Specification System (SAP Library - Specification System)

Specification System

Purpose

This application is used to describe objects using their technical attributes such as dimensions. The description is supported by Templates and Data sheets that you can create, process, and manage. You can use these descriptions for procurements and production of the specified objects. This is a support tool for the engineering process.

The following is an example of the engineering process for an installation. This example shows the different uses for the Specification System.

Over time an enterprise has developed a spectrum of functions that form a record of characteristic and documents that can be used to describe equipment and products. This data can be managed within the SAP System using Classification and the Document Management System.

You create templates to describe the functions with characteristics that are put together and put into a layout. You can create and process templates using the Specification System. To do this you use classification data.

To go from the functions to the actual object that uses this function you must describe all components in detail. The Data sheet represents the detailed requirements of the components that are to be produced or procured during engineering. Data sheets are project-specific based on templates. The templates are based on characteristics and characteristic attributes for special components. When the user fills out a template’s values with individual values for the object it becomes a data sheet. You can use materials, documents, and functional locations for characteristic valuation in the Specification System.

A specification is based on data sheets as well as descriptive texts, detail drawings, and technical drawings. You can use the Document Management System to manage data sheets. This allows you to also manage data sheets and document parts of specifications.

You can link data sheets to SAP objects, such as functional locations within a functional location structure that represents an installation structure in the Specification System.

The specification is sent in the first version as a request to the supplier. The supplier then completes the description and sends it back, including price information and conditions for verification. After selecting the supplier and handling the request is turned into an order that is added to the specification.

The process described is noted with many different changes and iterations on different places.

The Specification System supports documentation of changes and different views as well as revision management thanks to its integration into the SAP System.

After finishing the project the data sheet describes the characteristics and characteristic values of a component that is produced or procured and therefore represents a real component.

You can copy the data from the data sheets into the SAP System using the Specification System.

Implementation Considerations

You can use the Specification System to represent your product development cycles when your enterprise has no or only limited production. Often this is the case with enterprises that engineer installations and carry out procurement, installation and project management but do not actually manufacture.

Another target group is a company that produces spare parts but does not necessarily play a significant role in the development and does not need to know the technical internal designs.

Integration

The following components are integrated:

Function	Required Components
Class, Characteristic	Classification
Document	Document Management System
Functional Location	Plant maintenance
Material	Material management
	Engineering Change Management

Enhancements for processing templates and data sheets are also available through Office Integration (OLE technique).

Features

Based on the basic functions of Classification you can use the following functions:

Characteristic selection and character values assignment

You use classes and characteristics to set up a template. More information can be found under Processing a Template.

The set up of data sheets is made up by copying classification data of SAP objects such as materials, documents and functional locations. More information can be found under Processing a Data Sheets.

Conversion of units of measure and multi-language capabilities are available for the supporting international business relationships

More information can be found under Changing Settings.

Mass data processing can reduce the maintenance required

Further information can be found in the components CA Classification under Mass Changes of Values Assignments.

Executing functions is done in various areas of the SAP window: This graphic is explained in the accompanying text

Selection area

In the selection area you can use various tab pages in order to select SAP objects.

Structure overview

In the structure overview the SAP objects from the area of Product Data Management (PDM) are put together for the selected object. You can navigate through the entire installation in order to show the specified object and its object links.

Office application area

You can use Microsoft Office applications for presentation and layout by means of Office Integration. Further information can be found under Prerequisites for Office Integration and Excel Document.

All functions of the Microsoft Office application are available in the Office application area.

You can use the Document Management System to manage templates and data sheets as well as other specification documents.

Important characteristic of the Document Management System for support of the engineering process are:

Classification
Status management
Version creation (Engineering Change Management)
Document parts (BOM management)
Link with all SAP basic data objects and operative structures
Integration of external Frontend applications
Workflow
Search along the logistic chain for classification, selection parameters, document hierarchy or matchcode
Archiving

For more information see the components CA Document Management under Document Management.

You can also use a local data carrier for data storage. In this case however you do not have access to the above mentioned characteristics.

Recommendation

SAP recommends that you use this only for temporary storage of documents.