1/5/2020

Commercial Project Management

Generated on: 2020-01-05

SAP S/4HANA | 1909

PUBLIC

Original content: https://help.sap.com/viewer/d6c1ceb7e0074cd1a8f28dad8a1a649c/1909.000/en-US

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Project Issue and Change Management

Use
The Business Context

Project Issue and Change Management provides solutions that allow users to handle project deviations along with the ability to
plan detailed changes to costs. During the execution of projects (for example, construction, research and development (R&D),
consulting, or IT projects) the conditions, design, scope, and other items within the projects can change. This has an impact on
factors such as client relations or the cost, quality, schedule, resources, safety, reliability, feasibility, maintainability, and
operability of the projects. Undocumented changes in a project and a methodology framework insufficient for controlling the
change process are some of the major reasons why projects fail or are not pro table. Companies that sell project-based services
require efficient management of change processes to:

Log issues

Attach related documents and link relevant URLs

Assign responsible people

Create tasks to resolve these issues

There are many reasons why issues and changes are required in a project. In the construction industry, for example, one of the
most common reasons is to accommodate a change in the owner’s requirements even after the execution of the project has
begun. Other common reasons include:

Changing requirements from public authorities

Issues initiated by contractors or subcontractors

Deletion of project features

Resolution of coordination problems

Correction of errors or con icts in the plans or speci cations

Changes in material or equipment

Non-availability or the delayed delivery of speci ed items

Changes in technology

The Problem

Project personnel do not have appropriate tools to ful ll bottom line expectations in managing the issue and change process
effectively. Project members typically use tools such as spreadsheets, word processing applications, le folders, e-mails, paper-
based documents, drawings, or software (standalone project management software, CAD software, job cost software, and
accounting systems) to manage their projects. Since there is no integration of systems, the drawbacks of such a scenario include:

Absence of a systematic way of recording all problems and issues that occur during the lifecycle of a project

Paper-based or spreadsheet-based change process that is inefficient

Inefficient tracking and billing of changes

Limited visibility of the impact of the change with respect to cost, schedule, and resources

Budget risk owing to limited visibility of changes (and potential changes), in individual projects and project portfolios

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Performance risk on account of to poor coordination of changes with subcontractors and suppliers

Incomplete documentation that covers all aspects of the project, such as insights for negotiations and the change history,
leading to inaccurate analyses for the allocation of funds

This makes it difficult to control the change process since the information is spread across system boundaries and cannot be
easily consolidated for accurate documentation, processing, and billing.

The Solution

Project issues and changes are inevitable. To overcome the problems associated with issues and changes, the project team
(internal and external) must be able to effectively manage issues and change requests. Project Issue and Change Management
(CA-CPD-PCM) not only reduces the effects of the change on the quality, schedule, execution plan, and cost, but also tracks the
changes in the project to ensure an accurate compensation for them. This application allows you to identify, document,
communicate, and track issues and changes. You can estimate costs and submit costs for approval. The application also supports
customer approvals for project issues and changes. Approved changes are implemented.

Processing of Issues and Change Requests

Note
In Project Issue and Change Management, issues and change requests are represented by the business objects issue
activities and change request activities respectively.

Implementation Considerations
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Based on your business requirements, Project Issue and Change Management is available in the following deployment options:

With Project Workspace

With Project Workspace and Project Cost and Revenue Planning

Integration
Project Issue and Change Management (CA-CPD-PCM) is integrated with the following application components:

Project Workspace (CA-CPD-WS)

Purchasing (MM-PUR)

Project System (PS)

Document Management System (DMS)

Project Cost and Revenue Planning (CA-CPD-FP)

For more information, see Integration.

Features
Project Issue and Change Management (CA-CPD-PCM) provides you with the following features:

Processing of issues and change requests relevant to different types of business objects (PS objects, nancial plans,
purchase requisitions, sales orders, CRM opportunities, SAP Portfolio and Project Management objects, or DMS
documents)

Integration with the multiple application components in SAP S/4HANA to allow the possibility to exchange data and post
updates

Cost and revenue planning of changes (if you are integrated with Project Cost and Revenue Planning (CA-CPD-FP)

Documentation and processing of project issues and changes using DMS documents, reference URLs, and attachments
(such as word processing documents, spreadsheets, drawings)

Reporting and analytics

Embedded analytics in the Project Workspace

Business Context Viewer (BCV) side panel for ease of navigation

Reporting content

Context-sensitive analytics

Dashboards

Monitoring of issues using the issue log

Organization of issue activities and driving of the follow-up tasks using activities

Monitoring of change requests using the change log (using the Document History feature)

Organization of change request activities and the resolution of changes with the use of activities

Integration with e-mail functions for noti cations

Collaboration among multiple stakeholders using activity management, which is tracked with statuses

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Approval process for change requests

Processing of PDF-based smartforms for external approvals (for more information, see https://help.sap.com SAP
S/4HANA Product Documentation Operations Guide Output Management Adobe Document Services (ADS) )

Full-text search

Standard Roles: Project Issue and Change

Management
Project Issue and Change Management (CA-CPD-PCM) delivers the following sample standard roles de ned in the Role
Maintenance (PFCG) transaction:

User: Project Issue and Change Management (see Standard Role: User (Project Issue and Change Management Deployed
with CA-CPD))

Project Manager: Project Issue and Change Management (see Standard Role: Project Manager (Project Issue and Change
Management Deployed with CA-CPD))

We recommend that you analyze the sample roles before you create new roles of your own.

Standard Role: User (Project Issue and

Change Management)
SAP_SR_CPD_PICM_USER_1

Use
This role provides users with display authorizations for objects in Project Issue and Change Management (CA-CPD-PCM).

Object Type Description and Comment Corresponding Activity in Database Table

TACT

Issue and change request activity Display authorizations for the following 03 (Display)
objects:

CRC (change request)

CCR (collective change request)

I1 (general issue)

I2 (request for information)

I3 (technical issue)

I4 (risk issue)

Activity Display authorizations for the following 03 (Display)

objects:

CR1 (cost planning activity)

E01 (general activity)

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EAA (external approval activity)

IA1 (general activity)

IA2 (change request cost

estimation alternative)

IAA (internal approval activity)

UPA (update activity)

Attachments Display authorizations for the following 03 (Display)

objects:

CRC (change request)

CCR (collective change request)

I1 (general issue)

I2 (request for information)

I3 (technical issue)

I4 (risk issue)

Reference objects Display authorizations for the following 03 (Display)

reference objects:

ISL (issue)

PO (purchase order)

POB (project object)

PS (project)

WBS (work breakdown structure)

I4 (risk issue)

Standard Role: Project Manager (Project

Issue and Change Management)
SAP_SR_CPD_PICM_PM_1

Use
This role provides project managers with create authorization, change authorization, and display authorization for objects in
Project Issue and Change Management (CA-CPD-PCM).

Object Type Description and Comment Corresponding Activity in Database Table

TACT

Issue and change request activity Display authorizations for the following 01 (Create or generate), 02 (Change), 03
objects: (Display)

CRC (change request)

CCR (collective change request)

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I1 (general issue)

I2 (request for information)

I3 (technical issue)

I4 (risk issue)

Activity Display authorizations for the following 01 (Create or generate), 02 (Change), 03

objects: (Display)

CR1 (cost planning activity)

E01 (general activity)

EAA (external approval activity)

IA1 (general activity)

IA2 (change request cost

estimation alternative)

IAA (internal approval activity)

UPA (update activity)

Attachments Display authorizations for the following 01 (Create or generate), 02 (Change), 03

objects: (Display)

CRC (change request)

CCR (collective change request)

I1 (general issue)

I2 (request for information)

I3 (technical issue)

I4 (risk issue)

Reference objects Display authorizations for the following 01 (Create or generate), 02 (Change), 03
reference objects: (Display)

ISL (issue)

PO (purchase order)

POB (project object)

PS (project)

WBS (work breakdown structure)

I4 (risk issue)

Business Objects
Use
You use the following business objects to process project deviations and changes in Project Issue and Change Management (CA-
CPD-PCM):

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Issue activities

Change request activities

Activities

Project Issue and Change Management is integrated with Project Workspace (CA-CPD-WS) and Project Cost and Revenue
Planning (CA-CPD-FP) and is, therefore, integrated into all related objects in these areas.

More Information
Issue Activity

Change Request Activity

Activity

Issue Activity
De nition
An issue is a problem or project situation that affects project goals. An issue may result in changes to scope, budget, time line, or
resources. Issues are represented by the issue activity business object, in Project Issue and Change Management.

Example
In the construction industry, a site supervisor can log issues to request for additional resources or report the damage of
materials caused by weather.

Use
You can create issue activities for speci c issue types. In the standard system, SAP delivers the following issue types for problems
related to projects:

General issue

Technical issue

Issue requesting for information (RFI issue)

Risk issue

You can also de ne issue types relevant to your business. For example, you can de ne an issue type Quality Issue to categorize
issues reported for quality-related defects. For more information, see Customizing for Project Issue and Change Management
under Processing of Issues and Change Requests De ne Issue and Change Request Types .

Project Issue and Change Management also allows you to process issues with references to change requests. For more
information, see Processing of Issues (with Change Requests) and Creating Change Requests (with References to Issues).

Structure
You can also specify values, add attachments, or assign related objects to an issue, so that the processors of the issue have all the
information required for processing it. This information is documented or available in the following elds and UI blocks:

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Status

The status indicates the level of the progress of an issue that is being processed. Note that you can specify user-de ned
statuses and status maps in Customizing for Project Issue and Change Management under Processing of Issues and
Change Requests Manage Statuses .

Impact

The impact indicates how critical an issue is with respect to the result, target, or function of the project. You can de ne
impact codes that indicate the impact an issue can have on a project, if the issue is not resolved. SAP delivers the following
impact codes in the standard system:

1 (Minor)

2 (Major)

3 (Critical)

You can also de ne impact codes relevant to your business. For more information, see Customizing for Project Issue and
Change Management under Processing of Issues and Change Requests De ne Impact .

Priority

The priority indicates how time-critical an issue is for a project. You can de ne priority codes that indicate the priority with
which an issue must be handled. SAP delivers the following priority codes in the standard system:

1 (Very High)

2 (High)

3 (Medium)

4 (Low)

You can also de ne priority codes relevant to your business. For more information, see Customizing for Project Issue and
Change Management under Processing of Issues and Change Requests De ne Priorities .

Attachments

You can attach relevant documents or add URLs to an issue, so that the processor of the issue has sufficient reference
material required for routing or resolving the issue. You can attach documents from your local system. For more
information, see Attaching Documents and Linking to References (Issue).

Solution

If you have recommendations on how a speci c issue can be resolved, you can enter a free text proposal in Proposed
Solution.

Related Reference Objects

You can assign relevant issue activities, change request activities, documents from Document Management System
(DMS), or subobjects of the project hierarchy, to an issue. The assignment of project subobjects (Project Objects) allows
you to identify the areas of the project that have problems.

Note
If you use Project System (PS) projects, in a standalone deployment scenario, you have the possibility to assign
work breakdown structure elements, networks, and network activities to the issue. In such a deployment, you
cannot assign project de nitions to the issue, since project de nitions are the top nodes of the hierarchy.

If you use commercial projects, you have the possibility to assign any subobject of the commercial project
hierarchy to the issue. You can also assign project de nitions since they are subobjects of the commercial
project.

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For more information about referencing and assigning objects, see Object Relationships: References and Assignments.

Partners

You can assign partners who are involved in the issue and even specify roles for each partner. Note that you create partners
using the Maintain Business Partner screen (transaction BP) and make settings for partners in Customizing for Project
Issue and Change Management underProcessing of Issues and Change Requests De ne Business Partner Roles .
Project Issue and Change Management is integrated with Roles and Responsibilities from Workspace (CA-CPD-WS);
therefore the roles and responsibilities speci ed for a commercial project are also applicable in the processing of issues.
For more information, see Teams and Roles.

Activities

You can add and edit activities to an issue and can further set the status of each activity.

More Information
https://help.sap.com SAP S/4HANA Product Assistance SAP S/4HANA Cross Components Central Master Data SAP
Business Partner )

Change Request Activity

De nition
A change request is a variation or deviation in the objective, form, nature, content, or the future course of a project. A change
request is typically created and processed to resolve an issue that is analyzed and found to have a signi cant cost or schedule
impact in the project. Change requests are represented by the change request activity business object, in Project Issue and
Change Management.

Use
You can create change request activities for speci c change request types. In the standard system, SAP delivers the following
change request types for problems related to projects:

CRC: Change request

CCR: Collective change request

For more information, see Creating Collective Change Requests.

You can also de ne change request types relevant to your business. For example, if you have changes related to quality, you can
de ne a change request type speci cally for the purpose of quality. For more information, see Customizing for Project Issue and
Change Management underProcessing of Issues and Change Requests De ne Issue and Change Request Types .

It is not necessary that a change request activity is used only for resolving one issue. There are project situations where multiple
changes can be addressed by one solution. In such cases, you can create a collective change request to resolve a set of related
issues and changes. For example, if there are two change requests, each corresponding to the renovation of the two wings of a
cafeteria, you can create a collective change request for the electrical work to be done in both the wings.

Structure
You can also specify values, add attachments, or assign related objects to a change request activity, so that the processors of the
issue have all the information required for processing it. This information is documented or available in the following elds and UI
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blocks:

Status

The status indicates the level of the progress of a change request that is being processed. Note that you can specify user-
de ned statuses and status maps in Customizing for Project Issue and Change Management underProcessing of Issues
and Change Requests Manage Statuses .

Impact

The impact indicates how critical a change request is with respect to the result, target, or function of the project. You can
de ne impact codes that indicate the impact an issue can have on a project, if the issue is not resolved. SAP delivers the
following impact codes in the standard system:

1 (Minor)

2 (Major)

3 (Critical)

You can also de ne impact codes relevant to your business. For more information, see Customizing for Project Issue and
Change Management under Processing of Issues and Change Requests De ne Impact .

Priority

The priority indicates how time-critical a change request is for a project. You can de ne priority codes that indicate the
priority with which an issue must be handled. SAP delivers the following priority codes in the standard system:

1 (Very High)

2 (High)

3 (Medium)

4 (Low)

You can also de ne priority codes relevant to your business. For more information, see Customizing for Project Issue and
Change Management under Processing of Issues and Change Requests De ne Priorities .

Solution

If you have recommendations on how a speci c change request can be processed in order to resolve an issue, you can
enter a free text proposal in Proposed Solution.

Cost estimation alternatives (relevant for integration with Project Cost and Revenue Planning (CA-CPD-FP))

When you create a change request activity based on an approved plan version, it is possible that you need to plan detailed
costs for one or more cost estimation alternatives on the active nancial plan. Cost estimation alternatives allow you to
maintain unique links between a change request and a nancial plan.

Activities

You can add activities to a change request activity and edit and set the status of each activity.

Related reference objects

You can assign relevant issue activities, change request activities, documents from Document Management System
(DMS), or subobjects of the project hierarchy, to a change request. The assignment of project subobjects (Project
Objects) allows you to identify the areas of the project that have problems.

Note

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If you use Project System (PS) projects, in a standalone deployment scenario, you have the possibility to assign
work breakdown structure elements, networks, and network activities to the change request. In such a
deployment, you cannot assign project de nitions to the change request, since project de nitions are the top
nodes of the hierarchy.

If you use commercial projects, you have the possibility to assign any subobject of the commercial project
hierarchy to the change request. You can also assign project de nitions since they are subobjects of the
commercial project. Additionally, you can also assign purchase orders related to approved changes.

For more information about referencing and assigning objects, see Object Relationships: References and Assignments.

Attachments

You can attach relevant documents or add URLs to a change request activity, so that the processor of the change request
has sufficient reference material required for routing or resolving the required change. You can attach documents from
your local system. For more information, see Attaching Documents and Linking to References (Change Request).

Partners

You can assign partners who are involved in the change request and even specify roles for each partner. Note that you
create partners using the Maintain Business Partner screen (transaction BP) and make settings for partners in
Customizing for Project Issue and Change Management under Processing of Issues and Change Requests De ne
Business Partner Roles . Project Issue and Change Management is integrated with Roles and Responsibilities from
Project Workspace (CA-CPD-WS). Therefore the roles and responsibilities speci ed for a commercial project are also
applicable in the processing of change requests. For more information, see Teams and Roles.

Document history

The Document History button in a change request allows you to display the log of updates made to an existing change
request. For example, when the status is changed or a business partner is assigned, the Document History feature logs
these updates.

More Information
https://help.sap.com SAP S/4HANA Product Assistance SAP S/4HANA Cross Components Central Master Data SAP
Business Partner )

Activity
De nition
An activity is a task used to process or resolve an issue or a change request.

Use
You use activities to break the processing and resolution of issues and change requests down to tasks and subtasks. You can, for
example, create activities to analyze issues and change requests, collect feedback from experts, or follow-up with stakeholders for
decisions.

The following features of activities allow the cooperation of processors and the resolution of issues during the issue and change
process:

You must create activities to process issue and change request activities.

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You can create activities to trigger the required actions and inputs from a processor; for example, activities for analysis,
evaluation, or feedback. You can create activities to trigger an internal or external approval process. Once a change request
is approved, you can create update activities to remind processors to update the related business objects in SAP ERP. For
example, when a change request activity is approved, it may be necessary to update speci c purchase orders in Sales and
Distribution (SD). You can use update activities to modify these purchase orders. Note that you can also con gure the
system to automatically trigger such activities based on the status of an issue or change request. For more information,
see Business Rule Framework plus (BRFplus) Con guration.

You can assign a cost estimation alternative to multiple activities.

You can use activity templates that are relevant to your enterprise. You de ne activity templates in Customizing for Project
Issue and Change Management under Processing of Issues, Change Requests, and Activities Processing of
Activities De ne Activity Templates .

The system triggers work ow processes and e-mail processes for external approval activities if a business partner is
assigned and the corresponding con gurations have been made in BRFplus.

You can use activities to manage the approval process. For more information, see Approval Process.

In the case of approval activities, the system allows you to specify if an internal or an external approval process is required
for a change request. You can de ne a speci c activity template to be used for the corresponding approval process.

The system allows you to specify an approval matrix for a role and a change request type. For more information, see
Approval Matrix.

You can specify the roles and persons to be involved in the internal or external approval process of a change request. For
more information, see Customizing for Project Issue and Change Management under Business Add-Ins (BAdIs) BAdI:
De nition of Activity Approval Process .

You can attach local documents to an activity so that the processors who handle the activity can access relevant
information about the issue or change request.

Note
Unlike issue and change request activities, you cannot link documents from Document Management System (DMS) to
an activity.

You can reference activities to related objects that need to be adjusted or considered in the activity. For example, in an
activity called Update Purchase Documents, you can refer to the related purchase orders. This reference also allows you to
navigate to the related object.

Object Relationships: References and

Assignments
Use
In Project Issue and Change Management (CA-CPD-PCM), you can create relationships between change request activities and
issue activities in the following ways:

References

Assignments

References create stricter relationships than assignments.

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Example
When you reference change request activity A, the system only allows referencing to one collective change request activity.
However, you can assign A to multiple change request activities or collective change request activities.

Features
You create references and assignments for the purpose of documentation and the speci cation of relationships between related
objects.

In Related Reference Objects, a referenced object is indicated by an x in the Reference column.

You are allowed to assign a change request to multiple collective change requests. You create this assignment on the change
request screen, under Related Reference Objects.

You can only reference a change request activity to one collective change request activity. You create this reference on the Issue
and Change Tracking screen, under Issue and Change List Result List . You must select at least two change request activities
from the result list and then choose Create Object with References Collective Change Requests .

You can also create a reference relationship when you create a reference change request from the issue screen (display), by
choosing Change Request (Copy and Ref.).

More Information
Issue Activity

Change Request Activity

Activity

Attaching Documents and Linking to References (Issue)

Attaching Documents and Linking to References (Change Request)

Attaching Documents and Linking to References (Activity)

Processing of Issues, Change Requests, and

Activities
Project Issue and Change Management allows you to process issues, change requests, and activities. In Project Issue and
Change Management, issues and change requests are represented by the business objects issue activities and change request
activities respectively. For more information, see:

Processing of Issues

Processing of Change Requests

Processing of Issues (with Change Requests)

Processing of Issues
Use
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You use issues to report and resolve project deviations. In Project Issue and Change Management, issues and change requests
are represented by the business objects issue activities and change request activities respectively.

Example
In the construction industry, a site supervisor can log issues to request additional resources or report the damage of materials
caused by weather.

Process
1. You log an issue in the issue and change management screen (see Logging Issues).

2. You indicate the urgency with which the issue must be processed (see Setting Priorities and Impact (Issue)).

3. You create activities to manage the tasks required for processing the issue (see Creating Activities for Issues).

4. You assign processors to the activities (see Assigning People to Activities).

5. You document the issue by attaching local documents or documents from Document Management System (DMS) and
linking to reference objects (see Attaching Documents and Linking to References (Issue)).

6. You assign processors to the issue (see Assigning People to Issues).

7. You schedule the activities (see Assigning Dates to Activities).

8. You document the activities by attaching local documents and linking to reference objects (see Attaching Documents and
Linking to References (Activity)).

9. Once all the activities are complete, you close the issue (see Resolving and Closing Issues).

Logging Issues
Use
Project Issue and Change Management allows you to log issues in the system so that you can document project deviations and
reduce the effects of changes in quality, schedule, execution plan, and costs.

Example
In the construction industry, a site supervisor can log issues to request additional resources or report the damage of materials
caused by weather.

Prerequisites
The following master data and Customizing settings are set up in the system:

The project, for which the issue is being logged, is available in the system

The following settings have been made under Customizing for Project Issue and Change Management:

Basic Settings De ne Object Categories

Basic Settings De ne Object Types

Basic Settings De ne Object Access

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Processing of Issues, Change Requests, and Activities Processing of Issues and Change Requests De ne Issue
and Change Request Types

Procedure
1. On the Fiori Launchpad, choose the Report Issue app.

2. Enter an issue type.

Note
The SAP standard delivery includes the following issue types:

General issue

Request for information

Technical issue

Risk issue

You can de ne issue types that are relevant for your enterprise in Customizing for Project Issue and Change
Management under Processing of Issues, Change Requests, and Activities Processing of Issues and Change
Requests De ne Issue and Change Request Types .

3. Choose Create Issue.

4. Enter the project for which you are logging the issue, and then save your entries. Note that on this screen, you can also
enter the issue title, issue description, employee responsible, priority, and impact. For more information about priorities
and impact, see Setting Priorities and Impact (Issue).

Note
Alternatively, you can also load values speci ed in another issue by choosing the Copy From pushbutton. This allows
you to use existing issues as templates for logging similar problems.

Setting Priorities and Impact (Issue)

Use
Project Issue and Change Management allows you to indicate the urgency with which an issue must be processed. You do this by
specifying the priority of the issue and its impact on the project if the issue is not resolved. Priorities are used in the
Categorization by Priority report delivered using the embedded Analytics of Project Issue and Change Management. For more
information, see Embedded Analytics.

Prerequisites
You have made the following settings under Customizing for Project Issue and Change Management:

Processing of Issues, Change Requests, and Activities Processing of Issues and Change Requests De ne Priorities

Processing of Issues, Change Requests, and Activities Processing of Issues and Change Requests De ne Impact

Procedure

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1. On the issue screen, enter a valid priority under Issue Description.

Note
SAP delivers the following standard settings:

Very High

High

Medium

Low

2. Enter a valid impact under Impact and Proposed Solution, and then save.

Note
SAP delivers the following standard settings:

Major

Minor

Critical

Creating Activities for Issue Activities

Use
You use activities to process and resolve issue activities by breaking them into tasks and subtasks.

Note
To create subactivities, you must select a parent activity before you choose Add.

Prerequisites
You have made the following settings in Customizing for Project Issue and Change Management under Processing of Issues,
Change Requests, and Activities :

Processing of Activities De ne Activity Types

Processing of Activities De ne Activity Templates

Processing of Issues and Change Requests De ne Issue and Change Request Types (in the Automatic and Proposed
Activity Template view)

Procedure

Note
When you log an issue, the system automatically creates the activities that have been de ned in the Customizing activity
De ne Issue and Change Request Types (in the Automatic and Proposed Activity Template view).

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1. On the issue screen, choose the Activities UI block.

2. Choose Add New Activity to describe a new activity required to process or resolve the issue.

Note
Alternatively, you can choose Add Proposed Activity to use an existing activity proposed by the system, and modifying
it to suit your business requirement.

3. In the New Activity dialog box, enter an activity type. If required, you can mark the activity as a mandatory activity and also
enter an activity description, planned end date, or an employee responsible in the dialog box. Choose OK to add the activity
to the issue.

If you choose Add Proposed Activity , the system displays the Add Proposed Activities dialog box. This dialog box
displays all the proposed activities de ned in the Customizing activity De ne Activity Templates. Select a proposed
activity and then choose OK to add the activity to the issue.

4. Select an activity in the Activities UI block, to display a detailed view.

5. In the detailed view, choose the Activity Overview, Reference Objects, Business Partners, Attachments, Administrative
Data tabs to display (and, if applicable, enter) relevant details of the activity.

Note
You can only add reference objects to proposed activities. The relevant reference objects must be de ned in the
Customizing activity De ne Activity Templates.

You cannot link documents from Document Management System (DMS) to an activity.

6. If applicable, select an activity and choose Set Status and then a corresponding status, to indicate the level of progress of
the activity. Save your entries.

Assigning People to Activities

Use
You must assign people to activities so that issues and change requests can be processed by the partners speci ed by you. You
can assign people to activities in the New Activity dialog box, when you create activities, or in the detailed view of a selected
activity. For more information, see Creating Activities for Issues and Creating Activities for Change Requests.

Prerequisites
The required settings have been made under Customizing for Project Issue and Change Management under Processing of
Issues, Change Requests, and Activities De ne Business Partner Roles .

Features
When you use the roles and responsibilities function of Project Workspace (CA-CPD-WS), the system proposes a list of partners
de ned for the commercial project. If the system nds only one partner, the partner is automatically defaulted as the person
responsible. You can, however, select any other business partner. When you save the issue or change request, the system sends an
e-mail noti cation to the selected partner.

Note

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You can use the Business Add-In BAdI: Management of E-mail Noti cations(/PICM/BADI_NOTIFICATIONS), to de ne
speci c rules for e-mail noti cations to be sent to business users in Project Issue and Change Management. Note that if you
use this BAdI, you must activate e-mail noti cations in Customizing for SAP Commercial Project Management Project Issue
and Change Management Processing of Issues, Change Requests, and Activities Processing of Issues and Change
Requests Activate E-mail Noti cations .

More Information
You make customizing settings for Project Issue and Change Management under Processing of Issues, Change Requests, and
Activities Map Role to Project Workspace Role .

Attaching Documents and Linking to

References (Issue)
Use
Issues are handled by multiple processors and therefore it is important that an issue is well-documented. Project Issue and
Change Management allows you to document issues by:

Attaching local les relevant to the issue

Linking to relevant URLs

Linking to related reference objects

Linking to documents from Document Management System (DMS)

Example
A site supervisor in a construction project logs an issue to report some defects in plumbing. He attaches photographs of the
affected pipes, adds the URL of the project, links to a resolved issue (with a similar problem) so that the processors can look at
how it was solved; and then nally links the issue to a DMS document of the architectural plan of the plumbing.

Prerequisites
You have made the following settings under Customizing for Project Issue and Change Management:

Attachments

Basic Settings De ne Document Types and Document Schemas

This Customizing allows you to de ne the document types that you can attach to issues.

Reference Object Links

Processing of Issues, Change Requests, and Activities Processing of Issues and Change Requests De ne Issue and
Change Request Types (in the Reference Objects view)

Procedure
Attaching Local Files and Linking to URLs

1. On the creation or edit screen of an issue, choose Attachments and URLs.

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2. To upload local les as attachments to the issue, choose File.

3. To add hyperlinks with http or https protocols, choose URL.

4. Save your changes.

Linking to Reference Objects

1. On the creation or edit screen of an issue, choose Related Reference Objects.

2. To link to issues, change requests, DMS documents, or project objects, choose Object and the corresponding menu items.

Note
The Project Object menu item is only active if you have entered a project under Issue Description.

3. Save your changes.

Note
You can select a referenced object and choose Launch to launch the object in one of the available transactions. For
example, for a selected purchase order, the Launch menu gives you the option of launching the purchase order in either
the display mode or the change mode.

More Information
Object Relationships: References and Assignments

Assigning People to Issues

Use
You must assign people to issues so that the issues can be processed.

Prerequisites
You have made the following settings under Customizing for Project Issue and Change Management, under:

Processing of Issues, Change Requests, and Activities De ne Business Partner Roles

Processing of Issues, Change Requests, and Activities Processing of Issues and Change Requests De ne Issue and
Change Request Types

Procedure
1. On the Issue and Change Management screen, choose Issue, and then Display.

2. Enter an issue and then choose Display Issue.

3. Choose Edit.

4. Choose Partners and then enter a partner ID as the employee responsible.

Note

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If you had already entered an employee responsible when you logged the issue, your entry is displayed as the employee
responsible.

5. Add further partners and specify a corresponding partner role for each partner, and save your entries.

Note
When you use the roles and responsibilities function of Project Workspace (CA-CPD-WS), the system proposes a list of
partners de ned for the commercial project. You can, however, select another business partner.

More Information
You make Customizing settings for Project Workspace (CA-CPD-WS) roles, in Customizing for Project Issue and Change
Management under Processing of Issues, Change Requests, and Activities Map Role to Project Workspace Role .

Assigning Dates to Activities

Use
You assign dates to activities to indicate when tasks must be started and ended. You can specify planned and actual values for
start dates and end dates to track the progress of activities. You can assign dates to activities in the New Activity dialog box, when
you create activities, or in the detailed view of a selected activity. For more information, see Creating Activities for Issues and
Creating Activities for Change Requests.

Note that, as a default, the system sets the current date as the planned start date. You can change this value manually.

Features
In addition to tracking the progress of an activity, these dates can be used to de ne status changes. For example, you can use
Business Rules Framework plus (BRFplus) to de ne a status change based on the end date. For more information, see Business
Rules Framework plus (BRFplus) Con guration.

Attaching Documents and Linking to

References (Activity)
Use
Project Issue and Change Management allows you to document activities by:

Attaching local les relevant to the issue or change request

Linking to relevant URLs

Linking to related reference objects

Note
You can only add reference objects to proposed activities. The relevant reference objects must be de ned in the
Customizing activity De ne Activity Templates.

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You cannot link documents from Document Management System (DMS) to an activity.

Example
As a project manager, you can create a change request and break up the tasks into activities like getting quotes and creating a
cost plan. For the activity related to creating the cost plan, you can attach documents that are relevant for processing the
activity.

Prerequisites
You have made the following settings under Customizing for Project Issue and Change Management:

Attachments

Basic Settings De ne Document Types and Document Schemas

This Customizing allows you to de ne the document types that you can attach to issues and change requests.

Reference Object Links

Processing of Issues, Change Requests, and Activities Processing of Activities :

De ne Activity Types

De ne Activity Templates (in the Reference Objects view)

You have created an activity in the issue or change request.

Procedure
Attaching Local Files and Linking to URLs

1. On the issue or change request screen, choose Activities.

2. In the details view, choose the Attachments tab, and then select the activity for which you would like to add attachments
and link to URLs.

3. To upload local les as attachments to the activity, choose File.

4. To add hyperlinks with http or https protocols, choose URL.

5. Save your changes.

Linking to Reference Objects

1. On the issue or change request screen, choose Activities.

2. In the details view, choose the Reference Objects tab, and then select the activity for which you would like to link reference
objects.

3. To link to project subobjects, choose Object Project Object .

Note
The Project Object menu item is only active if you have entered a project under Issue Description (issue) or Problem
Description (change request).

4. Save your changes.

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Note
You can select a referenced object and choose Launch to launch the object in one of the available transactions. For
example, for a selected purchase order, the Launch menu gives you the option of launching the purchase order in either
the display mode or the change mode.

Resolving and Closing Issues

When an issue is resolved, you can indicate the appropriate status in the system, as de ned in Customizing. For more information,
see Customizing for Project Issue and Change Management under Processing of Issues, Change Requests, and
Activities Processing of Issues and Change Requests Manage Statuses .

Processing of Change Requests

Use
You use change requests to resolve issues that are analyzed and found to have a signi cant cost or schedule impact in the project.
In Project Issue and Change Management, issues and change requests are represented by the business objects issue activities
and change request activities respectively.

Process
1. You create a change request activity in the issue and change management screen (see Creating Change Requests and
Creating Collective Change Requests).

2. You indicate the urgency with which the change request must be processed (see Setting Priorities and Impact).

3. You create activities to manage the tasks required to process the change request (see Creating Activities for Change
Requests).

4. You assign processors to the activities (see Assigning People to Activities).

5. You document the change request by attaching local documents, or documents from Document Management System
(DMS); and linking to reference objects (see Attaching Documents and Linking to References (Change Request)).

6. You assign processors to the change request (see Assigning People to Change Requests).

7. You create cost estimation alternatives to plan costs and revenues for the change request (see Creating Cost Estimation
Alternatives).

8. You analyze the cost impact and plan costs and revenues for the change request (see Handling the Cost Impact of
Changes).

9. You obtain approvals for the change request (see Approving Change Requests).

10. You schedule the activities (see Assigning Dates to Activities).

11. You document the activities by attaching local documents and linking to reference objects (see Attaching Documents and
Linking to References (Activity)).

Creating Change Requests

Use
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Project Issue and Change Management allows you to create change requests in the system so that you can process project
deviations and mitigate the effects of changes in quality, schedule, execution plan, and costs. In Project Issue and Change
Management, change requests are represented by the business object change request activity.

Example
During the execution phase, the customer requires a change in the ooring used in the conference center. The project manager
creates a change request and a corresponding cost estimation alternative for changing the initially planned marble oors to
wooden oors.

Prerequisites
The following master data and Customizing settings are set up in the system:

The project, for which the change request is being created, is available in the system

The following settings have been made under Customizing for Project Issue and Change Management:

Basic Settings De ne Object Categories

Basic Settings De ne Object Types

Basic Settings De ne Object Access

Processing of Issues, Change Requests, and Activities Processing of Issues and Change Requests De ne Issue
and Change Request Types

Procedure
1. On the Fiori Launchpad, choose the Create Change Request app.

2. Enter a change request type.

Note
The SAP standard delivery includes the following change request types:

CRC: Change request

CCR: Collective change request

You can de ne change request types that are relevant for your enterprise in Customizing for Project Issue and Change
Management under Processing of Issues, Change Requests, and Activities Processing of Issues and Change
Requests De ne Issue and Change Request Types .

3. Choose Create Change Request.

4. Enter the project for which you are creating the change request, and then save your entries. Note that on this screen, you
can also enter the change request title, the change request description, probability, employee responsible, priority, and
impact. For more information about priorities and impact, see Setting Priorities and Impact (Change Request).

Note
Alternatively, you can also load values speci ed in another change request by choosing the Copy Change Request
pushbutton. This allows you to use existing change requests as templates for similar changes.

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Creating Collective Change Requests

Use
You create collective change requests as containers to group related change requests. Note that you cannot plan costs and
revenues of changes at the level of collective change requests; you must plan the changes for the change request. In Project Issue
and Change Management, issues and change requests are represented by the business objects issue activities and change
request activities respectively.

Example
A project manager creates a collective change request to group all the change requests created in the month of December, so
that it can be assigned to one person.

Process
1. On the Issue and Change Request Tracking screen, enter a project and choose Display Tracking.

2. In the result list of Issue and Change List, select at least two change requests to be included in the collective change
request.

3. Go to Create Object with References Collective Change Request .

4. The system launches a screen for the creation of the collective change request, for the project speci ed by you. On this
screen, you can enter the change request title, the change request description, probability, employee responsible, priority,
and impact. Save your entries.

More Information
Object Relationships: References and Assignments

Setting Priorities and Impact (Change

Request)
Use
Project Issue and Change Management allows you to indicate the urgency with which a change request must be processed. You
do this by specifying the priority of the change request and the impact on the project if the change request is not processed.

Note
When you process issues with change requests, the impact and priority speci ed in issues are not carried forward to the
corresponding change requests.

Priorities are used in the Categorization by Priority report delivered using the embedded Analytics of Project Issue and Change
Management. For more information, see Embedded Analytics.

Prerequisites

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You have made the following settings under Customizing for Project Issue and Change Management:

Processing of Issues, Change Requests, and Activities Processing of Issues and Change Requests De ne Priorities

Processing of Issues, Change Requests, and Activities Processing of Issues and Change Requests De ne Impact

Procedure
1. On the change request screen, enter a valid priority under Problem Description.

Note
SAP delivers the following standard settings:

Very High

High

Medium

Low

2. Enter a valid impact, and then save. Note that you can also provide a free text description of the impact in Impact If Not
Resolved.

Note
SAP delivers the following standard settings:

Major

Minor

Critical

Creating Activities for Change Request

Activities
Use
You use activities to process and resolve change request activities by breaking them into tasks and subtasks.

Note
To create subactivities, you must select a parent activity before you choose Add.

Prerequisites
You have made the following settings in Customizing for Project Issue and Change Management under Processing of Issues,
Change Requests, and Activities :

Processing of Activities De ne Activity Types

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Processing of Activities De ne Activity Templates

Processing of Issues and Change Requests De ne Issue and Change Request Types (in the Automatic and Proposed
Activity Template view)

Procedure

Note
When you create a change request activity, the system automatically creates the activities that have been de ned in the
Customizing activity De ne Issue and Change Request Types (in the Automatic and Proposed Activity Template view).

1. On the change request screen, choose the Activities UI block.

2. Choose Add New Activity to describe a new activity required to process or resolve the issue.

Note
Alternatively, you can choose Add Proposed Activity to use an existing activity proposed by the system, and modifying
it to suit your business requirement.

3. In the New Activity dialog box, enter an activity type. If required, you can mark the activity as a mandatory activity and also
enter an activity description, planned end date, or an employee responsible in the dialog box. Choose OK to add the activity
to the issue.

If you choose Add Proposed Activity , the system displays the Add Proposed Activities dialog box. This dialog box
displays all the proposed activities de ned in the Customizing activity De ne Activity Templates. Select a proposed
activity and then choose OK to add the activity to the issue.

Note
Since change requests require approval, you can create approval activities to handle the approval process of changes.

4. Select an activity in the Activities UI block, to display a detailed view.

5. In the detailed view, choose the Activity Overview, Reference Objects, Business Partners, Attachments, Administrative
Data tabs to display (and, if applicable, enter) relevant details of the activity.

Note
You can only add reference objects to proposed activities. The relevant reference objects must be de ned in the
Customizing activity De ne Activity Templates.

You cannot link documents from Document Management System (DMS) to an activity.

6. If applicable, select an activity and choose Set Status and then a corresponding status, to indicate the level of progress of
the activity. Save your entries.

More Information
Approval Process

Assigning People to Activities

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Use
You must assign people to activities so that issues and change requests can be processed by the partners speci ed by you. You
can assign people to activities in the New Activity dialog box, when you create activities, or in the detailed view of a selected
activity. For more information, see Creating Activities for Issues and Creating Activities for Change Requests.

Prerequisites
The required settings have been made under Customizing for Project Issue and Change Management under Processing of
Issues, Change Requests, and Activities De ne Business Partner Roles .

Features
When you use the roles and responsibilities function of Project Workspace (CA-CPD-WS), the system proposes a list of partners
de ned for the commercial project. If the system nds only one partner, the partner is automatically defaulted as the person
responsible. You can, however, select any other business partner. When you save the issue or change request, the system sends an
e-mail noti cation to the selected partner.

Note
You can use the Business Add-In BAdI: Management of E-mail Noti cations(/PICM/BADI_NOTIFICATIONS), to de ne
speci c rules for e-mail noti cations to be sent to business users in Project Issue and Change Management. Note that if you
use this BAdI, you must activate e-mail noti cations in Customizing for SAP Commercial Project Management Project Issue
and Change Management Processing of Issues, Change Requests, and Activities Processing of Issues and Change
Requests Activate E-mail Noti cations .

More Information
You make customizing settings for Project Issue and Change Management under Processing of Issues, Change Requests, and
Activities Map Role to Project Workspace Role .

Attaching Documents and Linking to

References (Change Request)
Use
Change requests are handled by multiple processors and, therefore, it is important that a change request is well-documented.
Project Issue and Change Management allows you to document change requests by:

Attaching local les relevant to the change request

Linking to relevant URLs

Linking to related reference objects

Linking to documents from Document Management System (DMS)

Example
As a project manager, you need to create a change request for a design change requested by the customer. You create the
change request and then attach the revised statement of work to the change request.

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Prerequisites
You have made the following settings under Customizing for Project Issue and Change Management:

Attachments

Basic Settings De ne Document Types and Document Schemas

This Customizing allows you to de ne the document types that you can attach to change requests.

Reference Object Links

Processing of Issues, Change Requests, and Activities Processing of Issues and Change Requests De ne Issue and
Change Request Types

Procedure
Attaching Local Files and Linking to URLs

1. On the creation or edit screen of a change request, choose Attachments and URLs.

2. To upload local les as attachments to the change request, choose File.

3. To add hyperlinks with http or https protocols, choose URL.

4. Save your changes.

Linking to Reference Objects

1. On the creation or edit screen of a change request, choose Related Reference Objects.

2. To link to issues, change requests, DMS documents, or project objects, choose Object and the corresponding menu items.

Note
The Project Object menu item is only active if you have entered a project under Problem Description.

3. Save your changes.

Note
You can select a referenced object and choose Launch to launch the object in one of the available transactions. For
example, for a selected purchase order, the Launch menu gives you the option of launching the purchase order in either
the display mode or the change mode.

Assigning People to Change Requests

Use
You must assign people to change requests so that they can be processed.

Prerequisites
The following settings have been made under Customizing for Project Issue and Change Management under:

Processing of Issues, Change Requests, and Activities De ne Business Partner Roles

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Processing of Issues, Change Requests, and Activities Processing of Issues and Change Requests De ne Issue and
Change Request Types

Procedure
1. On the Issue and Change Management screen, choose Change Request, and then Display.

2. Enter a change request and then choose Display Change Request.

3. Choose Edit.

4. Choose Partners and then enter a partner ID as the employee responsible.

Note
If you had already entered an employee responsible when you created the change request, your entry is displayed as the
employee responsible.

5. Add further partners and specify a corresponding partner role for each partner.

6. Save your entries.

Note
If Project Issue and Change Management (CA-CPD-PCM) is integrated with the roles and responsibilities function of Project
Workspace (CA-CPD-WS), the system proposes a list of partners de ned for the master project. You can, however, select any
other business partner.

More Information
For integration with the Project Workspace (CA-CPD-WS) roles, you make customizing settings for Project Issue and Change
Management under Processing of Issues, Change Requests, and Activities Map Role to Project Workspace Role .

Creating Cost Estimation Alternatives

Use
You create cost estimation alternatives to plan the costs and revenues of change requests in the Project Cost and Revenue
Planning application.

Procedure
1. On the Issue and Change Management screen, choose Change Request, and then Display.

2. Enter a change request and then choose Display Change Request.

3. Choose Edit.

4. Choose Cost Estimation Alternatives.

5. Choose the Alternative pushbutton.

Note

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The system only allows you to create alternatives for commercial projects that have an active plan version (see
Customizing for Project Cost and Revenue Planning under De ne Version Types).

6. Save your entries.

Handling the Cost Impact of Changes

Use
You plan the costs and revenues of the change request in a nancial planning application. When Project Issue and Change
Management (CA-CPD-PCM) is integrated with Project Cost and Revenue Planning (CA-CPD-FP), you use cost estimation
alternatives and planning workbooks to plan the costs and revenues of the required changes.

Prerequisites
Project Issue and Change Management is integrated with Project Cost and Revenue Planning

SAP BusinessObjects Analysis, edition for Microsoft Office 1.3 is installed in your system

Process
1. Create the cost estimation alternative on the change request screen (see Creating Cost Estimation Alternatives).

2. Select the cost estimation alternative.

3. Choose the Launch Financial Planning pushbutton.

4. The system launches the planning workbook.

5. After planning the details, save your entries (see Planning Workbook).

More Information
Cost Planning

Approving Change Requests

The approval of a change request is a prerequisite for the execution of the corresponding change in the project. For more
information, see Approval Process.

Assigning Dates to Activities

Use
You assign dates to activities to indicate when tasks must be started and ended. You can specify planned and actual values for
start dates and end dates to track the progress of activities. You can assign dates to activities in the New Activity dialog box, when
you create activities, or in the detailed view of a selected activity. For more information, see Creating Activities for Issues and
Creating Activities for Change Requests.

Note that, as a default, the system sets the current date as the planned start date. You can change this value manually.

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Features
In addition to tracking the progress of an activity, these dates can be used to de ne status changes. For example, you can use
Business Rules Framework plus (BRFplus) to de ne a status change based on the end date. For more information, see Business
Rules Framework plus (BRFplus) Con guration.

Attaching Documents and Linking to

References (Activity)
Use
Project Issue and Change Management allows you to document activities by:

Attaching local les relevant to the issue or change request

Linking to relevant URLs

Linking to related reference objects

Note
You can only add reference objects to proposed activities. The relevant reference objects must be de ned in the
Customizing activity De ne Activity Templates.

You cannot link documents from Document Management System (DMS) to an activity.

Example
As a project manager, you can create a change request and break up the tasks into activities like getting quotes and creating a
cost plan. For the activity related to creating the cost plan, you can attach documents that are relevant for processing the
activity.

Prerequisites
You have made the following settings under Customizing for Project Issue and Change Management:

Attachments

Basic Settings De ne Document Types and Document Schemas

This Customizing allows you to de ne the document types that you can attach to issues and change requests.

Reference Object Links

Processing of Issues, Change Requests, and Activities Processing of Activities :

De ne Activity Types

De ne Activity Templates (in the Reference Objects view)

You have created an activity in the issue or change request.

Procedure
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Attaching Local Files and Linking to URLs

1. On the issue or change request screen, choose Activities.

2. In the details view, choose the Attachments tab, and then select the activity for which you would like to add attachments
and link to URLs.

3. To upload local les as attachments to the activity, choose File.

4. To add hyperlinks with http or https protocols, choose URL.

5. Save your changes.

Linking to Reference Objects

1. On the issue or change request screen, choose Activities.

2. In the details view, choose the Reference Objects tab, and then select the activity for which you would like to link reference
objects.

3. To link to project subobjects, choose Object Project Object .

Note
The Project Object menu item is only active if you have entered a project under Issue Description (issue) or Problem
Description (change request).

4. Save your changes.

Note
You can select a referenced object and choose Launch to launch the object in one of the available transactions. For
example, for a selected purchase order, the Launch menu gives you the option of launching the purchase order in either
the display mode or the change mode.

Processing of Issues (with Change Requests)

Use
You use change requests to resolve issues that are analyzed and found to have a signi cant cost or schedule impact in the project.
In Project Issue and Change Management, issues and change requests are represented by the business objects issue activities
and change request activities respectively.

Process
1. You log an issue in the issue and change management screen (see Logging Issues).

2. You indicate the urgency with which the issue must be processed (see Setting Priorities and Impact (Issue)).

3. You create activities to manage the tasks required for processing the issue (see Creating Activities for Issues).

4. You assign processors to the activities (see Assigning People to Activities).

5. You document the issue by attaching local documents or documents from Document Management System (DMS) and
linking to reference objects (see Attaching Documents and Linking to References (Issue)).

6. You assign processors to the issue (see Assigning People to Issues).

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7. You schedule the activities (see Assigning Dates to Activities).

8. You document the activities by attaching local documents and linking to reference objects (see Attaching Documents and
Linking to References (Activity)).

9. You create a change request referring to an issue (see Creating Change Requests (with References to Issues)).

10. You indicate the urgency with which the change request must be processed (see Setting Priorities and Impact).

11. You create activities to manage the tasks required to process the change request (see Creating Activities for Change
Requests).

12. You assign processors to the activities (see Assigning People to Activities).

13. You document the change request by attaching local documents, or documents from Document Management System
(DMS); and linking to reference objects (see Attaching Documents and Linking to References (Change Request)).

14. You assign processors to the change request (see Assigning People to Change Requests).

15. You create cost estimation alternatives to plan costs and revenues for the change request (see Creating Cost Estimation
Alternatives).

16. You analyze the cost impact and plan costs and revenues for the change request (see Handling the Cost Impact of
Changes).

17. You obtain approvals for the change request (see Approving Change Requests).

18. You schedule the activities (see Assigning Dates to Activities).

19. You document the activities by attaching local documents and linking to reference objects (see Attaching Documents and
Linking to References (Activity)).

Logging Issues
Use
Project Issue and Change Management allows you to log issues in the system so that you can document project deviations and
reduce the effects of changes in quality, schedule, execution plan, and costs.

Example
In the construction industry, a site supervisor can log issues to request additional resources or report the damage of materials
caused by weather.

Prerequisites
The following master data and Customizing settings are set up in the system:

The project, for which the issue is being logged, is available in the system

The following settings have been made under Customizing for Project Issue and Change Management:

Basic Settings De ne Object Categories

Basic Settings De ne Object Types

Basic Settings De ne Object Access

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Processing of Issues, Change Requests, and Activities Processing of Issues and Change Requests De ne Issue
and Change Request Types

Procedure
1. On the Fiori Launchpad, choose the Report Issue app.

2. Enter an issue type.

Note
The SAP standard delivery includes the following issue types:

General issue

Request for information

Technical issue

Risk issue

You can de ne issue types that are relevant for your enterprise in Customizing for Project Issue and Change
Management under Processing of Issues, Change Requests, and Activities Processing of Issues and Change
Requests De ne Issue and Change Request Types .

3. Choose Create Issue.

4. Enter the project for which you are logging the issue, and then save your entries. Note that on this screen, you can also
enter the issue title, issue description, employee responsible, priority, and impact. For more information about priorities
and impact, see Setting Priorities and Impact (Issue).

Note
Alternatively, you can also load values speci ed in another issue by choosing the Copy From pushbutton. This allows
you to use existing issues as templates for logging similar problems.

Setting Priorities and Impact (Issue)

Use
Project Issue and Change Management allows you to indicate the urgency with which an issue must be processed. You do this by
specifying the priority of the issue and its impact on the project if the issue is not resolved. Priorities are used in the
Categorization by Priority report delivered using the embedded Analytics of Project Issue and Change Management. For more
information, see Embedded Analytics.

Prerequisites
You have made the following settings under Customizing for Project Issue and Change Management:

Processing of Issues, Change Requests, and Activities Processing of Issues and Change Requests De ne Priorities

Processing of Issues, Change Requests, and Activities Processing of Issues and Change Requests De ne Impact

Procedure

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1. On the issue screen, enter a valid priority under Issue Description.

Note
SAP delivers the following standard settings:

Very High

High

Medium

Low

2. Enter a valid impact under Impact and Proposed Solution, and then save.

Note
SAP delivers the following standard settings:

Major

Minor

Critical

Creating Activities for Issue Activities

Use
You use activities to process and resolve issue activities by breaking them into tasks and subtasks.

Note
To create subactivities, you must select a parent activity before you choose Add.

Prerequisites
You have made the following settings in Customizing for Project Issue and Change Management under Processing of Issues,
Change Requests, and Activities :

Processing of Activities De ne Activity Types

Processing of Activities De ne Activity Templates

Processing of Issues and Change Requests De ne Issue and Change Request Types (in the Automatic and Proposed
Activity Template view)

Procedure

Note
When you log an issue, the system automatically creates the activities that have been de ned in the Customizing activity
De ne Issue and Change Request Types (in the Automatic and Proposed Activity Template view).

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1. On the issue screen, choose the Activities UI block.

2. Choose Add New Activity to describe a new activity required to process or resolve the issue.

Note
Alternatively, you can choose Add Proposed Activity to use an existing activity proposed by the system, and modifying
it to suit your business requirement.

3. In the New Activity dialog box, enter an activity type. If required, you can mark the activity as a mandatory activity and also
enter an activity description, planned end date, or an employee responsible in the dialog box. Choose OK to add the activity
to the issue.

If you choose Add Proposed Activity , the system displays the Add Proposed Activities dialog box. This dialog box
displays all the proposed activities de ned in the Customizing activity De ne Activity Templates. Select a proposed
activity and then choose OK to add the activity to the issue.

4. Select an activity in the Activities UI block, to display a detailed view.

5. In the detailed view, choose the Activity Overview, Reference Objects, Business Partners, Attachments, Administrative
Data tabs to display (and, if applicable, enter) relevant details of the activity.

Note
You can only add reference objects to proposed activities. The relevant reference objects must be de ned in the
Customizing activity De ne Activity Templates.

You cannot link documents from Document Management System (DMS) to an activity.

6. If applicable, select an activity and choose Set Status and then a corresponding status, to indicate the level of progress of
the activity. Save your entries.

Assigning People to Activities

Use
You must assign people to activities so that issues and change requests can be processed by the partners speci ed by you. You
can assign people to activities in the New Activity dialog box, when you create activities, or in the detailed view of a selected
activity. For more information, see Creating Activities for Issues and Creating Activities for Change Requests.

Prerequisites
The required settings have been made under Customizing for Project Issue and Change Management under Processing of
Issues, Change Requests, and Activities De ne Business Partner Roles .

Features
When you use the roles and responsibilities function of Project Workspace (CA-CPD-WS), the system proposes a list of partners
de ned for the commercial project. If the system nds only one partner, the partner is automatically defaulted as the person
responsible. You can, however, select any other business partner. When you save the issue or change request, the system sends an
e-mail noti cation to the selected partner.

Note

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You can use the Business Add-In BAdI: Management of E-mail Noti cations(/PICM/BADI_NOTIFICATIONS), to de ne
speci c rules for e-mail noti cations to be sent to business users in Project Issue and Change Management. Note that if you
use this BAdI, you must activate e-mail noti cations in Customizing for SAP Commercial Project Management Project Issue
and Change Management Processing of Issues, Change Requests, and Activities Processing of Issues and Change
Requests Activate E-mail Noti cations .

More Information
You make customizing settings for Project Issue and Change Management under Processing of Issues, Change Requests, and
Activities Map Role to Project Workspace Role .

Attaching Documents and Linking to

References (Issue)
Use
Issues are handled by multiple processors and therefore it is important that an issue is well-documented. Project Issue and
Change Management allows you to document issues by:

Attaching local les relevant to the issue

Linking to relevant URLs

Linking to related reference objects

Linking to documents from Document Management System (DMS)

Example
A site supervisor in a construction project logs an issue to report some defects in plumbing. He attaches photographs of the
affected pipes, adds the URL of the project, links to a resolved issue (with a similar problem) so that the processors can look at
how it was solved; and then nally links the issue to a DMS document of the architectural plan of the plumbing.

Prerequisites
You have made the following settings under Customizing for Project Issue and Change Management:

Attachments

Basic Settings De ne Document Types and Document Schemas

This Customizing allows you to de ne the document types that you can attach to issues.

Reference Object Links

Processing of Issues, Change Requests, and Activities Processing of Issues and Change Requests De ne Issue and
Change Request Types (in the Reference Objects view)

Procedure
Attaching Local Files and Linking to URLs

1. On the creation or edit screen of an issue, choose Attachments and URLs.

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2. To upload local les as attachments to the issue, choose File.

3. To add hyperlinks with http or https protocols, choose URL.

4. Save your changes.

Linking to Reference Objects

1. On the creation or edit screen of an issue, choose Related Reference Objects.

2. To link to issues, change requests, DMS documents, or project objects, choose Object and the corresponding menu items.

Note
The Project Object menu item is only active if you have entered a project under Issue Description.

3. Save your changes.

Note
You can select a referenced object and choose Launch to launch the object in one of the available transactions. For
example, for a selected purchase order, the Launch menu gives you the option of launching the purchase order in either
the display mode or the change mode.

More Information
Object Relationships: References and Assignments

Assigning People to Issues

Use
You must assign people to issues so that the issues can be processed.

Prerequisites
You have made the following settings under Customizing for Project Issue and Change Management, under:

Processing of Issues, Change Requests, and Activities De ne Business Partner Roles

Processing of Issues, Change Requests, and Activities Processing of Issues and Change Requests De ne Issue and
Change Request Types

Procedure
1. On the Issue and Change Management screen, choose Issue, and then Display.

2. Enter an issue and then choose Display Issue.

3. Choose Edit.

4. Choose Partners and then enter a partner ID as the employee responsible.

Note

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If you had already entered an employee responsible when you logged the issue, your entry is displayed as the employee
responsible.

5. Add further partners and specify a corresponding partner role for each partner, and save your entries.

Note
When you use the roles and responsibilities function of Project Workspace (CA-CPD-WS), the system proposes a list of
partners de ned for the commercial project. You can, however, select another business partner.

More Information
You make Customizing settings for Project Workspace (CA-CPD-WS) roles, in Customizing for Project Issue and Change
Management under Processing of Issues, Change Requests, and Activities Map Role to Project Workspace Role .

Assigning Dates to Activities

Use
You assign dates to activities to indicate when tasks must be started and ended. You can specify planned and actual values for
start dates and end dates to track the progress of activities. You can assign dates to activities in the New Activity dialog box, when
you create activities, or in the detailed view of a selected activity. For more information, see Creating Activities for Issues and
Creating Activities for Change Requests.

Note that, as a default, the system sets the current date as the planned start date. You can change this value manually.

Features
In addition to tracking the progress of an activity, these dates can be used to de ne status changes. For example, you can use
Business Rules Framework plus (BRFplus) to de ne a status change based on the end date. For more information, see Business
Rules Framework plus (BRFplus) Con guration.

Attaching Documents and Linking to

References (Activity)
Use
Project Issue and Change Management allows you to document activities by:

Attaching local les relevant to the issue or change request

Linking to relevant URLs

Linking to related reference objects

Note
You can only add reference objects to proposed activities. The relevant reference objects must be de ned in the
Customizing activity De ne Activity Templates.

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You cannot link documents from Document Management System (DMS) to an activity.

Example
As a project manager, you can create a change request and break up the tasks into activities like getting quotes and creating a
cost plan. For the activity related to creating the cost plan, you can attach documents that are relevant for processing the
activity.

Prerequisites
You have made the following settings under Customizing for Project Issue and Change Management:

Attachments

Basic Settings De ne Document Types and Document Schemas

This Customizing allows you to de ne the document types that you can attach to issues and change requests.

Reference Object Links

Processing of Issues, Change Requests, and Activities Processing of Activities :

De ne Activity Types

De ne Activity Templates (in the Reference Objects view)

You have created an activity in the issue or change request.

Procedure
Attaching Local Files and Linking to URLs

1. On the issue or change request screen, choose Activities.

2. In the details view, choose the Attachments tab, and then select the activity for which you would like to add attachments
and link to URLs.

3. To upload local les as attachments to the activity, choose File.

4. To add hyperlinks with http or https protocols, choose URL.

5. Save your changes.

Linking to Reference Objects

1. On the issue or change request screen, choose Activities.

2. In the details view, choose the Reference Objects tab, and then select the activity for which you would like to link reference
objects.

3. To link to project subobjects, choose Object Project Object .

Note
The Project Object menu item is only active if you have entered a project under Issue Description (issue) or Problem
Description (change request).

4. Save your changes.

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Note
You can select a referenced object and choose Launch to launch the object in one of the available transactions. For
example, for a selected purchase order, the Launch menu gives you the option of launching the purchase order in either
the display mode or the change mode.

Creating Change Requests (with References

to Issues)
Use
Project Issue and Change Management allows you to create change requests with references to issues.

Problems or project deviations are rst documented as issues. After the analysis of issues, project stakeholders trigger the
creation of change requests for those changes that have a cost and schedule impact. This function allows you to track costs and
schedule changes in your project, using change requests created for issues.

In Project Issue and Change Management, issues and change requests are represented by the business objects issue activity and
change request activity respectively.

Procedure
1. On the Issue and Change Management screen, choose Issue, and then Display.

2. Enter an issue and choose Display Issue.

3. Choose Change Request (Copy and Ref.). The system launches a change request creation screen referring to the issue.

4. Follow the steps required to create a change request (see Creating Change Requests).

Creating Collective Change Requests

Use
You create collective change requests as containers to group related change requests. Note that you cannot plan costs and
revenues of changes at the level of collective change requests; you must plan the changes for the change request. In Project Issue
and Change Management, issues and change requests are represented by the business objects issue activities and change
request activities respectively.

Example
A project manager creates a collective change request to group all the change requests created in the month of December, so
that it can be assigned to one person.

Process
1. On the Issue and Change Request Tracking screen, enter a project and choose Display Tracking.

2. In the result list of Issue and Change List, select at least two change requests to be included in the collective change
request.

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3. Go to Create Object with References Collective Change Request .

4. The system launches a screen for the creation of the collective change request, for the project speci ed by you. On this
screen, you can enter the change request title, the change request description, probability, employee responsible, priority,
and impact. Save your entries.

More Information
Object Relationships: References and Assignments

Setting Priorities and Impact (Change

Request)
Use
Project Issue and Change Management allows you to indicate the urgency with which a change request must be processed. You
do this by specifying the priority of the change request and the impact on the project if the change request is not processed.

Note
When you process issues with change requests, the impact and priority speci ed in issues are not carried forward to the
corresponding change requests.

Priorities are used in the Categorization by Priority report delivered using the embedded Analytics of Project Issue and Change
Management. For more information, see Embedded Analytics.

Prerequisites
You have made the following settings under Customizing for Project Issue and Change Management:

Processing of Issues, Change Requests, and Activities Processing of Issues and Change Requests De ne Priorities

Processing of Issues, Change Requests, and Activities Processing of Issues and Change Requests De ne Impact

Procedure
1. On the change request screen, enter a valid priority under Problem Description.

Note
SAP delivers the following standard settings:

Very High

High

Medium

Low

2. Enter a valid impact, and then save. Note that you can also provide a free text description of the impact in Impact If Not
Resolved.

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Note
SAP delivers the following standard settings:

Major

Minor

Critical

Creating Activities for Change Request

Activities
Use
You use activities to process and resolve change request activities by breaking them into tasks and subtasks.

Note
To create subactivities, you must select a parent activity before you choose Add.

Prerequisites
You have made the following settings in Customizing for Project Issue and Change Management under Processing of Issues,
Change Requests, and Activities :

Processing of Activities De ne Activity Types

Processing of Activities De ne Activity Templates

Processing of Issues and Change Requests De ne Issue and Change Request Types (in the Automatic and Proposed
Activity Template view)

Procedure

Note
When you create a change request activity, the system automatically creates the activities that have been de ned in the
Customizing activity De ne Issue and Change Request Types (in the Automatic and Proposed Activity Template view).

1. On the change request screen, choose the Activities UI block.

2. Choose Add New Activity to describe a new activity required to process or resolve the issue.

Note
Alternatively, you can choose Add Proposed Activity to use an existing activity proposed by the system, and modifying
it to suit your business requirement.

3. In the New Activity dialog box, enter an activity type. If required, you can mark the activity as a mandatory activity and also
enter an activity description, planned end date, or an employee responsible in the dialog box. Choose OK to add the activity
to the issue.

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If you choose Add Proposed Activity , the system displays the Add Proposed Activities dialog box. This dialog box
displays all the proposed activities de ned in the Customizing activity De ne Activity Templates. Select a proposed
activity and then choose OK to add the activity to the issue.

Note
Since change requests require approval, you can create approval activities to handle the approval process of changes.

4. Select an activity in the Activities UI block, to display a detailed view.

5. In the detailed view, choose the Activity Overview, Reference Objects, Business Partners, Attachments, Administrative
Data tabs to display (and, if applicable, enter) relevant details of the activity.

Note
You can only add reference objects to proposed activities. The relevant reference objects must be de ned in the
Customizing activity De ne Activity Templates.

You cannot link documents from Document Management System (DMS) to an activity.

6. If applicable, select an activity and choose Set Status and then a corresponding status, to indicate the level of progress of
the activity. Save your entries.

More Information
Approval Process

Attaching Documents and Linking to

References (Change Request)
Use
Change requests are handled by multiple processors and, therefore, it is important that a change request is well-documented.
Project Issue and Change Management allows you to document change requests by:

Attaching local les relevant to the change request

Linking to relevant URLs

Linking to related reference objects

Linking to documents from Document Management System (DMS)

Example
As a project manager, you need to create a change request for a design change requested by the customer. You create the
change request and then attach the revised statement of work to the change request.

Prerequisites
You have made the following settings under Customizing for Project Issue and Change Management:

Attachments
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Basic Settings De ne Document Types and Document Schemas

This Customizing allows you to de ne the document types that you can attach to change requests.

Reference Object Links

Processing of Issues, Change Requests, and Activities Processing of Issues and Change Requests De ne Issue and
Change Request Types

Procedure
Attaching Local Files and Linking to URLs

1. On the creation or edit screen of a change request, choose Attachments and URLs.

2. To upload local les as attachments to the change request, choose File.

3. To add hyperlinks with http or https protocols, choose URL.

4. Save your changes.

Linking to Reference Objects

1. On the creation or edit screen of a change request, choose Related Reference Objects.

2. To link to issues, change requests, DMS documents, or project objects, choose Object and the corresponding menu items.

Note
The Project Object menu item is only active if you have entered a project under Problem Description.

3. Save your changes.

Note
You can select a referenced object and choose Launch to launch the object in one of the available transactions. For
example, for a selected purchase order, the Launch menu gives you the option of launching the purchase order in either
the display mode or the change mode.

Assigning People to Change Requests

Use
You must assign people to change requests so that they can be processed.

Prerequisites
The following settings have been made under Customizing for Project Issue and Change Management under:

Processing of Issues, Change Requests, and Activities De ne Business Partner Roles

Processing of Issues, Change Requests, and Activities Processing of Issues and Change Requests De ne Issue and
Change Request Types

Procedure
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1. On the Issue and Change Management screen, choose Change Request, and then Display.

2. Enter a change request and then choose Display Change Request.

3. Choose Edit.

4. Choose Partners and then enter a partner ID as the employee responsible.

Note
If you had already entered an employee responsible when you created the change request, your entry is displayed as the
employee responsible.

5. Add further partners and specify a corresponding partner role for each partner.

6. Save your entries.

Note
If Project Issue and Change Management (CA-CPD-PCM) is integrated with the roles and responsibilities function of Project
Workspace (CA-CPD-WS), the system proposes a list of partners de ned for the master project. You can, however, select any
other business partner.

More Information
For integration with the Project Workspace (CA-CPD-WS) roles, you make customizing settings for Project Issue and Change
Management under Processing of Issues, Change Requests, and Activities Map Role to Project Workspace Role .

Creating Cost Estimation Alternatives

Use
You create cost estimation alternatives to plan the costs and revenues of change requests in the Project Cost and Revenue
Planning application.

Procedure
1. On the Issue and Change Management screen, choose Change Request, and then Display.

2. Enter a change request and then choose Display Change Request.

3. Choose Edit.

4. Choose Cost Estimation Alternatives.

5. Choose the Alternative pushbutton.

Note
The system only allows you to create alternatives for commercial projects that have an active plan version (see
Customizing for Project Cost and Revenue Planning under De ne Version Types).

6. Save your entries.

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Handling the Cost Impact of Changes

Use
You plan the costs and revenues of the change request in a nancial planning application. When Project Issue and Change
Management (CA-CPD-PCM) is integrated with Project Cost and Revenue Planning (CA-CPD-FP), you use cost estimation
alternatives and planning workbooks to plan the costs and revenues of the required changes.

Prerequisites
Project Issue and Change Management is integrated with Project Cost and Revenue Planning

SAP BusinessObjects Analysis, edition for Microsoft Office 1.3 is installed in your system

Process
1. Create the cost estimation alternative on the change request screen (see Creating Cost Estimation Alternatives).

2. Select the cost estimation alternative.

3. Choose the Launch Financial Planning pushbutton.

4. The system launches the planning workbook.

5. After planning the details, save your entries (see Planning Workbook).

More Information
Cost Planning

Approving Change Requests

The approval of a change request is a prerequisite for the execution of the corresponding change in the project. For more
information, see Approval Process.

Assigning Dates to Activities

Use
You assign dates to activities to indicate when tasks must be started and ended. You can specify planned and actual values for
start dates and end dates to track the progress of activities. You can assign dates to activities in the New Activity dialog box, when
you create activities, or in the detailed view of a selected activity. For more information, see Creating Activities for Issues and
Creating Activities for Change Requests.

Note that, as a default, the system sets the current date as the planned start date. You can change this value manually.

Features
In addition to tracking the progress of an activity, these dates can be used to de ne status changes. For example, you can use
Business Rules Framework plus (BRFplus) to de ne a status change based on the end date. For more information, see Business

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Rules Framework plus (BRFplus) Con guration.

Attaching Documents and Linking to

References (Activity)
Use
Project Issue and Change Management allows you to document activities by:

Attaching local les relevant to the issue or change request

Linking to relevant URLs

Linking to related reference objects

Note
You can only add reference objects to proposed activities. The relevant reference objects must be de ned in the
Customizing activity De ne Activity Templates.

You cannot link documents from Document Management System (DMS) to an activity.

Example
As a project manager, you can create a change request and break up the tasks into activities like getting quotes and creating a
cost plan. For the activity related to creating the cost plan, you can attach documents that are relevant for processing the
activity.

Prerequisites
You have made the following settings under Customizing for Project Issue and Change Management:

Attachments

Basic Settings De ne Document Types and Document Schemas

This Customizing allows you to de ne the document types that you can attach to issues and change requests.

Reference Object Links

Processing of Issues, Change Requests, and Activities Processing of Activities :

De ne Activity Types

De ne Activity Templates (in the Reference Objects view)

You have created an activity in the issue or change request.

Procedure
Attaching Local Files and Linking to URLs

1. On the issue or change request screen, choose Activities.

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2. In the details view, choose the Attachments tab, and then select the activity for which you would like to add attachments
and link to URLs.

3. To upload local les as attachments to the activity, choose File.

4. To add hyperlinks with http or https protocols, choose URL.

5. Save your changes.

Linking to Reference Objects

1. On the issue or change request screen, choose Activities.

2. In the details view, choose the Reference Objects tab, and then select the activity for which you would like to link reference
objects.

3. To link to project subobjects, choose Object Project Object .

Note
The Project Object menu item is only active if you have entered a project under Issue Description (issue) or Problem
Description (change request).

4. Save your changes.

Note
You can select a referenced object and choose Launch to launch the object in one of the available transactions. For
example, for a selected purchase order, the Launch menu gives you the option of launching the purchase order in either
the display mode or the change mode.

Resolving and Closing Issues

When an issue is resolved, you can indicate the appropriate status in the system, as de ned in Customizing. For more information,
see Customizing for Project Issue and Change Management under Processing of Issues, Change Requests, and
Activities Processing of Issues and Change Requests Manage Statuses .

Logging of Changes Made in Issues and

Change Requests
Project Issue and Change Management allows you to view the changes made in an issue or change request. You can choose the
Document History pushbutton, on the Issue or Change Request screens, to view this change log.

You can also control change logging using the Business Add-In BAdI: Control of Change Log Output. For more information, see
Customizing for Commercial Project Management Project Issue and Change Management Business Add-Ins .

Cost Planning
Use
Change requests are generally raised during the execution of projects. To assess the nancial impact of a change, you can plan the
change request in a nancial planning application.
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Cost Estimation Alternative

If Project Issue and Change Management (CA-CPD-PCM) is integrated with Project Cost and Revenue Planning (CA-CPD-FP),
you can plan change requests in the planning workbooks of Project Cost and Revenue Planning, using cost estimation
alternatives. The system automatically associates the cost estimation alternative with the cost planning activity, during the
creation of a change request.

Cost Rate Changes for Changed Quantities

During change process in project execution, Project Issue and Change Management allows you to de ne new rates for additional
quantities. These rates can be different from the original planned rates.

Example
The architect John Miller has been planned for 200 hours @ USD10 per hour in a project. Now the project requires 30
additional hours of his time. When his project manager plans on the change request corresponding to this requirement, Project
Issue and Change Management allows him to specify USD15 for the additional quantity of 30 hours.

More Information
Project Cost and Revenue Planning

Cost Estimation Alternative

Cost Estimation Alternative

Use
Cost estimation alternatives allow you to plan changes in nancial plans once a project is in execution. A cost estimation
alternative links a change request to the nancial plan. It contains aggregated information about the key performance indicators
(KPIs) of overall costs, overall revenues, and margins.

Features
You can mark the status of alternatives as part of the tasks related to the approval process. The status determines the values of
the planned cost and the planned revenue in the Project Cost Status report (corresponds to the Current Budget and the Original
Budget elds).

Example
An engineering and construction company A executes the construction of a multilevel parking lot for a hotel on a busy street.
The owner of the hotel requests company A for a change in the project plan to accommodate the construction of one additional
level reserved for electric cars.

Planned cost of the project: USD 2,000,000

Planned cost of the change: USD 200,000

When a single plan is active in a commercial project, you can automatically create cost estimation alternatives at the time of
change request creation.

When the cost planning activity for the change request is completed, the system marks the status of the corresponding
alternative as Ready for Approval. This status indicates to the project manager that the alternative is ready for approval. When

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the approval activity is approved, the system approves the alternative, and the status is transferred to Project Cost and
Revenue Planning. Upon the transfer of this data, the following values are re ected in the Project Cost Status report:

Planned cost of the project: USD 2,000,000

Approved cost (of the change): USD 200,000

Current budget: USD 2,200,000

When a single plan is active in a commercial project, you can automatically create cost estimation alternatives at the time of
change request creation.

More Information
Creating Cost Estimation Alternatives

Project Cost and Revenue Planning

Approval Process

Approval Matrix
Use
The approval matrix is a decision table in Business Rule Framework plus (BRFplus) that allows you to specify the roles that can
approve the cost of changes according to the level de ned by you.

Example
The system sends the data (activity type) from a change request A to the approval matrix. The approval matrix applies the
corresponding role de ned in the BRF decision table:

Project Budget Change % Role

USD 1,000,000 75 Manager (MGR)

USD 2,000,000 < 10 Vice President (VP)

USD 2,000,000 > 10 Senior Vice President (SVP)

Implementation Considerations
You can de ne these rules in BRFplus or implement the corresponding Business Add-In (BAdI) in Customizing for Project
Issue and Change Management under Business Add-Ins (BAdIs) BAdI: De nition of Activity Approval Process .

If Project Issue and Change Management (CA-CPD-PCM) is integrated with Project Workspace (CA-CPD-WS), you must
de ne the role of the approving authority in the roles and responsibilities function of Project Workspace. For more
information, see Customizing for Project Issue and Change Management under Processing of Issues, Change Requests,
and Activities Map Role to Project Workspace Role .

Approval Process
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Use
The approval process of change requests in Project Issue and Change Management is managed through activities.

In the standard system, SAP delivers the following activity categories for the de nition of approval activity types and activity
templates:

Approval activity

Cost planning activity

In the standard system, SAP delivers the following activity types:

CR1: Cost Planning Activity

EAA: External Approval Activity

IA1: General Activity

IAA: Internal Approval Activity

UPA: Update Activity

IA2: Change Request Alternative (note: this is a technical activity and must not be used to create activity templates)

In the standard system, SAP delivers the following activity templates:

ICMACT: General Activity Template

ICMALT: Change Request Alternative (note: this is a technical template and must not be deleted or be used to create
activities)

ICMUPD: Update Activity Template

EXTAPPROV: Send for Customer Approval

INTAPPROV: Internal Approval

Process
1. Create a cost estimation alternative to plan costs for the change request (type CRC).

2. Create a cost planning activity (activity type CR1).

3. Plan the details of the change in the change planning workbook of the Project Cost and Revenue Planning application.

4. Mark the status of the cost estimation alternative as ready for approval.

Note
When multiple cost estimation alternatives exist for a change request, you can only mark one as ready for
approval.

The cost of the change corresponding to the cost estimation alternative marked as ready for approval, is the
value that is considered in the Pending Costs column in the Project Cost Status report.

5. Mark the status of the cost planning activity as complete.

6. Upon saving the object, the system automatically creates an internal approval activity for the change request and assigns
an employee responsible according to the rules de ned in Business Rule Framework plus (BRFplus).

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7. The system sends an e-mail noti cation to the employee responsible.

8. The employee responsible approves the internal approval activity.

9. Upon saving the object, the system creates an external approval activity for the change request and assigns an employee
responsible according to the rules de ned in BRFplus.

10. The system sends an e-mail noti cation to the employee responsible.

Note
The employee responsible can forward this e-mail to an external approving authority or the customer, as a
manual task. Since this e-mail is intended for external recipients, Project Issue and Change Management
provides a PDF attachment with the required details. For more information, see Customizing for Project Issue
and Change Management under Basic Settings Con gure Output Formats for Printing .

The approving authority or the customer sends the approval to the employee responsible.

11. The employee responsible updates the status of the external approval activity. When the external approval activity is
approved, the system marks the status of the cost estimation alternative from Ready for Approval to Approved.

Note
The cost of the change corresponding to the cost estimation alternative marked as approved, is the value that is
considered in the Approved Costs column in the Project Cost Status report.

12. The system marks the change request as approved.

Integration
Project Issue and Change Management (CA-CPD-PCM) is integrated with the following application components:

Function Application Component

Create issues and change requests with reference to commercial Project Workspace (CA-CPD-WS) (see Project Workspace)
projects and its subobjects

Assign a purchase order as a reference to an issue or a change Purchasing (MM-PUR)

request

Create issues and change requests with reference to a Project Project System (PS)
System (PS) project and its subobjects

Assign Document Management System (DMS) documents as Document Management System (DMS) (see Document
references to issues and change requests Management System (DMS))

Cost and revenue planning of change requests using cost estimation Project Cost and Revenue Planning (CA-CPD-FP) (see Project
alternatives Cost and Revenue Planning)

Project Workspace
Use
With Project Issue and Change Management (CA-CPD-PCM), you can use the following features of Project Workspace (CA-
CPD):

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You can process issues and change requests for commercial projects.

You can view the commercial project hierarchy, in the Side Panel, and drag and drop related reference objects for the
corresponding issues, change requests, or activities.

You can use the roles and responsibilities function from Project Workspace.

More Information
Project Workspace

Project Cost and Revenue Planning

Use
When Project Issue and Change Management (CA-CPD-PCM) is integrated with Project Cost and Revenue Planning (CA-CPD-
FP), you can assess the nancial impact of changes in your project using cost estimation alternatives. For more information, see
Creating Cost Estimation Alternatives.

Prerequisites
Project Issue and Change Management (CA-CPD-PCM) is integrated with Project Cost and Revenue Planning (CA-CPD-
FP).

You have made the required settings in the Customizing for Project Cost and Revenue Planning.

Features
With the integration with Project Cost and Revenue Planning, the following features are available:

You can use cost estimation alternatives to plan the costs and revenues of change requests in the planning workbook of
Project Cost and Revenue Planning.

The planning workbook allows you to evaluate multiple alternatives and take informed decisions related to the cost impact
of the change.

You can use the following analytical reports to monitor and control the changes in the project:

Financial Analysis

Distribution Analysis

Detailed Analysis

Project Cost Item Details

Overall Project Cost and Revenue Situation

Note
The following conditions apply for these reports:

All change requests in a project must relate to the same plan version. If the estimation and cost planning is
based on different structures, the planning of changes in a project is based on the structure that is used in the
plan version relevant for change requests.

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If there are multiple cost estimation alternatives of a change request, only one alternative is considered in
reporting

You can compare multiple cost estimation alternatives in the planning workbook. You can also copy or delete alternatives.
When you copy an alternative, the planning line items are also copied.

Activities
You can only implement change requests that have approved cost estimation alternatives. For more information, see
Approval Process.

When a cost estimation alternative is implemented as planned, the system triggers subsequent transactions such
as the update of approved values to a Controlling (CO) version, or the update of line items of change requests into
structural changes. These updates can either be triggered automatically or performed manually.

When a cost estimation alternative is only partially accepted, it must be adjusted (or a copy is adjusted) before the
updates are triggered.

Note that approved alternatives cannot be deleted.

Document Management System (DMS)

Use
When Project Issue and Change Management (CA-CPD-PCM) is integrated with Document Management System (DMS), you
can:

Reference DMS documents to issues and change requests

Store received documents in multiple ways

Trigger the issue and change process for document discrepancies

More Information
Attaching Documents and Linking to References (Issue)

Attaching Documents and Linking to References (Change Request)

Attaching Documents and Linking to References (Activity)

APIs in Project Issue and Change

Management
The following table lists APIs that can be used as alternatives to the application:

Technical Name Description

/PICM/FM_ISSUE_CR_CREATE_NEW You can use this API to create issues with all nodes.

/PICM/FM_ISSUE_CR_UPDATE_API You can use this API to update issues and change requests.

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Con guration
Use
You perform most of the con guration steps in the SAP Customizing Implementation Guide under Cross-Application
Components Project Issue and Change Management . In the documentation for the individual Customizing activities, you can
nd information about the exact procedures.

Process
To con gure Project Issue and Change Management, work through the following process (the optional steps are indicated):

1. Make the following basic settings in Customizing under Cross-Application Components Project Issue and Change
Management Basic Settings :

De ne Object Categories (optional)

De ne Object Types (optional)

De ne Object Access

De ne Document Types and Document Schemas (optional)

De ne Number Range Intervals for Activities

De ne Number Range Intervals for Issues and Change Requests

Con gure Output Formats for Printing (optional)

2. Make the following settings to process issues, change requests, and activities under Cross-Application
Components Project Issue and Change Management Processing of Issues, Change Requests, and Activities :

De ne Business Partner Roles (optional)

Map Role to Project Workspace Role (optional)

3. Make the following settings to process issues, change requests, and activities under Cross-Application
Components Project Issue and Change Management Processing of Issues, Change Requests, and
Activities Processing of Issues and Change Requests :

De ne Issue and Change Request Types

De ne Category Reference of Change Requests (optional)

Manage Statuses (optional)

De ne Priorities (optional)

De ne Impact (optional)

4. Make the following settings to process issues, change requests, and activities under Cross-Application
Components Project Issue and Change Management Processing of Issues, Change Requests, and
Activities Processing of Activities :

De ne Activity Types (optional)

De ne Activity Templates (optional)

De ne BRFplus Rules for Activities (optional)

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5. Implement the following Business Add-Ins (BadIs) under Cross-Application Components Project Issue and Change
Management Business Add-Ins (BAdIs) :

BAdI: De nition of Activity Approval Process (optional)

BAdI: Integration to Project Cost and Revenue Planning (CA-CPD-FP) (optional)

BAdI: Speci cation of Project Management Application (optional)

BAdI: Creation of Update Activities (optional)

BAdI: Archiving of Issues, Change Requests, and Activities (optional)

BAdI: Generation of External Numbers for Issue and Change Request IDs (optional)

6. Project Issue and Change Management uses Business Rules Framework plus (BRFplus) for the following functions:

Note
For the SAP-delivered rules to be activated, activate the following BAdI implementations:

/PICM/BADI_A_APPROVAL_PROCESS

/PICM/UPDATE_ACTIVITIES

Creating activities (this function is shipped in the BRFplus function /PICM/ACTIVITY_FUNCTION). This function
contains rules for:

Creating internal approval activities (when the corresponding cost planning activity is marked as complete)

Creating an external approval activity when an internal approval activity is approved

Managing statuses of issues and change requests (this function is shipped in the BRFplus function
/PICM/ACTIVITY_FUNCTION). This function contains rules for:

Setting the status of a cost estimation alternative as In Process, when it is created

Setting the status of the cost estimation alternative as Pending Approval, when any approval activity is
created

Setting the status of an issue as In Process, when an activity is in the In Process status

Setting the status of an issue as Approved, when the corresponding external approval activity is approved

Determining the role of an authority for approving approval activities (internal and external) (this function is
shipped in the BRFplus function /PICM/APPROVAL_MATRIX). This function contains rules for:

Specifying roles according to the values of estimated costs and estimated margins

Creating update activities (this function is shipped in the BRFplus function

/PICM/CREATE_UPDATE_ACTIVITY). This function contains rules for:

Creating update activities when the issue status is Approved

Retrieving the texts of update activities

More Information
Business Rule Framework plus (BRFplus) Con guration

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Business Rule Framework plus (BRFplus)

Con guration
Use
Business Rule Framework plus (BRFplus) provides a comprehensive application programming interface (API) and user interface
(UI) for de ning and processing business rules. It allows you to model rules in an intuitive way and also allows you to reuse these
rules in different applications. In Project Issue and Change Management (CA-CPD-PCM), you use BRFplus to automate tasks
related to the issue and change process based on the business context. For example, you can automate the creation of activities
related to the approval process, according to the business requirements of your organization.

Prerequisites
You have de ned the rules in the BRFplus application /PICM/ACTIVITY_MGMT_RULES.

Features
The following sample rules are delivered:

Automation of statuses

Handling of activities

Determination of partners for approvals

Validation of activities

More Information
Approval Process

Con guration to List Issues and Changes

Based on Status
Use
You can con gure the issue and change request list to only display issues and changes with a speci c status. For example, you can
con gure the system to list active issues and changes, and the system automatically removes the listing of issues and changes
that have the Completed status. You make these settings in Customizing for SAP Commercial Project Management under
Project Issue and Change Management Processing of Issues, Change Requests, and Activities Processing of Issues and
Change Requests Manage Statuses .

Features
You can exclude the issues and changes based on their statuses from the following locations:

Issue and change request count in Alerts

Issue and change list in the Issue and Changes tab

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Issue and change request chart in the Issue and Changes tab

Issue and changes list in Status and Trends

Example
You can use this Customizing setting to exclude completed issues and changes from being displayed in the issue and change
list, in the Issue and Changes tab.

Data Archiving
For information about archiving and Information Lifecycle Management (ILM) of the objects in Project Issue and Change
Management, see:

Archiving Issues and Change Requests with /PICM/BO_I

Archiving Activities with /PICM/BO_A

Information Lifecycle Management (ILM)

Business Partner End of Purpose (EoP)

Check in Project Issue and Change
Management
Use
Project Issue and Change Management (CA-CPD-PCM) provides an end of purpose (EoP) check to determine whether business
partner data is still relevant for business activities in the application or can be blocked.

Application Name Application Description Business Partner Type

PICM Project Issue and Change Request Employee, Customer, Vendor

Management

For Project Issue and Change Management, the EoP check covers the following application objects:

Issues

Change requests

Activities

Prerequisites
You have activated the business function ILM-Based Deletion of Business Partner Data (BUPA_ILM_BF).

Technical Details

ILM Objects

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The EoP check evaluates retention policies and data for the following ILM objects:

CA_BUPA (Archiving Business Partners)

EoP Check Implementation

Project Workspace implements the following function modules for the EoP check of the business partner:

/CPD/BUPA_EOP_CHECK

/PICM/BUPA_EOP_CHECK

The application returns the following time reference that represents the end of business date to the EoP check as Start of
Retention Time (SoRT). This means that the following applies:

For master projects, contact persons (assigned from business partner), and teams, it is the last changed on date or the end
date.

For risks, it is the response due date, or the last changed on date, or the created on date.

For action items, it is the response due date, or the last changed on date, or the created on date.

For checklist activities, it is the actual completion date, or the proposed completion date, or the target completion date, or
the last changed on date.

The EoP check for Project Issue and Change Management calculates the end of residence time (representing the EoP) based on
residence periods maintained for ILM object CA_BUPA2 that is active for audit area BUPA_DP for the application name PICM.

Handling of Archived Data

The application does not consider archived data.

See Also
For more information, see

https://help.sap.com/

Product Assistance SAP S/4HANA Cross Components :

SAP Information Lifecycle Management

Data Protection

SAP Note 2549149 and 2549222

Customizing for Cross-Application Components under Data Protection

Archiving Issues and Change Requests with

/PICM/BO_I
Use
You can use the archiving object Issues and Change Requests (/PICM/BO_I) to archive issue activities and change request
activities that are no longer needed. Archiving allows you to reduce the load on your database.

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Structure
Tables

The system archives data from the following tables:

Table Description

/BOBF/D_ATF_DO Document node of attachment folder

/BOBF/D_ATF_RT Root nodes of attachment folder

/BOBF/D_TXCCON Text content

/BOBF/D_TXCROOT Root node of text collection

/BOBF/D_TXCTXT Text

/IAM/D_I_ATT Attachment

/IAM/D_I_DATE Date

/IAM/D_I_DESC Description node

/IAM/D_I_DESC_TX Language-dependent description text node

/IAM/D_I_OBJ_REF Issue reference node

/IAM/D_I_OREF_DT Language-dependent, reference, description text node

/IAM/D_I_PARTY Party node

/IAM/D_I_QTY Quantity

/IAM/D_I_ROOT Root node

Programs

The following programs are available for /PICM/BO_I:

Preprocessing Program: /PICM/ARCH_ISSUE_CR_ROOT_PRE

This program checks if an object is ready for archiving by verifying the following conditions:

The adherence to the speci ed residence time

The availability of activities for the object

If the object is ready, this program sets the status as Archiving in Process (02) in the database. After the preprocessing
program has run, the objects marked for archiving are no longer made available on the UI.

Write Program: /PICM/ARCH_ISSUE_CR_ROOT_WRITE

This program checks if an object has the status Archiving in Process (02). If the status is 02, the program archives the
object to the archive le.

Delete Program: /PICM/ARCH_ISSUE_CR_ROOT_DEL

This program veri es archived les against the data in the database; and deletes all objects in the database that have been
successfully archived.

More Information

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To change the residence time, make settings in Customizing for Cross-Application Components under Processes and Tools for
Enterprise Applications Reusable Objects and Functions for BOPF Environment Archiving Adapter Maintain BO-Speci c
Residence Periods .

Archiving Activities with /PICM/BO_A

Use
You can use the archiving object Activities (/PICM/BO_A) to archive activities that are no longer needed. Archiving allows you to
reduce the load on your database.

Structure
Tables

The system archives data from the following tables:

Table Description

/BOBF/D_ATF_DO Document node of attachment folder

BOBF/D_ATF_RT Root nodes of attachment folder

/BOBF/D_TXCCON Text content

/BOBF/D_TXCROOT Root node of text collection

/BOBF/D_TXCTXT Text

/IAM/D_ACT_ROOT Root

/IAM/D_ACT_ATT Attachment

/IAM/D_ACT_DATE Date

/IAM/D_ACT_DESC Description

/IAM/D_ACT_DTXT Description text

/IAM/D_ACT_FOA Follow-up action

/IAM/D_ACT_FOA_P Follow-up action parameter

/IAM/D_ACT_OBJ_RF Object reference

/IAM/D_ACT_OREF_DT Language-dependent description texts

/IAM/D_ACT_PARTY Party

/IAM/D_ACT_QTY Activity quantity

Programs

The following programs are available for /PICM/BO_A:

Preprocessing Program: /PICM/ARCH_ACTIVITY_ROOT_PPROC

This program checks if an object is ready for archiving by verifying the adherence to the speci ed residence time. If the
object is ready, this program sets the status as Archiving in Process (02) in the database. After the preprocessing program

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has run, the objects marked for archiving are no longer made available on the UI.

Write Program: /PICM/ARCH_ACTIVITY_ROOT_WRITE

This program checks if an object has the status Archiving in Process (02). If the status is 02, the program archives the
object to the archive le.

Delete Program: /PICM/ARCH_ACTIVITY_ROOT_DEL

This program veri es archived les against the data in the database; and deletes all objects in the database that have been
successfully archived.

More Information
To change the residence time, make settings in Customizing for Cross-Application Components under Processes and Tools for
Enterprise Applications Reusable Objects and Functions for BOPF Environment Archiving Adapter Maintain BO-Speci c
Residence Periods .

Information Lifecycle Management (ILM)

Use
Information Lifecycle Management (ILM) allows you to de ne rules for storing archived business data, set legal holds on stored
data, and destroy the data in adherence to legal requirements.

The following ILM objects are available for issues, change requests, and activities:

Issues and change requests: PICM_ISSUE_CR

Activities: PICM_ACT_ARCHIVE

These ILM objects allow you to model retention rules based on the following elds:

Condition Fields

Issue Type (see Customizing for SAP Commercial Project Management under Project Issue and Change
Management Processing of Issues, Change Requests, and Activities Processing of Issues and Change
Requests De ne Issue and Change Request Types )

Issue Category

Time Reference Fields

Last Changed On

Note
The date of the last change of the issue or change request is considered in the time reference eld. For activities, the date of
the last change of the parent issue or the parent change request is considered.

Caution
When you create retention rules for activities, ensure that the retention time speci ed does not exceed the retention time
speci ed for the parent issue or change request.

You can use ILM Policies (transaction IRMPOL) to de ne policies and rules for ILM.
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Example
You want to specify that the data of change requests must be retained for a period of 2 years from the date when the last
change was made. You specify this as a rule by using the IRMPOL transaction.

Prerequisites
The prerequisites for Retention Management are:

You have activated the business function ILM

You have assigned the following objects to an audit area:

PICM_ISSUE_CR

PICM_ACT_ARCHIVE

Authorizations for Issues, Change Requests,

and Activities
Use
SAP Commercial Project Management provides authorizations using a combination of PFCG roles, access control, and Project
Workspace roles. For more information, see Authorizations: SAP Commercial Project Management.

Features
The following table indicates the authorizations required for working with typical functions in Project Issue and Change
Management:

Functions PFCG Authorizations in Project Issue and Change Management

Create (01) Change (02) Display (03) Delete (06) Execute (16)

Create activity x

Delete activity x

Change activity x

Create issue or x
change request

Delete issue or x
change request

Change issue or x
change request

Functions Authorizations in the Access Control Framework of SAP Commercial Project Management

Create Change Display Delete Execute

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Functions Authorizations in the Access Control Framework of SAP Commercial Project Management

Create Change Display Delete Execute

Log issue x (Log Issue (034))

(Prerequisite: You
have the access
control authorization
Read Commercial
Project (003))

Update issue x (Update Issue

(Prerequisite: You (035))
have the access
control authorization
Read Commercial
Project (003))

Read issue x (Read Issue (036))

(Prerequisite: You
have the access
control authorization
Read Commercial
Project (003))

Create change x (Create Change

request Requests (028))
(Prerequisite: You
have the access
control authorization
Read Commercial
Project (003))

Update change x (Update Change

request Requests (029))
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have the access
control authorization
Read Commercial
Project (003))

Read change request x (Read Change

(Prerequisite: You Requests (030))
have the access
control authorization
Read Commercial
Project (003))

Read nancial plan x (Read Financial

(Prerequisite: You Plan (016))
have the access
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