Explaining Documents and Milestones


After completing this lesson, you will be able to:

  • Explain documents and milestones in projects
  • Create milestones

Usage of Documents and Milestones in Project Structures

James Considers Documentation in Projects and Talks to Lisa About Milestones.

While designing the project template, James (who works as a project planner at Hybrid Machinery) already had to take into account possible documentation that is required for the project. This documentation should be easily accessible from within the project.

Additionally, as agreed with the other project participants, he also has to maintain milestones that can be used for milestone billing but may also serve other purposes. He talks to Lisa, who works as a sales representative at Hybrid Machinery, about how to setup the milestone billing process.

See the following video to follow their conversation:

Documentation and Milestones on Project Structures

Short and Long Texts

The easiest way to name WBS elements, network activities, or other objects, is to assign a short description to them (in other words, a short text). For example: the forklift project has the key F-10030 and the short text Custom Forklift. Depending on the system configuration, these short texts can also be defined in different languages. This means that users who log on in English will see the English short text, while their German colleagues will see the German short text.

If a short text of 40 characters is insufficient, you can also enter a more comprehensive text. Short and long texts are object-specific. This means that short and long texts cannot be linked to other objects. For example: the long text of WBS element A cannot be linked to WBS element B.

PS Texts, Documents, and Milestones

An example of a project structure is shown with documentation and milestones attached.

PS texts are user-definable, useful for repeated usage, and managed in a PS text catalog. The texts are grouped according to the text type and can be created in several different languages. You can create PS texts in the SAPscript format, or by using Microsoft Word, Microsoft PowerPoint, or Microsoft Excel. The files in question are stored in the SAP database. You can assign PS texts to one or more WBS elements or activities. You can assign PS texts in most transactions for maintenance of projects. For example: in the Project Builder, you can navigate to a WBS element and select the PS Text Overview button.

In the SAP Document Management System (DMS), you can assign multiple original (external) documents that are in various formats, such as XLS, DOC, PPT, BMP, TIF, CAD, and so on, to a document info record. You can use the SAP document management system in the SAP Project System to assign document info records to WBS elements and activities. In the SAP Project System, you can display the document info records and the corresponding original documents.

You can assign documents in most transactions for the maintenance of projects. In the Project Builder, navigate to the WBS element and choose the Document Overview button.



You can assign milestones to activities and WBS elements, and, thereby, document events that are particularly important in a project. Milestones can be used in many ways. For example: they can be used for milestone billing in Sales and Distribution (SD). They can also be used to start workflow tasks, or to release activities that are yet to be carried out. They can be used purely for information purposes or for analysis in various reports.

An example of milestones assigned to various WBS elements is shown.

Milestones assigned to network activities additionally enable the triggering of milestone functions, such as creating a new network, releasing follow-up activities, or starting a workflow task.

You can assign milestones in most transactions for the maintenance of projects. For example: in the Project Builder, you navigate to the WBS element and choose the Milestone Overview button.

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