories/groups to a single financial
view/category/group. You can integrate and aggregate capacity planning to
financial planning.
Project Management Integration to Financial Planning
The integration of Project Management projects offers another option for determining
financial data based on already maintained data. It enables you to derive the financial data of
an item from the role demands or the resources assigned to the roles. The corresponding rate

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is derived from the cost/revenue rate of that role. The prerequisite is that there is a portfolio
project with project roles that is associated with the item.
The link to the respective financial view (including category and group) takes place using the
Function field of the respective project role. Valid entries for the Function field are required to
be prepared in the configuration of PPM.
Hint:
You can integrate and aggregate role demands or resource assignments to a
single financial view/category/group. You define the corresponding entries in
the Customizing activity Define Financial Planning Setting. There, maintain the
entry Map Financial Views to Project Management Role Function . At this point,
you decided whether role demands or assigned resources are the basis for
integration.
LESSON SUMMARY
Lesson: Configuring Financial Planning by Integration

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Unit 5
Lesson 4
Planning Capacity
LESSON OVERVIEW
This lesson shows you how to perform capacity planning for portfolio buckets and portfolio
items in SAP Portfolio and Project Management.
Business Example
You want to enter the ﬁrst estimates of the required capacities for the individual IT projects of
your department in SAP Portfolio and Project Management. Later, you want to compare your
estimates with the detailed resource planning and the actual resources that are required for
the individual projects. For this reason, you require the following knowledge:
● An understanding of how to perform capacity planning for items
● An understanding of how to perform capacity planning for buckets
● An understanding of capacity categories, groups, and views
LESSON OBJECTIVES

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Capacity Planning
Figure 63: Capacity Planning Overview
In PPM, you face a number of constraints. You must complete items and projects on time and
within budget. However, capacity demand and resource allocation have an impact on your
item. Capacity planning can be crucial for an item when resources are limited. Based on
capacity data, you may decide which product of your portfolio item is required to be updated,
which project is required to be terminated, or in which product you want to invest.
In PPM you can enter, aggregate, and analyze capacity data at diﬀerent levels. For example,
you can plan capacity demand for items, for initiatives, and for buckets. You can either enter
capacity data manually, roll up data to superior objects, or use integration of subordinate
objects like portfolio projects. Capacity data is planned along a timeline. You can use a period
breakdown for capacity planning. Capacity data is planned with respect to a certain unit.
However, you can convert units in portfolio management.
The capacity planning process in PPM is not just about planning demand, but also about
forecasted values, assigned resources, and actual values. Therefore, you can compare
planned data with actual data.
Lesson: Planning Capacity

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Capacity Categories, Groups, and Views
Figure 64: Concept of Capacity Categories, Groups, and Views
Capacity planning in PPM is based on categories, groups, and views, which are predefined.
Examples of Categories, Groups, and Views
● Category
Management, development
● Group
ABAP developer, Java developer
● View
Demand, allocated
As a PPM administrator, you can set up your own categories for your company. You can
subdivide your own categories in your own groups. Finally, you set up views as per your
company's needs. As a portfolio manager, you can start planning from different points of
view. The figure, Concept of Capacity Categories, Groups, and Views, displays capacity
planning with three different hierarchies. During capacity planning, you can switch between
these hierarchies.

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Manual Capacity Planning
Figure 65: Manual Capacity Planning
Once categories, groups, and views are predefined, you can start capacity planning. The
figure, Manual Capacity Planning, demonstrates manual capacity planning for a portfolio
item. In this case, the Forecast view is predefined for manual planning. Thus, you can enter
forecasted capacity demand for all periods within the planning interval.
You can use predefined units for capacity planning. Conversions of units can be calculated
with PPM. Manual capacity planning is available for portfolio items, initiatives, and buckets.
You can set up specific views for different objects. For example, you can set up the views
Forecasted Demand of Items , Forecasted Demand for Buckets , and Forecasted Demand for
Initiatives.
Hint:
You can use distribution functions to enter capacity planning data. The
distribution functions allow you to distribute values across several periods. For
example, you can distribute an additional 100 consulting days per month over
the next 12 months. Without distribution functions, you must individually adjust
the 12 months.
As additional information, you can define portfolio buckets as sponsors by default for the
various capacity groups. In this way, you can document that another portfolio bucket has
made resources available for execution.
Capacity Planning Rollup
In Portfolio Management, you define portfolios as hierarchies built from different levels of
buckets (where items are assigned to the lowest level buckets). Capacity data planned at the
level of items can be rolled up to the superior bucket. For example, you manually enter the
capacity planning view Forecasted Demand for an item. The Forecasted Demand view is rolled
up to the respective view of the bucket. You cannot manually change the Forecasted Demand
view for the bucket.
Lesson: Planning Capacity

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A view is either rolled up to the bucket or maintained manually. The rollup of planning data is
possible from an item to the superior bucket. The rollup is also possible from a bucket to a
superior bucket. If you make use of initiatives, a rollup is possible from an initiative item to a
superior initiative, and to a superior bucket. Details of the rollup process are set up in the
configuration of views.
Capacity Planning by Integration
Figure 66: Capacity Planning by Integration
In PPM, capacity planning data is entered manually, is rolled up, or is calculated by integration
of capacity planning of subordinate objects (for example, a portfolio project that is assigned
to a portfolio item). The demand planning based on the roles of a project can be integrated
with a capacity planning view of the superior item.
Integration of capacity planning is set up in the configuration of views for capacity planning in
PPM. However, integration can be enabled for items only. You cannot use integration for
buckets or for initiatives.
In addition to roles and allocation of assigned projects, you can integrate cost planning data,
budget, actual cost, and commitments for a number of SAP ERP cost objects. The figure,
Capacity Planning by Integration, shows typical objects assigned to portfolio items. For
example, based on confirmations of working hours of an assigned internal order, you can
calculate the Actual view in the capacity planning of an item.
Note:
There is no standard delivery or configuration for integration of capacity planning.
LESSON SUMMARY

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Unit 5
Lesson 5
Configuring Capacity Planning
LESSON OVERVIEW
The lesson shows the Customizing settings that are required for capacity planning with SAP
Portfolio and Project Management.
Business Example
You have used capacity planning for items to enter planned and actual values manually.
Starting next year, you are asked to analyze resource assignments as well. Resources are
assigned to the portfolio project. You want to maintain the configuration settings for capacity
planning in Customizing for SAP Portfolio and Project Management. For this reason, you
require the following knowledge:
● An understanding of the required Customizing settings for capacity planning
LESSON OBJECTIVES
Capacity Planning Configuration
Figure 67: Capacity Planning Customizing
To use capacity planning, you must configure various settings in Customizing for PPM. The
figure, Capacity Planning Customizing, provides an overview of the required Customizing
activities.

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You define the period breakdown and the time unit required for capacity planning in individual
portfolio buckets, items, and initiatives. The time units and period types are defined in the
Customizing activities Define Capacity Units and Define Period Types .
In the Customizing activity Define Financial and Capacity Categories, first create capacity
categories such as management or development. A category consists of an identification and
a text. You can create several capacity groups for each category. Project management and
quality management are examples of capacity groups for the management category. Every
group has an identification, a text, and a distribution type that defines if calendar days or
working days are used for the distribution. A capacity group does not exist by itself but is
clearly assigned to a superior category.
You create capacity views in the Customizing activity Define Financial and Capacity Views. In
addition to the identification and the text, you define whether each capacity view can be used
for portfolio items, portfolio buckets, initiatives and/or items of initiatives. Depending on the
respective object, you also decide whether the view can be filled manually, or is integrated
automatically for FI/CO objects, or is determined using a BAdI, or is rolled up from
subordinate objects.
The manual entry of capacity data for portfolio buckets is useful if you want to make a rough
estimate of the required capacities. You can compare this with the total of the demands of
assigned items. Direct integration with resource planning or actual times is only available for
views at the portfolio item level.
Definition of Capacity Views
Figure 68: Definition of Capacity Views
The portfolio type controls which capacity categories and capacity views are available for a
portfolio. You can assign the relevant capacity categories and capacity views to each portfolio
type in the Customizing activity Define Financial Capacity Settings for Portfolio Types . You can
create chart groups in this Customizing activity to graphically evaluate the capacity data.
If you want to evaluate the views Forecast Demands , Planned Demands, and Actual Capacity
Demands together in one chart, create a chart group and assign these three views. If you also
want to evaluate the planned demands only, create a second chart group to which you assign
only one view. In the capacity planning chart, you can then choose which capacity categories
and chart groups are displayed, and switch between the chart groups.

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If necessary, not all combinations of capacity categories and capacity views that you assigned
to the portfolio type in Customizing are displayed for the capacity planning. In the
Customizing activity Define Financial and Capacity View for Front-End Configuration , you can
define which combinations of capacity categories and capacity views are valid.
The capacity views and capacity categories that are defined in Customizing for PPM
(depending on the portfolio type) must still be created for the buckets, items, and initiatives of
a portfolio. That is, they must be activated. You do this by using the program /RPM/
PLAN_INT_PREP, which can be executed in the PPM core system using transaction SA38. You
can select individual or several items in the selection screen of the program. You can also use
a bucket or a complete portfolio as the selection criteria. If necessary, you can first execute a
test run before you actually trigger the creation.
LESSON SUMMARY
Lesson: Configuring Capacity Planning

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Unit 5
Lesson 6
Conﬁguring Capacity Planning by Integration
LESSON OVERVIEW
This lesson shows the Customizing settings that are required for capacity planning by
integration with SAP Portfolio and Project Management.
Business Example
You have used capacity planning for items to enter planned and actual values manually.
Beginning next year, you are asked to analyze resource assignments as well. Resources are
assigned to the portfolio project. You want to maintain the conﬁguration settings for capacity
planning and integration in Customizing for SAP Portfolio and Project Management. For this
● An understanding of the integration options of capacity planning
LESSON OBJECTIVES
Capacity Planning by Integration
Figure 69: Settings for the Integration of Capacity Data
You can plan capacity manually in an early stage of portfolio and project management.
However, as soon as more detailed resource planning data or actual data is available, it is
integrated in capacity planning so that it can be evaluated with the data that was entered
manually.

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Define capacity views for the relevant planning data and actual data, which provide for the
integration of the data. You must define the integration of the data. You do this by using a
customer-defined implementation of the Business Add-In (BAdI), that is /RPM/
FIN_CAP_PLAN, or by using the standard integration options.
You can specify the options in the Customizing activity PPM→ Portfolio Management→ Base
System Interfaces → Capacity Planning Settings→ Define Capacity Planning Settings.
There are two standard integration options available for capacity planning at the portfolio
item level. In the first option, you have the integration of resource planning data from
assigned portfolio projects. In the second option, you have the derivation of capacity
demands from actual or planned times entered in FI/CO systems.
Integration in Detail
For integration in resource planning, an item must be linked to a portfolio project with roles
reflecting the demand. The roles can be staffed with resources. In Project Management, you
can either define the roles and their staffing manually or upload them from other project
management systems, such as SAP Project System or Microsoft Project.
You can assign a Role Function to each role and set your own definition for the Role Function
in Customizing for Project Management. Project management, development, and quality
inspection are some of the examples of Role Function. To integrate role demands and role
staffing in capacity planning, define assignments between the Role Function and
combinations of capacity views, capacity categories, and capacity groups.
You can assign role demands and role staffing separately. Using the program /RPM/
CAP_PLAN_INT, the resource planning data in the capacity planning data is integrated with
these assignments. Using the transaction SA38, you can execute this program in the PPM
core system.
To integrate actual time and planned time in capacity planning, you are required to set up the
FI/CO interface for PPM. For example, to integrate the actual time posted to an internal order
in the FI/CO system to the capacity planning of an item, link the internal order and the
portfolio item, and execute the FI/CO integration. Then, start the program /RPM/
FICO_INT_PLANNING in the PPM core system. This program now transfers the actual time
and planned time of the internal order to the capacity planning of the item.
All the integration options introduced were designed for transferring the data of subordinate
objects to higher level ones. However, you can pass manually planned capacity data of a
portfolio item to a role of the associated portfolio project.
This means capacity planning data is transferred to an existing project role or to one that is to
be created automatically. The operation can be performed only once for each capacity view
and group. Constant updates are not possible.
LESSON SUMMARY
Lesson: Configuring Capacity Planning by Integration

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Unit 5
Learning Assessment
1. Financial planning in SAP Portfolio and Project and Project Management (PPM) is based
on which of the following?
X A Categories
X B Buckets
X C Groups
X D Versions
X E Views
2. For which of the following objects is manual ﬁnancial planning available?
X A Financial groups
X B Portfolio items
X C Portfolio initiatives
X D Portfolio buckets
X E Financial categories
3. Financial data planned at the level of items can be rolled up to the superior bucket.
X True
X False
4. Financial planning by integration can be enabled for buckets but not for items.
X True
X False

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5. While configuring financial planning, at which of the following levels can you define
financial views?
X A Portfolio item
X B Portfolio bucket
X C Financial group
X D Financial category
X E Initiative item
6. What are the integration options of financial planning?
X A SAP FI/CO Integration
X B Capacity Planning Integration
X C Project Management Integration
X D Microsoft Project Integration
7. For which of the following is manual capacity planning available?
X A Portfolio items
X B Portfolio initiatives
X C Portfolio buckets
X D Portfolio snapshots
8. You can use integration for capacity planning of buckets and initiatives.
X True
X False

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9. Which of the following controls and to which capacity categories and capacity views are
available for a portfolio?
X A Portfolio type
X C Capacity planning
X D Initiative item
10. You have to deﬁne roles and their staﬃng manually in Project Management. You cannot
upload them from other project management systems.
X True
X False

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Unit 5
1. Financial planning in SAP Portfolio and Project and Project Management (PPM) is based
on which of the following?
X A Categories
X B Buckets
X C Groups
X D Versions
X E Views
Correct. The Financial planning in PPM is based on Categories, Groups, and Views.
2. For which of the following objects is manual ﬁnancial planning available?
X A Financial groups
X B Portfolio items
X C Portfolio initiatives
X D Portfolio buckets
X E Financial categories
Correct. Manual ﬁnancial planning is available for portfolio items, initiatives, and buckets.
3. Financial data planned at the level of items can be rolled up to the superior bucket.
X True
X False
Correct. Financial data planned at the level of items can be rolled up to the superior
bucket.

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4. Financial planning by integration can be enabled for buckets but not for items.
X True
X False
Correct. Financial planning by integration can be enabled for items.
5. While configuring financial planning, at which of the following levels can you define
financial views?
X A Portfolio item
X C Financial group
X D Financial category
X E Initiative item
Correct. While configuring financial planning, you can define whether the financial view is
to be available at the portfolio item level, initiative level, initiative item level, and/or at the
portfolio bucket level.
6. What are the integration options of financial planning?
X A SAP FI/CO Integration
X B Capacity Planning Integration
X C Project Management Integration
X D Microsoft Project Integration
Correct. Financial planning provides SAP FI/CO Integration, Capacity Planning
Integration, and Project Management Integration options.

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7. For which of the following is manual capacity planning available?
X A Portfolio items
X B Portfolio initiatives
X C Portfolio buckets
X D Portfolio snapshots
Correct. Manual capacity planning is available for portfolio items, initiatives, and buckets.
8. You can use integration for capacity planning of buckets and initiatives.
X True
X False
Correct. Integration of capacity planning can be enabled for items only. You cannot use
integration for buckets or for initiatives.
9. Which of the following controls and to which capacity categories and capacity views are
available for a portfolio?
X A Portfolio type
X C Capacity planning
X D Initiative item
Correct. The portfolio type controls which capacity categories and capacity views are
available for a portfolio.
10. You have to define roles and their staffing manually in Project Management. You cannot
upload them from other project management systems.
X True
X False
Correct. In Project Management, you can either define the roles and their staffing
manually or upload them from other project management systems, such as SAP Project
System or Microsoft Project.

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UNIT 6 Project Management
with SAP Portfolio and
Project Management for
SAP S/4HANA (PPM)
Lesson 1
Using Project Management 130
Lesson 2
Project Structures 144
Lesson 3
Project Time Scheduling 158
Lesson 4
Resource Planning 164
Lesson 5
Cost Planning and Cost Integration 180
Lesson 6
Project Execution 190
Lesson 7
Project Evaluation 204
Lesson 8
Project Versions 215
UNIT OBJECTIVES
● Outlining SAP S/4HANA Project Management
● Project Structure
● Conﬁguration of project structures
● Document Management

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● Authorizations in SAP S/4HANA Project Management
● Scheduling of Dates
● Outline roles in Project Management
● Create roles in Project Management
● Outline the configuration of a project role type
● Outline a business partner
● Create a business partner in SAP PPM
● Check a business partner in SAP S/4HANA
● Create a resource pool
● Staff roles
● Outline extended staffing processes
● Scheduling and Resource Management
● Cost Planning
● Costing configuration
● Status management and project release
● Confirmation of activities in projects
● Approval process of phases in projects
● Reporting in SAP S/4HANA Project Management
● Project snapshots and simulation versions

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Unit 6
Lesson 1
Using Project Management
LESSON OVERVIEW
This lesson gives you an overview of the functions for structuring, planning, and executing
projects by using Project Management.
Business Example
In your company, you use various tools for managing your projects. For IT and development
projects, you plan to use Project Management. Therefore, you want to get an overview of the
functions offered by Project Management as a project management tool. For this reason, you
● An understanding of the structure elements of Project Management
● An understanding of the various possibilities for document management with Project
Management
● An understanding of the planning functions of Project Management
LESSON OBJECTIVES
Project Management
Project Management as part of SAP Portfolio and Project Management is a a cross-industry
tool which is used to plan and monitor development and consulting projects.
Complex development and consulting projects place high demands on a business. To meet
these demands, we require planning solutions that support progressive project management
methods. These planning solutions reduce the project duration and improve quality. It is vital
to introduce tools that are easy to use and implement and enable project participants to work
together.
Prerequisites for Successful Projects
● Precisely defined deliverables to avoid misunderstandings and late changes occurring
during the development of a project
● Precisely defined roles to give employees responsibility, and make them more competent
● The commitment of all parties involved ensures completion of tasks and agreement of
goals
● Collaboration with partners

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● Using a method with clear transitions between phases, such as templates, quality gates,
handover meetings, and milestones
Projects can be extensive and complex. The success of a project depends on various factors,
such as availability of resources, on-time delivery performance, or budget requirements.
The basic rules to ensure a successful project are as follows:
● Specifications must be precise and you should have a written copy of them.
● Roles and activities in the project must be defined.
● The people involved in the project must feel responsible for their role in it.
● The people involved must be able to work with each other without problems.
Project management is suited to consulting, development, and IT projects. The aim of project
management is to enable the development of better products. The development of better
products means that the development of the products is cheaper, quicker, and the end result
is a better quality product
The following processes require improvement in order to develop better products:
● Development:This process can be improved by focusing on planning and avoiding errors in
early phases.
● Project Planning:This process can be improved by focusing on, and constantly checking,
the processes of the project. This will allow you to identify any deviations from the plan
early on, and reduce costs that might occur due to deviations. The phase-oriented
approach of project management supports this procedure.
● Monitoring and documentation processes: This process can be improved in product
development.
● Collaboration: Collaboration is the backbone of teamwork, whether it is a project team
trying to coordinate employee activities at different locations, or an original equipment
manufacturer (OEM) aiming to accelerate and improve product development in
cooperation with supply chain partners. Seamless collaboration between teams is
essential for businesses, particularly in the area of product development. Therefore,
successful collaboration requires an environment in which teams can easily exchange
information.
In the past, quick conversations or regular meetings were suitable for exchanging
information but they are now insufficient. Currently, teams collaborate across various
locations. These teams consist of resources from various internal or external partners.
Information has become more comprehensive. It ranges from simple memos to complex
drawings. E-mails, phone calls, web meetings, and so on have increased the range of
communication channels.
To be successful, companies need powerful solutions that allow them to employ sophisticated
project management methods that drive speed and quality. SAP Portfolio and Project
Management helps you standardize and improve project management execution and reduce
associated administrative and system costs. It provides reliable project management
functions that can be deployed independently or integrated into your back-end systems (such
as HR and Financials). Project Management is ideal for managing phase-based projects.
It delivers highly specialized support for product development, professional services, agile
development, IT, and other types of projects. It supports structuring, scheduling,
visualization, operative planning, and execution.
Lesson: Using Project Management

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The Project Management concept is suitable for IT development, consulting, and service
projects. You can enter names and more detailed descriptions of objects in Project
Management in several languages. Project Management can be used with the SAP NetWeaver
Business Client or in the Fiori Launchpad.
Project Management Basic Functions
● Structuring of projects based on phases, tasks, and checklists
● Various options for document management
● Authorization concept based on access control lists
● Gantt chart, and bottom-up or top-down scheduling
● Resource planning based on roles and business partners
● Confirmations and integration with CATS
● Approval processes for phases
● Evaluations and status reports
● Alert management
● Integration option with FI/CO and SAP PS
● Multi-project management options and multi-project monitor
Figure 70: Project Elements in SAP Project Management
The figure, Project elements in SAP Project Management , shows individual elements of a
project in SAP Project Management. The structure of projects in SAP Project Management is
based on phases. Each phase is processed after the other and there are fixed transitions
Unit 6: Project Management with SAP Portfolio and Project Management for SAP S/4HANA (PPM)

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between phases. Each phase includes checklist items to ensure that no major components of
the individual phases are overlooked. The tasks in each phase describe the activities or work
you need to perform. These tasks form the basis for resource planning in the project.
Figure 71: Basic Functions
The figure, Basic Functions, provides you with an overview of the basic functions of SAP
Project Management. Some of these functions can be used as a standalone solution, for
example, scheduling. Other functions can only be used in connection with another system, for
example, controlling.
SAP S/4HANA Project Management: Scheduling
SAP Project Management offers scheduling for all elements of a project. Time scheduling can
be operated easily and happens automatically to a large extent. The figure, Scheduling with
SAP Project Management, gives you an overview of the dates of a project in SAP Project
Management. SAP Project Management uses a phase-oriented approach that supports time
scheduling. In these phases, individual tasks can be put in a time sequence and scheduled.
The tasks in a phase form the basis for scheduling. Tasks are also part of project resource
planning in the project. Tasks describe the work time required to complete a task in detail, for
example, the number of hours it takes to complete a task. Tasks describe the resource
requirements.
Resources are internal and external employees that are assigned in the project using project
roles. A project role describes an activity and its scope in the project. Employees fill project
roles. Employees are then assigned to tasks. In SAP Project Management, cost planning can
be based on resource planning.
Documents
Document management in SAP Project Management can be executed in the following ways:

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● Document management within SAP Project Management
● Integration with SAP Document Management System (SAP DMS)
● SAP Jam as a web-based collaboration platform in virtual teams
During the course of a project, many documents are created and edited. These documents
must be centrally accessible by authorized users. SAP Project Management offers several
document management options, for example, an integrated document management system.
It also provides the option of integrating the document management system of an SAP S/
4HANA system or an external document management system.
Integration Aspects of SAP S/4HANA Project Management
Although SAP Project Management can be used as a standalone system, in practice, it is
linked to other systems. For instance, you can set up integration with various SAP systems
and products. In each case, the integration that needs to be used depends on the business
processes, and on the system that is already being used. The figure, Options for integrating
SAP S/4HANA Project Management , displays various integrations.
Figure 72: Options for integrating SAP S/4HANA Project Management
SAP systems offer the following project management functions:
● Other SAP S/4HANA modules: Integration in Controlling, Project System, Document
Management, and links to various objects, such as purchase and maintenance orders
● SAP Human Capital Management (SAP HCM): Integration of human resources master
records, organizational management, and qualification orders.
● SAP Jam: Offers simplified exchange of documents with partners
● SAP Business Intelligence (SAP BI): Offers detailed evaluations of projects.

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● SAP Portfolio and Project Management (SAP PPM): Offers cross-project resource
planning and portfolio management for strategic project management.
SAP Innovation Management
The success of a company increasingly depends on its capability to come up with innovative
products, services or business models. On the one hand, this capability requires a culture of
creativity and innovation, where employees share and discuss their ideas both with
colleagues and with management. On the other hand, these ideas need to be systematically
managed, which usually means that they are evaluated and filtered according to a predefined
process in order to extract the most promising ones.
SAP Innovation Management helps you foster a culture of innovation by offering a platform
where employees can easily put down their own ideas and views, and discuss the ideas of
others. At the same time, SAP Innovation Management enables you to run campaigns to
systematically collect ideas and manage the ideas according to a predefined and adaptable
innovation process. The innovation process is made up of number of phases; ideas are guided
by idea coaches, evaluations are carried out by experts, conceptual work is carried out within
innovation projects, concluding with inclusion into products and successful market
introduction.
Figure 73: SAP Innovation Management
SAP Innovation Management is made up of the following parts:
● Idea Community: This is a platform for all employees to create, share, and discuss their
ideas. It is a place for employees to discuss their ideas and to participate in idea
campaigns, browse through ideas, and comment on or vote on ideas. If they want to share
their own ideas, employees can submit them. Notifications keep them informed about how
their ideas progress along the innovation process. The idea community is also the place
where subject matter experts evaluate ideas.
● Innovation Office: This is a platform for all users of SAP Innovation Management. The
innovation office is a kind of back office for specialists working professionally with ideas
and campaigns. Here, campaign managers set up and monitor campaigns, idea coaches
process the ideas of the campaign, innovation managers administer users, configure
phases and evaluation methods for campaigns and more.

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● Mobile Web Application: This is a platform for users of SAP Innovation Management who
want to user their mobile devices to quickly draft an idea, check their notiﬁcations, or
explore idea lists and campaigns when on the move.
SAP PPM contains an object link for SAP Innovation Management. This is the preferred
solution to explore, evaluate, and manage ideas in the innovation process.
Figure 74: Object Link for Innovation Management in SAP Project and Portfolio Management
You can link ideas from SAP HANA extended application services based on the SAP
Innovation Management application, to tasks and projects. You can retrieve idea information,
such as Idea ID and Name, Submitter, Coach, Campaign, Phase, and Status in the object
details.

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Figure 75: Navigation from SAP PPM to SAP Innovation Management
The forward navigation from SAP PPM to SAP Innovation Management supports cross-
application Product Lifecycle Management (PLM) processes. The Innovation Management
Idea in turn, retrieves information from linked objects, such as dates, responsible role for a
task, and the active decision point of an item.
You can navigate to the linked idea through Innovation Community and Innovation Office.
Both tools display the linked idea, but in different contexts.
The creation of a link to an idea follows the general steps for object links.
It is possible to search for ideas using the Idea ID and Name, Campaign, or the Completed
flag. From the hit list of ideas, which meet the criteria you can select multiple ideas to create
multiple object links.
Project Elements
SAP Project Management is a tool that supports development, consulting, and IT projects.
Project resource planning is particularly relevant in consulting and IT projects. The success of
development projects depends on the use of a suitable implementation method.
Different industries have different approaches for implementation methods, for example,
Agile Project Management in the IT industry. Other industries have also developed methods
for simplifying processes and reducing nonconformity costs.
You can use the following project elements to support your method:
● Project definition
● Phase
● Checklist
● Checklist item
● Task
● Subtask
● Project role

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Project roles are useful in project resource planning. Other project objects are used for
structuring the project. The figure, Project Elements, shows the individual elements and their
dependencies. These dependencies can be hierarchical or specified by relationships for
scheduling.
Figure 76: Elements of Project Management
The project element at the highest level of the hierarchy is the project definition. A project
definition contains the general data for a project in Project Management. The project
definition contains the name and identification of the project as well as details about the
planned start and finish date. The project definition also contains the assignment to an
organizational unit of your company. The first step to create a project is defining a project. In
SAP Project Management, each project has a project definition. It contains general
information about the project.
The figure, Project Definition, shows the screen for editing the basic data of a project
definition. In the navigation area of SAP Project Management, the project definition is
displayed by a triangle. You can identify the project definition by a 24-digit alphanumeric text.
You can also describe the project definition in 40-digit alphanumeric text. The name of the
project is language-dependent. You can create German and English descriptions; if the short
description is insufficient, you can create a language-dependent long text description.
Hint:
In SAP S/4HANA Project Management, the descriptions and names of objects
are language-dependent. You can switch the language during the processing of
your project. This language is defined as the text language in SAP Project
Management. Text languages are defined in Customizing. You do not need to log
off and log back on to change the text language in the application.

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Note:
You can copy existing projects by choosing Copy Project.
Using the Basic Data tab page, you can define a responsible role for the overall responsibility
for the project.
The time frame for the whole project is defined on the Dates and Work tab page in the project
definition. On the Additional Data tab page, you can specify the sold-to party, customer, and
assigned organizational units for the project definition. You do not plan the required capacity
for the project definition. Instead, tasks and project roles are used to plan the required
capacity.
The following Customizing profiles are directly assigned to the project definition:
● Project reason: This profile is relevant for evaluations.
● Priority: This profile is relevant for evaluations.
● Project type: This profile a central profile for controlling the project.
Define a project type at the latest release of the project. Project types are defined in
Customizing for Project Management and determine the properties of projects in Project
Management as far as possible. Authorizations that you grant at the project definition level
are automatically passed on to all subordinate objects in the project. However, if necessary,
you can adjust, enhance, or even revoke them at the project definition.
Hint:
Before you release a project, you must specify a project type. You cannot change
the project type after the project is released.
Phases
After the project definition, phases are the second hierarchy level of a project in SAP Project
Management. You can use phases to structure the project from a time aspect. Phases are
sections of a project that are completed in a certain time. Start and finish dates are calculated
by scheduling or by manually specified fixed dates. Each phase can have a predecessor and a
successor. Time overlaps of phases lead to schedule conflicts with the corresponding warning
messages. Using approval processes, you can make the completion of a phase dependent on
the approval of various decision makers. In this way, you can implement quality gates
between the various phases.
Executing a phase begins with its release and ends with an approval process. You can
configure SAP Project Management to ensure that a phase begins only when the previous
phase is completed.
The figure Master Data Maintenance for a Phase illustrates master data maintenance for a
phase. In the navigation area, arrows pointing to the right represent the phases. You can
identify phases by 24-character, alpha-numerical text. However, as with the project definition,
you can name a phase using a 40-character text and you can use a long text to describe it.
On the Basic Data screen of a phase, you specify the description, the predecessor phase, the
responsible role, and change the status. The phase type is stored on the Basic Data screen.
The phase type is a profile in Customizing that describes the approval process of a phase.

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On the Additional Data tab page, you can maintain the Grouping and Search fields. In these
fields, you can enter up to 40 characters of text. You can use both fields as additional criteria
when you search for objects.
Hint:
You can enter short comments on the Notes tab page for phases and other
project elements. The comments are displayed with the time and the person who
entered them. This creates a type of bulletin board for the respective project
element.
You can use further assignments to expand the phases, for example, you can assign
documents, create collaborations, and establish object links to SAPS/4HANA and external
objects.
Checklists
Checklists in Project Management are lists with items that are to be completed in the course
of the project or in individual phases. . Checklists ensure that important aspects of a project
or a phase are completed. Checklists are assigned to phases and are located in the third
hierarchy level of a project. You can assign several checklists to a phase.
A checklist consists of a collection of checklist items. Checklist items describe important
aspects of a phase. The checklist only contains a small amount of data. The basic data
includes the name, description, status, priority, and a responsible role.
You can flag items of a checklist within a phase as relevant for approval or mandatory. In this
way, you can ensure that these items must be completed before the phase can be approved
or completed.
Hint:
You can also assign checklists directly to the project definition by setting an
indicator in the project type.
Checklists are usually assigned to phases or tasks, but an assignment to the project definition
in form of an issue list is possible as well.
The figure Master Data Maintenance for a Checklist shows the data that must be maintained
for a checklist. In the navigation area, a checklist has a square symbol. You can identify the
checklist by a 24-digit alphanumeric text. Alternatively, you can name a checklist using 40
characters and you can use a long text to describe it. The text is language-dependent.
The checklist type is also maintained on the Basic Data screen; it is a Customizing profile. You
need the profile to release the checklist. The checklist type determines if the checklist is an
ordinary checklist or an issue list. An issue list describes unplanned items that occur but must
be completed in the project. An issue list is assigned in the project definition or in a phase.
You can add further objects to checklists and issue lists. For example, you can add assigned
documents, assigned collaborations, and object links.
You can create a checklist manually or by using a copy template. The copy template is
marked as a reference to a checklist template. A checklist reference is resolved during the
creation of the checklist reference (all checklist items are included) or later on. At the latest, it
is resolved when the status of the checklist reference is changed to Released.

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Checklist Items
Checklist items are the items in a checklist. To attain the project goal, the items on the
checklist must be completed. People involved in the project check off the checklist items
when they are completed.
The figure, Checklist Items, is a screenshot of the master data maintenance page for checklist
items. In the navigation area, a checklist item has a diamond symbol. You can identify a
checklist by a 24-character alphanumeric number. The number is assigned internally and
cannot be changed. You can enter a short description and a more detailed description.
On the Basic Data tab page, you can enter a sort number for the checklist item. This sort
number sorts the sequence of the checklist items in an ascending order in the navigation
area. SAP Project Management automatically groups checklist items in steps of ten. You can
also adjust the sort number manually. The Basic Data tab page also contains other data, such
as a name, description, and responsible role. You can also define a priority and a process on
the Basic Data tab page, which are predefined entries in Customizing and used for
information purposes. The entries do not have a controlling influence on the project. On the
Dates and Work tab page, you can define one date . A checklist item is one item, it does not
have any duration.
Hint:
A process for project management does not have anything to do with SAP
Controlling (CO) activity-based costing.
On the Additional Data tab page, you can define data that may be crucial for approval or
confirmation of the checklist item. If a checklist item must be completed before the phase is
closed, select the Mandatory checkbox. Mandatory checklist items must have the Completed
status before the phase can have the Closed status. If the checklist item must be completed
so the phase it belongs to can be approved, select the Relev. for App. checkbox.
The other tab pages for checklist items allow you to assign documents, collaborations, and
object links.
Tasks
Tasks are used to enter and structure the required processing steps and individual activities
to carry out when a project is being implemented. You can define the duration and the
planned work for each task.
Tasks are not only elements of a hierarchy. They can also determine time dependencies. You
can use the relationships of tasks to describe the sequence in which the tasks are processed.
This way, several tasks can be set up in a network-like structure. By linking tasks to each
other with relationships, you can define the order and time sequence of tasks. Task
scheduling is based on the relationships of tasks. There is a separate tab page to describe
task relationships.
You can assign tasks directly to the project definition, phases, or checklist items. Tasks in
phases and checklist items can be further subdivided into subtasks. This allows you to map
entire task hierarchies in Project Management. In the navigation area, tasks can be identified
by a circular symbol.
The figure Master Data Maintenance for a Task shows the master data required to maintain a
task. On the Basic Data tab page, you can identify a task by a 24-character alphanumeric text.
The number is assigned internally and cannot be changed. The Name field provides you with a
brief description of the task. In the Description field, you can find a detailed description. Both
fields are language-dependent like the other project elements. The sort number determines

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the display sequence in the navigation area. Sort Number is a numeric field and can have five
digits.
You can assign another project to a task. This project is interpreted as a subproject.
You can enter the task type on the Basic Data tab page. You can maintain the task type in
Customizing. The task type is mostly used for information purposes. However, you can also
assign a cost and revenue rate to a task type. During costing, you can use the cost and
revenue rate to determine planned costs.
Hint:
The task type must be specified so that a task can be released. You cannot
change a task type after the task is released.
On the Additional Data tab page, the Priority and Process fields are defined. You can define
the characteristics of both fields in Customizing. These fields are not controlling fields. This
tab page also specifies whether a task is mandatory for the completion of a phase, or if it is
relevant for approving a phase. In the Costing section, you can define cost and revenue rates
and additional data for determining planned costs.
The Dates and Work tab page contains information about the duration, constraints, planned
work, and the confirmation data for the task. The Confirmation section specifies the actual
start and end dates, and the actual and remaining work together with the percentage
complete.
Hint:
If a task corresponds to a milestone in the project, you can select the
corresponding checkbox. In the navigation area, milestone tasks differ from
standard tasks by an additional small circle. In the graphical display, milestone
tasks are displayed as rhombuses without time bars.
You can assign documents, collaborations, and object links to SAP ERP objects to tasks. You
can also assign the project roles that are involved in the implementation of the task. If
necessary, you can describe the qualifications required to carry out the task on a separate tab
page.
Subtasks
Subtasks can be used to detail tasks and to structure the required processing steps when you
implement a project. Subtasks are subordinates of a task. Depending on the setting of the
project type, you may consider a superior task as a collective task that only calculates the
work of the subordinate tasks. Alternatively, the work of the superior task can be interpreted
in addition to that of the subordinate tasks.
Scheduling-wise, subtasks can have relationships to subtasks belonging to the same task or
to subtasks belonging to other tasks. A relationship between subtasks and tasks is possible as
well.
You can divide subtasks into other subtasks.
The configuration of the project type determines if subtasks are allowed to be used in
projects. The task hierarchy field determines whether subtasks are used at all, and if they are,
how their data is aggregated at the higher level.

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The ﬁgure Master data maintenance of subtasks shows the master data required to maintain a
subtask. The Basic Data tab page of a subtask is the same as the tab page for a standard task.
You see the subordinate hierarchy level of the subtask only in the navigation area.
LESSON SUMMARY

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Unit 6
Lesson 2
Project Structures
LESSON OBJECTIVES
Configuration of Project Structures
Business Scenario
As a project manager, you want to make the settings required for structuring projects in
Customizing for SAP Project Management. For this reason, you require the following
knowledge:
● An understanding of how to configure project structures
● An understanding of how to create a project type
● An understanding of how to check a phase type
● An understanding of how to check a checklist type
Configuration of Project Structures
To configure project structures, you use several tables in Customizing for SAP Project
Management. Not all tables are controlling tables. The following are controlling tables:
● Project type
● Phase type
● Checklist type
● Task type
Some tables are only for information purposes and are used for evaluating. The following are
not controlling tables:
● Priority
● Project reason
● Process
Project Type
The project type is the central profile for controlling projects. For example, the project type
can specify that multi-project management is not possible for a project but resource planning

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is possible. The project type can also specify that confirmations are carried out without a
Cross-Application Time Sheet (CATS) at the task level.
Figure 77: Configuration of Project Type — Basic Settings
In SAP Project Management, you can define the project type on the Basic Data screen of the
project definition. To find the project type in Customizing, choose SAP Portfolio and Project
Management → Project Management → Structure → Define Project Types .
The figure Configuration of project type — basic settings shows the first sections of the project
type. The project type determines the project category. It can contain the Consulting project
or Development project attributes. Similar to the project category, the Consulting project and
Development project attributes are for internal use only. Programs are specific projects in
connection with multi-project management, however in most processes, programs are
replaced by initiatives of SAP Portfolio Management.
Selected basic settings in the project type
The project type is subdivided into the following sections:
● Activate Function:
- Documents: If this checkbox is selected, SAP Project Management document
management becomes available
- Versions: If this checkbox is selected, you can create versions for a project with this
project type in SAP Project Management
- Object Links: If this checkbox is selected, you can use object links in SAP Project
Management
Lesson: Project Structures

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- SAP document management system (SAP DMS) : If the SAP DMS checkbox is selected,
SAP DMS becomes available in SAP Project Management.
● Project Structuring
- Phases: If this check box is selected, you can create phases in SAP Project
Management.
- Tsks/Chckl.f.ProjDef .: If this checkbox is selected, you can create tasks and checklists
directly under the project definition in SAP Project Management
- Checklists: If this checkbox is selected, you can use checklists in SAP Project
Management
- Tasks : If this checkbox is selected, you can create tasks in SAP Project Management.
- Subprojects: If this checkbox is selected, you can link tasks with a subproject in SAP
Project Management (multi-project management)
- Mirrored Tasks : If this checkbox is selected, you can create mirrored tasks in SAP
Project Management (multi-project management).
● Task Hierarchy
- None: You cannot create any subtasks and therefore you cannot set up any task
hierarchies.
- With Summary Tasks : You can set up task hierarchies but you can carry out certain
tasks only for tasks that do not have any subtasks, for example, confirming
time,specifying qualifications, and assigning project roles. You can collect this
information for the subtasks and display it together for the superior summary task.
- Without Summary Tasks : You can set up task hierarchies and you can execute all the
activities at each level of the task hierarchy. There are no summary tasks.
● Activate Status Reports
- Status Reports: If this checkbox is selected, you can generate status reports. You have
your own tab page to do this. The reports are checked in using SAP Project
Management.-
- Check in Status Reports in SAP DMS: If this checkbox is selected, the status reports are
checked in using SAP DMS.
● Resource Management
- Resource Search : If this checkbox is selected, the resource search is available in SAP
Project Management on the Resources tab page.
- Qualifications: If this checkbox is selected, you can define qualifications for tasks and
roles in SAP Project Management.
● Evaluations and Dashboard
- Check for Threshold Value Violations : If this is selected, you can set the way the
threshold values are checked in the system.
- Aggregate Severities : If this checkbox is selected, you can control whether severities
are aggregated when you are editing the project.

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- Use Dashboard: If this checkbox is selected, the system considers projects with this
project type in the evaluations for the dashboard. In the dashboard, the system then
displays various data for the project, for example, key performance indicators (KPIs). If
this checkbox is not selected, the system does not display any data or it displays the
initial value for the project in the dashboard.
Figure 78: Conﬁguration of Project Type — Further Settings
Additional sections of the project type are as follows:
● Accounting integration
The following scenarios are available to connect an accounting system, such as SAP S/
4HANA Financial Controlling (FI/CO):
- No Integration: If you choose this scenario, you cannot specify certain accounting-
speciﬁc data in the project.
- Accounting integration in ERP: If you choose this scenario, the integration occurs using
the account assignment manager in controlling. The system provides additional
functions in the project to access the data of the account assignment object, and to edit
it further in SAP S/4HANA or another external SAP S/4HANA/ ERP system.
● Type of Transfer
You can choose from the following transfer settings:
- Always Automatic When Saving: Each time you save the data it is transferred to the
accounting system, regardless of the status of the project.

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- Automatic As of “Flagged for Transfer/To Assign” : The first transfer occurs after the
user has set the status For Transfer and has saved the project. Then an update is
performed when you save the project.
- Automatic As of Release of Project : The first transfer occurs after you release the
project. Then an update is performed when you save the project.
● Scheduling
Scheduling determines how a project is scheduled. You can either choose the Top-Down or
Bottom-Up scheduling type. If you use summary tasks for your task hierarchies, you can
set only Bottom-Up here. The combination with summary tasks and Top-Down is not
possible. The scheduling type can be changed later in the operative project if required.
● Confirmation
- Time Recording: This defines the project elements for which times can be entered
(tasks or project roles).
- Time Recording for Project Definition : If this checkbox is selected, you can enter the
time not just for the selected project element but also for the project definition.
- Time/Travel Expenses Rec. CATS/SRM/FIN : If this checkbox is selected, time
recording is performed using the CATS (Cross Application Timesheet) for example. You
can enter travel expenses in SAP Travel Management. If you have selected the
checkbox, you cannot enter any more actual times directly in SAP Project
Management.
● Digital signature for approvals
- Signature of Approval with User Certificate : If this checkbox is selected, user certificates
are used for the signature of the individual approvals in SAP Project Management.
Otherwise, the signature is created when you enter the user and password.
● Field control
This check box defines which field control profile is used for a project type. A standard setting
of 0SAP is delivered for the field control. If you do not specify a field control profile for a
project type, the default setting 0SAP is used
Phase type
You can define the phase type on the Basic Data tab page of a phase. The phase type profile in
Customizing describes the approval process of a phase and its effects on the other phases.
For example, the phase type can determine that an approval process is to be carried out and
that the successor phase can only be released after the predecessor phase has been
approved.

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Figure 79: Phase type
The checkboxes and fields for the phase type have the following meanings:
● Approve Phase: If this checkbox is selected, an approval must be carried out for the phase.
● Print Form for Approval Document : This field defines the layout and the contents of the
approval document. If you specify an invalid print form or no print form, the system uses
the SAP standard form, DPR_APPROVAL. If this form is not active, you cannot start an
approval.
● Assign Decision Maker at Beginning
- Assign Decision Maker: You can, at the start of the approval, enter project roles as
decision makers for which you have not yet chosen a person. In such cases, the system
automatically chooses the assigned person. If several persons are assigned to the
project role, the system transfers the person to which the role is assigned at the end of
the phase
- Do Not Assign Decision Maker: You must assign the decision maker manually before
you can start the approval.
● Changeability of Ind. Approval Aft. Begin : This checkbox defines whether you can add or
delete decision makers after the approval has started, but before it has been completed.
Note that you can only delete individual approvals if no decision has been made.
● Grant w. Rejected Ind. Approval Allowed : This checkbox defines if the total approval of a
phase can be granted even if not all of the decision makers of the approval have agreed. In
this case, the approval requires that each decision maker has made a decision.
● Grant Approval After Last Ind. Approval : This checkbox defines if a phase must be
automatically approved, provided all individual approvals have been granted.
● Complete Phase When Granting Approval : This checkbox defines if a phase needs to
automatically receive the status Complete if it has been approved.

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● Release Successor Phase Only After Approval : If this checkbox is selected, you can release
a successor phase only if the current phase has the status Approved. If this checkbox is
not selected, when a successor phase is released, the system checks only whether the
current phase has already been released.
You can activate and deactivate individual phase types.
Checklist Type and Task Type
Figure 80: Checklist Type and Task Type
The checklist type describes the type of the checklist in a short text. The checklist type is used
to group checklists of the same type. The checklist contains the Issue List checkbox. If this
checkbox is selected, the checklist is interpreted as an issue list.
Issue lists describe items that are unplanned, however, but that are important for the project.
Issue lists are also used as lists of items that are still open. Issue lists involve the whole
project, and therefore are often assigned in the project definition.
You can activate and deactivate individual checklist types.
The task type describes the type of the task in a short text. It groups tasks of the same type.
You can assign cost and revenue rates to a task type. This assignment is necessary due to
different costing scenarios. For example, costings can be related to the project role or to the
structure element.
You can activate and deactivate individual task types.
Managing Documents
Business Example
As a project manager, you need to access the data related to your project, such as
descriptions, procedures, and so on. This data is distributed over different PCs and cannot be
accessed centrally. For this reason, you require the following knowledge:
● An understanding of how to manage documents directly in SAP Project Management

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Documents in SAP Project Management
During a project, various documents are created. These documents include specifications,
checklists, drawings, photographs, and performance data. This information must be available
in a structured form. The data must be easily accessible for authorized persons and hidden
from unauthorized persons.
At present, documents are available in digital form. To manage your documents in SAP
Project Management, you can use the document management function, or the Document
Management System (SAP DMS). The type of management used depends on the respective
system settings. The project type of your project determines whether you use the SAP Project
Management document management or SAP DMS.
Figure 81: Documents in SAP Project Management
You can assign documents to any project element. Each project element has a Documents tab
page. This tab page enables you to assign documents, and assign specific authorizations for
these documents. For this reason, documents are structured in document folders.
The figure Documents in SAP Project Management displays the different assignment options.
You can assign notes and documents to all Project Management structure objects. For the
management of documents, you have three options, which can be used alternatively or
together in one project.
1. One option is the Project Management document management. The documents are
stored centrally in Project Management and can be checked out locally for processing
purposes. When checking in the revised documents, you can either revise old documents
in Project Management or create new content versions.
2. You can also access the general SAP document management in one or more back-end
systems. This allows you to access existing document information records or create new
document information records from Project Management.
3. If the Web-based exchange of documents, material, or BOM with partners are important,
you can use the integration with SAPJAM. You can create new collaborations from a
Project Management project or access existing collaborations in SAP JAM.
The Documents tab page, allows you to control the following functions:
● Status management

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● Versions
● Check in and check in as URL
● Templates
● Folders
● Authorizations
● Transfer to and from SAP Document Management System
To edit documents, choose the relevant project element in the navigation area and choose the
Documents tab page. You can see the document folder is highlighted in the figure. This folder
can be subdivided into several levels. This gives you a better overview and allows you to
assign structured authorizations.
In the document folder, you can copy existing files or you can create a link to the files. You can
also generate new documents instead of using existing files. You can use document templates
to generate new documents. Document templates are managed in SAP Portfolio and Project
Administration.
Hint:
If you want to use status management for documents, you must make an entry in
SAP Project Management configuration. In Customizing for SAP Portfolio and
Project Management, under Project Management, choose Documents→ Create
Status Profile for Documents to create an entry automatically. If necessary, you
can expand the status profile.
Edit a Document in SAP Project Management
To edit a content version of a document the version must be checked out. To check out a
version, choose Download. To ensure no other user can change the document when you are
editing it, select the Document cannot be changed by other users checkbox. You can change
the document on your hard disk. You must check in the file after making the necessary
changes. This means that the content version is overwritten, or a new content version is
created.
If there are several content versions you can edit them on the relevant tab page. You can use
status management to indicate whether the document can be used or not.
When editing documents in SAP Project Management you can do the following:
● Cut, copy, and paste documents.
● Assign authorizations to documents. For example, one user can change a document while
a second user only has the authorization to display it. Meanwhile, a third user may not have
authorization to display or change the document.
● Exchange documents between SAP Project Management and SAP DMS.
SAP Document Management System (DMS)
You can use documents directly in SAP Project Management with document management.
Alternatively, you can manage your documents with SAP DMS and exchange documents
between SAP DMS and SAP Project Management. SAP recommends that you do this in the
following cases:

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● You already use SAP DMS and you want access to the existing SAP DMS documents.
● You want to exchange your documents between the SAP system and SAP Project
Management.
● You want to classify your documents.
● You want to map your project structure using SAP DMS document structure.
Figure 82: DMS documents in SAP Project Management
Reasons for using the integration between SAP Project Management and SAP DMS are as
follows:
● You can create links to existing document information records in SAP DMS or you can
create new document information records.
● You can create new information records with or without reference to templates.
The top section of the figure, DMS Documents in SAP Project Management, shows you how a
project element is linked to a document information record. As soon as there is a link to
document information records, you can display the assigned original files. If necessary, you
can transfer these original files to SAP Project Management or to the project status reports.
You can also transfer them in the opposite direction: you can copy status reports, their
documents, or documents from SAP Project Management to SAP DMS in information
records.
Hint:
SAP Project Management uses document information records that are assigned
to document structures — document bill of materials (BOM). The document
information records defined in these structures contain the original files.
The lower section of the figure DMS documents in SAP Project Management shows you the
document structure assigned to an information record.
You can use Open Application to access a number of editing functions for the document
information record. As for the object links, in addition to the predefined editing transactions,
you can also include your own editing transactions.
If documents are assigned to several project elements, for example, the project definition and
some phases, these can be grouped together to form a whole document structure. The
system transfers the document information records of a subordinate project element to the
document structure of a superior project element.

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Configuration of SAP Project Management and SAP DMS Integration
You configure the integration of SAP Project Management and SAP DMS in at least two
places. In SAP Project Management, you configure settings for the object link. That is, you
determine remote function call (RFC) destinations, web servers, and you assign editing
transactions for documents to them. The settings are the same as those for the general
object link. If you want to use integration with several DMS systems you must create further
object types, for example, as copies of the existing object types.
To configure integration in Customizing for SAP Portfolio and Project Management, under
Project Management, choose Documents→ Define Object Links for Documents in DMS.
In addition, you must configure settings in the SAP DMS system. This setting determines
which document types of the SAP DMS are to be used as soon as new document information
records are created from SAP Project Management. In SAP DMS configuration, you must
determine the document types that permit an integration with SAP Project Management. You
can find detailed information about this in the SAP Project Management configuration guide.
To configure integration in SAP DMS in Customizing, under Integration with Other SAP
Components for SAP Portfolio and Project Management , choose Project Management → SAP
DMS Integration → Specify Default Document Types per Project Management System .
Use of SAP Jam as a Collaboration Platform
SAP Jam is a social collaboration and decision-making solution that brings people, processes,
information, and applications together to enable better problem-solving and decision-making.
SAP Jam allows enterprises to use social networking to allow their employees and partners to
collaborate on projects, learn, and innovate together. SAP Jam is designed to drive results by
structuring conversations and enabling people to make informed decisions and solve
business-critical problems. SAP Jam provides features such as polls, activity feeds, blogs,
video and document sharing, versioning, wikis, public groups, and private groups to help
employees quickly connect with one another, and create and share critical information.
SAP Jam may be used as an online collaboration platform to share your project documents,
proposals, and ideas outside of the project document management or SAP DMS.
SAP Fiori applications available for SAP Portfolio and Project Management (PPM) support
direct sharing of your data on SAP Jam.
Authorizations in SAP Project Management
Business Scenario
As a project manager you want to control the users that have access to certain aspects of the
projects. Some users only have permission to view documents, others have permission to edit
documents, and in some cases some users are not authorized to access the documents at all.
You can use SAP Project Management to control general authorizations and project-specific
authorizations.
Authorizations
Authorizations ensure that only authorized persons can view or edit a project or part of a
project. The project manager handles the authorizations for the project.

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Figure 83: Authorizations in SAP Project Management
General Authorizations
The assignment of single and composite roles in the user master record helps in maintaining
general authorizations.
The composite roles in the standard system are as follows:
● SAP_CPR_DECISION_MAKER (SAP Project Management decision maker)
● SAP_CPR_INTERESTED (SAP Project Management interested party)
● SAP_CPR_MEMBER (SAP Project Management team member)
● SAP_CPR_PROJECT_LEAD (SAP Project Management project manager)
● SAP_CPR_RESOURCE_MANAGER (SAP Project Management resource manager)
● SAP_CPR_TEMPLATE_RESPONSIBLE (SAP Project Management template responsible)
● SAP_CPR_BCV_USER_COMP (SAP Project Management composite role)
Composite roles are made up of the following single roles:
● SAP_CPR_PROJECT_ADMINISTRATOR: This role allows you to create projects
● SAP_CPR_TEMPLATE_ADMINISTRATOR: This role allows you to edit project templates,
checklist templates, and control plan templates.
● SAP_CPR_USER: This role controls general authorizations to work with SAP Project
Management. It also controls cross-application settings, for example, editing business
partners.
● SAP_CPR_BCV_USER: This role is necessary to activate the Business Context Viewer
(BCV) for resource management in SAP Project Management.
● SAP_BPR_PPM: This role provides the standard navigation menu deﬁnition for SAP
NetWeaver Business Client, therefore, this role must be assigned to each user when you

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use SAP NetWeaver Business Client for SAP Portfolio and Project Management (SAP
PPM) directly. If you use the SAP FIori Launchpad, you don’t have to assign this role. You
have to use the Fiori Launchpad roles with catalogs and groups instead. Please refer to the
chapter on the user interface for more details how to work with these roles.
Single roles include authorizations that a user requires to work with SAP Project
Management. You assign these roles to users only indirectly using the six composite roles.
The first time you install SAP Project Management, you must generate authorization profiles
for the single roles using the transaction SUPC. You can find details about the single roles,
composite roles, and the authorization profiles for SAP Project Management in the SAP
Project Management configuration guide. The configuration guide is located on SAP Help
Portal.
Project-Specific Authorizations
You grant project-specific authorizations at the single project element level. When you create
a project, you are authorized to administer the project definition. Subordinate project objects
inherit this authorization. In this case, you are an authorization holder with the Admin
authorization. Authorization holders can be users, user groups, organizational units, or roles.
Authorization holders cannot be project roles.
Figure 84: Project-specific authorizations
Possible authorizations are as follows:
● None: Used to remove user authorizations for single project elements. With this
authorization, you can revoke inherited authorizations.
● Admin: Allows you to change, create, and delete project elements, schedule, and assign
authorizations to other users. Admin authorization includes Read and Write authorization.
● Write: Allows you to make changes to the project element; for example, you can enter data.
However, if you have the Write authorization, you cannot perform certain activities, for
example, you cannot delete or create project elements, and you cannot assign any
authorizations.
● Read: Allows you to view the document.
● Evaluate: Allows reporting for project elements. However, you can only evaluate those
projects elements for which you have the Read authorization. This authorization can only
be assigned to the project definition-
● Accounting: Allows costing if you also have the Admin authorization. This authorization can
only be assigned to the project definition.
● Resource Management : Allows you to search for and assign resources to the project. This
authorization can only be assigned to the project definition.

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● Staffing Manager: Helps the system display all project roles with the Resource Manager via
Authorization staffing type, in the worklist of external resource management applications.
This authorization can only be assigned to the project definition.
● Candidate Manager: Helps the system display all project roles with the Resource Manager
via Authorization staffing type in the worklist of external resource management
applications. This authorization can only be assigned to the project definition.
The above descriptions do not cover all the allowed or barred activities for the single
authorizations. There are various exceptions and special cases. Refer to the online help of the
SAP system for more details.
The figure Project-specific authorizationsshows a screenshot of the authorization
maintenance screen for a task. On this screen, you can manually change authorizations or
add further authorization holders. Alternatively, project team members receive authorizations
for a project when you assign them to the project as a resource (business partner) in resource
planning. You can do this by staffing project roles. You create project roles regarding
previously specified project role types. These project role types determine the default
authorizations for these business partners.
A user can receive conflicting authorizations for editing an individual project element. For
example, users may receive Write authorization, and because they are assigned to a user
group, they may be assigned Read authorization. In this case, the authorization is prioritized
according to the authorization holder.
Authorizations have the following priority levels:
● User-related authorizations have priority over user group authorizations.
● User group authorizations have priority over organizational unit authorizations.
● Organizational unit authorizations have priority over role assignment authorizations.
Hint:
Users can receive authorizations automatically during the staffing of project
roles. If the staffing is deleted, these authorizations are not automatically
removed. You must remove the authorizations manually.
Users can also receive authorizations via authorization from SAP Portfolio
Management using DFM (Decision Flow Management). The transfer works both
ways.
Super user concept
LESSON SUMMARY

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Unit 6
Lesson 3
Project Time Scheduling
LESSON OBJECTIVES
Scheduling of Project Element Dates
Business Scenario
As a project manager, you must ensure that the project is completed on time. You need to
store the time dependencies between the individual parts of the project and schedule the
project. For this reason, you require the following knowledge:
● An understanding of how to check project element dates
● An understanding of how to schedule project element dates
● An understanding of how to perform bottom-up and top-down scheduling
You want to schedule the different project phases and the tasks of your project according to
your needs. The scheduling will be the basis for the processes to follow, such as the
distribution of the project workload using roles and staffing, the calculation of costs and the
evaluation and comparison of planned and actual data.
You have two options in Project Management for scheduling projects: top-down or bottom-up
scheduling:
● Top-down scheduling: The dates of the various structure objects are defined using the
basic dates of the project definition and the manually entered duration of the phases.
● Bottom-up scheduling: Scheduling subordinate tasks and their relationship determine the
duration of the phases.
With both scheduling types, there is forward and backward scheduling, so that an earliest and
latest date is calculated for phases and tasks. Use date restrictions to manually intervene in
the scheduling of the various objects.
As long as a project has not yet been released, the system reschedules whenever a date-
relevant change is made. After a project is released, scheduling for the released parts is
triggered manually. If there are overlaps in time for phases during scheduling, or if there are
tasks outside the time frame of the superior phase, the system issues warning messages
accordingly. Time-critical tasks are highlighted in the graphical display of the project.
The questions that scheduling answers seem simple at first: When will the project be finished
if it starts in a specific month? When does the project have to start if you want it to be finished
by next spring?
However, you must consider various factors when you are scheduling projects. For example,
time frames, time dependencies, and confirmed times that influence further planning. These

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factors make scheduling complex. When will the project be finished if the third phase cannot
begin before the fourth quarter, and the first phase is three weeks behind schedule?
To meet scheduling requirements, SAP Project Management provides automatic and manual
scheduling.
Figure 85: Project Element Dates
The figure, Project Element Dates, shows project elements and the date types that you can
maintain for each element. Not every date type is available for each project element type, for
example, you can only enter actual dates for tasks and checklist items. For scheduling,
calendars can be assigned to each project element separately. You can define various
calendars in Customizing for the SAP system in which SAP Project Management is set up.
Figure 86: Graphical Display of Dates
The figure, Graphical Display of Dates, provides you with an overview of the time frame for
individual project elements. Critical dates are displayed as red bars in the graphical overview.
Constraints are represented by yellow bars. You can show additional information on tasks and
phases tasks in the GANTT chart. Collective tasks can be shown in a different colors.
In the graphical display of dates, you can perform the following functions
● Zoom in and out
● Adjust dates and duration of phases and tasks
Lesson: Project Time Scheduling

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● Print a Gantt Chart
● Filter certain objects or statuses
● Copy calculated dates to forecasted dates
● eCompare dates, such as calculated dates and forecasted dates
● Create and maintain relationships
● Open a detail screen, for example, for tasks
Project Scheduling
The system performs scheduling automatically in the Created status. Date-relevant changes
trigger a rescheduling in the background. The system displays information about
rescheduling in the message log. When a part of the project is released, it is not scheduled
automatically; you must do this manually. You can carry out scheduling from any project
element.
SAP Project Management uses either top-down or bottom-up scheduling. The Project Type
checkbox controls the type of scheduling. The system calculates the dates forward and
backward and determines the earliest and latest dates.
You can use the float times for the individual project elements to compare the earliest and
latest dates. The float time of a task defines whether the task is critical (that is, the float time
is less than or equal to zero days) and therefore has a red bar.
Checkboxes for the user-specific settings control the graphical display. You can choose
between the earliest and latest dates for structure elements of SAP Project Management. For
object links (for example, with work breakdown structure elements) you can define a date
type (for example, a basic date). This date type is then displayed in the graphical display.
. You can deactivate automatic scheduling for specific users. In this case, the affected users
can only schedule manually. The figure, User-Specific Scheduling Settings, shows a
screenshot of the user-specific setting in question.
Features and Functions of the GANTT Chart
Additional information, such as snapshots and simulations, are now shown in a single-project
GANTT chart for the project definition and checklist items. The display is controlled by
existing user settings for Graphic. The Graphic settings are maintained in SAP Project
Management. You can decide which information for project elements is displayed in the
single-project GANTT chart and the multi-project monitor. In global customizing, maintain the
master switch for User Interface Settings (Area 0006) and activate Display Additional
Information on the multi-project monitor (0026 default inactive). The global switch is the pre-
requisite for additional information in the multi-project monitor.
The default view for the GANTT chart can now by defined in the user settings. The following
are possible settings:
● Fit
● Overview
● Year
● Quarter
● Month

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● Week
The activated user setting prevents the GANTT chart from scrolling automatically to the task
start when a task is marked in the tree area. For multiple users, the user setting can be set by
report DPR_CHANGE_USER_SETTINGS. The system does not automatically scroll if the dates
of the visible project elements are within the left and right data currently displayed in the
GANTT chart. Nevertheless, the user can manually trigger scrolling to the marked task start
date; use the context menu with Scroll to Start in the tree area. This can also be used in the
graphic area of the chart. Scrolling does not place the GANTT one day prior to the start date
of the selected project element. The system considers the earliest or latest date according to
the general user setting Earl./Lst Dates. The described behavior does apply to the single-
project GANTT chart and to the multi-project monitor.
Top-Down Scheduling
In top-down scheduling, the planned dates of phases depend on the project definition dates
and the sequence of the phases. Each phase has a duration that is considered in time
scheduling. Phases occur in sequence. In top-down scheduling, the dates of the phases are
independent of the dates of the subordinate tasks, checklists, and checklist items. Top-down
scheduling is carried out as follows:
1. The system uses the dates of the superior hierarchy to calculate the dates of the
subordinate hierarchy.
2. A fixed start date is specified at project definition level. If it is not specified, Project
Management sets it to the current date.
3. The system uses this date to calculate forward and determine the earliest date of the
project.
4. The system uses the forward calculation to determine the calculated finish date for the
project definition. If no fixed finish date is specified, the system calculates backward from
the earliest finish of the last phase. The result of backward calculation determines the
calculated start date for the project definition.
Note:
Phases may overlap because of manually entered constraints. However, this leads
to warning messages. In general, constraints have a higher priority in scheduling
than the calculated dates.
The dates of tasks depend on whether the tasks are assigned to a phase, a checklist item,
another task, or the project definition. The dates of the tasks of a phase are calculated on the
basis of the dates of a phase. The calculation takes into account the relationships of the tasks,
the duration, the fixed dates and, if necessary, the actual date. The dates of a task of a
checklist item are calculated on the basis of the dates of the phase to which the checklist item
belongs. The dates of subordinate tasks are calculated on the basis of the dates of the
superordinate tasks.
Dates of tasks also depend on the duration of the respective task and its relationship to other
tasks. In this case, constraints have a higher priority than the calculated dates.
Checklist items do not have a time frame, duration, or start date. Checklist items only have
finish dates. The finish dates of the checklist items are determined from the latest finish date
of the assigned tasks or, if no tasks have been assigned, from the finish date of the phase.
Constraints can be removed completely by choosing Check Conflicts.

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Bottom-Up Scheduling
The system determines the dates of a project element from the dates of the subordinate
project element, taking into account the sequence, the duration, the fixed dates, and the
actual dates. The system first performs the forward scheduling and then the backward
scheduling.
Forward scheduling in bottom-up scheduling is carried out as follows:
1. The scheduling of the first task begins based on the start date of the project definition.
2. The dates of the subsequent tasks of the same phase are calculated. If the dates of all
tasks in a phase are known, the dates are added up and the duration of the phase is
calculated.
3. As soon as the tasks of the first phase are scheduled, the system schedules the tasks of
the second phase. In this case, the system takes into account the earliest finish date of the
last task of the previous phase, and relationships. In this way, the dates of all tasks and all
phases are determined
After forward scheduling, the system performs backward scheduling. The starting point is the
manually entered or calculated end of the project definition. Scheduling first determines the
dates of the last task of the last phase. Then, the system calculates the next-to-last task, and
so on.
Note:
The project type determines the type of scheduling. In the project type, there is
also a checkbox defined for the task hierarchies. If the With Summary Tasks
checkbox is selected, you must carry out bottom-up scheduling
Relationships
Figure 87: Relationships of Tasks

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Note:
Relationships link tasks in a project. If there are date relationships between
projects, you can set this up in SAP Project Management using Multi-Project
Management. In a simple case, you can copy the dates from one task to a second
project. To do so, you use a mirrored task, which can aﬀect the scheduling of the
dependent project in the same way as a regular task.
LESSON SUMMARY

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Unit 6
Lesson 4
Resource Planning
LESSON OBJECTIVES
● Staﬀ roles
Project Resource Planning
Figure 88: Resource Planning with Project Management

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To plan resources for a project in Project Management, you must first define project roles,
such as project management, developers, consultants, or testers and determine the
necessary resource requirement for each role. You can also assign project structure tasks or
qualification requirements for the role. As the next step, you can search for suitable resources
and staff the roles with the resources.
Resources are technically depicted as business partners in Project Management; so both
internal employees and external partners can be used to staff roles. In Project Management
there are several possibilities for staffing roles; for example, you can structure the staffing of
roles into several smaller steps, which means that you can create a list of possible candidates
or reserve resources before the actual staffing.
Resource Planning
Figure 89: Aspects of Resource Planning with Project Management
Resource planning in Project Management always refers to projects. To implement resource
planning for a project, you should have already created at least one project definition for this
project. The figure, Aspects of Resource Planning with Project Management, shows a
schematic of the resource planning process steps.. If similar resources are always required
for projects, the process steps for resource planning can be implemented in a project
template. So, the creation of projects with templates minimizes the effort for resource
planning.
Resource Planning with Project Management
To setup resource planning you must start by defining the project roles. Roles represent
general descriptions of the resource requirements. When you create a role, you must enter a
description for the role, such as project lead, developer or tester, and specify the resource
requirement and time frame for this role.
The role type, which you must assign to the role when you create it, decides whether you can
only create a total requirement for the total time frame of the role, or plan the detailed
requirement for individual periods. Role types are defined in Customizing for Project
Management. If you want to search for suitable resources later, you can also assign
qualification requirements for the role. To do this, select the relevant qualifications from a
qualifications catalog, and specify the required proficiency of the qualification that a potential
resource is required to possess.
Lesson: Resource Planning

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You can also assign tasks to a role. By assigning tasks to a role, you can also incorporate the
qualification requirements of the tasks that need suitable resources later. If you use the CATS
time sheet for confirming tasks in project management, the assignment of tasks is also useful
for filling the CATS worklist.
After defining a role and assigning tasks, you can staff the role with resources, and distribute
the role requirement to the individual resources. The project type and the role type decide
how the suitable resources are to be determined, and how and by whom the roles are staffed
with resources. You can use both internal and external resources to staff a role, because the
resources are technically represented as business partners in Project Management. You can
create business partners manually in SAP Portfolio and Project Management, or you can use
Human Capital Management integration to derive them from HR master data from SAP
Human Capital Management.
If you have staffed a role with one or more resources and the role type provides a distribution,
you can distribute the planned requirement of the role to the assigned resources specific to
the period (day, week, or month). These resources can be distributed within project
processing, centrally and across all projects, using the SAP Portfolio and Project Management
fast entry screens.
Hint:
The definition and staffing of roles is relevant not only for resource planning in
Project Management. In Project Management, you can assign a responsible role
to every structure element. This assignment makes it easier for the responsible
users to access the processing of objects. This assignment is also useful in alert
management for determining recipients of notifications for threshold value
violations or date shifts of linked projects. To determine unique responsible users
in structure elements, you must first have defined roles in the project and staffed
the roles with resources.
Hint:
In SAP Portfolio and Project Management, roles are also used in connection with
initiatives. However, this does not map resource planning but depicts persons
involved in the initiative. For initiatives, you can define Stakeholders. You can
then assign these Stakeholders as persons responsible for the initiative. The
corresponding roles are staffed with business partners.

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Example of the Definition and Staffing of Roles
Figure 90: Example of the Definition and Staffing of Roles
The figure, Example of the Definition and Staffing of Roles, shows the basic resource planning
in Project Management. The figure does not show a distribution of role requirements and
resource staffing. The assignment of a role function to a role as displayed in the figure serves
to integrate the resource planning data of a project with the capacity planning of an assigned
portfolio item in SAP Portfolio and Project Management.
Scenarios From Staffing Status
The staffing status of a role indicates the following scenarios:
● If a project role is not yet staffed, the system displays a red traffic light.
● If a project role is already staffed but the role requirement is not yet fully distributed to the
assigned resource or resources, the system displays a yellow triangle as a staffing status.
● If a project role is staffed, and the role requirement is fully assigned to the resources as
required capacity, this is documented by a green icon.
● If a project role is overstaffed, that is, if you have distributed more required capacity to the
assigned resource or resources than is planned for the role, the system displays a green
traffic light with a yellow circle.
Roles in Project Management
Roles are created specifically for the project with reference to the definition of a project. When
you create a role, you specify a name for the role and a more detailed description. To specify a
role in more detail, you can define a location for the role, define notes, or link documents with
the role.
When you create a role, you must select a role type that controls the basic properties for the
definition of the role requirements and the later staffing of the role. Role types are defined and
assigned to a project type in Customizing for Project Management. When you create roles for
a project, you can only access the role types that are assigned to the project type.

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When you enter a role function in the definition of a role, the system allows you to integrate
the role requirements and the required capacities distributed to assigned resources in SAP
Portfolio and Project Management capacity planning.
You can also use the role function to evaluate resource data of similar roles in BI reporting
across all projects. This means that you can define a role function, such as project
management, and assign it to the corresponding roles in your projects. In reporting, you can
evaluate all requirements for this role function in an aggregated form, regardless of what the
individual roles in the projects are called.
Configuration of a Role in Project Management
To define the resource requirement, you can first determine the possible timeframe
containing the resource requirements for this role. If you do not enter a timeframe, the
system uses the basic dates of the project definition as a validity period for the role. The
definition of the planned required capacity for the role depends on the role type. If the role
type does not allow the distribution of required capacities, just enter a total required capacity
for the complete validity period when you define a role. If you have assigned project structure
tasks to the role, you can also transfer the planned work of the tasks as the total required
capacity.
If you want to use the SAP Portfolio and Project Management fast entry screens for a cross-
project resource overview, you must configure the roles so that a distribution of required
capacities is allowed. In this case, do not enter a total required capacity in the definition of the
role, but distribute required capacities to individual periods. The time unit for the distribution
(for example, hours, days, or user-defined time units, such as consultant day) is defined in the
project definition, along with the period type that is to be used for the distribution. Possible
period types are weeks, months, or a generic interval. If you select a generic interval as the
period type, you can plan the periods as you choose.
However, there must be no gaps between the periods and they must not overlap. A check
function helps you to define intervals without any errors. If you use fast entry screens, you
must select weeks or months as the period type. When distributing required capacities, you
can either manually assign the required capacities to the individual periods or you can use a
distribution function to set the required capacities for several periods simultaneously. You
can even increase or decrease the required capacities by certain amounts. If you have
assigned tasks to the role, you can also transfer the planned work of the tasks that you
assigned to the role as distributed required capacity.
When you distribute required capacities to periods, the system displays the number of
working days of the individual periods. It also displays for each period how much required
capacity was already distributed to assigned resources and how much is still to be distributed.
If you specify a location for a role, the system derives the number of working days per period
from the factory calendar of the location; otherwise it uses the general settings for
distribution in Customizing for Project Management to determine the working days.

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Definition of a Role in Project Management
Figure 91: General Role Data
The figure, General Role Data, shows the definition of a role in project management, and the
distribution of the required capacities to individual months in a table form. You can also
display a graph in the form of a diagram. The requirements are compared to staffing,
reservations, and the already posted required capacity.
To facilitate the confirmation of tasks for resources, you can assign the tasks to a role, or after
the role staffing, to individual resources. You can specify a timeframe for the assignment, and
how much work the project role is expected to complete for a task. You can assign tasks in the
role definition or in the detail screen of the tasks. During the implementation phase of a
project, resources that you have assigned to a task can navigate directly to the confirmation
of these tasks using a dedicated initial view. If you use the CATS time sheet, the tasks
assigned to the resources are automatically imported to the worklist.
You can also define qualification requirements in the definition of a role. For this, you need a
qualifications catalog and scales that are assigned to individual qualifications. You also need
to reflect the possible proficiencies of a qualification requirement. You can manually create a
qualifications catalog in Project Management, or transfer it from HCM and then adjust it as
necessary in Project Management. The qualification requirements that you assign to a role
can be used later (along with other criteria) to search for suitable resources.
If you want to calculate costs or revenues for a project based on the required capacities of a
project role, assign the role a cost or revenue rate. You can predefine cost or revenue rates in
Customizing for Project Management Customizing. You can define a default value for a cost
or revenue rate in the role type. If the cost or revenue rate for a project role is different from
the value of the cost or revenue rate defined in Customizing, you can also enter alternative
costs or revenues per time unit in the definition of the role.
Resource Search
You can use the resource search during project-centric and cross-project staffing. You can
search for criteria, such as organizational units or locations. The general search for resources

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also allows you to search for business partners who had a certain project role in the past, or
who have already been responsible for a particular customer.
The result of the resource search is a list of suitable business partners. You can use this list to
assign business partners directly to the project role or enter them as candidates in a
candidate list.
Project Role Type Configuration
Figure 92: Project Role Type
To create roles in a Project Management project, you must first define suitable project role
types in Customizing for Project Management, and assign them to the project type. The
figure, Project Role Type, shows the definition of a project role type.
The staffed by field in the project role type controls who is allowed to staff roles with
resources in this role type in the following scenarios:
● Project Lead
The project role is staffed by the project lead or a resource manager within the project. For
this, the Administration and Resource Management authorizations are required in the
Project Management project.
● Resource Manager through Authorization
In SAP Portfolio and Project Management, users with the Staffing Manager or Candidate
Manager authorizations can view the corresponding roles in a fast entry screen. The users
can then use the fast entry screen to navigate to the staffing of the roles, or to the creation
of a candidate list for the relevant roles.
● Resource Manager through Responsible Organization

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The roles are staffed using the extended staffing process. In SAP Portfolio and Project
Management, the staffing or selection of suitable candidates can be performed using a fast
entry screen.
If you want to distribute role requirements to individual periods, that is, if you want to use the
fast entry screens in SAP Portfolio and Project Management, select the Distribution checkbox
in the role type. If you want to staff a role with more than one resource at one time, select the
Edit in Parallel checkbox in the corresponding role type.
In the definition of role types and in the definition of project types, you must assign a role type
to project types in Customizing for Project Management. When you create a role type, you
can also assign default authorizations to the role type. If a role for this role type is staffed with
resources in Project Management, the resources automatically receive these default
authorizations in the corresponding project at the project definition level.
If you want to integrate resource planning data from Project Management with SAP Portfolio
and Project Management capacity planning, you must assign role functions to roles. You
define role functions in Customizing for Project Management. To define a role function, you
only specify an identification and a name, such as Project Management, Quality Management,
or Development.
Business Partners
Figure 93: Business Partners
The resources that you can use for the staffing of roles in Project Management projects and,
therefore, for resource planning are depicted technically as business partners in SAP Portfolio
Resources Represented by Business Partner
A business partner can represent either of the following resources:
● An external resource
For example, an external consultant or developer who supports in the execution of IT
projects

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● An internal resource
For example, employees of your own company
A business partner can include general information, such as the name or address data, as well
as information about the availability, location, or qualifications of the resource.
Business Partner in SAP PPM
Figure 94: Creating Business Partners as SAP Portfolio and Project Management Administrator
There are several options for creating business partners. One method is to generate business
partners using HCM integration with the existing HR data of employees and update them
later, if necessary. When maintaining personnel numbers in HCM, the system automatically
creates a business partner with the corresponding role in background and assigns personnel
number and user ID to this business partner.
Manual Business Partner Creation
To create business partners manually, that is, without the HCM integration, use one of the
following methods:
● Use transaction BP in the SAP Portfolio and Project Management core system.
● Create the business partners directly in SAP Portfolio and Project Management.
Hint:
When you create a business partner directly in SAP Portfolio and Project
Management, you cannot enter all business partner data. Add data, such as
qualifications, in the core system later, if required. If you want to use personnel-
number related applications such as CATS (Cross Application Time Sheet) you
have to maintain the personnel number first.
The Resources view allows an SAP Portfolio and Project Management administrator to
analyze, create, and change business partners.

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Additional Business Partner Details
The administrator can add the following additional details for a business partner:
● Availability during certain periods
● Location assignment during certain periods
● Specification about the periods in which the business partner is active or inactive
Business Partners in SAP S/4HANA
To create or change business partners in the core system, you can use transaction BP,
Maintain Business Partner. When creating business partners in the transaction BP, use the
business partner role Employee with the technical identification BUP003. If you also want to
assign a cost or revenue rate for costing in Project Management, define the business partner
role Resource with the technical identification WFM001.
Business Partner Qualifications
To assign qualifications manually to a business partner, in the core system, you can use
transaction PPPM, Change Qualifications Profile. Using transaction OOQA, Change Qualification
Catalog, you can manually create qualifications catalogs in the core system, or add any
additional qualifications to catalogs that you transferred from an HCM system. If you do not
want to transfer the definition from an HCM system, you can manually define scales for
possible qualification proficiencies in Customizing.
You can also use transaction RPM_EMPDATA, Employee Overview, to analyze and edit business
partners. This transaction is useful to check the completeness of data for resources.

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Resource Pool
Figure 95: Definition of a Resource Pool
You can combine several business partners in a resource pool in SAP PPM. You can then
assign one or more resource managers to a resource pool, so they can analyze the capacity
utilization of resources of the pool and their assignment to project roles on the Resources fast
entry screen, and, if necessary, change the temporal distribution of the resources to project
roles.
Role Staffing
After you have defined project roles in a Project Management project, the roles can be staffed
with resources. Role staffing means that you assign business partners to the project roles as
resources. You also specify the validity period of this assignment and the work effort that is
expected of the resource in this role. Depending on the setting of the role type, the work effort
can be assigned in the form of a total required capacity, or distributed to individual periods.
To be able to use fast entry screens in SAP Portfolio and Project Management, the role type
must provide a distribution of required capacities.
If the project type of a Project Management project allows, you can use a resource search to
determine suitable resources. The search function transfers all data necessary for the search
from the project role definition as search criteria; the search criteria include the validity period
and the location, the qualification requirements, or the role requirement. The search criteria
can be changed in the search function without changing the attributes of the project role. In
this way, you can specify additional qualification requirements for the search. You can also
enter additional search criteria. For example, you can restrict the search to resources that
have already worked for certain customers or ordering parties, or to resources of certain
organizational units.

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After you have determined the search criteria and started a search, you receive a list of the
resources that were determined as suitable candidates according to your search criteria. The
list of search results provides information and functions that can help you as you continue
processing. You have the option of navigating to the detailed data of a resource or view a list
of existing assignments to project roles of other projects. The system also displays the
manager of each resource in the search result list. When you have decided on a particular
resource from the list, you can e-mail the relevant manager of the resource to notify them of
the project. You can store resources as candidates or firmly assign them to a project, straight
from the list.
Resource Preference
Candidates are resources that you want to designate for a particular project role. They may
include your personal preferences, a customer’s preferences, or resources that the resource
search found suitable but you do not yet want to firmly book the resource. You can enter a
note for each of your candidates that have relevant information, such as any agreements
reached by telephone, or if the resource has accepted the offer but you still have to speak to
the manager. You can directly assign your candidates to the project at a later stage, or
remove them from the candidates list.
As a further preliminary step to the fixed staffing of a role with resources, you can use the
reservation of resources for a role. You may want to do this if you do not yet have a contract
for the project or the relevant manager has not yet approved the assignment. You can decide
whether a resource has been assigned or just reserved for this role using the Reserved
indicator in a role staffing. You can remove this indicator if you want to change it to a fixed
staffing.
Depending on the role type of the relevant project role, there are three different scenarios
for role staffing (or for determining candidates):
● The staffing is performed by the project lead while processing the project. A prerequisite
for this scenario is that the Staffing field in the definition of the role type has the property
Project Lead and that the authorizations Administration and Resource Management are
assigned to the people responsible for role staffing in the corresponding project.
● Users with the authorization Staffing Manager (or Candidate Manager) in a Project
Management project perform the staffing centrally in SAP Portfolio and Project
Management. The Staffing field in the definition of the role type must contain Resource
Manager via Authorization.
● The staffing is carried out using the extended staffing process. The Staffing field in the
definition of the role type must contain Resource Manager via Responsible Organization .
In the first scenario, the role staffing is carried out for individual Project Management
projects, and a cross-project view is not possible. However, in many companies, resources
are managed by central organizational units or resource managers. In these cases, functions
are required for cross-project and cross-resource staffing. SAP Portfolio and Project
Management has fast entry screens for this purpose. There are two fast entry screens,
Resources Overview and Staffing Overview.

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Fast Entry Screen Staffing
Figure 96: Fast Entry Screen Staffing
On the Staffing Overview fast entry screen, there is a list of all projects for which you have role
staffing (or candidate management) authorization. If you expand a project in this list, the
system displays the roles and any existing role staffing. The role requirement and the
distribution of resources over the validity period of the roles are listed periodically. Yellow and
red traffic lights notify if a role is not yet fully staffed or not staffed at all in certain periods.
To reduce the number of projects listed in this fast entry screen, you can use filter functions
and favorites. Favorites are summaries of Project Management projects. You can use a
favorites list of internal projects and one of the customer projects. You can make further
settings for the period to be displayed, the time unit for the display of requirements and
staffing, and the period breakdown. You can navigate to the details of the project, the project
roles, or the assigned resources.
You can use fast entry screens to determine unstaffed project roles, navigate to the staffing of
project roles and perform a staffing, and then go back to the fast entry screen to distribute the
role requirements to the resources for individual periods. In addition to manually distribute
the role requirements for individual periods in the fast entry screens, you can use Distribution
to distribute work equally across several periods.
If you call the Resources Overview fast entry screen in SAP Portfolio and Project Management,
you receive a list of all resources for which you are responsible as a resource manager. To
make an assignment between resources and resource managers, you should have already
defined the corresponding resource pool. If you expand an entry for a resource in the list, the
system displays the projects and project roles to which the resource is assigned. The
distribution of a resource to the relevant roles and the total and remaining availability of the
resource are also displayed periodically. Red traffic lights notify you of an overload of
resources.
You can click to navigate to the details of a resource, the project, and roles. To reduce the
number of resources in the list, you can use filter functions or favorites. Here, favorites are
summaries of business partners or resources. Using this fast entry screen, you can also

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manually distribute work for resources to project roles for individual periods manually or use
the extended distribution function.
Hint:
To perform or change distributions in a fast entry screen, the settings for the
time unit and period breakdown must be the same as those in the project role.
Extended Staffing Process
Figure 97: Extended Staffing Process
In the extended staffing process, the individual steps for resource planning or resource
staffing are controlled using status management. The various steps of the extended staffing
process, the relevant status, and responsible users are displayed in the figure, Extended
Staffing Process. If changes to previous process steps are required in the extended staffing
process, you can also reset the status of the current responsible user. In this scenario, the
responsibilities are determined using the organizational units from SAP HCM.
The project lead determines which organizational units are responsible for resource search
and candidate management, or for the staffing of the role in the status Staffing in Preparation .
They can also select a person responsible for candidate management and a staffing manager
from the organizational units.
Note that a project lead can only select organizational units for the extended staffing process
to which candidate management managers and staffing managers are assigned. You must
create or change organizational units and assign candidate management managers or
staffing managers in the core system using transactions PPOCE and PPOME, you can Create/
Change Organization and Staffing .
Scheduling and Resource Management
During a project, various situations may arise where the project schedule conflicts with the
resource management and role-task assignments. In project planning, a check functionality is
provided to analyze and resolve date and distribution conflicts of roles, staffing, and role-task-
assignments for task and project dates.

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You can start the conflict overview by choosing Check Conflicts when editing a project. The
conflict overview displays each single date conflict in reference to the related objects.
Figure 98: Resolve Scheduling Conflicts
The conflict overview provides actions to resolve the identified date conflicts, in the following
ways:
● New dates are suggested to update the role and resource dates to match the planned
project and task dates.
● The user can manually maintain dates in the overview to solve identified conflicts.
Planned project and task dates are not changed by conflict handling. By adjusting the dates,
the current dates are replaced and the conflicts are solved. By adjusting the dates and the
distribution, both the dates and the distribution are adjusted to solve the conflicts. Equal
distribution of the original demand is completed in the new timeframe.
LESSON SUMMARY

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● Staﬀ roles

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Unit 6
Lesson 5
Cost Planning and Cost Integration
LESSON OBJECTIVES
● Cost Planning
Cost Planning
Business Scenario
As a project manager, you have deﬁned the structure of the project and have performed
scheduling and resource planning. You need a detailed cost planning before you receive
approval to perform the project. You want to calculate the costs of product development
based on the assigned resources and their required capacity. For this reason, you require the
following knowledge:
● An understanding of cost planning with Project Management
● An understanding of costing
● An understanding of how to check cost/revenue rates
● An understanding of how to check cost/revenue rates
● An understanding of plan costs in Project Management

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Figure 99: Cost Planning
SAP Project Management allows integration of cost planning into Accounting in an SAP S/
4HANA or SAP ERP system. This integration takes usually place using multilevel controlling in
SAP Project System (PS) to match the project structure. Single-object controlling using
internal orders is also possible.
In the first case, all the costs for a project are collected in a Project System project with Work
Breakdown Structure (WBS) that matches the structure of the project or the project roles.
Using internal orders enables the cost collection to one or several internal orders. However,
the internal orders show no detailed structures like WBS elements. The WBS elements and
internal orders are used as cost collectors. They provide accounting for actual and planned
costs of the project from SAP Project Management.
The automatic operation for generating the cost collector is called transfer. The figure,
Overview of Cost Planning, shows the most important methods of integrating accounting with
SAP Project Management.
You can manually assign a cost collector. To do this, you must first create a cost collector in
SAP ERP. The accounting integration can be started by setting the corresponding system
status to transfer or assignment in the project definition.
If you use accounting integration, you can start costing from SAP Project Management
directly. You can save the costing in CO or in PS. You can display the cost planning in SAP
Project Management.
Costing is based on the required capacity that is planned in SAP Project Management. You
can consider the required capacity according to tasks or project roles. You can use manual
costing items such as material items to provide details about the costing. If you want to
confirm activities using CATS, the actual effort is updated in the cost collector in the SAP
system and the tasks or project roles of SAP Project Management.
Lesson: Cost Planning and Cost Integration

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Figure 100: Accounting Integration in SAP Project Management
The ﬁgure, Accounting Integration in SAP Project Management, provides you with an
overview of the controlling methods in SAP Project Management. The corresponding scenario
is determined by assigning one to the project proﬁle.
Costing
Costing
Costing in SAP Project Management is performed on the basis of the project roles or the
tasks. In resource planning, you can assign the required capacity to the individual project
roles or to the individual tasks during the planning of the project structure. To determine the
planned costs and planned revenue, multiply the required capacity by the cost and revenue
rates.
Figure 101: Costing

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The figure, Costing, shows the maintenance of the cost/revenue rates in the costing view in
resource planning. The cost and revenue rates were previously determined in Customizing for
SAP Project Management. If the project roles are not yet staffed, the cost and revenue rates
of the project roles are used for the costing. If the project role is partially staffed by a
resource, the partial cost and revenue rates are used for the costing. You can find information
about the costing logic in the SAP Help Portal under Costing Logic.
Figure 102: Costing in SAP Project Management in detail
The figure, Costing in SAP Project Management in Detail, shows the result of costing in SAP
Project Management. The data is saved in SAP Project Management. However, when the cost
collector is generated by a transfer or is account-assigned to a project element or project role
manually, the costing data is saved in the SAP accounting system. In this case, the system
displays a Calculate button that you can choose to calculate the cost collector using Easy
Cost Planning (ECP). ECP is a planning method in the SAP system that also works without
SAP Project Management. However, it is the preferred method for Project Management to be
able to calculate the costs from the work in the project.
Cost integration to SAP S/4HANA accounting
Cost Transfer to SAP S/4HANA
The term 'transfer' refers to the automatic creation of a cost collector. The cost collector may
be a project with Work Breakdown Structure (WBS) elements or a single CO order. An
alternative to the automatic creation of a cost collector is to use an already existing created
cost collector before and assign it to the project for calculation. The transfer of a project with
WBS is described here (multilevel controlling). However, this information also applies for
single-level controlling.
The time of the transfer and the type of the generated cost collector depend on the project
type. During the first transfer, the SAP system generates an internal order or WBS elements.
The figure, Generated and Assigned Cost Collector in SAP Project Management - Detail
Screen, shows the detail data of an automatically generated internal order as it is displayed in
SAP Project Management.

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Figure 103: Generated and Assigned Cost Collector in SAP Project Management - Detail Screen
The figure shows the project ID, which is determined depending on the system settings in SAP
S/4HANA CO (Controlling). The project and the WBS are created with reference to
organizational units in Controlling, such as controlling area, company code and business area.
This data is required to create the project structure.
Data is determined based on the project type and optionally using the Organizational Unit
Responsible field in the project definition of the SAP Project Management project. If it is not
possible to determine the data, the organizational assignment from the standard project
profile CPROJECTS in the system. Data displayed in the figure is read directly from the
assigned S/4HANA system which can be (but need be) the same S/4HANA system with SAP
PPM.
During the transfer, the following characteristics of the project definition are transferred from
Project Management to Project System (PS):
● Project number
● Description in original language
● Responsible organization
● Priority
● Project type
● Project reason
● Grouping
● Search field
● Template number

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● Sold-to-party
● System status
Occasionally, there can be errors when you transfer projects to the controlling system. These
errors are documented in messages that you can analyze using the controlling cockpit. You
can access the controlling cockpit in Project Management from the Accounting tab page. You
can also use the transaction COCPCPR to call it in the SAP system.
Figure 104: Costing with Projects
The ﬁgure, Costing with Projects, shows a project with WBS in the SAP system that was
automatically generated during transfer from SAP Project Management. If you change the
corresponding data in SAP Project Management, the project and WBS are also changed
during the next transfer. If the organizational assignment of the project deﬁnition is changed
in SAP Project Management, the master data of the project and the WBS is also adjusted
during the next transfer.
There are several scenarios for performing multilevel controlling with WBS elements. The
scenario depends on the project type of your project.
Multilevel controlling is based on either one of the following scenarios:
● Structure element and manual account assignment
● Structure element and automatic creation and assignment during transfer
● Project role and manual account assignment
● Project role and automatic assignment during transfer
When performing multilevel controlling using a transfer, a project is created in PS depending
on the status of the project in SAP Project Management. The number of the project in PS is
based on the number of projects in SAP Project Management.

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The figure, Costing with Projects, shows the account assignment between the structure
elements in SAP Project Management and the WBS elements in PS. SAP Project Management
only transfers WBS elements up to the third level. WBS elements in PS do not display the time
frame and sequence of the tasks of SAP Project Management.
WBS elements that are created automatically during the transfer receive the status Master
data locked (MDLK). This ensures that no inconsistencies arise between the project in SAP
Project Management and the project in PS.
Note:
SAP Note 954151 describes the hierarchy of PS projects created automatically
based on structure elements. If the PS project was created by a transfer, you have
the option of changing to the manual account assignment scenario for the
corresponding SAP Project Management project. However, you cannot change
the scenario in the opposite direction.
Besides the automatic generation of an individual project for each project definition based on
the hierarchy of phases and tasks, there are additional scenarios for accounting integration
with projects. Costs can also be displayed according to the project roles. In both cases, the
account assignment can also be performed manually. Alternatively, one single or several
internal orders can be used for the account assignment.
An alternative to the scenario with automatic transfer is the manual assignment of an SAP
Project Management project to an existing PS project. In this case, you choose a project
definition in PS and manually perform the account assignment to WBS elements. The account
assignment can be to any WBS element. Therefore, the hierarchy of the SAP Project
Management project may be different from the PS project hierarchy.
You can also switch from automatic assignment to manual assignment. However, in that case
the PS project WBS is no longer updated automatically. Also, it is not possible to switch back
from manual assignment to automatic assignment.
Note:
You can assign an individual object from SAP Project Management to only one
WBS element. However, you can assign several objects from SAP Project
Management to the same WBS element.

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Project Cost Planning
Figure 105: Cost Integration of Project Management – Possible Scenarios
Cost planning in Project Management is either based on tasks or role demand.
To calculate the planned costs, cost rates are multiplied by the planned work of the individual
tasks or the demand of roles. The rates are defined in Customizing for Project Management,
depending on organizational units and validity periods.
Planning of further costs, such as the consumption of material, is not possible in Project
Management without linking to one or more Controlling objects in an assigned FI/CO system.
You cannot post actual costs or perform period-end closing activities in objects directly in
Project Management. You can only do this in linked Controlling objects in an FI/CO system.
The cost integration of Project Management supports various scenarios for linking Project
Management projects with controlling objects in FI/CO systems.
The figure, Cost Integration of Project Management — Possible Scenarios, displays the
various scenarios. During the cost integration of Project Management, either the demand or
staffing of roles, or the work for tasks is transferred to Controlling objects of an FI/CO system.
During the transfer, cost elements, activity types, and cost center information are added to
the data. The transfer generates costing items for internal activities in the Controlling objects
in an Easy Cost Planning (ECP) costing. In a FI/CO system, you can add costing items for
material, external procurements, and services or additional variable items to the ECP costing.
Overhead rates can be automatically determined in ECP based on the planned costs. During
the realization phase, the Controlling objects in the FI/CO system are also used to post
commitments and actual costs or manage budgets. Internal orders or work breakdown
structure elements (WBS elements) can be used as controlling objects in the FI/CO system.
The use of WBS elements has a particular advantage: you can use multilevel controlling
functions, such as the multilevel assignment of budgets or aggregated evaluation of costs in
your project management.
After linking one or more controlling objects with a Project Management project, you can
display various controlling object data directly in the Project Management project. If required,
you can navigate directly from Project Management to the processing of controlling objects in

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the FI/CO system to manually add costing items to the ECP costing. In addition, you can call
detailed reports for the controlling objects.
Cost Planning Configuration
You must make specific settings in Customizing to enable Accounting Integration in SAP
Project Management. You must carry out the following Customizing steps:
1. Activate integration: Define if the accounting integration is active and when the integration
occurs, for example, when there is a status change in the project definition.
2. Define object links for accounting integration : Define the object link that is used for
accounting integration. In the standard system, tow entries are already defined — one for
internal orders and one for WBS elements. In the object link, you also have to define the
shown fields from the cost collector, the RFC connection and logical system used, and the
services available through SAP WebGUI.
3. Make General Settings: Determine the look of the overview screen per project type in the
accounting section of SAP Project Management. The object type is relevant for the link.
4. Define Cost and Revenue Rates: Define the cost and revenue rates of the tasks and the
project roles for SAP Project Management.
5. Replicate Cost and Revenue rates : The cost and revenue rates are replicated to a
connected S/4HANA Controlling system for cost calculation, where the internal orders or
WBS elements are created.
6. Replicate accounting-relevant characteristics : The project types and project reasons are
replicated to the SAP S/4HANA Controlling system.
7. Make settings in S/4HANA system : Make accounting-relevant settings in SAP S/4HANA of
the internal orders and WBS elements. For example, you can assign cost and revenue
rates to cost elements, activity types, and revenue elements in SAP S/4HANA. You
specify the controlling methods that you want to use for accounting integration.
For the Internal Order (Project Definition, Automatic) scenario, the order type CPR1 is
delivered in the standard system with the sample order $CPR1 in SAP Controlling (CO).
For the Multilevel Controlling (Structure Element, Automatic) and Multilevel Controlling
(Project Role, Automatic) scenarios, you require the project profile CPR0001. This profile
is not contained in the standard system; you must create it. If the configuration options
using the profile described are insufficient, there are various Business Add-Ins (BAdIs)
that you can use to control the system behavior during the transfer.
The BAdIs that you can use to influence system behavior during the transfer are as
follows:
● Additional attributes for replication using single-object controlling
You can transfer additional characteristics to the accounting interface. You can update
these characteristics in accounting in the controlling object or in the settlement rule.
You can also use this method to change standard characteristics.
● Change costing data for single-object controlling
You can manually change the costs and revenues on which costing is based. In
addition, you can divide or group together the costing rows.

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● Enhancement for manual multilevel controlling
You can specify default values for assigning WBS elements to SAP Project
Management project elements. This action saves the project manager or the controller
from performing a lengthy manual assignment. You can find further information in the
Configuration Guide for Project Management. You can download the configuration
guide from the SAP Help Portal.
LESSON SUMMARY
● Cost Planning

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Unit 6
Lesson 6
Project Execution
LESSON OBJECTIVES
Project Execution
The execution of projects in Project Management starts with the release of the project
definition. The release of the project definition is inherited by the first phase and its
subordinate objects, such as tasks, subtasks, checklists, and checklist items. Subsequent
phases are released gradually (and manually) in the course of the project when the previous
phases are completed. However, you can also release tasks, checklists, or individual checklist
items of subsequent phases even if the phase has not been released.
The release of tasks and checklist items is a prerequisite for the creation of confirmation data
for these objects. You can enter the actual start date, actual end date, work carried out,
percentage of work completed, and (if necessary), you can manually enter the remaining
work for this task. If you use the time sheet for the confirmation, you can enter actual dates
and actual work for tasks in Project Management. In addition, you can post actual costs to the
respective controlling objects in FI/CO. When confirming checklist items, you can enter the
checklist item result OK, Not OK, or Not relevant. If the processing of tasks and checklist items
finishes, you can document this by setting the status Completed.
The completion of a phase in Project Management can be linked to an approval procedure
that ensures all planned targets of the phase have been reached. The approval procedure of a
phase is triggered by the user responsible for the phase after completing all approval-relevant
tasks and checklist items. The user responsible for a phase determines which individual
decision-maker approves the phase, creates an approval document with all information
relevant for the approval, and starts the approval. Based on the approval document, the
individual decision maker can approve or reject a phase accordingly. The total approval of a
phase and the completion of a phase is performed by the person responsible for the phase.
During a project, you can regularly create project status reports, which contain basic
information about the current status of the project. For informational purposes, these project
status reports can be sent to the relevant users responsible for the project. In the course of
the project, if exceptions (threshold value violations) occur in structure elements of the
Project Management project or in the linked objects in back-end systems, you can flag the
structure elements in Project Management. Using alert management, the relevant users can
be automatically informed about exceptions by e-mail.

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Releasing Projects
Figure 106: Overview of Status Management
The various processing states of the project objects are documented through statuses.
Whenever project objects are created, they receive the status Created. This status enables
editing, master data maintenance, and planning of project objects. The execution of a project,
or a part of a project, is documented with the status Released. The ﬁgure, Overview of Status
Management, shows the statuses that projects can receive. Status management documents
the processing status and controls which activities can be performed next.
The types of statuses are as follows:
● System statuses that are delivered by SAP - for example, Created and Released
● User statuses that you deﬁne
Status types determine the business transactions that are allowed and restricted in the
project.
Lesson: Project Execution

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System Status Release
Figure 107: Release in SAP Project Management
The system status Release is a prerequisite for executing a project. It begins with the manual
release of the project definition. This release is inherited in the first phase and its subordinate
tasks, checklists, and checklist items. The figure, Release in SAP Project Management, shows
the table-style processing of the project structure. The project definition is released and the
status is inherited.
The following conditions must be fulfilled for a release to be inherited:
● Phases require a phase type
● Tasks require a task type
● Checklists require a checklist type
The status Release cannot be canceled.
The significance of release for different project objects is as follows:
- Project is released for processing
- Project is no longer scheduled automatically
- Project type is no longer changeable
- First phase of the project is released
● Phase

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- Phase is released for processing
- Lower-level project objects are no longer scheduled automatically
- Phase type is no longer changeable
- Existing checklist references are resolved
- Lower-level tasks and checklists are released for processing
- Phase can no longer be moved and you cannot enter another phase before this phase
● Checklist
- Checklist is released for processing
- Checklist type is no longer changeable
- Lower-level checklist items are released for processing
● Checklist item
- Checklist item is released for processing
- Lower-level tasks are released for processing
- You can enter actual data for the checklist item
● Task
- Task is released for processing
- Task type is no longer changeable
- Subordinate tasks are released for processing
- You can enter actual data for the tasks
Hint:
You can manually release tasks and checklists before releasing a phase.
The ﬁrst phase of a project is released through the project deﬁnition's release. You can
release the next phase of the project when the preceding phase is approved. Depending on
the phase type settings, another system behavior is also possible.
Approval is documented by using the following statuses:
● For Approval
● Approval Granted
● Approval Rejected
The approval process exists only for phases. After the approval and completion of a phase,
you cannot change the phase or the subordinate project elements.
During execution, tasks can receive the In Process status. It documents a task that has
commenced but not completed.

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When a project definition, phase, or task is completed successfully, this is documented with
the Closed status. Once the Closed status has been achieved, the project objects cannot be
changed. However, you can reset the status.
If a checklist or a checklist item is completed successfully, this is documented by the status
Finish.
Confirming Projects
As a project manager, you want employees to document their tasks by confirming their
working hours and dates. This information provides you with an overview of how the project is
progressing, and enables you to identify any inconsistencies early on. For this reason, you
● An understanding of how to confirm tasks
● An understanding of how to confirm tasks with the Cross-Application Time Sheet (CATS)
● An understanding of how to confirm checklist items
Task Confirmation
You can use confirmations to document the processing status of project elements and enter
the current data for project elements. In Project Management, you can confirm tasks and
checklist items. However, you can only enter confirmations if the task or the checklist item
has the status Released or In Process.
You can enter the actual start, actual work, actual finish, percentage of completion, and
status. You can open tasks, notes, and documents. You can copy planned dates to actual
dates.
You can confirm the following data for each task:
● Actual work
● Actual start date
● Actual finish date
● Remaining work
● Percentage of completion
There are also alternatives for confirming tasks:
● You can enter the actual data directly in the detail screen of a task
● You can use the tabular view displayed in the figure
● You can use the CATS integration
To enter the confirmation data directly in the tasks detail screen, choose the Dates and Work
tab page. On this tab page, you can enter working hours and the percentage of completion.
The remaining work is the difference between the planned work and the actual work. If you
select the Remaining work manually checkbox, the system does not calculate the remaining
work, and you can enter it directly.
The percentage of completion is independent of the planned work, actual work, or remaining
work. Besides work, you also specify the actual start date and the actual finish date.
When you execute a task, you can also set the In Process status. This indicates that the task
has begun but has not been finished. The In Processing status is set in addition to the

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Released status. When the task is completed, you can set the Closed status. When the Closed
status is set, you can no longer change the confirmed data, however, you can reset the status.
The Canceled status is used when a task is terminated. If this status is set as Canceled, you
can no longer change the task, and any relationships to other tasks are deleted.
The figure shows the confirmation of tasks in a tabular view. The advantage of this view is that
you can confirm tasks for multiple projects together. You can confirm actual dates and
working hours, add documents, and copy planned dates to actual dates.
Hint:
As an alternative to time recording of tasks, you can also post working hours
relating to project roles. To do this, the project type must be configured
accordingly. An additional checkbox controls whether you can enter additional
time for the project definition.
Task Confirmation with CATS (Cross-Application Time Sheet)
Figure 108: Time Recording Using CATS
You can use CATS to enter the working time for tasks or project roles from SAP Project
Management. If prerequisites are applied, the worklist in the time sheet is filled with the tasks
and roles that are assigned to a user or the users for which they are responsible.
Tasks and roles are selected from the worklist and their respective working time is entered.
These working times are transferred to SAP Project Management and are available for
reporting. These working times are also updated in the account assignment objects in
accounting integration. This means the actual costs are updated in the internal order or on
the work breakdown structure (WBS) element that is assigned to the project element.
The figure, Time recording using CATS , provides you with an overview of the individual steps
for time recording using the time sheet.

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Hint:
You must use a worklist in CATS to enter times for SAP Project Management.
You can only enter times for project elements that are contained in the worklist.
Time Recording with CATS2
The following prerequisites must apply to enable time data entry on the time sheet:
● In SAP Project Management, the project type must allow time recording with CATS.
● Accounting integration must be active for the project.
● You must have performed resource planning and staffing for the projects.
● A personnel number must be assigned to the business partner.
● If the Project Management system and the system for CATS are not identical, you must set
up an Application Link Enabling (ALE) connection between both systems.
● A suitable data entry profile must be set for the time sheet.
● If you want to edit detail information (such as remaining work), in the transaction CAT2,
you have to activate the CA_CATS_CPR_CORE business function in the Switch
Framework (transaction code SFW5). This business function is shipped with enhancement
package 3 for SAP ERP.
Hint:
SAP Note 954860 describes how you can set up the ALE connection.
SAP Note 913347 describes a scenario where SAP Project Management and
CATS are installed on the same system.
The entered times and the associated costs are transferred to accounting using the
transaction CATA. For SAP Project Management, you transfer the data manually by using the
DPR_CATS_CPR_TRANSF report. During the transfer, the actual start date is also transferred.
The earliest actual start date is saved on the project element. The confirmation entered in
CATS does not change the status of the project element.
CATS are also available in a web based user interface. This improves usability and provides a
unique and seamless interface. In this case, a worklist can also be used to identify possible
objects to record times. Furthermore, a calender is provided to support users with already
recorded times, as well as working days.
Checklist item confirmation
You can also enter confirmations for checklist items. Unlike tasks, you cannot specify the
actual work, the remaining work, or the percentage of completion for checklist items.

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Figure 109: Confirming Checklist Items
Confirmation of checklist items document whether an item was completed successfully or
not, and the actual finish date of its completion.
The figure, Confirming Checklist Items, displays the Basic Data and the Dates and Work tab
pages for a checklist item. You can enter confirmation data on the Dates and Work tab page.
The prerequisites for entering confirmation data for a checklist item are identical to the
prerequisites for a task. The status Release or In Process must be set. If, along with the
confirmation data, you want to set the status Finished, all the subordinate tasks for the
checklist item must be completed. If you want to finish a checklist item, you can set the status
Finished. The prerequisite is that the checklist item has already been confirmed as OK or Not
OK.
A checklist item may not be required for the rest of the project. In this case, you can set the
status Not Relevant. If all the checklist items of a checklist are Finished or Not Relevant, you
can also set the status Finished for the checklist.
On the Additional Data tab page, you can maintain the following optional fields:
● Severity (Severity of the consequences of errors)
● Detection (Probability of the detection of errors)
● Occurrence (Probability of the occurrence of errors)
You can enter a value between 1 (low risk) and 10 (high risk) for each field.
The product of the three fields is the risk priority number. You can use the risk priority number
to calculate the risk rating of projects. The higher the risk priority number, the more important
it is to remove the cause of the error.

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Approving Phases
As a project manager, you notice that the first phase in your ongoing project can be
completed and the next phase can be started. You want to ensure that the first phase is
completed successfully. For this reason, you require the following knowledge:
● An understanding of how to create an approval
● An understanding of how to assign decision makers
● An understanding of how to start an approval
● An understanding of how to grant an approval
● An understanding of how to configure the phase type
Table 2: Overview of the Approval Process
Project Lead Decision Maker Status of the Phase
Creates approval
Assigns decision maker
Grants individual approvals For approval
Approval granted Approval granted
Completes phase Approval granted, completed
Approvals document the phases of a project. The purpose of approvals documentation is to
ensure that all goals of a phase are complete. These goals are the prerequisites for the phase
that follows, or for the completion of a project. Project participants that the project manager
chooses decide on the approval of a phase. The decision makers grant or refuse individual
approvals based on an approval document. They document their opinion on the processing
state of the phase. The final approval of the phase takes place when all individual approvals
have been given. After the approval has been completed, the processing of the next phase can
commence. An approval cannot be revoked.
After the approval, the editing of the phase data is limited. For example, you can only confirm
tasks that are not approval-relevant. However, the phase is officially complete only when the
Completed status is set. The project manager or the responsible resource must decide when
to complete the phase. From here on, you can no longer change the phase data. The project
can be closed as soon as the last phase has been approved. The table, Overview of the
Approval Process, provides an overview of the individual approval steps.
Hint:
You do not need to use the entire approval process. The phase type controls the
approval process. For example, it controls system behavior if one of the decision
makers refuses the individual approval but others grant the individual approval.
You need to create an approval to begin the approval process. The project manager or the
responsible resource for the phase creates a version of the approval. Approvals can be
interrupted and continued in a later version.

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Figure 110: Assigning Decision Makers to the Approval
You need to assign decision makers to the approval. The project manager specifies the
decision makers for the approval. The decision makers are the people that grant or reject
individual approvals. The figure, Assigning Decision Makers to the Approval, shows the
assignment of decision makers to an approval. The project manager selects a project role and
then assigns the people staffed to this project role as the decision maker. A prerequisite for
acceptance is therefore resource planning plus the staffing of the project roles.
Start of Approval
You can now start the approval. When the approval begins, the system generates an approval
document with the relevant data of the phase. For the decision makers, the approval
document appears under Approvals on the initial Project Management screen. After the
approval begins, the statuses of the phase are Release and For Approval .

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Figure 111: Granting Individual Approval
The decision maker needs to grant individual approvals. With an individual approval, each
individual decision maker decides whether the planned results of a phase have been achieved.
The ﬁgure, Granting Individual Approval, shows how a decision maker grants an individual
approval. The decision maker can add a comment to the approval, grant or reject it. In this
case, the decision makers need to authenticate themselves. They do this by entering their
password. Depending on the system settings, a digital signature can be used as a means of
authentication. The individual approval does not change the status of the phase.
Hint:
Before the data transfer, the decision can be changed with the Change Decision
button. When authentication has taken place and has been accepted, it cannot
be changed.

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Figure 112: Grant Approval
You need to grant the approval. The project manager approves the complete phase. Ideally,
all individual approvals must be given first.
The figure, Grant Approval, shows how approval is granted for a phase. The project manager
only needs to choose the corresponding button. The phase then has the Released and the
Approval Granted status. The approval cannot be revoked. Processing of the phase data is still
possible to a limited extent.
Approving the phase can release the successor phase for execution. The actual phase is
completed by setting the status of the phase to Completed. This step can also be automated
by making corresponding settings for the phase type. After you have set the status of a phase
to Completed, you can no longer change it.
Note:
This lesson explains the ideal approval process. It assumes that all individual
approvals are granted, and that the approval is not canceled and needs to be
resumed. The lesson does not consider different approval versions.
Phase Type
approved.

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Figure 113: Phase Type
approved.
The checkboxes and fields for the phase type have the following meanings:
● Approve Phase: If this checkbox is selected, an approval must be carried out for the phase.
● Print Form for Approval Document : This field defines the layout and the contents of the
approval document. If you specify an invalid print form or no print form, the system uses
the SAP standard form, DPR_APPROVAL. If this form is not active, you cannot start an
approval.
● Assign Decision Maker at Beginning
- Assign Decision Maker: You can, at the start of the approval, enter project roles as
decision makers for which you have not yet chosen a person. In such cases, the system
automatically chooses the assigned person. If several persons are assigned to the
project role, the system transfers the person to which the role is assigned at the end of
the phase.
- Do Not Assign Decision Maker: You must assign the decision maker manually before
you can start the approval.
● Changeability of Ind. Approval Aft. Begin : This checkbox defines whether you are allowed to
add or delete decision makers after the approval has started, but before it has been
completed. Note that you can only delete individual approvals if no decision has been
made.

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● Grant w. Rejected Ind. Approval Allowed : This checkbox defines if the total approval of a
phase can be granted even if not all of the decision makers of the approval have agreed. In
this case, the approval requires that each decision maker has made a decision.
● Grant Approval After Last Ind. Approval : This checkbox defines if a phase needs to be
automatically approved, provided all individual approvals have been granted.
● Complete Phase When Granting Approval : This checkbox defines if a phase needs to
automatically receive the status Complete if it has been approved.
● Release Successor Phase Only After Approval : If this checkbox is selected, you can release
a successor phase only if the current phase has the status Approved. If this checkbox is
not selected, when a successor phase is released, the system checks only whether the
current phase has already been released.
You can activate and deactivate individual phase types.
LESSON SUMMARY

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Unit 6
Lesson 7
Project Evaluation
LESSON OBJECTIVES
Evaluating Projects
As a project manager, you need to ﬁnd out the status of your project. You also need to record
the status of the project and comment on it. For this reason, you require the following
knowledge:
● How to evaluate a project
● How to conﬁgure reports
● How to create a project status report
Evaluations provide you with an overview of the data of your project. You can use the current
project data as the basis, or the last version of the data that was stored in the background.
You can create evaluations for operational projects and for project versions.
Figure 114: Evaluation of Completed Checklist Items
The evaluations delivered with SAP Project Management are as follows:
● Tasks and task assignment
● Completed checklist items

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● Completed documents
● Project resources and project role staffing
● Project roles and project role staffing
● SAP ERP objects
● SAP ERP project progress
● SAP ERP project costs and revenues
● Project dates with SAP ERP objects
● Deadlines and expenses
● Project element-orientated costs
● Cost and revenue costing for project
The figure, Evaluation of Completed Checklist Items, shows the evaluation of completed
checklist items. The left section contains a navigation area similar to the navigation area in
project maintenance. The right section shows columns with data for the respective project
object. In this specific case, you see an overview of the mandatory checklist items that have
already been completed.
All project elements are not displayed in the navigation area of the report. This report does
not display tasks and checklist items. Project elements and the number of columns are
defined in the evaluation settings in Customizing for PPM.
You can export the data of an evaluation to display it in a spreadsheet. The figure shows the
options for exporting reports. The system exports data in the Comma Separated Values
(CSV) format and saves it in a file or opens it directly in Microsoft Excel.
Additional icons can appear in the navigation area of an evaluation. These icons indicate
special features or discrepancies in the project. They are defined as threshold values or
severity levels in the system. If a threshold value is exceeded, the system displays a
corresponding symbol to warn you. Regarding threshold values, the system can create e-mail
notifications called alerts.
Report Configuration
Evaluations are included in the standard system. They are defined as evaluation layouts in
Customizing for PPM. You can also create your own evaluations using your own evaluation
layouts.
Overview of Settings
● Attributes: Approximately 129 attributes, for example, Actual_Finish.
● Objects: Approximately 10 objects for attributes, for example, checklist items and tasks.
● Extract layouts: Approximately 11 extract layouts, with certain attributes for certain
objects, for example, 0_Project_Compl.
● Iterators: 4 iterators determined by SAP, for example, a project. These determine the
hierarchical structure of the extract layout.
● Evaluation Layouts: Approximately 11 evaluation layouts, for example ,
0_Project_Clitem is related to a certain extract layout with certain attributes for certain
objects.
Lesson: Project Evaluation

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PPM provides attributes to generate evaluations and threshold values. In evaluations, these
attributes form columns. An example of an attribute is Actual_Finish. In PPM, only checklist
items and tasks are maintained with Actual_Finish.
You can connect an attribute and an object in Customizing for PPM. The corresponding
transaction code is DPR_EVE_ATTR_OBJ.
Settings for Evaluations
Figure 115: Settings for Evaluations
The evaluations are specified using evaluation layouts. An evaluation layout specifies the
columns of the evaluation by assigning the attributes of a certain extract layout. You also
specify the objects to be displayed in the navigation area.
The figure, Settings for Evaluations, highlights the creation of evaluation layouts. In the
simplest case, you only need to define a new evaluation layout for an extract layout supplied
in the standard system to create your own evaluations.
The figure has an entry Assign Extract Layouts to Project Types , which is not relevant for
evaluations. However, it is required for alerts, severities, threshold values, and dashboards.
Dashboards
Dashboards are the starting point to create, edit, or display projects in detail screens.
However, dashboards display a lot of information, such as the status and costs of projects.
You can filter and sort projects listed in a dashboard. Therefore, dashboards are a tool for
reporting as well. The dashboard refreshes automatically when you save a project. You can
select and open multiple projects in the dashboard. On the All Projects tab page, you can see
all the projects you have been authorized to access.
You can access the following functions from dashboards:

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● Edit projects
● Create projects
● Compare projects
● Import and export projects
● Export dashboard to Microsoft Excel
● Search for projects
● Filter
● User-defined setting for columns, sort, and filter of projects
Project Status Report
You can use project status reports to record important project data and comment on it at any
time. Project status reports can be sent as e-mail attachments.
Figure 116: Project Status Report
Project status reports are based on Adobe Interactive Forms (AIF). Project status reports are
displayed in a report folder within the project. In addition to project status reports, you can
also assign additional documents here.
The figure, Project Status Report, shows the creation of a report in SAP Project Management.
To edit a project, you can navigate to the Status Reports tab page. Depending on the project
type, you can choose different templates for the project status report. The templates
determine the procedure of the project status report. When you have selected a template, you
can look at it and supplement it using Preview.
You can store the report in SAP Project Management, or by using the SAP Document
Management System (SAP DMS) of the SAP system. You define the type of storage in the
project type in Customizing for SAP Project Management.
Project status reports are structured hierarchically. The report folder is used to navigate
between individual reports. Above the report folder, there are options to create new project
status reports, send out reports, or delete them. You can use New Document to include any
data that is saved on your hard disk, for example, as documents in the report folder in SAP
Project Management.
Project Status Report configuration
The look of a project status report depends on the template that is used. The standard system
contains a template that you can use immediately. The name of the template is

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DPR_STATUS_REPORT_AIF. You can use this template as a copy template for your own
project status reports.
The menu paths to perform the related activities are as follows:
● To create PDF-based forms, in Customizing, for SAP Portfolio and Project Management
under Project Management choose,Basic Settings→ Forms for Printing and Project Status
Reports→ Create PDF-based forms .
● To activate forms per project type, in Customizing, for SAP Portfolio and Project
Management under Project Management choose, Basic Settings→ Forms for Printing and
Project Status Reports → Activate Forms per Project Type .
● To activate business add-in for PDF-based forms, in Customizing, for SAP Portfolio and
Project Management under Project Managementchoose, Basic Settings→ Forms for
Printing and Project Status Reports → Business Add-Ins (BAdIs)→ Activate Forms per
Project Type .
When you have created a template, or have decided on a standard template, you must assign
the project type. You can assign templates to the same project type. In the application, you
can then choose between the various templates. Finally, you need to adjust the actual project
type.
For each project type, you define whether you can create project status reports, and the
location to store project status reports. They are stored in SAP Project Management or in SAP
DMS. You must implement a BAdI for each PDF-based template. In the standard system, a
BAdI has already been implemented for DPR_STATUS_REPORT_AIF .
If you prefer to save the project status reports in the DMS of an SAP system, rather than in
SAP Project Management, you must make some additional settings there. The Project
Management configuration guide describes these settings.
Using Alerts
As a project manager, you need a quick overview of the progress of the project. Reports are
suitable for this. However, reading and interpreting a report is time consuming. For this
● An understanding of how to configure threshold values
● An understanding of how to trigger alerts
An alert is a notification used to inform the people involved in a project of certain changes. For
example, the person responsible for a checklist can be informed by e-mail that all the
checklist items have been completed.
The different ways of triggering alerts are as follows:
● If all the tasks of a checklist item are closed, or if all the checklist items of a checklist have
been completed, the person responsible for the checklist item or the checklist receives a
corresponding alert notification.
● If there is a threshold value violation for a project element, an alert is also sent to the
person responsible.
● If there is a threshold value violation for an assignment, a staffing, a business partner, or an
object link, alerts are also sent to the person responsible.
Additional alerts can also be sent for project elements and object links if the severity is set
manually, or if there is a threshold value violation for a subordinate object.

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Alerts are sent to the person responsible for the affected object. For project definitions,
phases, checklists, and checklist items, the persons responsible are staffed to the role
responsible for performing the tasks. For a task, however, the person responsible and the
business partners who are staffed to roles of the tasks are alerted.
Alerts are always checked and sent when you save the project, or when you create an
evaluation.
Alerts can also be triggered in connection with multi-project management.
Configuring Alerts
The connection between an alert and a threshold value violation is defined in Customizing for
PPM. When you define the severities (not the threshold values), you can assign alert
categories to severities. In SAP Project Management, use the alert category
CPROJECTS_SEVERITY provided in the standard system.
To send notifications, you need a recipient, that is, an e-mail address. This e-mail address is
either contained in the business partner data or is taken from the user master record. The e-
mail address of the business partner is used if no user is assigned to the business partner.
Hint:
If a user is assigned to the business partner, the system uses the e-mail address
of this user.
Threshold Values
Project managers find symbols and traffic lights useful because they indicate special features
in their projects. In SAP Project Management, this is achieved with threshold values and
severities. These symbols appear as icons in the navigation area of the structure, in
dashboards, and in evaluations.
In SAP Project Management, threshold values are used to get quick estimates of projects. If
threshold values are violated, appropriate icons are displayed in reports and in the project
processing.
Threshold value violations are checked in evaluations. If the object meets the requirement,
the system displays an icon in the evaluation. The icon corresponds to the severity that is
assigned to the threshold value. For example, a yellow traffic light can be displayed for tasks
that are up to a week behind schedule. A red traffic light can be displayed for longer delays.
The same icons can also be displayed in project maintenance.
Threshold value violations can be triggered in the following ways:
● Manually in the project element
● Automatically in certain evaluations
● Automatically for certain project types
You can manually maintain a threshold value or severity for a phase. You specify the threshold
values and severities in Customizing for PPM. (No settings are maintained in the standard
system.) The icon that corresponds to the severity is displayed in the navigation area.
SAP Fiori applications for SAP Project Management
SAP Fiori is the new user experience (UX) for SAP software that applies modern design
principles. SAP solutions, such as the SAP Business Suite powered by SAP HANA, are using
the SAP Fiori UX to provide a personalized, responsive, and simple user experience.

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Figure 117: SAP Fiori App Supporting Different Devices
SAP Fiori UX speaks a consistent design language and makes use of a common technical
infrastructure. By blurring traditional computing boundaries and using interactive and
attractive UI elements, SAP Fiori UX provides consistent end-to-end user experience and can
be used across all device types (for example, desktop, tablet, and mobile).
Organized by user roles, the SAP Fiori launchpad is the central entry hub for all SAP Fiori
applications. Users access applications via tiles. The launchpad contains services for
navigation, personalization, single sign-on, and searching. The launchpad and the tiles are
flexible and can be adapted to your needs. You can use the search in the SAP Fiori launchpad
to search for business objects and applications.
Applications applying the SAP Fiori UX focus on the most critical and common activities, and
are designed around how people work.
The SAP Fiori UX has the following benefits:
● Role-based: Designed for you and how you work.
● Responsive: Supporting how and where you work, at any time.
● Simple: Focuses on important elements.
● Coherent: Provides one fluid, seamless experience.
● Delightful: It makes an emotional connection.
All UIs are built using state-of-the-art technology, such as HTML5 and SAP UI5 mobile. SAP
Fiori applications allow you to access the most recent version of your back end data via Open
Data (OData) services. Using previously defined roles and authorizations, you can specify
which applications and data a user is allowed to access.
SAP Fiori also offers a bundle of transactional applications for SAP Portfolio and Project
Management (PPM) that run on the SAP Fiori launchpad. These applications consist of front-
end components (such as user interfaces) and back-end components (such as the OData
service). The back-end components and the front-end components are delivered in separate
products and have to be installed in a system landscape that is enabled for SAP Fiori.
Approve Decision Points

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The transactional application, Approve Decision Points, allows program managers to approve
or reject a decision point at the end of a phase.
Key features of the Approve Decision Points application, are as follows:
● Display a list of all assigned portfolio items with decision points for approval, for example
you can display data of portfolio items and decision points.
● Group, sort, and filter entries in the portfolio items.
● Search for portfolio items in the portfolio items list.
● Approve or reject a single decision point, or multiple decision points, simultaneously. You
can also add notes to explain these decisions.
● Display notes or add new notes to portfolio items. You can also contact the creators of the
notes.
● Add, display, and delete attachments assigned to portfolio items.
● Share notes and attachments referring to portfolio items via SAP JAM groups to discuss
with other group members.
Confirm Project Tasks
The transactional application, Confirm Project Tasks, allows project team members to view a
list of all the project tasks to which they are assigned. They can also confirm the progress of
their work.
Key features of the Confirm Project Tasks application, are as follows:
● Display all project tasks to which you are assigned.
● Group or filter the entries in the list of project tasks.
● Confirm the progress of your work for a selected project task.
● Display notes or add new notes to project tasks. You can also contact the creators of
notes.
● Display attachments assigned to project tasks.
● Share notes and attachments referring to project tasks via SAP JAM groups to discuss
With SAP S/4HANA SAP delivers the Fiori application My Projects - Active Projects that offers
an additional overview and detail reports of the projects managed by you.

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Figure 118: My Projects - Active Projects
With this app you can display all active projects to which your user is assigned as a project
manager. A project is active if it has been released but neither completed nor canceled.
Figure 119: Project Progress
As a project manager you need to be assigned to the project as the responsible resource or as
one of the resources the responsible role is staﬀed with.

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Key Features
● Get an overview of all active projects for which you are responsible as a project manager.
● See the most important project details at a glance, such as:
- Name and ID of the project: The name is displayed in the logon language, if available.
Otherwise the name is displayed in the master language. If no name is available in the
master language, the ID is displayed.
- Type of the project
- Name of the currently active phase and its planned latest finish date: If there is more
than one active phase, the phase with the earliest start date is displayed. If there is
more than one active phase with the same earliest start date, the phase with the
smallest sort number is displayed. The name is displayed in the logon language, if
available. Otherwise the name is displayed in the master language. If no name is
available in the master language, the ID is displayed.
- Latest date of the milestone that has been defined as the main milestone of the project:
A main milestone is displayed if the corresponding task is defined as a milestone and
the related task type is defined as a main milestone.
- Name and planned latest finish date of the earliest upcoming or overdue milestone: An
upcoming or overdue milestone is displayed if the corresponding task is defined as a
milestone and the related task type is defined as a relevant milestone. The name is
displayed in the logon language, if available. Otherwise the name is displayed in the
master language. If no name is available in the master language, the ID is displayed.
● Drill down to further apps to display and edit the following details of a selected project:#
- Project Progress
- Project structure including project elements such as phases and tasks, as well as all
project details, for example basic data, authorizations or assigned objects
- Persons who are assigned to the project as resources and further details of staffing and
resource
- If the project refers to a portfolio item
■ Financial planning data
■ Capacity planning dtat
■ Details of the assigned portfolio item
:
● Change the appearance of the list displayed for your user:
- Search for projects in the list
- Filter the list data
- Sort or group the list data
- Export the list data to a spreadsheet

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LESSON SUMMARY

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Unit 6
Lesson 8
Project Versions
LESSON OBJECTIVES
Managing Project Versions
You have been working on a project to develop a new product for six months. Your portfolio
manager asks you for the status of the project. The portfolio manager is particularly
interested in reconciliation with the original planning. For this reason, you require the
following knowledge:
● How to create a version
● How to conﬁgure project versions
● How to create a snapshot of a project
● How to create a simulation of a project
● How to compare simulations and projects

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Project Versions
Figure 120: Versions in SAP Project Management
Project versions are copies of operational projects at a particular time. They are used for
reporting or to simulate an operational project. In both cases, project data is copied to the
project version. Project versions that are created for later, reconciling reporting are known as
snapshots. You cannot change snapshots. Project versions in which you want to simulate the
operational projects are known as simulations. You can change simulations and use them for
a later comparison with the operational project.
Project versions must have a unique name. To identify a project version, you need the name
of the project and the version number. You must define valid versions before you can create
the first project version. The figure, Versions in SAP Project Management, shows how you can
edit versions. To manage a version in SAP Project Management, choose Versions on the initial
screen, then choose the type of the version, and choose Version Management. The system
then displays the screen as shown in the figure.
Separate versions are created for snapshots and simulations. In addition, a distinction is
made between local versions and global versions. Any project administrator can use local
versions. Only users with extensive authorizations can edit or, in particular, create global
versions.
You can use versions for project versions only when they are released and when the current
date is inside the validity area of the version. In Customizing, you define input templates for
permitted version numbers.
Project Version Configuration
You need to make two settings in Customizing for PPM to configure versions. One setting
affects the project type and the other affects a profile for defining the version numbers. In the
project type, the Versions checkbox must be selected. This checkbox determines if you are
able to create versions for projects of the current project type.

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The checkbox affects snapshots and simulations in the same way. The profile Define
Permitted Version Numbers defines permitted version numbers and their properties. The
figure, Configuration of Versions in SAP Project Management, shows the path in Customizing
for SAP Project Management and the affected profile.
In the example, the version number VER* is defined. This means that versions can start with
the characters VER. The placeholder * can be any character string. A valid name can be
VER007b. The placeholder + can be used for a single random character. The version number
and its properties are defined in the same profile.
You can specify the following indicators when configuring versions:
● Version Number determines whether the version number can be used for snapshots or
simulations. A version number can only be used for one type of version at a time.
● Usage has the attributes local and global. A project administrator can create local versions
and use them for evaluations. For global versions, you need the authorization object
CPRO_VSHDR.
● Archiving ensures that when a project is archived, the respective project versions are also
archived.
● Extraction to BW determines if the project version can be extracted to SAP Business
Intelligence.
Snapshot Versions
A snapshot is a representation of an operational project. You can use this representation to
display the project status later on and to reconcile it with the project status of the operational
project. You cannot change snapshots.
Figure 121: Snapshot in SAP Project Management
Snapshots can be created in the following ways:
● You can create them manually when you are editing an operational project.
● You can create them manually by copying an operational project using the Project Versions
menu.
● The system can create them automatically during background processing.
Lesson: Project Versions

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In general, when you create a snapshot, all the data of an operational project is transferred to
the snapshot version. However, there are a few special cases with respect to cost planning
and multi-project management.
For cost planning, the following diﬀerences occur depending on whether the operational
project has been transferred:
● If the project is not yet transferred, the costing is copied to the snapshot.
● If the project is transferred, the system displays the accounting data of the operational
project.
When you create a snapshot of a project that is linked to other projects for multi-project
management, the links are copied. The snapshot does not include snapshots of the linked
projects. However, snapshots of a subordinate operational project do not contain links to the
superior operational project. A snapshot of a program contains links to assigned operative
projects. A snapshot of a main project contains links to assigned subprojects.
Simulations
Unlike snapshots, you can change simulations. Simulations allow you to carry out tests, for
example, the eﬀects that certain changes have on an operational project. You can save
simulations and edit them later. If your changes produce the required result, you can compare
the simulation with another simulation, or with the operational project.
A simulation can be created in the following ways:
● As a copy of an operational project
● As a copy of a project template
● Without using any template
When you have created a simulation, you can edit it in the same way as you edit an
operational project. You can change data in a simulation. As an exception, statuses cannot be
changed. You can perform a costing for project roles and resources for simulations. When you
do so, note if the respective project has been transferred or not. The actual costs of an
operational project are not transferred to a simulation.
Hint:
If your project has already been transferred, you can either display the
accounting data of the operational project, or you can calculate the simulation
again. The data of the simulation cannot be transferred to controlling.
The restrictions that apply for snapshots of linked projects, also apply for simulations of
linked operational projects. If you create a simulation of a program, the simulation also
receives the operational project that belongs to the program. However, if you create a
simulation for a project that is the target of a project link, the system does not copy the link.
Reconciliation and Comparison
During reconciliation and comparison, the following data is considered:
● Data for the project element
● Statuses
● Documents

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● Collaborations
● Object links
● Authorizations
Figure 122: Comparing Project Versions in SAP Project Management
The system uses traffic lights to indicate differences or similarities in the data. When you
double-click a traffic light, the system displays a detailed description of which data contains
differences or similarities. You can choose to see everything, only the differences, or only the
similarities. When you expand the structure on one page, the system automatically expands
the corresponding structure on the other page.
A reconciliation works similar to a comparison. However, during a reconciliation, you can
transfer data. You can use a reconciliation to update a simulation or an operational project. In
this case, you can decide which project elements are transferred. The reconciliation is not
carried out automatically. However, you cannot compare all the differences. For example, the
status of an object may prevent the comparison. The system uses yellow traffic lights to
indicate differences that you cannot change using a comparison.
SAP Project Management enables you to reconcile snapshots, simulations, and operational
projects. You can only perform reconciliation if the projects are based on the same templates,
or if the project versions are for the same project. During reconciliation, two projects or
versions are displayed in parallel and no data is changed. The figure, Comparing Project
Versions in SAP Project Management, shows the corresponding screenshot.
Milestones in Projects
This lesson provides you with an overview of how milestones are used to manage projects and
how to use milestone trend analysis (MTA) to provide you with an overview of your project.

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Milestones are used to specify certain dates along the project lifecycle, for example, start and
end dates. You can use them to identify major steps, and to ensure quality or completion of
the project.
Figure 123: Milestones in Projects
If a task corresponds to a milestone in a project, you can select the corresponding checkbox.
In the navigation area, milestone task symbols differ from standard tasks by an additional
small circle. In the graphical display, a milestone tasks is displayed as a rhombus, without
time bars.
Milestone Trend Anaylsis (MTS)
MTA is used to analyze the progress of a project as it is being executed. MTA monitors the
planned dates of project milestones and enables you to compare the current dates to those
planned during the early planning stages. It also enables you to identify deviations from the
original schedule and react to them at an early stage.
To track changes to the schedule throughout the project, snapshots are created and can be
compared using MTA. MTA provides an easy way of reading the overview of shifts of
milestones. For it to work correctly, snapshots need to be taken at regular intervals.
Prerequisites for using MTA in your projects:
● Activate MTA in Customizing for SAP Portfolio and Project Management , under SAP
Project Management, by choosing Structure→ Define Project Types .
● If required, adjust the standard configuration of MTA to your particular needs in
Customizing for SAP Portfolio and Project Management , under SAP Project Management,
by choosing Global Enhancements to Project Elements → Business Add-Ins
(BAdIs)→ BAdI: MIlestone Trend Analysis .

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● To print the MTA as a PDF, ensure Adobe Reader, or the corresponding plug-in is installed
and that you have created and activated the required forms in Customizing for SAP
Portfolio and Project Management , under SAP Project Management, by choosing Basic
Settings→ Forms for Printing and for Project Status Reports .
MTA is based on the following project data:
● All project tasks that have been flagged as milestones.
● All snapshot versions that have been created for the project.
MTA only provides useful information if the project participants responsible for individual
milestones regularly update the planned dates of the milestone tasks, and if these updates
are documented in snapshots.
For each milestone task of a project, the MTA displays the planned finish dates saved in the
individual snapshots as well as current project data. On the General tab page of your user
settings, you can specify whether you see the earliest or latest dates.
Note:
On the General tab page of your user settings, you can also specify whether you
see the earliest or latest dates for other functions, such as the Gantt chart of your
project.
MTA can be represented as an MTA chart or a table, using the SAP List Viewer (ALV).
In the MTA chart, the milestone dates, which are indicated on the vertical axis, are plotted
against the snapshot creation dates, are indicated on the horizontal axis. The milestone date
from the current project is plotted against the current date. Each milestone is represented in
the chart by a line on which the snapshots are indicated by dots. The tooltips of these dots
provide information on the name and date of the milestone and the snapshot.
The ALV table contains a line for each milestone with information on the type and status of
the milestone task and the corresponding phase. For each snapshot, an extra column is
displayed that shows the planned finished dates of the milestones with the snapshot creation
date added in the bottom line. The last column displays the current milestone data and the
current date.
The following functions support you when analyzing MTA data:
● Accessing milestone data in a snapshot or project. You do this by double-clicking on the
corresponding cell in the ALV table. You ban navigate to the Dates and Work tab page of a
milestone task within a snapshot or project.
● Sorting and filtering the milestone tasks. You can use the standard ALV settings and
functions to sort and filter the columns of the ALV table. The MTA chart and the ALV table
always display the same data. Any filter applied to the ALV table is also reflected in the
MTA chart.
● Exporting MTA data. You can use the standard ALV functionality to export MTA data
contained in the ALV table to Microsoft Excel.
● Printing MTA. You can print the MTA chart as a graphic by choosing Print→ As Graphic.
The graphic is displayed in the browser and can be saved or printed using standard
browser functionality.

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Alternatively, you can print the MTA as a PDF by choosing, Print→ As PDF. The content
and layout of the document are determined by the PDF form used. Depending on your
Customizing settings, this form is chosen automatically, or you can select it in a dialog box.
The document is displayed and can be printed in Adobe Reader.
LESSON SUMMARY

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Unit 6
Learning Assessment
1. Which of the following are prerequisites for successful projects?
X A Specifications must be precise and you should have a written copy of them.
X B Different roles and activities in the project must be defined.
X C Specifications must be broad and should evolve as the projects progress.
X D Focus on planning and avoiding errors in the early phases.
2. Some of the central functions of SAP Project Management can be used as standalone
solutions.
X True
X False
3. Which project element contains general information on the project?
X A Project definition
X B Phase
X C Task
X D Project role

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4. Which of the following statements best explains the character of phases in SAP Project
Management.
X A Phases are used for structuring a project from the cost aspect.
X B Phases are used for structuring a project from the time aspect.
X C Phases are used to structure the required processing steps when a project is being
implemented.
X D A phase lists the item in a project that must be completed.
5. You can assign several checklists to a phase.
X True
X False
6. Which of the following elements can be assigned to a task?
X A Phases
X B Checklists
X C Checklist items
X D Subtasks
7. Which settings are maintained in the project type?
X A Accounting integration
X B Conﬁrmation settings
X C Approval process
X D Cost rate
8. You can manage your documents in SAP Project Management with the SAP Project
Management document function or with SAP DMS.
X True
X False

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9. Which authorization types are available in SAP Project Management?
X A Project-specific authorizations
X B Portfolio-specific authorizations
X C General authorizations
X D Basic authorizations
10. Authorizations that you grant at the project definition level are not automatically passed
on to all subordinate objects in the project.
X True
X False
11. Which authorizations can only be assigned for the project definition?
X A Read
X B Write
X C Evaluate
X D Accounting
X E Administration
12. Which of the following scheduling types determines the duration of the phases from
scheduling subordinate tasks and their relationship?
X A Top-down scheduling
X B Bottom-up scheduling

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13. Which date types can you maintain for each individual project element?
X A Planned dates
X B Overlapping dates
X C Constraints
X D Forecasted dates
X E Extrapolated dates
14. Relationships are only linked between tasks at the same level of the hierarchy.
X True
X False
15. Which of the following represents general descriptions of the resource requirements?
X A Qualiﬁcations
X B Tasks
X C Role types
X D Roles
16. Resource planning in Project Management assigns employees directly to tasks of a
project.
X True
X False
17. When you create roles for a project, you can only access the role types that are assigned
to the project type.
X True
X False

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18. A project role describes the type of resource that is required in a project.
X True
X False
19. What can you use to specify the demand of a project role in SAP Project Management.
X A Distributed demand
X B Total demand
X C Altered demand
X D Spread demand
20. You can assign subtasks to project roles.
X True
X False
21. You cannot integrate resource planning data from Project Management with SAP Portfolio
and Project Management (PPM) capacity planning.
X True
X False
22. What are resources that you can use for the staﬃng of roles in Project Management
projects called?
X A Members
X B Employees
X C Staﬀ
X D Business partners

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23. You can create business partners using HCM integration with the existing HR data of
employees.
X True
X False
24. Which business partner roles are used in SAP Project Management?
X A Employee
X B Resource
X C Contractor
X D Vendor
25. Which criteria can be used to add business partners/ resources to a resource pool?
X A Location
X B Name
X C Qualification
X D Availability
26. Which traffic light signals a project role is overstaffed?
X A Red
X B Yellow
X C Green
27. The project lead determines which organizational units should be responsible for resource
search and candidate management.
X True
X False

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28. In SAP Project Management a tool is available to check and resolve scheduling conﬂicts on
one screen.
X True
X False
29. Which controlling methods are based on accounting integration to SAP Project System
(PS)?
X A Internal order (structure element, manual)
X B Internal order (project role, manual)
X C Multilevel controlling (structure element, manual)
X D Multilevel controlling (project role, automatic)
30.If you use multilevel controlling, what is the status of the WBS elements that were created
automatically during a transfer?
X A Master data locked
X B Flag to transfer
X C Release
X D Lock
31. Which Customizing activity do you choose to deﬁne the corresponding SAP system for
accounting integration?
X A Activate Accounting Integration in Project Type
X B Active Object Links for Accounting Integration
X C Specify General Settings
X D Make Settings in SAP S/4

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32. The execution of projects in Project Management starts with the release of the project
definition.
X True
X False
33. What happens when the project definition of a project is released?
X A The first phase of a project is released.
X B The first two phases of the project are released.
X C All the phases of a project are released.
X D None of the phases of a project are released.
34. You can only enter confirmations if the task or the checklist item has the status Released
or In Process.
X True
X False
35. Which status indicates that the task is terminated?
X A Canceled
X B Closed
X C Completed
X D Released
36. Accounting integration must not be active for a project to enter time using Cross-
Application Times Sheet (CATS).
X True
X False

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37. In confirmations for checklist items you can specify the work, the remaining work, or the
percentage of completion.
X True
X False
38. After the completion of a phase, you can make minor changes to master data of the
phase.
X True
X False
39. Who can grant or reject the approval for a phase?
X A Decision makers
X B Project managers
X C All project participants
X D No one needs to approve a phase
40.Which layout specifies the columns of a standard report, such as "Completed Checklist
Items"?
X A Extract layout
X B Evaluation layout
41. You can assign several templates to the same project type and choose between different
templates.
X True
X False

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42. Threshold value violations for project elements can only be triggered manually.
X True
X False
43. Which of the following Customizing settings are required to enable the automatic
determination of threshold value violations?
X A Assign Extract Layouts to Object Types
X B Define Evaluations
X C Define Severity
X D Define Threshold Values
44. Threshold value violations are checked when you save a project.
X True
X False
45. Only users with extensive authorizations can create or edit global versions.
X True
X False
46. Which options are available to create snapshots?
X A Manually when you are editing an operational project
X B Copy a snapshot
X C Manually by copying an operational project
X D Copy a template

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47. You can use a comparison to update a simulation or an operational project.
X True
X False

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Unit 6
1. Which of the following are prerequisites for successful projects?
X A Specifications must be precise and you should have a written copy of them.
X B Different roles and activities in the project must be defined.
X C Specifications must be broad and should evolve as the projects progress.
X D Focus on planning and avoiding errors in the early phases.
2. Some of the central functions of SAP Project Management can be used as standalone
solutions.
X True
X False
3. Which project element contains general information on the project?
X B Phase
X C Task
X D Project role

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4. Which of the following statements best explains the character of phases in SAP Project
Management.
X A Phases are used for structuring a project from the cost aspect.
X B Phases are used for structuring a project from the time aspect.
X C Phases are used to structure the required processing steps when a project is being
implemented.
X D A phase lists the item in a project that must be completed.
5. You can assign several checklists to a phase.
X True
X False
6. Which of the following elements can be assigned to a task?
X A Phases
X B Checklists
X C Checklist items
X D Subtasks
7. Which settings are maintained in the project type?
X A Accounting integration
X B Conﬁrmation settings
X C Approval process
X D Cost rate

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8. You can manage your documents in SAP Project Management with the SAP Project
Management document function or with SAP DMS.
X True
X False
9. Which authorization types are available in SAP Project Management?
X A Project-specific authorizations
X B Portfolio-specific authorizations
X C General authorizations
X D Basic authorizations
10. Authorizations that you grant at the project definition level are not automatically passed
on to all subordinate objects in the project.
X True
X False
Correct. Authorizations that you grant at the project definition level are automatically
passed on to all subordinate objects in the project, but you can adjust, enhance, or even
revoke them there if necessary.
11. Which authorizations can only be assigned for the project definition?
X A Read
X B Write
X C Evaluate
X D Accounting
X E Administration

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12. Which of the following scheduling types determines the duration of the phases from
scheduling subordinate tasks and their relationship?
X A Top-down scheduling
X B Bottom-up scheduling
Correct. With bottom-up scheduling, the duration of the phases is determined by
scheduling subordinate tasks and their relationship.
13. Which date types can you maintain for each individual project element?
X A Planned dates
X B Overlapping dates
X C Constraints
X D Forecasted dates
X E Extrapolated dates
14. Relationships are only linked between tasks at the same level of the hierarchy.
X True
X False
15. Which of the following represents general descriptions of the resource requirements?
X A Qualiﬁcations
X B Tasks
X C Role types
X D Roles
Correct. Roles represent general descriptions of the resource requirements.

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16. Resource planning in Project Management assigns employees directly to tasks of a
project.
X True
X False
17. When you create roles for a project, you can only access the role types that are assigned
to the project type.
X True
X False
Correct. When you create roles for a project, you can only access the role types that are
assigned to the project type.
18. A project role describes the type of resource that is required in a project.
X True
X False
19. What can you use to specify the demand of a project role in SAP Project Management.
X A Distributed demand
X B Total demand
X C Altered demand
X D Spread demand
20. You can assign subtasks to project roles.
X True
X False

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21. You cannot integrate resource planning data from Project Management with SAP Portfolio
and Project Management (PPM) capacity planning.
X True
X False
Correct. You can integrate resource planning data from Project Management with PPM
capacity planning.
22. What are resources that you can use for the staffing of roles in Project Management
projects called?
X A Members
X B Employees
X C Staff
X D Business partners
Correct. Business partners are the resources that you can use for the staffing of roles in
Project Management projects.
23. You can create business partners using HCM integration with the existing HR data of
employees.
X True
X False
Correct. You can create business partners using HCM integration with the existing HR
data of employees.
24. Which business partner roles are used in SAP Project Management?
X A Employee
X B Resource
X C Contractor
X D Vendor

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25. Which criteria can be used to add business partners/ resources to a resource pool?
X A Location
X B Name
X C Qualification
X D Availability
26. Which traffic light signals a project role is overstaffed?
X A Red
X B Yellow
X C Green
Correct. A red traffic light signals a project role is overstaffed.
27. The project lead determines which organizational units should be responsible for resource
search and candidate management.
X True
X False
Correct. The project lead determines which organizational units should be responsible for
resource search and candidate management.
28. In SAP Project Management a tool is available to check and resolve scheduling conflicts on
one screen.
X True
X False

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29. Which controlling methods are based on accounting integration to SAP Project System
(PS)?
X A Internal order (structure element, manual)
X B Internal order (project role, manual)
X C Multilevel controlling (structure element, manual)
X D Multilevel controlling (project role, automatic)
30.If you use multilevel controlling, what is the status of the WBS elements that were created
automatically during a transfer?
X A Master data locked
X B Flag to transfer
X C Release
X D Lock
31. Which Customizing activity do you choose to define the corresponding SAP system for
accounting integration?
X A Activate Accounting Integration in Project Type
X B Active Object Links for Accounting Integration
X C Specify General Settings
X D Make Settings in SAP S/4
32. The execution of projects in Project Management starts with the release of the project
definition.
X True
X False
Correct. The execution of projects in Project Management starts with the release of the
project definition.

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33. What happens when the project definition of a project is released?
X A The first phase of a project is released.
X B The first two phases of the project are released.
X C All the phases of a project are released.
X D None of the phases of a project are released.
34. You can only enter confirmations if the task or the checklist item has the status Released
or In Process.
X True
X False
35. Which status indicates that the task is terminated?
X A Canceled
X B Closed
X C Completed
X D Released
36. Accounting integration must not be active for a project to enter time using Cross-
Application Times Sheet (CATS).
X True
X False
37. In confirmations for checklist items you can specify the work, the remaining work, or the
percentage of completion.
X True
X False

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38. After the completion of a phase, you can make minor changes to master data of the
phase.
X True
X False
39. Who can grant or reject the approval for a phase?
X A Decision makers
X B Project managers
X C All project participants
X D No one needs to approve a phase
40.Which layout speciﬁes the columns of a standard report, such as "Completed Checklist
Items"?
X A Extract layout
X B Evaluation layout
41. You can assign several templates to the same project type and choose between diﬀerent
templates.
X True
X False
42. Threshold value violations for project elements can only be triggered manually.
X True
X False

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43. Which of the following Customizing settings are required to enable the automatic
determination of threshold value violations?
X A Assign Extract Layouts to Object Types
X B Define Evaluations
X C Define Severity
X D Define Threshold Values
44. Threshold value violations are checked when you save a project.
X True
X False
45. Only users with extensive authorizations can create or edit global versions.
X True
X False
46. Which options are available to create snapshots?
X A Manually when you are editing an operational project
X B Copy a snapshot
X C Manually by copying an operational project
X D Copy a template
47. You can use a comparison to update a simulation or an operational project.
X True
X False

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Project Management
Projects
Lesson 1
Linking Portfolio Items and Project Management Projects 246
Lesson 2
Integrating Resource and Capacity Planning 250
UNIT OBJECTIVES
● Link projects and portfolio items
● Outline the conﬁguration of links for projects and portfolio items
● Enable integration for capacity views
● Check the integration of capacity views

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Unit 7
Lesson 1
Linking Portfolio Items and Project
Management Projects
LESSON OVERVIEW
This lesson shows how to manually or automatically link portfolio items in SAP Portfolio and
Project Management with projects from Project Management.
Business Example
After you have implemented a preliminary plan at the portfolio item level and entered critical
success factors, you use the Project Management functions for a detailed plan of your
project. To exchange data and to simplify navigation between Portfolio Management and
Project Management, you want to link Project Management projects with your portfolio items.
For this reason, you require the following knowledge:
● An understanding of how to manually link portfolio items with Project Management
projects
● An understanding of how to create Project Management projects from portfolio items
● An understanding of how to make the relevant settings in Customizing for SAP Portfolio
and Project Management
LESSON OBJECTIVES

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Portfolio Item and Project Management Project
Figure 124: Possible Link Options
There are various options for linking projects from Project Management with portfolio items.
First, you can separately create a portfolio item and a Project Management project, then link
them later. You can establish this subsequent link from the portfolio item by using the Related
Objects tab. This enables you to search for existing Project Management projects and assign
these to the portfolio item. After the assignment, some general information about the Project
Management project, such as the description or project type, is displayed.
You can also cancel an existing assignment if you want to create an assignment to another
Project Management project. However, only one Project Management project can ever be
assigned to a portfolio item at one time.
Hint:
The Related Objects tab also lets you establish links to initiatives or PS projects.
Once a link is established, you can also link phases of assigned Project
Management projects with decision points of the portfolio item.
Second, you can create a portfolio item and a Project Management project, either at the time
of creation or at a later time from the portfolio item using a template, and make the link to
both objects at the same time. If you want the Project Management project to be created at
the same time as the portfolio item, set the indicator Create Project on Saving before you
save. You can specify the Project Management template that you want to use as a copy
template. If you want the Project Management project to be created and linked at a later
stage, do not set the indicator Create Project on Saving when you save the portfolio item. You
can set the indicator Create Project on Saving later to create and assign a Project
Management project. Depending on synchronization settings, the planned start and end date
of the portfolio item is transferred to the deﬁnition of the Project Management project.
Because templates in Project Management always contain a reference to a project type, you
must assign a project type to the item type of the portfolio item in Customizing.
Lesson: Linking Portfolio Items and Project Management Projects

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Both the options (discussed so far) for creating and linking Project Management projects are
useful if Project Management is the leading system for the operational project management.
Other objects, such as internal orders from FI/CO or work breakdown structures from Project
System, are useful only for Controlling purposes in the relevant Project Management projects.
However, if another project management application, such as Microsoft Project or Project
System, is used for operational project management, a Project Management project linked
with a portfolio item serves only to evaluate data of the external project management
application. In these scenarios, a project definition is created in Project Management when a
portfolio item is created, because this is a prerequisite for uploading structure and resource
data of external project management applications. The structure of the Project Management
project and the corresponding roles are created later when you upload project data from an
external project management application.
Configuration of Links
Figure 125: Customizing for Link Options
To use link option 1 – the separate creation of a portfolio item and Project Management
project and the subsequent assignment of both objects – no Customizing settings are
necessary. However, to ensure that a Project Management project is not automatically
created when you save the portfolio item, you can deselect the Automatically create a Project
checkbox in the definition of the portfolio item type in Customizing for SAP Portfolio and
Project Management (PPM).
To use link option 2 – the creation of a Project Management project with a template from a
portfolio item – you must assign a project type to the portfolio item type in Customizing for
PPM. The project type determines which templates are available for the creation of the
Project Management project. If required, you can also make direct assignments between
portfolio item types and Project Management templates. You can do this in the Customizing
activity Map Item Type to Project or PS .
Unit 7: Portfolio Items and Project Management Projects

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Hint:
The creation of an item with an item template is a special case. Depending on the
configuration, a Project Management project is immediately created with a
template in this case. In doing so, links between the phases of the project and the
decision points of the item can be created immediately.
To use link option 3 – the creation of a project definition when a portfolio item type is saved –
you must select the Create Project on Saving checkbox when you save the portfolio item.
The following strategies are used to determine the project type that is used for the creation of
the Project Management project:
● Project type that is assigned to the portfolio item type
● Project type that you defined in the global settings in Customizing for PPM in the area
0009 Portfolio Item Project Integration
● Project type that is defined as an SAP default setting in the global settings
LESSON SUMMARY
Lesson: Linking Portfolio Items and Project Management Projects

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Unit 7
Lesson 2
Integrating Resource and Capacity Planning
LESSON OVERVIEW
This lesson shows how the detailed information of resource planning can be integrated into
strategic capacity planning in SAP Portfolio and Project Management.
Business Example
You have performed an initial estimate of the resource requirements at the portfolio bucket
and item level in strategic capacity planning in SAP Portfolio and Project Management. After a
detailed resource planning, you want to compare this detailed data with your estimates. For
this reason, you require the following knowledge:
● An understanding of the options for integrating data into SAP Portfolio and Project
Management capacity planning
● An understanding of how to make the Customizing settings required for integration
LESSON OBJECTIVES

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Capacity View Configuration
Figure 126: Assignment of Resource Data to Capacity Groups and Views
You integrate role requirements and staffing with the field Role function in the role definition.
You can freely define possible role functions in Customizing for Project Management. To
define a role function, you only need to specify an identification and a name.
In Customizing for PPM, you can then assign a role function or an entire interval of role
functions to a combination of capacity group and capacity view. In the Amount field, define
whether the role demand or the resource assignment should be used for integration.
To integrate the actual work carried out into capacity planning, first set up the FI/CO
integration. You can then map intervals of relevant cost elements to combinations of capacity
groups and views in Customizing for PPM. You can connect several FI/CO systems to PPM.
Therefore, you must specify the logical system when you make each assignment. The figure
shows the relevant settings in Customizing for PPM.
Lesson: Integrating Resource and Capacity Planning

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Integration of Resource Planning and Capacity Planning
Figure 127: Example of Integration with Resource Planning Data
Using PPM capacity planning, you can plan requirements for capacities or resources for
individual periods at the portfolio bucket level, item level, and initiative level. This planning
refers to capacity categories, groups, and views, which you can freely deﬁne in Customizing
for PPM.
Values that you have planned at the portfolio item level can be rolled up to parent portfolio
buckets or initiatives with the relevant Customizing settings. You can manually perform
capacity planning at the portfolio item level or derive it from role demands or resource
assignments of Project Management projects.
Possible Integration Scenarios
Figure 128: Possible Integration Scenarios
Unit 7: Portfolio Items and Project Management Projects

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Resource data can be integrated in two ways. The role demand and resource assignments can
be mapped to combinations of capacity groups and views. You can do this using a role
function that you can assign to a role within the role definition. You can manually define roles
and the staffing of these roles in Project Management, or derive them from other assigned
project management applications. The other option is to determine actual capacity
requirements from the confirmed activities. This requires integration with an FI/CO system in
which activity values were entered using the Cross-Application Time Sheet (CATS).
If resource data have been integrated into capacity planning, you can roll this data up to the
parent portfolio buckets or initiatives. At the bucket and initiative level, you can perform
aggregated evaluations and compare the data to your original forecast capacity planning
data. You can roll the portfolio item data up to the parent buckets or initiatives using the
program /RPM/FICO_INT_PLANNING with the execution option Rollup.
LESSON SUMMARY
Lesson: Integrating Resource and Capacity Planning

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Unit 7
Learning Assessment
1. Only one Project Management project can be assigned to a portfolio item at one time.
X True
X False
2. To integrate the actual work carried out into capacity planning, you must ﬁrst set up the
FI/CO integration.
X True
X False
3. You can perform capacity planning at the portfolio item level manually.
X True
X False

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Unit 7
1. Only one Project Management project can be assigned to a portfolio item at one time.
X True
X False
Correct. Only one Project Management project can be assigned to a portfolio item at one
time.
2. To integrate the actual work carried out into capacity planning, you must ﬁrst set up the
FI/CO integration.
X True
X False
Correct. To integrate the actual work carried out into capacity planning, you must ﬁrst set
up the FI/CO integration.
3. You can perform capacity planning at the portfolio item level manually.
X True
X False
Correct. You can perform capacity planning at the portfolio item level manually.

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UNIT 8 SAP Portfolio
Management and SAP
Applications Integration
Lesson 1
Integrating Project System (PS) 257
Lesson 2
Configuring the Project System (PS) Integration 262
Lesson 3
Configuring the SAP Financials Integration 264
Lesson 4
Integrating SAP Portfolio Management with SAP ERP Financial Data 267
Lesson 5
Integrating SAP Innovation Management 273
UNIT OBJECTIVES
● Outline the integration of PS
● Create a PS project in SAP PPM
● Check the synchronization of attributes and statuses
● Outline the integration of financial data of PS projects
● Check the configuration of the PS integration
● Configure the integration of SAP Financials data to SAP PPM
● Integrate financial data from Project System (PS)
● Integrate financial data from PS projects
● Explain integration to SAP Innovation Management

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Unit 8
Lesson 1
Integrating Project System (PS)
LESSON OVERVIEW
This lesson provides an overview of the integration of Project System (PS) to SAP Portfolio
and Project Management (SAP PPM).
Business Example
Your company manages about a hundred projects per year. A year ago, your company
implemented SAP Portfolio and Project Management to administer and analyze the project
portfolio. Now, you are asked to establish a close integration between PS projects and
portfolio items. For this reason, you require the following knowledge:
● An understanding of the concept of PS integration
● An understanding of PS project creation and PS project assignment
● An understanding of attribute synchronization and status synchronization
● An understanding of the integration of ﬁnancial data of PS projects
LESSON OBJECTIVES

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PS Integration
Figure 129: Concept of SAP PS Integration
Portfolio items are used to plan and schedule on a strategic scale. You can perform operative
project management with respect to a portfolio item with Project Management integrated in
SAP Portfolio and Project Management (PPM). As an alternative, you can perform operative
project management with respect to a portfolio item with Project System (PS). If you have
used PS for operative project management in the past, you can now easily link such projects
to items to synchronize data.
You can create and link PS projects to portfolio items. Once a link is established, you can
synchronize attributes and status between both applications.
The ﬁgure, Concept of SAP PS Integration, demonstrates what objects can be linked to each
other. You can link a project deﬁnition to an item and you can link work breakdown structure
(WBS) elements to decision points of an item. The link is established by object link types. In
this way, you can synchronize attributes and status between PS projects, and item and
decision points.
PS Project Creation
Figure 130: Creation of a PS Project
Unit 8: SAP Portfolio Management and SAP Applications Integration

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You can create PS projects directly in PPM. You can either manually create the PS project
while saving the portfolio item, or you can automatically create the PS project. The latter,
however, requires the implementation of a BAdI.
The figure, Creation of a PS Project, demonstrates the creation of an item and the creation of
a PS project while saving the item. Depending on the configuration settings, you can choose a
template to create PS projects. A project definition and subordinate WBS elements are
created. And again depending on the configuration, WBS elements are linked to item decision
points.
Hint:
Network components, documents, and PS texts are not copied from the PS
project template.
Once you establish a link to the PS project, an additional button appears on the item detail
screen. The button allows you to display the PS project with Project Builder and go to three
PS reports to analyze the PS project.
PS Project Assignment
Figure 131: Assignment of a PS Project
As an alternative to creating a new PS project, you can assign an existing PS project to an
item. First, you create a link to a PS project definition. Later, you can assign WBS elements
and decision points. The figure, Assignment of a PS Project, demonstrates the respective tab
page and buttons to assign a PS project. The figure also displays a button to delete
assignments.
Lesson: Integrating Project System (PS)

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Attribute Synchronization
Figure 132: Synchronization of Attributes
Synchronization is a major benefit of integrating a PS project to an item. You can synchronize
attributes and statuses. Some attributes of the item are mapped to attributes of the PS
project definition. Vice versa, some attributes of the PS project are mapped to attributes of
the item and decision points.
Synchronization is based on Decision Flow Management (DFM), which is a common function
of PPM. You must adjust the DFM configuration to your needs and you must specify field
mapping. The SAP standard delivery already contains a minimal field mapping, which can be
used as a starting point for attribute synchronization.
Status Synchronization
Portfolio items, decision points, PS projects, and WBS elements all contain status
management. However, in PS, a status can allow or forbid a business transaction. The status
of items and decision points is only for information purposes. With PS project integration to
an item, you can synchronize the status between both objects. You can synchronize the
status between WBS elements and decision points as well. Therefore, the status of an item
can influence business transactions for a PS project. Conversely, the status of a PS project
can provide feedback to the assigned item.
Integration of Financial Data of PS Projects
Financial data of PS projects assigned to portfolio items can be transferred to financial
planning of the respective items. Financial integration allows you to transfer budgets, planned
costs, and actual costs to portfolio item financial planning. In fact, FI/CO integration is based
on object links similar to PS integration. However, different object link types are configured
for FI/CO integration and for PS integration.
Once you assign a PS project to an item, the system simultaneously creates an additional link
for FI/CO integration automatically.

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LESSON SUMMARY
Lesson: Integrating Project System (PS)

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Unit 8
Lesson 2
Configuring the Project System (PS)
Integration
LESSON OVERVIEW
This lesson provides an overview of configuring Project System (PS) integration.
Business Example
Your company manages about a hundred projects per year. Your company implemented SAP
Portfolio and Project Management to administer and analyze the project portfolio. Now, you
are asked to establish a close integration between PS projects and portfolio items. For this
● An understanding of how to configure the PS integration
LESSON OBJECTIVES
PS Integration Configuration
Figure 133: Configuration of PS Integration
The configuration of the PS integration requires a number of Customizing activities.

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Steps of Global Customizing of Portfolio Management
1. Specify item types for PS integration. Item types are specified for PS integration of Project
Management (as a part of PPM).
2. Assign PS templates to project profiles, item templates, or item types.
3. Link decision points of item types or item templates to WBS elements.
In addition, you must configure common functions of PPM. In particular, you have to maintain
object link types of decision flow management. Suitable object link types for PS project
definition and WBS elements are predefined in SAP Customizing. You can copy and adjust
both object link types. That is, you assign the correct destination, web server alias, and logical
system to the object link type.
The settings described above are the minimal settings for using PS integration. However, you
can adjust synchronization to your needs.
You may introduce different synchronization scenarios for creating, updating, and deleting
objects.
LESSON SUMMARY
Lesson: Configuring the Project System (PS) Integration

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Unit 8
Lesson 3
Configuring the SAP Financials Integration
LESSON OVERVIEW
This lesson shows how to configure the integration of SAP Financials data.
Business Example
In SAP Portfolio and Project Management, you have already performed strategic financial
planning at the item level and bucket level. You now want to compare forecast data with
detailed plan data, commitment data, actual data, and budget data from the FI/CO system to
monitor your projects. For this reason, you require the following knowledge:
● An understanding of how to configure the SAP Financials data integration
LESSON OBJECTIVES
SAP Financials Integration
Figure 134: Customizing of the FI/CO Integration
The figure, Customizing of the FI/CO Integration, summarizes the various Customizing
activities that are relevant for the FI/CO integration. These Customizing activities can be
roughly divided into the configuration for object link types and the definition of the mapping
between cost elements and CO versions on the one hand, and financial groups and financial
views on the other hand.
Object link types are already defined in the standard SAP system for the integration of
accounting data from internal orders and projects of Project System (PS). You can use these
object link types as templates for creating new object link types in the customer-defined

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namespace. Specify the RFC connection and the logical system of the FI/CO system in your
object link types. If you want to upload data from different FI/CO systems to PPM, you must
create object link types for each system. Finally, activate the object link types that you want to
use for the integration. The object link types that are used for the FI/CO integration are
assigned to the SAP Controlling application.
Settings for Financial Planning
Figure 135: Settings for Financial Planning
In PPM, financial data with reference to financial categories, groups, and financial views can
be entered and evaluated in the financial planning. However, accounting data with reference
to cost elements, value types, and CO versions is managed in the FI/CO system. Therefore, a
mapping between the relevant reference data must be defined. You can perform the mapping
according to your requirements in Customizing for PPM with reference to the relevant FI/CO
system.
The figure, Settings for Financial Planning, displays the table in Customizing in which you can
make the relevant settings. The organizational unit that you specify in the settings
corresponds to the controlling area in the FI/CO system. This is implemented by the
assignment of the organizational unit type COA (controlling area) to the SAP Controlling
application.
Lesson: Configuring the SAP Financials Integration

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Note:
The value types to be speciﬁed in the settings do not correspond to the value
types in FI/CO, but are value types of SAP Portfolio and Project Management. By
default, therefore, there are no separate value types in PPM for a purchase
requisition commitment and a purchase order commitment, but only one value
type commitment.
LESSON SUMMARY

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Unit 8
Lesson 4
Integrating SAP Portfolio Management with
SAP ERP Financial Data
LESSON OVERVIEW
This lesson covers the integration of accounting data in SAP Portfolio and Project
Management.
Business Example
In SAP Portfolio and Project Management, you have already performed strategic financial
planning at the item level and bucket level. You now want to compare forecast data with
detailed plan data, commitment data, actual data, and budget data from the FI/CO system to
monitor your projects. For this reason, you require the following knowledge:
● An understanding of the typical scenarios for the integration of financial data
● An understanding of how to make the Customizing settings that are necessary for
integration
● An understanding of how to upload financial data from Project System (PS) to financial
planning of a portfolio item
LESSON OBJECTIVES

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Scenario IT or Service Project Integration
Figure 136: Example of IT Projects and Service Projects
IT projects and service projects are often planned and implemented using Project
Management. In PPM, appropriate portfolio items are then created, which are linked with the
portfolio projects, and are used for a first rough planning of the required funds.
For a detailed cost planning and for the posting of actual costs, the portfolio projects are
linked with work breakdown structures from PS or, in the simplest case with internal orders
from SAP Controlling. Depending on the setting of portfolio projects, these links to controlling
objects are done automatically or manually.
On the basis of the link, plan data of the portfolio projects, such as planned required
capacities and costs or revenue rates is passed on to the linked controlling objects and used
here for automatic cost and revenue planning. The plan data can now be supplemented at the
level of controlling objects and budgeting can be performed.
After the release of project parts in the implementation phase of the projects, the resources
of the project can have automatic data, such as assigned tasks, implemented in the worklist
of the time sheets Cross-Application Time Sheet (CATS). The resources can then use this
information to confirm the work they have performed. The actual times that are confirmed in
this manner can be passed back to the portfolio projects, and the actual costs are posted to
the linked controlling objects. If other costs arise in the project execution due to external
procurements, period-end closing activities, or revenues due to invoicing and customer
invoices, then these are also posted to the Controlling objects.
Using the FI/CO interface of PPM, you can now integrate all this accounting data of the linked
controlling objects into the financial planning of the relevant portfolio items. This data can be
compared with the financial planing data that was originally forecasted, and can be used to
monitor projects continuously.
SAP Financial Integration
Using the financial planning in PPM, you forecast financial data for portfolio items and
portfolio buckets in a very early phase of your projects. If detailed plan data is available later
due to your project planning, it should also be possible to evaluate this data in the financial

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planning of PPM and base decisions on it. You also require data about the actual costs
incurred or commitments for monitoring and controlling in PPM, particularly in the
implementation phase of the projects. To be able to evaluate detailed accounting data from
FI/CO in PPM, use the FI/CO interface of PPM.
Data Integrated Using the FI/CO Interface of the PPM Interface
● Planned costs
● Planned times
● Planned revenues
● Budget
● Commitments
● Actual costs
● Actual times
● Actual revenues
Object Link of the Controlling Objects
Figure 137: Object Link of the Controlling Objects
The integration of accounting data is technically implemented using object links, similar to the
integration of the project management data. This means that an object link is established
between a portfolio item and a controlling object, which is then used to exchange accounting
data. You can create this link using Object Links, which you navigate to through
Relationships→ Object Links from a portfolio item. You can select the object type and the
controlling object and assign it to the portfolio item.
You can create object links to the following elements:
● Internal orders
● Network activity element
● Network
Lesson: Integrating SAP Portfolio Management with SAP ERP Financial Data

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● Network activity
● Network hierarchy
● Network activity hierarchy
● Service or maintenance order
● WBS element hierarchy
● WBS element
If a suitable object link exists between the portfolio item and the controlling object, the
uploading of data is controlled by a program that is usually scheduled as a background job in
the PPM core system. The figure, Object Link of the Controlling Objects, illustrates how this
program works.
Program for FI/CO Integration
Figure 138: Program for FI/CO Integration
The program /RPM/FICO_INT_PLANNING is executed in the PPM core system or scheduled
as a background job there. Based on the object links, the accounting data of the controlling
objects are then determined from the FI/CO system, transported into the PPM system, and is
saved here in the table RPM_FIDATA. The program requires the RFC destination of the SAP
FI/CO system as a parameter. In the initial screen of the program, specify the identification of
portfolio items for which the financial data is to be determined. In addition, specify the details
for the accounting data, such as the CO version, which are to be used to determine the
relevant data, or the exchange rate type that is to be used for currency translations if
necessary.
The execution of the program /RPM/FICO_INT_PLANNING depends on following execution
parameters:
● Integration

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● Planning
● Rollup
Scenario Large Project Integration
Figure 139: Example of Large Projects
This scenario involves the monitoring and controlling of large projects, such as construction
projects, maintenance projects, or large research and development projects. In an early
phase, portfolio items are created, critical success factors are determined and rough planning
of required funds is performed in PPM.
The projects are usually mapped in PS, since integration to Materials Management (MM),
Production Planning (PP), Plant Maintenance (PM), Sales and Distribution (SD), Investment
Management (IM) and Financial Accounting and Management Accounting (FI and CO) is
generally required for detailed planning and execution. You can use the PS integration to
evaluate structure data, scheduling data, or resource data of these projects directly in PPM.
In doing so, data from the projects in PS is converted to Project Management data and
uploaded to PPM. This integration is independent of the FI/CO integration.
Customers, who are interested only in the accounting data of the projects, can use the FI/CO
integration without having to upload structure data, scheduling data, or resource data to
PPM.
The projects in PS are used for cost planning, revenue planning, and budgeting. In particular,
documents from various other applications result in commitment, actual costs, and actual
revenues. Using the FI/CO interface, this data can be passed on to the portfolio items to
which the projects were assigned and compared here with the original ﬁnancial planning.
Lesson: Integrating SAP Portfolio Management with SAP ERP Financial Data

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Hint:
Financial data from subordinate FI/CO systems is therefore integrated into
portfolio items. From there, this data can be rolled up further to initiatives or
initiatives and portfolio buckets. The rollup of data is independent of the FI/CO
integration. It would be equally possible to roll up manual planning data from
portfolio items to initiatives or initiatives and portfolio buckets.
Currency Conversion
In PPM, you can specify a financial planning currency for items, buckets and initiatives. Valid
currencies are predefined in Customizing. During financial planning, you can switch between
different currencies so that a currency conversion can take place. Conversion rates are
maintained in a separate SAP ERP system.
Currency Conversion Conditions
Whether a currency conversion takes place or not depends on the following conditions:
● Has the value been transferred from SAP ERP?
● Is the value available in the requested currency? (controlling area currency or item
currency are saved for items)
If both the answers are yes, the values are taken from SAP ERP. If one of the answers is no,
currency conversion takes place.
LESSON SUMMARY

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Unit 8
Lesson 5
Integrating SAP Innovation Management
LESSON OVERVIEW
The lesson explains the new SAP Innovation Management application which can be used in
SAP PPM by linking portfolio items to SAP Innovation Management.
Business Example
Innovation is vital to you company’s growth and success. The challenge lies in harnessing
innovation in a way that delivers profitable outcomes and optimizes your investment in
research and development. SAP Innovation Management software helps you foster
innovation, capture it, and rapidly convert it into industry-leading, value-generating initiatives.
LESSON OBJECTIVES
SAP Innovation Management Integration
The success of a company depends on its capability to develop innovative products, services
or business models. This capability requires a culture of creativity and innovation, where
employees share and discuss their ideas both with colleagues and with management.
However, these ideas need to be systematically managed, which means that they are
evaluated and filtered according to a predefined process to extract the most promising ones.
SAP Innovation Management helps you to foster a culture of innovation by offering a platform
where employees can easily present their own ideas and discuss the ideas of others. SAP
Innovation Management also enables you to run campaigns for systematically collecting ideas
and to manage the ideas according to a predefined and adaptable innovation process. The
innovation process is composed of a number of phases, through which the ideas are guided
by idea coaches and which include evaluations by experts. These are continued by conceptual
work within innovation projects and the inclusion into products and successful market
introduction.

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Figure 140: SAP Innovation Management
SAP Innovation Management is has the following basic parts:
● Idea community
● Innovation office
● Mobile web app
The idea community is the platform for all employees to create, share and, discuss their ideas
and to participate in idea campaigns. Here, employees can view campaigns, browse through
ideas, and comment or vote on ideas. If they want to share their own ideas, they can submit
them. Notifications keep them informed about how their ideas progress along the innovation
process. The idea community is also the place where subject matter experts evaluate ideas.
Unlike the idea community, which is accessible for all users of SAP Innovation Management,
the innovation office is a back office for specialists working professionally with ideas and
campaigns. Campaign managers set up and monitor campaigns, idea coaches process the
ideas of a campaign, innovation managers administer users, configure phases and evaluation
methods for campaigns and more.
The mobile web app is for users of SAP Innovation Management who want to use their mobile
devices to quickly create an idea draft, check their notifications, or explore idea lists and
campaigns when on the move.
Object Link for Innovation Management
With the latest release of PPM a new object link is provided for SAP Innovation Management
as the preferred solution to explore, evaluate and manage ideas in the innovation process.

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Figure 141: Object Link in Portfolio Item
You can link Ideas of the HANA XS based SAP Innovation Management application to portfolio
items and retrieve idea information as Idea ID and Name, Submitter, Coach, Campaign, Phase
and Status in the object details.
The forward navigation from PPM to SAP Innovation Management supports cross-application
PLM processes. The Innovation Management Idea in turn retrieves information about the
linked object (for example, about dates) responsible for a task or the active decision point of
an item. There are two options to navigate to the linked Idea: Innovation Community and
Innovation Office both display the linked Idea but in a different context. The creation of a link
to an Idea follows the general steps for object links. It is possible to search for Ideas using the
Idea Name or ID, a Campaign or the completed flag. From the hit list of Ideas that meet the
criteria, the user can select multiple Ideas to create multiple object links.
The customizing for the corresponding object type 0RPMIDEA in portfolio management is
done in the same manner as for the other existing object types for object links.
Lesson: Integrating SAP Innovation Management

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Figure 142: Customizing for Innovation Object Link
The connection to the SAP Innovation Management web server is deﬁned in the object type.
User authorization in Innovation Management is checked to create a link when searching
ideas. The same applies when data is fetched to display idea details from the overview table.
The user name must be the same in both systems because the check is based on matching
names.
LESSON SUMMARY

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Unit 8
Learning Assessment
1. Which of the following objects of Project System can be linked to objects of SAP Portfolio
and Project Management (PPM)?
X B Networks
X C WBS elements
X D Activity
2. You can synchronize attributes but not statuses of WBS elements and portfolio items.
X True
X False
3. When you perform global customizing of Portfolio Management, you link decision points
of item types or item templates to WBS elements.
X True
X False
4. Object links are deﬁned in the standard SAP system for the integration of accounting data
from internal orders and projects of Project System.
X True
X False

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5. Which of the following data can be integrated by using the FI/CO interface of the PPM
interface?
X A Planned costs
X B Planned times
X C Resources
X D Planned revenues
6. In PPM, only plan costs of appended orders are integrated with portfolio items.
X True
X False

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Unit 8
1. Which of the following objects of Project System can be linked to objects of SAP Portfolio
and Project Management (PPM)?
X B Networks
X C WBS elements
X D Activity
Correct. Project deﬁnition and WBS elements of Project System can be linked to objects of
PPM.
2. You can synchronize attributes but not statuses of WBS elements and portfolio items.
X True
X False
Correct. You can synchronize attributes and statuses of WBS elements and portfolio
items.
3. When you perform global customizing of Portfolio Management, you link decision points
of item types or item templates to WBS elements.
X True
X False
Correct. When you perform global customizing of Portfolio Management, you link decision
points of item types or item templates to WBS elements.

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4. Object links are deﬁned in the standard SAP system for the integration of accounting data
from internal orders and projects of Project System.
X True
X False
Correct. Object links are deﬁned in the standard SAP system for the integration of
accounting data from internal orders and projects of Project System.
5. Which of the following data can be integrated by using the FI/CO interface of the PPM
interface?
X A Planned costs
X B Planned times
X C Resources
X D Planned revenues
Correct. Planned Costs, Planned times and Planned revenues can be integrated by using
the FI/CO interface of the PPM interface.
6. In PPM, only plan costs of appended orders are integrated with portfolio items.
X True
X False
Correct. In PPM, only plan costs of appended orders are integrated with portfolio items.

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UNIT 9 Key Figures
Lesson 1
Using Questionnaires 282
Lesson 2
Using Scoring Models 286
UNIT OBJECTIVES
● Create a questionnaire
● Apply a questionnaire for a portfolio item
● Create a scoring model
● Apply a scoring model for a portfolio item

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Unit 9
Lesson 1
Using Questionnaires
LESSON OVERVIEW
This lesson shows you how to configure a questionnaires in SAP Portfolio and Project
Management.
Business Example
You want to make it easier for your item managers to estimate critical success factors such
as the probability of technical success of a project. Therefore, you want to create a
questionnaire so that you can use the responses to determine the probability of technical
success. For this reason, you require the following knowledge:
● An understanding of questionnaires
● An understanding of how to use questionnaires
LESSON OBJECTIVES
Questionnaire
Portfolio item fields, such as the probabilities of technical success or the assessed project risk
are important criteria for the assessment or comparison of portfolio items. It is difficult to
manually enter a numerical value directly in these fields, and without additional details, it is
difficult to trace this later.
Using questionnaires, you can derive the values of these fields from qualitative standardized
criteria and analyze the derivation of the field values later, instead of entering the values
manually.
Hint:
Questionnaires can be created for fields in portfolio initiatives and decision
points, as well as for fields in portfolio items. The procedure is exactly the same
as for maintaining questionnaires for portfolio items. This lesson focuses on
questionnaires for fields of a portfolio item.

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Questionnaire Creation
Figure 143: Creation of a Questionnaire
A questionnaire is a list of questions that you can define in Customizing for SAP Portfolio and
Project Management (PPM). You can group the questions into question groups.
You can define several possible answers for each question and determine whether the
answers are displayed as radio buttons or a dropdown box.
If you want a question in the questionnaire to be compulsory, flag the question as mandatory.
In Customizing, assign a weight to each question in the questionnaire, and a scoring to each
answer. When the questions of the questionnaire are answered, the system determines a total
value from the scoring of the answers and the weight of the respective questions; this total
value can then be transferred as a field value.
Lesson: Using Questionnaires

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Assignment of the Questionnaire to a Field in a Portfolio Item
Figure 144: Assigning of the Questionnaire to a Field in a Portfolio Item
After you define a questionnaire in Customizing for PPM, assign it to the field in which the
questionnaire is available. To do this, the field service questionnaire must be assigned to the
field in the field configuration.
The PPM administrator assigns the questionnaire to a field of the portfolio item at the level of
the portfolio bucket, which is directly superior in the section Field Service Configuration. In the
section Field Service Configuration, the system displays only fields with a Field Service
Configuration that allows a corresponding service.
Unit 9: Key Figures

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Questionnaire for a Portfolio Item
Figure 145: Example of a Questionnaire
The figure, Example of a Questionnaire, displays how a questionnaire can look in SAP PPM. In
this example, the options for the first question are displayed as radio buttons, and the options
for the second question are displayed as a dropdown box. The outcome of the questionnaire
is the value for the field Probability of Technical Success . It is a result of the total scores of the
individual answers, weighted correspondingly with the weight of the questions, and divided by
the total of all weights.
Using the Questionnaires link, you can view all filled questionnaires for a portfolio item. With
this, you can analyze when and by whom the questionnaires were last answered, and how the
results are composed from the scoring of the answers and the weights of the questions.
LESSON SUMMARY
Lesson: Using Questionnaires

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Unit 9
Lesson 2
Using Scoring Models
LESSON OVERVIEW
This lesson shows you how to configure scoring models in SAP Portfolio and Project
Management. It also explains how to use them to derive field values in portfolio items.
Business Example
Fields of portfolio items, such as the upper limit for the risk of a project, is derived from other
fields, such as the probability of success and the development costs. You want to define a
suitable scoring model for this derivation. For this reason, you require the following
knowledge:
● An understanding of how to use scoring models to derive field values
LESSON OBJECTIVES
Scoring Models
Scoring models are used in PPM for two different purposes. Scoring models can be used as a
field service to derive the value of fields (such as the probabilities of technical success or the
assessed project risk) from the values of other fields. You can apply scoring models
for portfolio items or initiatives.
Scoring models can also be used in reviews to compare and prioritize various portfolio items
based on defined fields and their scoring. This lesson deals with the use of scoring models as
a field service for portfolio items.

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Scoring Model Creation
Figure 146: Definition of a Scoring Model
The figure, Definition of a Scoring Model, shows a simple example of a scoring model. You
want to derive the value of the Derived Risk field in portfolio items from the probability of
technical success and the respective development costs of the items.
You must define a scoring model in SAP Portfolio and Project Management Customizing,
which contains both fields (scoring model attributes) Probability Technical Success (PROBT)
and Development Cost (COSTD) . The probability of technical success is more important to
you for assessing the risk than the development costs. Therefore, you give the attribute
PROBT more weight than the attribute COSTD.
Define intervals for each attribute and assign scores to these intervals. For example, if the
probability of technical success is between 0 and 25, there is a high risk; therefore, you assign
a score of 100 to this interval. If the probability is between 26 and 50, the risk is somewhat
less; therefore, you assign the interval a score of 90.
Define intervals and scores for the development costs in the same way. COSTD is a currency-
dependent field; therefore, specify the relevant currency for the intervals. To use the scoring
model as a service for the Derived Risk field, the field configuration of this field must allow the
service Scoring model.
The PPM administrator assigns the scoring model defined in Customizing to the portfolio item
Derived Risk field at the level of the parent portfolio bucket in the section Field Service
Configuration.
Lesson: Using Scoring Models

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Scoring Model for a Portfolio Item
Figure 147: Scoring Model in Portfolio Management
To start the scoring model, choose the icon after the corresponding ﬁeld in the portfolio item.
The ﬁgure, Scoring Model in Portfolio Management, shows the result of a scoring. The
outcome in the example is a result of the total scoring of COSTD and PROBT, weighted
accordingly with the weight of the relevant attribute, and divided by the total of all weights.
LESSON SUMMARY
Unit 9: Key Figures

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Unit 9
Learning Assessment
1. In questionnaires, you can define several answers for each question that displays in the
form of radio buttons or a dropdown box.
X True
X False
2. The outcome of the questionnaire is a result of the total scores of the individual answers,
weighted correspondingly with the weight of the questions, and divided by the total of all
weights.
X True
X False
3. Scoring models can be used as a field service to derive the value of fields from the values
of other fields.
X True
X False
4. To be able to use a scoring model for a portfolio item field, the field configuration of this
field must allow the service Scoring model.
X True
X False

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Unit 9
1. In questionnaires, you can define several answers for each question that displays in the
form of radio buttons or a dropdown box.
X True
X False
Correct. You can define several possible answers for each question in a questionnaire and
determine whether the answers are displayed in the form of radio buttons or a dropdown
box.
2. The outcome of the questionnaire is a result of the total scores of the individual answers,
weighted correspondingly with the weight of the questions, and divided by the total of all
weights.
X True
X False
Correct. The outcome of the questionnaire is a result of the total scores of the individual
answers, weighted correspondingly with the weight of the questions, and divided by the
total of all weights.
3. Scoring models can be used as a field service to derive the value of fields from the values
of other fields.
X True
X False
Correct. Scoring models can be used as a field service to derive the value of fields from the
values of other fields.

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4. To be able to use a scoring model for a portfolio item field, the field configuration of this
field must allow the service Scoring model.
X True
X False
Correct. To be able to use a scoring model for a portfolio item field, the field configuration
of this field must allow the service Scoring model.

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UNIT 10 Reports
Lesson 1
Reporting with SAP Analytics Cloud 293
Lesson 2
Reporting with Dashboards 295
Lesson 3
Reporting Based on Business Context Viewer (BCV) 300
Lesson 4
Configuring Business Context Viewer (BCV) Content 306
UNIT OBJECTIVES
● Explain how to use SAP Analytics Cloud
● Use dashboards for reporting
● Outline the configuration of dashboards
● Use BCV for buckets and items
● Outline the architecture of BCV
● Configure BCV content

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Unit 10
Lesson 1
Reporting with SAP Analytics Cloud
LESSON OBJECTIVES
SAP Analytics Cloud
Using intelligent technologies like SAP Analytics Cloud enables your organization to evaluate
both internal and external data to predict business outcomes. Optimizing the day to day is
important, but intelligence and new technologies can have massive impacts on inﬂuencing the
unknown. Big strategic decisions on company direction, where to invest, and expanding into
new markets require a diﬀerent view on data. With SAP Analytics Cloud, organizations can
reduce the amount of uncertainty associated with the future and drive strategic decisions.
From the initial stages of an analytics project, SAP Analytics Cloud delivers immediate value,
with smart features and content to get you started:
● Built-in connectors to data sources
● Intelligent algorithms highlighting possible data quality issues and distributing your data
● Smart transformations enabling you to quickly address and solve data quality issues
● A growing library of business content created across 15+ industries and 27+ lines of
business
Figure 148: SAP Analytics Cloud Overview

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You use SAP Analytics Cloud to obtain a fast overview of the data of portfolio items,
initiatives, and projects.
LESSON SUMMARY
Unit 10: Reports

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Unit 10
Lesson 2
Reporting with Dashboards
LESSON OVERVIEW
This lesson shows how to use dashboards for a tabular reporting of objects in SAP Portfolio
and Project Management. It also shows how to adjust them to your requirements.
Business Example
You use item dashboards to obtain a fast overview of the data of portfolio items. To use the
dashboards eﬀectively, you want to familiarize yourself with the various functions and
Customizing options of dashboards. For this reason, you require the following knowledge:
● An understanding of how to use the dashboards
● An understanding of how to interpret status icons of dashboards
● An understanding of how to use customizing and personalization options of dashboards
LESSON OBJECTIVES
Dashboards
Figure 149: Item Dashboard

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Flexible dashboards in SAP Portfolio and Project Management (PPM) help you to keep a close
eye on all activities through a detailed view for field managers and a summary view for top
executives. Among available displays are those for drilling down to the project status and
comparing planned budgets, actual budgets, and deadlines.
Dashboards in PPM facilitate staffing tasks, cost, and risk analysis. Dashboards support
earned value management by helping you calculate expected commercial value.
PPM offers a variety of dashboards for different objects, such as buckets, items, portfolio
initiatives, reviews, and collections. The use of dashboards is now explained in more detail
using the item dashboard as an example.
Dashboards can be used to analyze master data, financial data, staffing status, and any other
kind of information with respect to your items.
In addition to the analysis of data, dashboards provide the following features:
● Create one or more new objects
● Delete objects
● Mass update
● Move objects to another bucket
● Sort
● Advanced filter
● Personalize dashboard
● Export to Microsoft Excel
For the item dashboard, you can select several views, such as all items, active items, active
proposals, active escalations, and inactive items. An item is inactive if it has a status that was
assigned to the status group 0500 Cancelled or 0700 Completed in the portfolio item type
definition. All other portfolio items are interpreted as active. An item is escalated if you
activate the respective indicator. An item appears as a proposed item depending on the item
type and decision point settings.
Unit 10: Reports

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Status Icons
Figure 150: Determination of the Budget Status
You can use the item dashboard to report portfolio item data in a tabular manner. The data
that is to be displayed in columns depends on the dashboard configuration, or can be defined
in a user-specific manner using Settings.
Particularly for the simultaneous reporting of a very large number of portfolio items, the use
of traffic lights or general icons can be useful if you want to draw attention to exceptional
cases. For this purpose, you can display the icons of fields that allow the field service icons,
alternatively or in addition to the actual field value in a dashboard.
You can use the status icons of the columns Budget Status, Schedule Status, and Staffing
Status to obtain a fast overview of the cost situation, the progress, and the resource planning
of portfolio items. You can obtain additional information by choosing one of these icons for a
portfolio item.
The status icon Staffing Status is determined from the resource planning of a portfolio item.
The difference between the total requirement of all roles and the total staffing of roles is used
to calculate the staffing status.
The statuses are as follows:
● A red circle means that none of the defined roles has been already staffed.
● A yellow triangle indicates that the total staffing is still less than the total requirement.
● A green circle indicates that the total staffing equals the total requirement.
The total staffing is even greater than the total requirement, the system displays a green
circle with a yellow triangle. By choosing a staffing status icon, you obtain an overview of the
planned role requirements and the relevant staffing
The Schedule Status status icon is based on the relationship between all previously completed
tasks and the previous tasks to be completed for a PPM/Project Management project linked
to the portfolio item. Each task is weighted according to the number of planned hours that are
required for its completion and its percentage of completion. The system compares the value
that is calculated for the schedule status in this way with the schedule status groups, which
Lesson: Reporting with Dashboards

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you can define in Customizing for PPM. The system then determines the icons that are to be
used to represent the schedule status.
A schedule status group is defined by upper and lower limits for the schedule status and the
assignment of a relevant icon. If you choose the schedule status icon of a portfolio item in the
item dashboard, you obtain further information about the planned work and actual work, as
well as the percentage completed of the tasks.
The status icon Budget Status is determined from the accumulated planned costs of the
current fiscal year (planned costs year to date) and the actual costs incurred in the current
fiscal year (actual costs year to date) of the portfolio item.
These values are derived from the cost collectors assigned to the item in FI/CO systems using
the FI/CO interface, and are written in the relevant fields in the section Financial Overview of a
portfolio item.
Using the planned costs and actual costs year to date (YTD), the budget status of an item is
calculated as follows:
● If the planned costs YTD are greater than the actual costs YTD, the system calculates a
budget figure using the following formula:
Budget figure = (actual costs YTD - planned costs YTD)/actual costs YTD x 100
Therefore, this budget figure is always less than zero.
● If the planned costs YTD are less than or equal to the actual costs YTD, the budget figure is
calculated using the following formula:
Budget figure = (actual costs YTD - planned costs YTD)/planned costs YTD x 100
In this case, the budget figure is always greater or equal to zero.
The system now automatically compares the budget figure calculated in this manner with the
budget groups you defined in Customizing for PPM, and determines the icons that are to be
used to represent the budget status in the item dashboard. A budget group is defined by
upper and lower limits for the value of the budget figure and the assignment of a relevant icon.
By choosing the budget status icon of an item in the dashboard, you obtain a comparison of
the planned costs and actual costs YTD of the portfolio item.
Hint:
The budget status of a portfolio item provides information about the planned
costs and actual costs of the item, but not about its budget values.
Dashboard Personalization
If it is permitted by the administrator, individual users can personalize the dashboard. This
includes the selection of fields that are to be displayed as columns in particular. If you have
defined customer-specific fields, these can be displayed in dashboards also. Other
personalization options include the ability to modify column widths and the number of rows.
You can save a personalized dashboard with user-specific settings.
You can also perform the following tasks:
● Sort
● Filter
● Calculation (for example, total of planned costs)
Unit 10: Reports

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You can predefine and save these settings as well.
Dashboard Configuration
Figure 151: Dashboard Configuration
You can configure dashboards in Customizing. For example, you want to add a customer field
to a dashboard. The figure, Dashboard Configuration, displays three possible Customizing
activities for dashboards.
First of all, fields per dashboard type are defined. You can enter customer fields or metrics for
specific dashboards. You can set up additional scopes, such as content of tab pages for
dashboards. Finally, you can specify personalization options.
LESSON SUMMARY
Lesson: Reporting with Dashboards

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Unit 10
Lesson 3
Reporting Based on Business Context Viewer
(BCV)
LESSON OVERVIEW
This lesson describes reporting based on Business Context Viewer (BCV). It lists different
reports, the navigation in reports, and personalization options for reports.
Business Example
In SAP Portfolio and Project Management, your company manages about 500 items so far.
You can use dashboards based on lists to analyze the items. However, you want to use
graphics like portfolio graphics or Gantt charts to analyze your portfolio. For this reason, you
● An understanding of how to analyze items and buckets by reports
● An understanding of how to personalize reports based on BCV
LESSON OBJECTIVES
Business Context Viewer (BCV)
In PPM, you can analyze various objects like items, buckets, and portfolio initiatives. For
reporting, you can use different reports like timeline monitor and different types of charts and
tables. These reports are based on different techniques, such as BI reports, GANTT Charts
based on Java, and queries based on BCV. In this lesson, we focus on BCV-based reports.
BCV is a standard framework to show context-related information for Business Suite
applications. A benefit of BCV is that you can display context-related information in a side
panel. However, PPM is just one of multiple Business Suite applications that use BCV.

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Reporting Cockpits
Figure 152: Reporting Cockpit for Dashboards
You can use reporting cockpits for dashboards and individual items. Reporting cockpits in
dashboards provide information about the following:
● Expected Commercial Value (ECV)
● Schedule
● Risk versus reward
Lesson: Reporting Based on Business Context Viewer (BCV)

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Side Panel for Detail Screens
Figure 153: Side Panel for Detail Screens
Reporting cockpits in the item detail screen show a side panel. The side panel contains
overview graphics, query views, and dashboards.
The details of the items in the side panel are as follows:
● Overviews are role-dependent previews or quick views. They are offered as thumbnails in
the side panel but can be enlarged for further analysis.
● Query views are predefined graphical representations of selected data.
● BCV dashboards are arrangements of query views from BCV. If synchronization of table
columns is switched on, filtering of data in one query view automatically filters data in the
dashboard's other query views.
Personalization of Reports
You can personalize reports in the reporting cockpit. In each report, the Settings button
allows a number of personalized settings.
You can personalize reports in the following ways:
● Set up the description for a report
● Specify the chart type
● Select columns in tables
● Specify sort options
● Filter
● Set up x-axes, y-axes, and labels
● Create favorites
● Save your personalization
Unit 10: Reports

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BCV Architecture
Figure 154: BCV Architecture and Roles
BCV has an architecture that separates the configuration from the graphical representation in
the front-end application.
An administrator creates analytics content by defining the data provider, and setting up BCV
queries and query views based on this data. By defining query view lists, overviews, and
dashboards, the administrator can arrange this analytical information in the BCV front-end
application. The administrators can be split by applications to have a decentralized approach.
The end user (in this case, a portfolio manager or a project manager) can show context-
related analytics with BCV front end through the side panel, BCV dashboard, or analytic view.
Prerequisites for BCV Reporting
A prerequisite for reporting based on BCV is that a specific role must be assigned to the user.
In the standard delivery, you can assign the composite role SAP_RPM_BCV_USER_COMP.
You can assign a user to a role with transaction PFCG. Alternatively, you can assign a role to a
user with transaction SU01.
There are a number of technical prerequisites. For example, the SAP Business Suite
Foundation must be implemented. Check the master guide for PPM for details.
SAP Fiori
SAP Fiori is the new user experience (UX) for SAP software that applies modern design
principles. SAP solutions, for example the SAP Business Suite powered by SAP HANA, use the
SAP Fiori UX to provide a personalized, responsive, and simple user experience.

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Figure 155: Simplification and New User Experience
SAP Fiori UX speaks a consistent design language and makes use of a common technical
infrastructure. By blurring traditional computing boundaries and by using interactive and
attractive UI elements, SAP Fiori UX provides a consistent end-to-end user experience and
can be used across all device types, for example, desktop, tablet, and mobile.
Organized by user roles, the SAP Fiori launchpad is the central entry hub to all SAP Fiori apps,
where users access apps via tiles. Within the launchpad, there are services for navigation,
personalization, single sign-on, and search. The launchpad and the tiles are flexible and can
be adapted to your needs. You can use the search in the SAP Fiori launchpad to search for
business objects and for apps.
Apps applying the SAP Fiori UX focus on the following critical and common activities and are
designed around how people work:
● Role-based: Designed for you, your needs, and how you work.
● Responsive: Supports how and where you work, at any time.
● Simple: Focuses on the important.
● Coherent: Provides one fluid, seamless experience.
● Delightful: Makes an emotional connection
All UIs are built with HTML5 and SAP UI5 mobile. SAP Fiori apps allow you to access the most
recent version of your back end data via OData services. Using previously defined roles and
authorizations, you can specify which apps and which data a user is allowed to access.
SAP Fiori also offers a bundle of transactional apps for PPM that run on the SAP Fiori
launchpad. The apps consist of front-end components (such as the user interfaces) and back-
end components (such as the OData service). The back-end components and the front-end
components are delivered in separate products and have to be installed in a system
landscape that is enabled for SAP Fiori.
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Change Portfolio Items
With the transactional app Change Portfolio Items, program managers can change basic data,
post notes, and view portfolio item documents.
The following is a list of the key features of Change Portfolio Items:
● Display a list of all portfolio items that can be changed (portfolio items that are not in the
end status); display data of portfolio items.
● Change the data of portfolio items.
● Group or sort the entries in the list of portfolio items.
● Display notes or add new notes to portfolio items; contact the creators of notes.
● Add attachments to portfolio items; display or delete attachments assigned to portfolio
items.
● Share notes and attachments referring to portfolio items via SAP JAM groups to discuss
Change Portfolio Items Proposals
With the transactional app Create Portfolio Item Proposals program managers can create
proposals for new portfolio items. Once a proposal is completed, the program manager can
send it to start the reviewing process.
The following is a list of the key features of Change Portfolio Items Proposals:
● Display a list of all portfolio item proposals (portfolio items in start status); display details
of portfolio items.
● Group or sort the entries in the list of portfolio items.
● Create, edit, or delete new portfolio item proposals.
● Select the relevant portfolios and buckets from lists when creating a new proposal.
● Add notes to portfolio items.
● Add attachments to portfolio items; display or delete attachments assigned to portfolio
items.
● Send portfolio item proposals for review.
● Share notes and attachments referring to portfolio item proposals via SAP JAM groups to
discuss with other group members.
LESSON SUMMARY

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Unit 10
Lesson 4
Configuring Business Context Viewer (BCV)
Content
LESSON OVERVIEW
Business Example
You also want to report portfolio items together, which are assigned to different buckets of
your portfolio, in the reporting of SAP RPM. For this purpose, you combine these portfolio
items into collections according to your requirements. You use a reporting cockpit in SAP
RPM to obtain a current overview of the key figures of various portfolio items. As an
administrator, you need to provide the required technical objects that project managers
require to analyze the data related to the project, including search connectors, queries, views,
dashboards and launchpads
LESSON OBJECTIVES
BCV Content Configuration
Collections
You use the portfolio structure is the hierarchical structuring of a portfolio in portfolio
buckets. You use the portfolio structure to group the portfolio items based on responsibilities,
organizational points of view, or product families. As well as the vertical structuring of a
portfolio, you can view horizontal grouping of portfolio items for reporting and management
purposes.
This horizontal grouping of portfolio items, referred to as collections in SAP Portfolio and
Project Management (PPM), enables you to combine items of different portfolio buckets and
manage and analyze them together. You can create collections and assign portfolio items to
the individual collections according to your requirements, for example, according to temporal
or geographical points of view or other content.
Hint:
You can assign a portfolio item to several collections. A collection can only
include the portfolio items of a single portfolio. Cross-portfolio reporting using
collections is not possible.
When you create a collection, you must first select the portfolio bucket to assign your
collection. The system allows you to select from the list of the lowest buckets of your
portfolios. In the detail screen of the collection, you must assign a name and an identification
to the collection by default. If required, you can also add a more detailed description and

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comments. Since the collection is assigned to a portfolio bucket, the authorizations of the
bucket are inherited by the collections. You can also change the authorizations for the
collection if required. To report capacity planning data and financial planning data of assigned
portfolio items, define the capacity unit and currency for reporting in the collection.
You can assign portfolio items to the collection on the items in Collection tab page. You use
the search screen to search for the relevant portfolio items. As search criteria, for example,
you can use the names, identifications, schedules, locations, areas, categories, or also the
estimated project risk by default. You can only assign to the collection portfolio, items that
belong to the same portfolio as the collection itself. The figure, Collection of Portfolio Items,
shows the detail screen of a collection.
Figure 156: Collection of Portfolio Items
After you have created a collection, you can analyze and manage the portfolio items that you
assigned to the collection, or call a reporting cockpit for the items of the collection for further
reporting. There are no settings required in Customizing of PPM for the creation of
collections, apart from the assignment of required links or link groups to the portfolio type.
Configuration Centre
You use the configuration center as a central point of entry for Business Context Viewer
(BCV) configuration and administration. You can define, edit, display and delete search
connectors, queries, query views and all other BCV objects in the configuration center. You
can also perform authorization and consistency checks, test search connectors and queries,
and create, display, maintain, or delete access control lists (ACLs). On the starting page of the
configuration center, the system groups BCV objects according to their type (for example, in
the case of search connectors), and according to other criteria (for example, favorites and
last used).
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Figure 157: Configuration Center
Hint:
Some of the functions of the configuration center are also available in
Customizing.
SAP recommends that you use the configuration center for all your BCV configuration and
administration activities, for the following reasons:
● Not all of the functions of the configuration center are available in Customizing.
● The system locks all settings of the same type for other users if one user edits them in
Customizing.
● Customizing is intended for administrators and advanced users to check and maintain
settings, build own business configuration (BC) sets.
You can access the configuration center from your user menu by accessing the
corresponding entry in the BCV user role.
You can only configure BCV when the following applies:
● You have activated the FND, Business Context Viewer Main Application /BCV/MAIN
business function, and any business functions that are its prerequisites.
● You have the necessary authorizations, which are granted to you in one of the following
ways:
- In the Role Maintenance (PFCG) transaction, you are assigned to the BCV Administrator
(SAP_BCV_ADMIN) role.
- On the SAP NetWeaver Portal, you are assigned to the BCV Administrator
(com.sap.pct.bs_fnd.BCV_ADMIN) role.
Context Key
You use the context key to specify a combination of application and business object. This
distinguishes the configuration of BCV in your application from any other configurations that
might exist in the system.
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As BCV is an application that several other applications can use at the same time in the same
system, it is necessary to separate the configuration settings of the individual applications.
The context key identifies the application using BCV and the business object it processes.
When the application uses BCV in several instances, you must include the identifier of the
business object in the context key.
If the application uses a namespace, the context key must start with this namespace. In this
case, the namespace serves as the identifier for the application.
The context key influences the way the business objects in BCV, for example queries and
query views present data.
Table 3: BCV Objects
The following table describes this influence on the different BCV objects:
BCV Data Influences of the Context Key
Search Connector No influence. You can use any search connector in any application
with any context key. This approach supports the reuse of search
connectors. You can restrict the visibility of data by applying the
necessary authorization restrictions. For more information, see
Authorization Concept in BCV.
Query You can assign a query to one or several context keys. You cannot
display data from queries that have no context key assignments.
A query and its query views can be seen in any application that is
specified in the context key.
Query View You can define several query views for one query, and a query
view can belong to more queries. All queries assigned to the query
view must have at least one context key in common. Query views
automatically inherit the context key assignment of the query
they are assigned to. If you change the assignment of the query,
the context key assignment of the query views belonging to that
query also change.
Dashboards and Quick
Views
Dashboards and quick views are always assigned to one context
key, and you cannot change the context key assignment of these
objects. Both can contain only queries and query views that are
assigned to the same context key. If you change the context key
assignment of a query, the corresponding query views do not ap-
pear as quick views anymore. If various applications need the
same dashboard, it must be defined individually for each applica-
tion with the context key of each application assigned to it.
Context Keys can only be defined in Customizing, navigated to through the following path:
Cross-Application Components → Processes and Tools for Enterprise Applications → Business
Context Viewer→ Foundation, Monitoring → Define Context Key.
Search Connector
You define the business scenario where you want to use BCV by defining search connectors.
You specify the kind of business analytics you want to perform using BCV. Your business
requirements define the data providers and data provision technology that you must use.

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Figure 158: Search Connector
A search connector establishes the connection between the data provision technology and
the BCV by providing search access to a specific data provider at a specific destination
(logical system) or list of destinations. The definition of the search connector includes the
description of the selection attributes and the structure of the result data. The search
connector delivers result data in a predefined form for the specified selection attributes.
Table 4: Search Connectors
The following types of search connectors are available depending on the type of data
provision technology:
Search Connector Data Provision Technology Data Provider
BI search connector SAP NetWeaver Business In-
telligence
BI Query
ES search connector Embedded Search Search template, search con-
nector, search query
SES search connector SAP Netweaver Business In-
telligence
Business object
IS search connector InfoSet search InfoSet
WF search connector Workflow Workflow object type
BAPI search connector Business Application Pro-
gramming Interface (BAPI)
Local ABAP OO class
WS search connector Web service Local ABAP OO Class
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Hint:
How up to date your data is depends on the search connector you are using. Data
from the BAPI and WS search connectors is always current but you must update
data from ES, SES, and BI search connectors at regular intervals. Tools for this
are available in the corresponding applications. The cache also has an impact on
how up to date your data is. If the data is already cached, the system takes the
query view result from the cache if the cache is active and not yet expired.
A search connector consists of input and output fields. BI, BAPI, and SES search connectors
can also include a list of additional systems where the queries are executed.
BCV integrates search connectors with the following business objects:
● Query
Queries collect and analyze data provided by search connectors.
● Query view
Query views show the result of query processing on the Web user interface.
BCV has predefined search connectors to collect and deliver data of the different objects that
is to be analyzed.
BI Search Connector
BI search connectors are based on BI queries. These can be called across different systems.
You can define new BI search connectors if the following applies:
● You have defined BI queries.
● You must release the BI query to access BI queries as a data provider.
● You have configured the RFC destinations for the systems to be called.
● You have assigned the previously created RFC connection to the new logical system.
ES Search Connector
BCV can find cross-system application data using Enterprise Search (ES) search connectors.
ES allows data from distributed systems to be connected and indexed. ES can determine
which searches are available, either locally or across systems. For example, you can use a
BCV query to search for orders from a vendor from distributed ERP systems.
SES Search Connector
BCV can search with search engine service (SES) search connectors within an SAP system
for SAP ERP Business Objects using the TREX search engine technology.
BAPI Search Connector
BAPI search connectors are based on the implementation of an interface.
SAP delivers the following BAPI search connectors that search across the system for data:
● Material search (/BCV/CL_SIN_BAPI_MT)
● Quality message search (/BCV/CL_SIN_BAPI_QN)
● Sales order search (/BCV/CL_SIN_BAPI_SO)

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The system transfers the data by BAPI call from the different ERP systems.
WS Search Connector
BCV can find application data using Web services with standardized interfaces. You can use
web services, combined with application logic, as the data provision technology.
Web services are identified by the following properties:
● Available in standalone mode.
● Available as application functions.
● Can be used using the Simple Object Access Protocol (SOAP) Internet standard.
● Based on Extended Markup Language (XML) and Web Services Description Language
(WSDL).
● Can be searched and published.
The web services that BCV supports, can be called synchronously, and extract application
data using read-only access.
IS Search Connector
IS search connectors are based on InfoSet queries. You define the input and output fields in
the InfoSet Query. The system transfers the input and output fields to the search connector
and provides them as the maximum scope when defining a BCV query. As a result, when you
define a BCV query, you can select individual fields from the maximum scope of the InfoSet
Query fields according to your requirements.
You can define the InfoSet search connectors if the following criteria apply:
● You have defined InfoSet Queries.
● You have identified the input fields of the InfoSet Query as value fields (Value Only) or as
value and text fields (Text and Value). This ensures that during query execution it is visible
exactly which fields need entries.
SAP offers you InfoSet Queries for the following types:
● Link
● Table
● Logical Database (LDB)
● Report
WF Search Connector
You can use WF search connectors to search for workflow work items.
You need the following data to define a WF search connector:
● Object Type
The BOR object type defines the workflow that you search in (for example, BUS1178 for
product workflows).
● Status Selection
The status selection defines the processing status of the work item that you are searching
for.
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● Period Selection
The period selection defines the time period of the creation data of the work item.
● Workflow Steps
If you select the Workflow Steps checkbox, you get a more detailed results list, that is,
work items with steps.
BCV Query
The BCV query is a analytical tool that collects data from multiple data sources and displays
the result to you in a query view.
The system processes queries every time you perform one of the following actions:
● Open the side panel.
● Change the focus object in the hosting application.
● Enlarge a quick view from the side panel.
● Start a query view or dashboard from the side panel.
● Change the input data of a query view.
● Perform a drill-down on a query view.
● Test a query, query view, or dashboard.
To improve system performance, the system buffers query processing. The non-initial call for
the same query, input data, and user can take the result data directly from the query cache,
instead of retrieving it from the data provider.
You can test queries without executing them from the side panel, or the view area. You can
also display statistics of BCV queries.

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Figure 159: Query
A query has the following logical structure:
● Header
It contains information to identify a query (ID and description). It also contains
administrative information.
● Input interface
It specifies the input fields required by the query.
● Result interface
It specifies the result fields provided by the query.
● Data selection description
It specifies the data records that the system retrieves, and the search connector
(depending on the given field values) that the system uses to retrieve them.
● Data processing description
It specifies how the system fills the result fields from the retrieved data records (including
grouping, aggregation, sorting).
BCV has predefined queries to collect and analyze data. It integrates queries with the
following business objects:
● Search connector
● Query view
A query view displays the result of query processing on the user interface.
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You can create new queries by defining a completely new query or by copying and changing
an existing query. BCV has a set of predefined, standard queries. All standard query IDs begin
with the number '1'. You can use these queries directly or copy them to the customer
namespace by using an ID beginning with A to Z, changing them as needed.
For each newly created query, you must specify a unique query ID. The system fills the header
of the new query with administrative information, for example, who created the query and the
time of creation. Furthermore, the system performs a consistency check of the query
definition before saving it.
To define a query, you must specify which objects the system selects in which data source,
which fields of these objects the system returns, and how the system processes the returned
data. The existence of queries is a prerequisite for the definition of query views that the
system uses to display the results of query processing.
During the definition of a new query, you must assign a context key to the query. If you do not
assign a context key to the query, the query is not visible in BCV during runtime. You must
also select an existing search connector and define its query-internal ID, and its description.
The definition of a new query also requires you to define query fields. Query fields define the
structure and type of the data that the system sends to and receives from the underlying
search connector.
On the Input Fields and Output Fields tab pages, choose Load Fields to load the input fields
from the search connector automatically. You can select the required input fields from the
result.
The definition of a query field in Customizing consists of the following:
● You specify the field ID.
● By selecting a type, you must define whether the system uses the field in the selection
criteria for input data, as a result field for output data, or both.
● By selecting the origin of the query field, you specify whether the system links the query
field to a search connector.
● You specify the internal ID of the search connector that is used in the query. You can
specify one or two search connectors. If the query uses two search connectors, you must
also enter a query join that describes how the system should combine the search
connectors.
● You enter the ID of search connector field to specify an already existing search connector
field that the system links to the query field.
● You specify the data element of the query field.
● You enter the data type of the query field. The system uses this information to determine
what kind of data the field can handle.
● You enter a short description of the query field. The system uses this description as a
tooltip for table columns representing this field.
● You enter the short, medium, and long field labels of the query field. The system uses
these field labels as a header text of table columns or as a label text of chart axes
representing this field.
When you define a new query you must define query result fields. Query result fields define
the structure and type of the data provided by the query after query processing. You can use
aggregation and grouping if you are interested in general information, while the available data
provider provides information on a more detailed level. You can define aggregation functions

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only for numerical and period-based (for example, date, or week) result fields. You can define
the order and direction in which the system sorts result data. The system can sort result data
retrieved from the search according to the values of certain fields. You can also define a row
limit in the query header to specify how many result records the query returns at most.
When you define a new query, you also define query input fields. Input fields are placeholders
in the selection criteria of the query. During query processing, the system replaces input fields
with specific values that you have entered manually or the system has determined
automatically. By defining the sequence number of the query input field, you can specify the
order of query input field input fields on the screen.
When you use selection criteria, you specify which data the system retrieves from the
underlying search connector during query processing. A selection criterion consists of a field
ID, a relational operator, and a field value. Optionally, you can use formulas in place of a field
value in a search criterion, or to allow the enhancement of the result that the search
connector provides with additional fields.
Query Views and Query View Hierarchies
A query view represents the format that is used to present the result of a query to the user,
for example, as a list, a chart, a form, or a display type that you have defined. The query view
contains additional information that is relevant for displaying data to the user, such as
settings, sort sequence and field configuration settings.
You use this object to specify the format in which you want to display your query processing
results. Query views display in the following locations:
● On the Query Views in the side panel.
● On the Overview accordion item as quick views, which you can enlarge in the view area to
see a more detailed view of query views.
● In dashboards.
Figure 160: Query View
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Depending on the application using BCV, you can find a set of predefined query views in your
system. You can use these as they are, or as templates to create your own query views.
You can use query view hierarchies that you can find on the Query Views accordion of the side
panel. You can create a query view hierarchy based on the context key. Choose the Option
menu of tray Hierarchical View to display the query view hierarchy on the Query Views
accordion of the side panel.
Chart Types in BCV
BCV offers you several ways to display the data in the user interface, all of which are
independent of the data source.
BCV has the following presentation technologies:
● Table (ALV)
BCV uses SAP List Viewer (ALV) to display tables. The system displays fields of the table
where drill-down is possible as links. The table displays the data of a single BCV query. If
you assign several queries to the query view that you use to display the data, you can
switch between the different queries.
● Form
The system displays a single entry of the result table in a form. You can navigate to other
entries of the result table using buttons. The definition of the form contains the fields you
want the system to display and their sequence on the screen (in one column only). You can
also display pictures in the form. The system displays fields where a drill-down is possible
as links. The form displays the data of a single BCV query. If you assigned several queries
to the query view, you can switch between them by selecting another display ID.
● Business graphic
BCV supports the following business graphic chart types:
- Line chart
- Column chart
- Stacked column chart
- Pie chart
- Bubble chart
- GANTT chart
- A vs B chart
You can specify the chart type and select the category, value, and series fields (depending
on the possibilities of the selected chart type) from the query. You can display several
values of the same query in one chart. The chart displays the data of a single BCV query. If
you assigned several queries to the query view, you can switch between them by selecting
another chart ID. You can zoom in and out of the display. You can set up scaling and zoom
in the chart definition in the configuration center. You can start a drill-down at any data
point in the chart.
● Xcelsius
BCV supports the integration of Xcelsius dashboards. The system receives data by means
of queries and hands them over to Xcelsius by Adobe Flash Island technology. You create

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the Xcelsius dashboards with Xcelsius designer, convert them into a flash file, and buffer
them in the MIME repository. The standard navigation functions of BCV (for example, drill-
down, printing, personalization) are not supported in this display.
Figure 161: Chart Type
If the presentation technologies are not enough for your analytical needs, you can implement
your own, application-specific new presentation technology. BCV offers a Web Dynpro
interface which supports the integration of application-specific presentation technologies into
BCV.
Dashboard
The dashboard displays several query views to visualize a situation or a problem.
The BCV dashboard allows you to freely organize query views in a way that best suits your
analytic needs. However, the CHIPs representing the query views cannot overlap. The layout
provided by Page Builder assumes a rectangular grid, which you can freely divide in columns
and rows.
Note:
A CHIP (Collaborative Human Interface Part) is an encapsulated piece of software
used to provide functions in collaboration with other CHIPs in a Page Builder page
or side panel. All available CHIPs are registered in a library (CHIP catalog). The
CHIP model describes capabilities of a CHIP (such as wiring) and is not based on a
specific UI technology. Technically, CHIPs are Web Dynpro ABAP components
that implement a certain WD Component Interface. In the case of Xcelsius
dashboards, you must place no more than three flash players in a single BCV
dashboard at the same time.
You can use the BCV dashboard to synchronize the query views. To do this, choose Sync. The
system broadcasts changes that you make to the sorter or filter in one query view to all other
query views in the dashboard. If the query views contain data, such as fields with the same
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name, or identical meanings the system takes these settings over. You can place CHIPs that
are not provided by BCV on the BCV dashboard.
Figure 162: Dashboard
Choose the Dashboards accordion in the side panel to access the list of dashboards available
for the business object you are working with, To select a dashboard from the list, choose its
name. To print the query views and snapshots contained in the dashboard, choose the print
function.
Meanings
Meanings describe the content of a field of a search connector, query, and query view. The
system uses the customer-defined meanings to link these objects together. The output fields
with a specific meaning can serve as input fields for another query view with the same
meaning. You can define meanings at the level of search connector, or query.
You use the defined meanings at the setup of the input and output fields of the search
connector. When you set up the fields of a query, the meanings of the fields of the search
connector assigned to the query are taken over by the system. You can overwrite the
meanings if necessary. The system also uses meanings to create branches of drill-downs. The
query displayed on the user interface offers a set of meanings in its query output table. All
possible drill-downs that use these meanings as input are available based on these meanings.
Overviews
The overview is a list of query views displayed in the side panel. You can define different
overviews depending on the context key. If the context key in the application changes (for
example, you select a new business object), and if the side panel is not locked, the system
automatically refreshes the content of the query views in the Overview accordion item.
Launchpads
The side panel contains accordion items that the system uses to display BCV objects, as
quick views, query views, dashboards, and so on. The Launchpad accordion item contains a
hierarchical tree of launchpad applications that you can use to start the application in a new
session, based on the context key of BCV.
Drill-Down
Drill-down means the execution of consecutive queries views, or the same query view, based
on the context. You use this function to refine the data the system displays to get a more
detailed view during analysis.
You can perform a drill-down in BCV if one of the following conditions applies:

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● You have enlarged a quick view from the side panel, or executed a query view from the
query view hierarchy.
● The queries whose query views you want to drill-down into have a meaning assigned to
them.
Drill-Down Features
● When you choose an existing link (may also be a point or bar in a chart), and the
corresponding field has a meaning assigned to it, then the system displays a list of
available navigation targets.
● The system retrieves the relevant navigation targets (query views, launchpad applications)
according to the set of meanings, which consists of the meanings available up to the time
of the drill-down, and the meanings transferred with the drill-down. For the first drill-down
the navigation targets represent the context transferred by the application using BCV,
along with the chosen meaning. A valid navigation target has at least each of the
transferred meanings as selection parameter.
● If you select one of the navigation targets the system displays in a dialog box, then the
system calls the target with the transferred set of meanings and its actual content. If more
input fields are necessary than provided by the transfer, the system tries to retrieve these
fields from previous drill-down steps. If this is not enough, the system displays a dialog
box, asking you to fill in the mandatory input fields.
Query Views
● The output fields of the underlying query can serve as post selection filters. To achieve
this, you must define an appropriate query input field, and link it to the search connector
output field by means of a selection criteria.
● The system adds a breadcrumb in the header for navigation and orientation. Additionally,
the system provides a hierarchy of query view drill-downs executed so far, in the Drill-
Downs accordion item of the side panel.
Personalization
The system memorizes nearly every change you make in BCV as personalized settings. These
changes include, reorganizing dashboards, changing table and chart settings in query views,
and so on. In query views, the system administrator can specify if the system should save the
settings as personalized or not.
LESSON SUMMARY
Unit 10: Reports

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Unit 10
Learning Assessment
1. Which status icon is determined from the resource planning of a portfolio item?
X A Budget Status
X B Schedule Status
X C Staffing Status
2. You can define dashboard fields per dashboard type.
X True
X False
3. Which of the following does the side panel of a reporting cockpit contain?
X A Overview graphics
X B Queries
X C Query views
X D Control view
X E Dashboards
4. Business Context Viewer separates its configuration from the graphical representation in
X True
X False

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Unit 10
1. Which status icon is determined from the resource planning of a portfolio item?
X A Budget Status
X B Schedule Status
X C Staffing Status
Correct. The status icon Staffing Status is determined from the resource planning of a
portfolio item.
2. You can define dashboard fields per dashboard type.
X True
X False
Correct. You can define dashboard fields per dashboard type.
3. Which of the following does the side panel of a reporting cockpit contain?
X A Overview graphics
X B Queries
X C Query views
X D Control view
X E Dashboards
Correct. The side panel contains overview graphics, query views, and dashboards.

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4. Business Context Viewer separates its conﬁguration from the graphical representation in
X True
X False
Correct. Business Context Viewer separates its conﬁguration from the graphical
representation in the front-end application.

S4125_SAP portfolio and project management functional document.pdf

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