PP Engineering Change Management Guide
`
`The following Help Topics are available:
`
`For Help on Help, Press F1 information contained herein up to date.
`Version
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`SAP-00000619
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`Version
`Prepared for R/3 Release 2.2.
`August 94
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`SAP-00000620
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`Copyrights
`
`@1994 SAP AG. All rights reserved.
`Neither this documentation nor any part of it may be copied or reproduced in any form or by any
`means or translated into another language, without the prior consent of SAP AG.
`SAP AG makes no warranties or represenations with respect to the content hereof and specifically
`disclaims any implied warranties of merchantability or fitness for any particular purpose. SAP AG
`assumes no responsibility for any errors that may appear in this document. The information
`contained in this document is subject to change without notice. SAP AG reserves the right to
`make any such changes without obligation to notify any person of such revision or changes. SAP
`AG makes no commitment to keep the information contained herein up to date.
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`Introduction
`
`Overview
`
`This section provides an overview of the options you have for changing objects (such as bills of
`material and routings) in the SAP R/3 System. It contains general information on changes with
`history, which are carried out using the Engineering Change Management System.
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`Changes in the SAP R/3 System
`
`For technical and commercial reasons, it is necessary to change industrial products from time to
`time.
`Technical reasons for changes include, for example, technical faults which have to be put right and
`the introduction of new environmental or safety regulations. For commercial reasons, it may be
`necessary to start using cheaper materials or to change a product to suit customer requirements.
`Changes with and without history can be made in the SAP R/3 System.
`Changes Without History
`Changes which occur during the development phase of a product and which are not to be
`documented. The state of the object
`(for example, bill of material or routing) before the change is not saved.
`Changes With History
`Changes which may affect further activities within the organization and which are to be documented
`(for example, change to bill of material -> change to routing -> change to inspection plan).
`The state of the object (for example, bill of material or routing) before the change is saved.
`Engineering Change Management in the SAP R/3 System offers you a comprehensive solution
`for documenting changes.
`Note
`This guide describes how to make changes with history using the R/3 Engineering Change
`Management System.
`For information on how to make changes without history to objects (such as bills of material or
`routings), please refer to the appropriate application guide.
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`Changes With History
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`A change with history has the following distinguishing features:
`¯
`It becomes effective on a precisely defined date.
`¯ The changed object is stored twice: in its state before and after the change.
`The states of the object before the change ends with the validto date. The status of the object
`after the change begins with the valid from date.
`¯ Changes are documented in a change master.
`Changes are documented via the Engineering Change Management System. In the change
`master, you define when the change is to come into effect, and describe the change.
`
`Using Engineering Change Management
`
`Engineering Change Management is a central logistics function, which can be used when you
`change the following types of production master data:
`¯ Task lists
`- Standard routing
`- Reference operation set
`- Equipment maintenance routing
`- Standard maintenance routing
`¯ Bills of material
`- Material BOM
`
`- Equipment BOM
`Engineering change management can also be used for changes to document info records in the
`document management system, and for changes to inspection plans in quality management.
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`Using the Engineering Change Management Menu
`
`In the different logistics application areas which use Engineering Change Management, you have
`the option of accessing Engineering Change Management functions directly from the application
`you are using. For example, in production or quality management applications, you choose menu
`options Masterdata -~ Engin. change mgmt. You can also access Engineering Change
`Management as a central logistics function, via menu options Logistics --> Central Functions.
`You can access the following functions in Engineering Change Management via the Change
`master menu:
`¯ Create
`You use this function to create a change master. You describe the change master and define
`which objects can be changed with reference to the change master. You have the option of
`documenting each individual change separately.
`Change
`Data in the change master can be changed or added to. You can delete individual objects
`which are selected for changes with reference to your change master from the object list.
`If you
`want to delete a change master, you use the Change function.
`Display
`You can use this function to monitor all changes made with reference to a specific change
`master. The system also creates change documents for changes to change masters.
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`Authorizations
`The authorizations system in Engineering Change Management is taken from the general
`authorization structure of the R/3 System.
`When you use Engineering Change Management to process objects, you need to take into account
`the authorization structure of the Engineering Change Management System, as well as that of the
`application (such as bill of material).
`The authorization objects for Engineering Change Management are allocated to the object class
`Production Planning. In the standard system, the authorization object Engineering Change
`Management - Authorization group (C_AENR_BGR) is defined for Engineering Change
`Management.
`The table below shows the fields for this authorization object.
`Authorization Object and Fields for Engineering Change Management
`Authorization object
`Technical name
`
`Fields
`
`Change master
`Authorization group
`C AENR BGR
`
`Activity
`Authorization group
`
`In this way, you can define whether each user is allowed to create, change or display change
`masters. However, some change masters may be intended to be accessed only by a certain
`group of people. To effect this, you can set up an authorization group.
`For more information on authorization in the PJ3 System, please refer to the BC - System
`Administration Guide.
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`Change Data Reporting
`
`Overview
`
`This section describes reporting functions for change information.
`First, reporting functions for the change master record itself are described. This is followed by
`object lists for bills of material, task lists and documents.
`The individual steps are explained using the change number PP-SATST01 as an example.
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`Change Master Record Reporting
`
`A change master record can be used to obtain information on the following objects:
`¯
`change master header
`¯ object types
`¯ object management records (if defined)
`versions of material BOMs
`change documents for the change master record
`change documents for objects
`(bills of material and task lists)
`¯ document list
`
`¯
`¯
`
`Displaying the Change Master Record
`
`To obtain data from a change master record, you display the change master record. You can do
`this in two ways:
`¯ Display the change master record directly from the Engineering Change Management menu.
`This procedure is explained below.
`¯ From bills of material and document management functions, you can branch to the change
`master record and display all screens of the change master.
`To do this, position the cursor on the Change number field. Double click the mouse, and the
`system branches to the change master record.
`
`Starting the Display Function
`
`Starting from the Engineering Change Management menu, select Change master -~ Display.
`You see the Display change master: Initial Screen.
`¯ Enter the change number whose change master record you want to display.
`¯
`If you do not know the change number, you can select one via matchcode. The system
`requires a search string from the change number text for the generic search.
`a) To select via the matchcode, select the possible entries button. Enter your selection criteria.
`b) In the selection list, position the cursor on the line containing the change number you want to
`display.
`Select the change number with a double click.
`¯ Confirm your entries by pressing ENTER.
`You see the screen Display change master: Change Header.
`
`Displaying the Change Master Header
`
`Next to the change number, you see a short text which describes the change with the change
`number. If there is a long text for the change number, the system sets the indicator X to the right
`of the short text
`¯ To display the long text, choose menu option Details --> Chg header long text.
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`If this is a very long text and you want to find a certain text string, position the cursor anywhere
`in the text and choose menu option Edit--~ Find. You see a pop-up window in which you can
`enter the search string and search criteria. After you have confirmed your entries, the system
`branches to the first word which meets the search criteria or issues a message that the search
`string does not exist.
`You return from long text display to the change master header by selecting function Back.
`¯ The text is followed by data that describes the change number:
`a) Valid from date on which the changes become effective for all objects.
`b) Change no. status
`c) Authorization group
`d) Reason for change
`If object management records are provided for the change master record, there may be an
`object-specific long text for one or more object management records. You can display this
`from the detail screen of an object management record. For more information, see below.
`¯ The third block on the screen contains the Change data.
`It provides information on who created or last changed the change master record and when.
`
`Displaying Object Types
`
`To display the objects that can be edited with the change number and how processing with the
`change number is defined for the individual object types, display the Object Types screen.
`
`To do this, choose menu option Goto --> Object types.
`
`Displaying Object Management Records
`
`If object management records are defined for the change master record, you can create object
`overviews of the following objects:
`a) Material BOMs
`b) Equipment BOMs
`c) Task lists
`These lists contain individual objects for which there is specific change documentation or for which
`this is supported. The object-specific text for the change is displayed, together with the indicator
`that blocks the object for changes with reference to this change number, if applicable.
`
`Displaying Detail Information
`
`¯
`
`You can also display detailed information on every object management record.
`¯ Select the object for which you want to display detailed information via the selection field S and
`choose function key Details.
`If there is a long text for the individual change, the system sets the indicator X to the right of the
`short text.
`To display the long text, choose menu option Details --~ Object long text. You can also use the
`search function described above.
`In the Status block, administrative data on the change to the object (bill of material or task list) is
`stored, such as who last changed the bill of material with reference to the change number and
`when. The system also sets an indicator if the object is blocked for changes with reference to
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`the change number.
`¯ The Change data block contains information on who created or changed the object
`management record and when.
`Note
`For bills of material, the Display function is also active. With this function, you can produce an
`object overview of all the bills of material in a BOM group that are stored under one internal BOM
`number.
`For more information on the display function, see ~ Masters.
`
`Change Documents for Change Masters
`
`All changes to the change master record are logged and can be displayed in change documents.
`If you want to display data on changes to the Change master header, choose menu option
`Environment -~ Chg header chg docs. The system displays a list of the fields that were
`changed with the short text. If, for example, a date shift was carried out, the field AEDAT
`Change date is displayed in the list.
`
`¯
`
`If you want to display data on changes to the Object types, choose menu option Environment-~
`Object types chg docs. The system displays a list of the fields that were changed with the short
`text.
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`List of Change Objects
`Field changes made with reference to a change number can be reconstructed. Some exceptions
`are described below.
`The objects with the changed fields are grouped together in lists. The menu option Environment
`contains functions for creating up-to-date lists of objects changed with reference to a change
`number.
`These lists are created separately for the following objects:
`¯ BOM changes
`¯ Task list changes
`¯ Documents
`These lists are described in more detail below.
`
`BOM Changes
`
`If you want to display the BOM changes that were made with reference to this change number,
`choose menu option Environment --> BOM changes.
`You see a list of the changed bills of material. They are sorted according to the BOM category.
`First, all equipment BOMs are shown, then the material BOMs. The object numbers are sorted in
`ascending order.
`On the list, you see a heading for each bill of material which contains the following data:
`¯ alternative
`¯ object number (for example, material number)
`¯ description (short text)
`¯ plant
`This is followed by the historical changes made to the bill of material. The BOM header and item
`are separated from each other by a highlighted line of heading.
`The type of processing is displayed for all field changes:
`Old
`This record is logically the predecessor of the entry which becomes valid via the change number.
`The system determines the predecessor, which can change (for example, due to a date shift or a
`new change).
`
`New
`This
`Chg
`This
`Del
`This
`The
`
`is the new field entry, created using the change number.
`
`entry resulted from overwriting existing data.
`
`data was deleted.
`following table shows the fields that are displayed in the list for the header and item.
`
`Fields for the Header Record and Item Record
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`Object
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`Fields
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`Header
`
`Item
`
`Base quantity
`Base unit of measure
`Alternative text
`User who created a new header record by
`making the change
`
`Line item number
`Component
`Component text
`Component quantity
`Component unit of measure
`
`If you change the bill of material with reference to a change number, you do not always create a
`new header record or item record.
`Exceptions:
`¯ Some header data is not changed with history even if you change the BOM with reference to a
`change number.
`This applies to the following fields:
`
`- BOM text
`
`- external BOM number
`
`-
`lot size ranges
`If you change the sub-items of an item, you only create an item record if a change in sub-item
`quantities results in a new item quantity.
`
`Task List Changes
`
`If you want to display the task list changes that were made with reference to this change number,
`choose menu option Environment --> Task list changes.
`You see a list of groups in which task lists have been saved with reference to the change number.
`The groups are sorted according to type. The following table shows the sort sequence of the
`types.
`
`Sort Sequence of Task List Types
`Task list type
`Description
`
`General maintenance task list
`Equipment task list
`Inspection plan
`Reference operation set
`
`A E N
`
`Q
`
`S
`
`At the time of writing, one list is created for all these types. The group is displayed in a line of
`heading. The blocks in which changes can be made are listed afterwards. If no changes were
`made, you see a message.
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`The following data is displayed:
`¯ Changes to the header
`(for example, if the usage was changed)
`¯ Subsequent changes
`(for example, if the alignment key was changed)
`¯ Changes to operations
`(for example, if a new operation was created)
`¯ Changes to material components
`(for example, if a material component was re-allocated to an operation of a different sequence)
`¯ Changes to PRTs
`(for example, if the allocation to an operation was deleted)
`Note
`At the time of writing, you can display the field changes to a certain task list from the application
`menu. Starting from the main Routings menu, select Reporting -~ Changes to do this.
`A list with a similar structure is planned for Engineering Change Management.
`
`Document List
`
`The document list contains all documents whose document info record contains a reference to this
`change number.
`To identify a document uniquely within the system, documents are entered with the document
`number, document type, document part and version.
`The description from the document info record is displayed to describe the document.
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`Change Masters
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`Overview
`
`This section provides an overview of the structure of a change master. It tells you which objects
`you can change with reference to a change number and which indicators you use to control
`processing.
`The topics ~.e..l~ast~[ and .C.haD. in..a_q.haD.qe...l~l.a.ste[ contain practical instructions
`for using Engineering Change Management in logistics.
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`Organization of Data in the Change Master
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`The change master serves as the basis for documenting changes. This is where you define when
`the change takes effect and describe the change.
`
`Number Assignment for Change Masters
`
`The object to be changed (for example, bill of material or routing) is changed with reference to a
`change number, which uniquely identifies a change master within the system. Depending on your
`company’s requirements, you can assign either an alphanumeric number or a numeric key.
`The SAP System supports two types of number assignment:
`¯
`Internal number assignment
`If you want to assign consecutive numbers which are purely numeric, do not enter a change
`number when you create a change master. When you save the change master, the system
`assigns the next available number from the number range defined for change masters. The
`system displays this number in a message.
`Via the system configuration menu (Eng. chg. mgmt), you can check which number within the
`internal number range has been reached.
`¯ External number assignment
`If you want to assign your own number that means something to you, you enter an
`alphanumeric character string. The following three special characters are supported in change
`numbers at any point in the string: - / _
`If you want to enter your own purely numeric numbers within a specific number range, a number
`range for external number assignment must be defined via the configuration function (Eng. chg.
`mgmt).
`
`Change Header
`
`The change header contains fields which define and describe the change and some administrative
`data for the change master which is updated by the system.
`The following data is maintained in the change header. The first three are required entries:
`¯ Change number text
`In this field, you describe the changes which are to be made with your change number. You
`have the option of going into the long text editor, where you can enter as long a text as you
`want.
`¯ Valid from
`In this field, you enter the date on which the changes are to come into effect.
`Under certain circumstances, you may be able to change this date later on.
`Change no status
`This field shows the current processing status of the change number. It determines whether
`objects (such as bills of material or routings) can be changed with the change number, and
`whether a change of valid from date is allowed.
`Authorization group
`If you enter an authorization group here, only those users who have this value in their user
`profile can maintain this change master.
`The authorization group is part of the authorization object "authorization group for change
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`masters" (see ~ctjoo).
`¯ Reason for change
`In this field, you can enter a reason for change which applies to all objects (such as bills of
`material or routings) which are changed with this change number.
`You can maintain information on individual changes in the object management record for the
`object (for example, the material BOM for the man’s racing bicycle PP-HRR01).
`¯ Change data
`This data is determined by the system. It tells you when the change master was created or last
`changed, and who saved it last.
`
`Object Types
`
`You use the object types to define the range of objects which can be changed with your change
`master.
`¯ You can change any number of the following objects with reference to a change master:
`
`- Bills of material
`- Task lists (such as routings)
`If the R/3 Document Management System is in use in your company, you have the option of
`storing a change number in the document info record.
`The Engineering Change Management function is used to group documents together, and
`not to make changes with history (see C.l~.a.n_ !.[~ _O.12~e.£t§..W!’c.13..~).
`
`Object Sub-types
`
`If the objects you want to change with your change number are of object type bill of material or task
`list, you can define them more closely by setting the indicator for the object sub-type:
`¯
`Indicator: BOMs managed by type in EC management (Bill of mat.)
`¯
`Indicator: task lists managed by type in EC management (Task list)
`
`The following table shows the object sub-types defined for the object types in the standard R/3
`System.
`Object sub-types in the standard system
`Object type Object sub-types
`
`Bill of material
`
`Material BOM
`Equipment BOM
`
`Task list
`
`Routing
`Reference operation set
`Inspection plan
`General maintenance task list
`Equipment task list
`
`Indicators which control processing with a change number are no longer entered for the object type
`as a whole, but for the object sub-types within it.
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`Indicators for Object Types
`
`The following indicators control processing with a change number for individual object types and
`sub-types:
`¯ Object type active for change number (Act.)
`Objects of this object type can be processed using the change number.
`¯ A management record is required for each object (Object)
`Only individual objects of this object type can be processed with the change number - first an
`object management record must exist for the object concerned. There is no limit to the number
`of object management records.
`
`The object management record contains details of each change to a specific object (such as the
`material BOM for the man’s racing bicycle PP-HRR01).
`¯ Object type blocked for changes (Block)
`Objects of this object type are blocked for processing with the selected change number until the
`indicator is removed. You can create object management records for objects directly in the
`change master (see ,.Creat!n .a Chan e M.aster).
`You can also have object management records generated by the system. This means that a
`record is automatically created by the system when an object is processed.
`The indicators below are used to define automatic generation of object management records:
`¯ Object management record generated (MgtRec)
`When you process (edit or create) an object of this object type with this change number (for
`example PP-AE01), the system automatically creates an object management record.
`The object is then added to the appropriate list of objects (such as material BOMs) in the
`change master. From here, you can document the change in detail for the individual object.
`The following two indicators are used to define how object management records are generated.
`Note
`You can only set these two indicators if you have already set the indicator object management
`record generated.
`Management record generated automatically only for new objects (Gen new)
`The system only automatically creates an object management record when an object of this
`object type is first created with this change number (for example when material BOM PP-HRR01
`is created). If you want to change an existing bill of material with reference to a change number
`which has this indicator, first you have to create an object management record for the BOM in
`the change master.
`Generation with dialog (GenDial)
`When you process an object of this object type with the change number, the system
`automatically automatically creates an object management record. The system displays a
`pop-up window which takes you from the object processing function to the change master.
`Here, you enter a description of the change to your object (for example, the man’s racing bicycle
`PP-HRR01).
`
`Object Management Records
`
`Object management records allow you to document changes to one specific object. Before you
`can create an object management record, the indicator A management record is required for each
`object (Object) must be set in the change master.
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`There is no limit to the number of objects you can process with a change number. The
`management records are either created directly in the change master or generated by the system.
`(See above for more information.)
`Individual object management records are listed or created in one of the following object overviews,
`according to object type:
`
`Material BOM
`
`Equipment BOM
`
`Task list
`On this overview, you see a short description of each object management record and whether or
`not it is blocked for changes with the change number. More data is displayed on the individual
`detail screens.
`
`Object Management Record Detail Screens
`
`You can also maintain more detailed information on each change to an object in the object
`management record:
`You can use the long text editor to describe individual changes in more detail. To do this,
`choose function Details --> Object long text.
`¯ Status data block
`This contains the following data:
`When was the object (such as bill of material or routing) last changed with the change
`number and who last changed it?
`
`Is the object blocked for changes with the change number?
`¯ Administrative data
`This data tells you when the object management record was created or changed, and who
`created or changed it.
`
`Displaying a Material BOM
`
`The system saves bills of material (BOMs) which are related to each other under one internal BOM
`number. BOMs are grouped together if a material BOM is, for example:
`- extended by a variant.
`- allocated to an additional plant.
`The figure below shows that the BOM for material MAT01 in plant 0001 with usage 01 has an
`object management record which also represents BOMs in two other plants.
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`Object manage-
`ment record
`
`Matedal BOM
`Matsrial :
`MAT01
`
`Plant :
`
`Usage -
`
`0001
`
`01
`
`Plants
`
`PLANT 1
`
`PLANT 2
`
`PLANT3
`
`The object overview for the change master lists the BOM from the group which was first entered as
`an object for the change number.
`To list all the BOMs stored in a BOM group, choose function Display.
`The system may set the following indicators:
`BOM exists
`A bill of material exists for the displayed material.
`Obj mgmtAn object management record exists for the
`displayed material.
`Usually, the indicator Object management record exists (Obj mgmt) is only set for one BOM. This
`BOM represents the BOM group in the object overview.
`Caution
`If more than one object management record exists for a BOM, you have to select one of them. For
`step by step instructions, see .C[ea..tLng..a....Ch.a..nge M..aste[.
`You have the option of selecting a different BOM from those displayed. This can be useful if, for
`example, an object management record exists for a BOM which has already been deleted.
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`Creating a Change Master
`Introduction describes how to call Engineering Change Management from other logistics
`applications. This topic describes how to create a change master.
`To create a change master, this is what you need to do:
`¯ Start the Create function and maintain the data on the initial screen
`¯ Process these screens:
`- Change header
`- Object types
`¯ Create the object management record
`(only possible if the object types are set up accordingly)
`¯ Enter detail data
`(only possible if the object types are set up accordingly)
`¯ Save your data
`
`Starting the Create Function
`
`Proceed as follows:
`
`Starting from the Engineering Change Management menu, choose function Change master -~
`Create.
`You see the the Create change master initial screen.
`You have two options. If you want to assign your own change number, enter it here. If you
`want the system to assign a change number, leave the field blank.
`In the Reference block you can enter the change number of an existing change master, in order
`to copy data (such as header data or indicators for object types) to the new change number as
`default values.
`To confirm your entries, press ENTER.
`You see the change header screen.
`
`Change Header Screen
`
`Enter your data for describing the change number.
`- The change number text field contains a description of all objects (for example, BOMs and
`routings) which are changed using this change number.
`If you need more than the 40 characters in this field, you enter a long text.
`To do this, choose menu option Details--> Chg headerlong text.
`
`-
`
`The Valid from field defines the date on which changes to all objects come into effect.
`You can only use the change number for objects which are valid on the valid from date.
`The Reason for change field allows you to enter 40 characters, and is relevant to all objects (for
`example, BOMs and routings).
`If an object type is defined as requiring object management records, you can store information
`on the reason for a change which is specific to an individual object (such as the material BOM
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`PP-SATST01) in the management record for the object. You can also enter a long text.
`Once you have entered your data for the change header, to confirm your entries, press ENTER.
`You see the Object types screen.
`
`Object Types Screen
`
`You can also call the screen by choosing menu option Goto --> Object types.
`The Object types detail screen lists the three object types with which you can use Engineering
`Change Management.
`¯ Bill of material
`¯ Task list
`¯ Document
`For object types bill of material and task list, all fields for indicators which control processing with
`the change number are ready for input. As documents are managed by version, not history, object
`management records are not supported for documents.
`
`Object Sub-types
`
`If you want to enter indicators for specific type of object within the object type (object sub-types),
`choose menu option Edit--> Object sub-types.
`You see a pop-up window, in which you can define which object type(s) you want to manage by
`type.
`
`To do this for bills of material, you set the indicator BOMs managedby type in EC management
`(Bill of mat.).
`To do this for task lists, you set the indicator Task lists managedby type in EC management
`(Task list).
`Save your settings with function key Save.
`
`Entering Indicators for Object Types
`
`Enter the indicators which control processing of individual object types with the change number.
`For more information, see ~anization of Data in the Chang~Master.
`Some of the indicators are interdependent, for example:
`Objects of an object type can only be changed with the change number if the indicator Object
`type active for change number (Act.) is set. This indicator must be set before you can set any
`other indicators.
`You can only enter indicators which apply to generating object management records if the
`indicator A management record is required for each object (Object) is set.
`
`Creating Object Management Records
`
`If you want to describe the change to a specific object in an object management record, the
`indicator A management record is required for each object (Object) must be set.
`You have two options for creating management records:
`1. The user creates the object management records manually in the change master.
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`2. The system generates the object management records automatically. Other indicators control
`generation of management records.
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`Object Management Records Created by User
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`Starting from the Object types screen, proceed as follows:
`
`Choose menu options Goto -~ Object overview --> New objects -~ <object>.
`
`Enter the data for the object (such as material BOM) and a text to describe the object
`management record.
`You can describe changes to individual objects in more detail on the detail screen. For more
`information, see below.
`
`Generating Object Management Records
`
`If more than one object is changed with the change number and you want to describe the change to
`each object separately, you can get the system to generate object management records
`automatically. To do this, you enter indicators in the change maste