WBS - “A work breakdown structure defines all the things a project needs to accomplish, organized into multiple levels, and displayed graphically.”  

1. Objective and Scope

1.1. Objective of this Operation

The purpose of this document is to describe the process of creating a WBS (OPEX/Expense).

1.2. Scope

This document applies to all the processes of creating a WBS to process expense costs (non capitalized).

2. Definitions

See Finance - Glossary

3. WBS Creation

3.1. I receive the request to create a WBS

I receive a request to create a WBS, some mandatory fields are necessary such as:

• WBS Code
• Description
• Cost Center
• SRM7 Code (Position of person approving shopping carts)

3.2. I search an existing Project

After the project code is provided and details to introduce into the WBS we can enter the project using CJ02 or CJ20N, in this case we will use "R8.PU05SP" and T-Code CJ20N in WP2.

The Project Structure has Project R8.PU05SP in first line, WBS level 1 R8.PU05SP in second line and WBS level 2 R8.PU05SP.xxx in third line.

3.3. I create the WBS element

In this case we will create a new WBS Element (level 2) R8.PU05SP.305 inside Level 1 WBS R8.PU05SP.
By selecting WBS Level 1, right click mouse to view options and select Create > WBS Element.

The new line in the project was now created but with several empty fields in tab Basic data that will need to be edited:

Next tab to be maintained is Assignments:

Next tab to be maintained is User fields:

Next tab to be maintained is Cust. Enhancement:

3.4. I create the settlement rule

The Settlement Rule and Settlement Parameters define how the costs will be processed for expense costs we can have the following cost objects available:

• Cost Center
• WBS
• Order
  
• GL Accounts
  
  

3.5. I inform the requester

3.6. Other requests - Creation

During the month there may be requests such as this one:

Open transaction CJ02

If the project was already created, we just need to add a new “sub-level” (WBS element):

Check if everything is filled under "Assignments":

Under "Responsibilities", the cost center must be added

Under "Control", the Investment profile must be defined

(Otherwise the costs of WBS could go directly to the Cost center).

A few WBS elements may seem intangible (ZAUC_I), like Labour or planning activities.

However, they should be defined as ZAUC_T (RCS Tangible AuC) as they are part of the process (if the engineer doesn’t set the machine, it will not work).

Define WBS fields such as WBS family and Position

Note: WBS family for “Colmar projects” are always REGULAR.

Set the WBS element status

While adding the first WBS element of a new project, usually the status is on creation. It should be released.

The best way to change it is to change the “header” of the project:

3.7. Notes regarding WBS Indicators

The fields must be selected when necessary:

SU – WBS element used in project summarization (it’s always set).

PE – Planning element: used as a tool of planning just in a few plants.

Acct – Account assignment element: when ticked it means that WBS element can have costs associated; if not ticked, then the WBS is just statistic.

Bill – Billing element: only used for Interco projects (COLMAR projects are excluded from Interco.)

3.7. How to find the correct Position

Go to transaction ZWFA119.

3.7. Useful notes

a) To go back while changing WBS, use:

b) Another way of checking the project: CN43N

4. R&I WBS Creation

Enter the "SCO of R&I WBS creation form" file.

View the lines that are associated with new requests to create;

In column D we can see which company the order refers to;

See column K for the type of project that needs to be created;

Insert the project into transaction CJ20N and create the WBS with the information entered from column L to column AH;

Example:

Note: Examples of information that we can observe in some columns.

When we need to do the invoicing, we have to send the information entered between the AI ​​column and the AT column to the Intercompany team;

Example:

Note: Examples of information that we can observe in some columns.

Example of Ticket created to the Intercompany Team:

After the intercompany team answers and completes their update, we can update the "SCO of R&I WBS creation form" file from cell AU to cell AZ.

In this way, the request is processed and the requester can proceed with using the WBS.

5. Opening WBS with reinvoicing

Create an Intercompany Ticket: (Ex:390648)

In the ticket description, include the WBS (Work Breakdown Structures) that are in column X of the attached Excel spreadsheet and attach that same file:

After creating the Intercompany Ticket, you need to reply to requester Ticket with its Request ID;

After the Intercompany team completes the process:

Go to transaction ZZJ02;

“Execute”

Select "Export to Excel". Copy the Excel file sent by the Controller to the new Excel sheet;

Important Note:

- Copy everything from column A - AD; Copy individually from column AE - AH because the columns do not correspond;

- Delete the values ​​from column K;

- Place an “X” in column AH if there is a Replicon; Do not consider the tabs “2nd Settlement Receiver (interco)” and “2nd SR Percentage (interco)”;

-Choose “Save as” and go back;

-Select “Dialog run” and put the excel file in the “File name”;

“Execute”

Select all projects and choose “Project/WBS/Settl. Rule”;

NOTE: It's okay to create projects with warnings, as long as they don't contain errors.

Go back and choose “Yes”;

Once the projects are created, you need to reply via Ticket to confirm that everything is OK;

“Dear Requester_name,

The projects were created as requested.

Could you please confirm if the projects are set up correctly, so we can proceed with the release.

Thank you in advance,

Best regards,”

After receiving the OK, release the projects;

“Execute”

The X in the “R” means the projects have not yet been released;

The projects have now been released;

Inform the requester that the projects have been released.