Data Selection (2)

Contents:
 Overview
 Database profile
 Selection view
 Dynamic selections
 Status selection profile

 SAP AG 1999

© SAP AG PLM240 3-1

 Data Selection: Unit Objectives

At the conclusion of this unit, you will be able to:

 List the various options for influencing how data

is selected for the information system:
 Database profile

 Selection view

 Drilldown

 Status selection profile

 SAP AG 2003

© SAP AG PLM240 3-2

 Course Overview Diagram (3)

Enterprise
reporting
3 Resources
Material

Progress

Controlling

Structures

Data
selection

Project
structures
Course
overview
 SAP AG 2003

© SAP AG PLM240 3-3

 Information System Initial Screen

Selection
Project to
WBS element to
Network/order to
Activity/operation to
Materials in network to

Dynamic selections Selection variant

 Created by
 Person responsible  Choose selection variant
 Priority  Save selection variant
 Location
 ...

 SAP AG 2003

 In the initial screen of all PS information systems, you can define ranges for the following items for
which you want to evaluate data:
 Project definitions
 WBS elements
 Networks/activities
 Other orders (CO, PM, SM, PP)
 Project materials
 The appearance of the initial screen depends on the database profile.
Example: if you select version data in the database profile, the system displays additional selection
fields for project and simulation versions.
 You can restrict the data selected using dynamic selections.
 You can save your selections (including dynamic selections) by creating selection variants.
 Selection variants are also used for running reports in the background. As of Release 4.0, the same
reports can be started online and in the background.

© SAP AG PLM240 3-4

 Database Profile

Networks, Projects, Versions

activities WBS elements 2 Confir-
1
mation

PS texts,
documents
SD documents Logical Capacities
PRT
database
Components PurOrder,
Milestones PurReqs
Orders Earned
B values
A C D 1
E 2

 SAP AG 2003

 The Project System logical database (PSJ) forms the basis for reporting in the information system.
 You can make the following settings in the database profile:
 The objects and data which are to be read from the database.
Example: WBS elements, archived projects, networks, materials, capacity requirements for
activities, costs and financial data
 The project view in which the data is displayed.
Example: Organized according to project structure or cost center
 No further data can be selected from the database via the project view. You use this to specify how
the data is to be displayed in the information system.
 You maintain the standard database profile settings in Customizing.
 You can temporarily change the database profile settings on the initial screen of the information
system.
 In reporting, you cannot select further objects from the database. You define the scope of your
selection (and the objects made available to reporting) on the appropriate initial screens.

© SAP AG PLM240 3-5

 Indicators in the Database Profile

 Write-protected
 No changes

 Commercial evaluation

 Superior object selection

 Including hierarchy
 Dynamic selections

 Origin (archive data, version data, standard structures)

 Selection criteria (project definition, sales document,

component)

 For WBS / others

 SAP AG 2003

 By combining the indicators in the database profile, you can tailor the results of your reports to suit
your needs:
 The Write-protected and No changes indicators specify whether changes can be made to the
profile from the application and, if so, by whom.
 The Commercial evaluation indicator is only significant for the structures information system. It
determines whether the entire structure of the project, or just the objects relevant for CO, is
displayed. This indicator is set by default in the Controlling project information system. The
setting in the database profile does not have any effect here.
 The Superior objects selection, Including hierarchy, and Dynamic selections indicators are
particularly significant if you are using dynamic selections. They define whether and, if so, how
objects that do not actually match the selection criteria are displayed.
 In the Origin field group, you specify whether you want to use archive or version data, for
example.
 The indicators that are activated in the Selection Criteria field group are displayed for selection on
the initial screen of the evaluation.
 By flagging the For WBS indicator, you specify that networks/orders and activities/activity
elements that are assigned to a WBS element are selected by the database. If you flag the Others
indicator, networks/orders and activities/activity elements that are not assigned to a WBS element,
or whose WBS element is not selected, will be selected.

© SAP AG PLM240 3-6

 Selection View

Dynamic selections
Logical  CoCode
database 

Project def.
WBS
 Network/order
 Resp. cost center
Selection  Project def.
s
ld WBS
fie

view
es  Network/order
CUS fin ...
De


Functional grp 1: CoCode ProDef WBS Network/order . . .

Functional grp 2: Resp.

Resp. cost ctr ProDef WBS Network/order . . .

Functional grp 3: Res. analy.

analy. key ProDef WBS Network/order . . .

... ... ... ... ...

 SAP AG 2003

 In the logical database PSJ (on which the selections made for all the project reports are based), you
can adapt the fields for dynamic selection to suit your own requirements.
 To do this, call up transaction SE36 (main SAP menu  Tools  ABAP Workbench  Development
 Programming Environment  Logical Databases).
 Enter the logical database PSJ and choose Extras  Selection views to call up the screen for
maintaining selection views. Enter CUS as the origin of view.
Note: The selection view is cross-client. It is, therefore, extremely important that the requirements of
all the clients in your system are taken into account.
 By defining functional groups, you can now group the fields of the tables available according to
content.
 Choose all of the fields of the different tables that you require for your information systems and save
the selection view you have created.
 As soon as a customer creates a CUS selection view, this is defaulted by the system each time a
project report is called up and limits the fields for dynamic selection. The view created by SAP is no
longer important, but can be reactivated by deleting the customer-specific view.
 IMPORTANT: Do not change any of the other SAP settings in this transaction.

© SAP AG PLM240 3-7

 Dynamic Selections

Starting point Selected data

K K

K K
leads to
K K

+ K K

Dynamic selections

Master data WBS element

Acct asst elem. X

 SAP AG 2003

 Before you can make any dynamic selections, you have to enter a value in a field (for example WBS
element) on the initial screen of the information system.

 Choose Dynamic selections and call up the appropriate dialog box. If you make and save any
dynamic selections, the data will be selected according to specific criteria ( for example profit center,
person responsible, last change).

 Using suitable dynamic selections and selection criteria, you can restrict the scope of the data
selected from the logical database. This considerably improves system performance when you call
up reports.

© SAP AG PLM240 3-8

 Status Selection Profile

RELD
PMAT-
PMAT-PCON
PMAT-PCON

RELD
TECH RELD RELD
PMAT-
PMAT-PCON
PMAT-PCON
TECH PCON
TECH RELD
CONF
CONF COMP RELD TECH RELD RELD
PCON leads to
COMP RELD TECH PCON
PCON
RELD TECH RELD
CONF
CONF COMP RELD
Choose Status Selection Profile X PCON
PCON ! COMP
RELD
RELD

Project definitions
WBS elements RELD
Network/order PCON
PCON Representation outside
Activities PCON PCON the project structure
 X

 SAP AG 2003

 You can use the status selection profile to restrict selection to objects that satisfy a particular
combination of statuses: As of Release 4.6, you can maintain status selection profiles for the
following objects:
 Project definition
 WBS Element
 Network/order
 Activity
The objects are selected hierarchically. Subordinate objects are not selected unless their higher-level
object complies with the status selection profile.
 If you want to select objects by user status, you must specify the appropriate status profile. The status
profile must be assigned to all the objects. This must be the case, otherwise you cannot restrict
selection by means of the status selection profile.
 Note: This function can also be provided as an advance development for releases prior to 4.6 - see
SAP Note 111154 (Status Selection Profile in Information System).

© SAP AG PLM240 3-9

 Selection Variants

Selection variant

Selection Selection
screen options

Database
profile

Status
Dynamic selection
selections profile

 SAP AG 2003

 A selection variant is a stored set of selection criteria (combination of entries made on the selection
screen, selection options, dynamic selections, and status selection profile).
 Instead of having to enter these selection criteria each time you call up a report, you can enter them
once only and save them as a variant. A report can have different variants, each of which supplies a
different type of information.

© SAP AG PLM240 3-10

 Data Selection in the Project Information System

the display
Restricting

Filter
criteria

Object type selection

Sequence
Applying the status
scope of selection

selection profile
Stipulating the

Using dynamic selections

to restrict data

Object selection per database profile

Evaluating the selection screen

 SAP AG 2003

 The selection criteria are generally evaluated in three steps:

 The first step is to evaluate the selection screen.
 The second step is to select objects defined in the database profile. This selection has a direct
influence on the effectiveness of the dynamic selections. The status selection profile is applied to
all the objects selected in this way.
 The third step is to restrict the display using the object type selection and filter criteria.
 The first two steps determine the scope of the selection. The third step does not restrict the selection
further, so it does not improve system performance or save on storage capacity.
 With this in mind, it is a good idea to select only those objects in the database profile that are really
needed for the relevant evaluation.
 The Object type selection and Filter criteria functions always affect the scope of the selection
already made. You can set, change, or delete them at any time.
 An additional, detailed description of the steps involved in selecting the data is provided in SAP
Note 107605.

© SAP AG PLM240 3-11

 Saving Reports

Structures Controlling Controlling

-
Kostenart Ist Obligo Summe Plan
PRO
400000 12. 000 12. 000 18. 500

PS P 410000 3.000 3.000 5.300

417000 24. 000 6.000 30. 000 28. 000

PS P-1
466000 8.000
PS P-2
619000 5.384 5.384 6.442

620000 7.286 7.286 9.582

NPV 2000
650000 13. 388
NPV 2100
890000 7.200 7.200 7.080
NPV 2300 892000 6.350

Saldo 58. 870 6.000 64. 870 102.642

Structure overview
Hierarchy reports Cost element reports
Individual overviews

Selection versions Frozen data Extracts

-
-
-
Kostenart Ist Obligo Summe Plan
PRO
400000 12. 000 12. 000 18. 500

PS P 410000 3.000 3.000 5.300

-
Kostenart Ist Obligo Summe Plan
417000 24. 000 6.000 30. 000 28. 000
PS P-1 PRO
400000 12. 000 12. 000 18. 500
466000 8.000
PS P-2 PS P 410000 3.000 3.000 5.300
619000 5.384 Kostenart Ist 5.384 Obligo 6.442 Summe Plan
417000 24. 000 6.000 30. 000 28. 000
PS P-1 PRO
NPV 2000 620000 7.286 400000 12. 000 7.286 9.582 12. 000 18. 500
466000 8.000
PS P-2 PS P 650000 410000 3.000 13. 388 3.000 5.300
NPV 2100 619000 5.384 Kostenart Ist 5.384 Obligo 6.442 Summe Plan
890000 7.200 417000 24. 000 7.200 6.000 7.080 30. 000 28. 000
PS P-1 PRO
NPV 2000 620000 7.286 400000 12. 000 7.286 9.582 12. 000 18. 500
NPV 2300 892000 466000 6.350 8.000
PS P-2 PSP 650000 410000 3.000 13. 388 3.000 5.300
NPV 2100 Saldo 58. 870 619000 6.000 5.384 64. 870 102.642 5.384 6.442
890000 7.200 417000 24. 000 7.200 6.000 7.080 30. 000 28. 000
PSP-1 620000 7.286 7.286 9.582
NPV 2300 NPV 2000 892000 466000 6.350 8.000
PSP-2 650000 13. 388
NPV 2100 Saldo 58. 870 619000 6.000 5.384 64. 870 102.642 5.384 6.442
890000 7.200 7.200 7.080
NPV 2000 620000 7.286 7.286 9.582
NPV 2300 892000 6.350
650000 13. 388
NPV 2100 Saldo 58. 870 6.000 64. 870 102.642
890000 7.200 7.200 7.080
NPV 2300 892000 6.350

Saldo 58. 870 6.000 64. 870 102.642

 SAP AG 2003

 In the Project Information System, you can save reports that you have already selected.
 Depending on the report type, various selection versions and (data) extracts are available to help you
do this:
 Structures Information System (structure overview and individual overviews):
On the initial screen, you can save a selection version or call up an existing one. You can save as
many selection versions as you want. These can either be assigned a validity period or a delete
date. In addition to this, you can also delete the selection versions manually.
 Hierarchy reports:
The data selected in these reports can be saved as frozen data via Report -> Save data before you
close the report. This data is then overwritten automatically when the data of the next user is
saved.
 Cost element reports:
Here, you can use extracts to save the report data you have selected. As in the Structures
Information System, a project can have several data extracts.

Important: if you change the report and, as a result, have to regenerate it, all of the extracts saved
up to this point will be deleted.

© SAP AG PLM240 3-12

 Performance in the Project Information System

Goal-oriented
Goal-oriented
configuration of
configuration of
database profile
database profile

Background
Background Statusselection
Status selection
processing
processing profile
profile

Valuecategories:
Value categories: Savingextracts
Saving extractsand
and
maintaining intervals
maintaining intervals selection versions
selection versions
ReportPainter:
Report Painter:
variation without
variation without
breaking down
breaking down
individual values
individual values

 SAP AG 2003

 The smaller the volume of data the system has to select, the faster the data will be processed and the
faster your report will be displayed. For this reason, you should only select the data in the DB profile
that you actually require for the evaluation.
 Using the status selection profile, you can select just those objects from an extensive project
structure that have a particular processing status (e.g. released).
 In the reports of the Structures and Controlling Information Systems, you can use selection versions
and extracts to save data selected from the database and, in this way, avoid selecting the same data
again.
 You can configure the Report Painter in such a way that a selected structure is not broken down to
the individual value level, thereby enhancing the performance of your reports.
 When you assign cost elements to value categories (transaction OPI2), you can enhance the
performance of your hierarchy reports by specifying the cost elements as (large) intervals. When you
maintain individual values for value categories, a large number of data records is created in the
project definition database which can impair performance in the information system. When the
project information database is updated, however, it is critical to assign cost element groups because
these are always broken up.
 When you evaluate extensive project structures, background processing (for example, overnight)
can be particularly useful if no interactive work has to be carried out in the report.

© SAP AG PLM240 3-13

 Data Selection: Unit Summary

You are now able to:

 List the various options for influencing how data

is selected for the information system:
 Database profile

 Selection view

 Drilldown

 Status selection profile

 SAP AG 2003

 Setting the database profile, selection view, dynamic selections and filter can have a considerable
effect on the runtime performance and the results of your reports.
 You use the database profile to specify which objects you want to read and from where.
 A selection view enables you to restrict your fields for data selection and group these on a cross-
client basis.
 You can use dynamic selections to reduce the volume of data to be read.
 The settings described here have a positive effect on the performance of the information system.
 When you are dealing with project evaluations whose data must be up to date and structured in the
same way for the different people using them, it is advisable to create selection versions or extracts.
 The filter function in the information systems does not affect the volume of selected data; its purpose
is to restrict the data displayed.

© SAP AG PLM240 3-14

 Exercises

Unit: Data Selection

Topic: Logical Database

 Questions on logical databases ****OPTIONAL****

 Creating your own database profile
 Questions on database profiles
 Create your own status selection profile
 Create a report variant

The first step involved in executing reports and evaluations entails

retrieving the relevant data. The following section explains how this is
carried out, and outlines the intervention options for the user, and the
factors that influence how the data is selected.

1-1 Questions on logical databases ****OPTIONAL****

The questions below deal with aspects of data selection that are not relevant for the
end user. They are primarily intended for users who create their own reports in the
PS environment and who are familiar with supporting the system.

1-1-1 In the R/3 environment, what exactly is a logical database?

Which logical database is used as a basis for selecting all project reports?

1-1-2 How can you display the structure and contents of this logical database?

1-1-3 How can you change the fields proposed for the dynamic selections?

© SAP AG PLM240 3-15

© SAP AG PLM240 3-16
 Exercises

Unit: Data Selection

Topic: Database Profile

2-1 Creating your own database profile

2-1-1 To carry out the exercises below, you will need to create your own database
profile. To do so, choose:
SAP Easy Access Menu:
Accounting/Logistics  Project System  Information System  Tools
 Selection  DB selection profile (double-click)
Use the existing profile 130000000000 as a template and copy it to
PLM240_000## so that you can make the changes you need.
Select the entry 130000000000
Choose Copy As...
The detail screen for the database profile is then displayed. Enter the following
data here and confirm your entries by pressing Enter. Then save your new profile.

Field Name Input Data

Database prof. PLM240_000##
Description (without text) Database Profile Group ##
Choose Enter
Choose Save

© SAP AG PLM240 3-17

 2-1-2 Call up your database profile again to make some additional settings. You
want users working with this database profile to be able to enter a project
version and sales order as selection criteria on the initial screen. For
performance reasons, you also decide that capacities and confirmations will
not be selected.
Select PLM240_0000## (double-click)
Flag the Version data indicator
Flag the Sales document indicator
Deactivate the Capacity and Confirmation indicator
Save your changes and go back to the Easy Access menu.
Choose Save
Choose Back (twice)

2-2 Questions on Database Profiles

2-2-1 What is the purpose of database profiles?

2-2-2 How are the settings for database profiles defined?

How can these be changed (permanently/temporarily)?

2-2-3 Take a look at database profile 130000000000 as an example.

 Who was the last user to change this profile?

 Can you make changes to the profile from the Information System, or
are changes only allowed in Customizing? Which indicator determines
this?

 Are the Sales documents and Components used as selection criteria?

© SAP AG PLM240 3-18

 2-2-4 What significance does the Commercial evaluation indicator have for the
structure overview?

2-2-5 Which settings in the database profile determine how the selected data is
shown?

2-2-6 What are the effects of the Superior objects selected and Including
hierarchy indicators?

© SAP AG PLM240 3-19

© SAP AG PLM240 3-20
 Exercises

Unit: Data Selection

Topic: Status Selection Profile

3-1 Create your own status selection profile.

3-1-1 For some reports, you want to be able to select activities that do not have the
status Confirmed (final confirmation). You will need to create a status
selection profile for this purpose. To do so, choose:
SAP Easy Access Menu:
Accounting/Logistics  Project System  Information System  Tools
 Selection  Status Selection Profile (double-click)
Use the existing profile 1300001 as a template and copy it to
PLM240_0000## so that you can make the changes you need.
Select the entry 1300001
Choose Copy As...
The detail screen for the status selection profile is then displayed. Enter the
following data here and confirm your entries by pressing Enter. Then save
your new profile.

Field Name Input Data

Status Selection Profile PLM_0##
Description (without text) Not Final CNF Group##
Choose Enter
In the pop-up message The entry to be copied has dependent entries
select copy all
In the detail screen for the selection conditions, set the status to final
confirmation, and set the indicator for not.
Select the entry PLM_0##
Select Selection conditions
Replace the status PCNF with the status CNF
Select the indicator NOT
Choose Save

© SAP AG PLM240 3-21

© SAP AG PLM240 3-22
 Exercises

Unit: Data Selection

Topic: Report Variant

4-1 Create a report variant for the structure overview that selects WBS elements with
the responsible person number 3. For this report variant, change the database
profile settings so the indicator Commercial Evaluation is active. Use the range of
projects T-20000 to T-20099 for this report variant.
4-1-1 To create the report variant, access the structure overview transaction.(use
session 2). Before creating the report variant, you will need to define the
projects to be included, add the dynamic selection field of number of
responsible person, and change the database profile to deselect the WBS
element hierarchy.
SAP Easy Access Menu:
Accounting ® Project System ® Information System ® Structures ®
Structure Overview (double-click)
If prompted, enter PS Information Profile YIDES_130000.
First, add the dynamic selection field Responsible Person Number.
Choose Dynamic Selections
Choose Master Data WBS element
Select Person Responsible (choose the first listing)
Choose Copy selected
Choose Continue Enter

Next, change the database profile to deselect Include Hierarchy.

Choose Change DB Profile
Deselect the indicator Incl. Hierarchy
Choose Continue Enter

Enter your selection criteria for the structure overview report.

Field Name Value

Project T-20000 to T-20099
No. Responsible Person 3

Prior to executing the report, save the variant.

Choose Save

Select Yes to the pop-up question Do you want to save both the
parameters and the settings?

© SAP AG PLM240 3-23

 Enter Variant name PLM240_##
Enter the description Report Variant for PLM240_##.
Choose Save

4-1-2 Execute the report with your variant PLM240_##. What WBS elements
have been selected?

Choose Execute

Only the WBS elements T-200##.1 through

Questions T-200##.1.1 have been selected, because these are
the only WBS elements that have been assigned the
responsible person 3. In addition, because the
Include Hierarchy indicator was not selected, the
WBS element T-200##.1.2 was not included in the
report output. Execute the report again with
Include Hierarchy selected, and notice that because
the WBS elements T-200##.1 have been selected,
its WBS element hierarchy is included in the report,
regardless of the number of responsible person.

© SAP AG PLM240 3-24