PDM Exchange

PDM Exchange

"WEB Collaboration with PDM

Exchange"

Title : WEB Collaboration with PDM Exchange

PID
ZXZ200

Created by

2010 Siemens Energy

DTC
CV05

CNS
0078

UNID

401086931

B.Waligora, E IT F ES PE

Revision
A
B
C

Date
2005-03-10
2005-09-16
2010-03-15
2011-03-22

1.1

PDM Exchange Manual for Energy

Introduction
PDM Exchange is an Internet platform developed by SAP that has been adapted to the requirements of
Siemens Energy.
Web-based collaboration between Siemens Energy and Siemens business partners (subsuppliers,
consortium partners, customers) using PDM Exchange supports the fast, electronic transfer of
documents and data between Siemens Energy and the business partner.
The transfer process is based on SAP document management dispatch orders.
This ensures that the SAP functions for reporting and controlling documents and dispatch orders can
also be used for exchange via web-based collaboration.
In PDM Exchange, "Collaborations" are used as the exchange platform between the business partners
and Siemens Energy.
In general, a separate collaboration is created for each business partner, i.e. company. All Siemens
Energy projects in which this business partner is involved or about which this business partner should
receive information, are described in this collaboration.
In certain cases, it is possible to create more than one collaboration for a company, e.g. for cases in
which the various national subsidiaries of a company should be handled like separate companies.

1.2

Business Partners

1.2.1

Glossary
Explanation of terms used in PDM Exchange:
Collaboration (work area)
Collaborations are the web environments in which Siemens business partners work in PDM Exchange to
process the exchange of data and documents. Data are exchanged by means of dispatch orders.
For each external partner of Siemens AG, a separate work area is created. Each work area is structured
by means of a folder hierarchy subdivided into input or output areas and then, within each one, into
projects. The dispatch tasks stored there are also presented in the form of folders.
PDM Exchange objects
A folder can contain the following objects:
Folders and
subfolders

Folders correspond to the folders used by most generally available operating systems.
A collaboration is structured by means of folders.
DTL (dispatch A DTL contains the documents and files that are exchanged between Siemens
Energy and the business partner. Each DTL (displatch order) is uniquely identified by
order)
its name, i.e. letter number.
Dispatch orders can contain the following objects:
The original letter accompanying the dispatch order (if necessary, also the distribution
list and documentation list) in neutral Adobe PDF format.
Excel Inplace Transfer file for document management in Microsoft Excel format. Contains all those
documents either listed in the basic dispatch order or to be transferred.
Letter

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Documents

1.2.2

Documents refer to all types of files that must be exchanged with external partners or
Siemens AG.

Start
In PDM Exchange, "Collaborations" are used as the platform for exchange between partners. In general,
a separate collaboration is created for each business partner, i.e. company. All Siemens Energy
projects in which this business partner is involved or about which this business partner should receive
information, are described in this collaboration.
In certain cases, it is possible to create more than one collaboration for a company, e.g. for cases in
which the various national subsidiaries of a company should be handled like separate companies

1.2.2.1

Start and Logon

The PDM Exchange web pages can be accessed on the Internet and can be opened by external
partners, for example, directly from the link that is specified in the notification E-mail sent from Siemens
AG:
The completed dispatch order is available in PDM Exchange for collection
(see Web link)
HTTPS://PDM-EXCHANGE.PG.SIEMENS.COM
It is recommended that this link is saved in the Favourites of the respective Web browser so that PDM
Exchange can be opened again at any time without the need to find the E-mail. It is also possible to call
PDM Exchange via the Siemens Extranet page from a link that is specified there.

After opening the PDM Exchange welcome page, the external partner must log onto the system with
user name and password.

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The user name and password are assigned by Siemens Energy IT Support.
The first time that PDM Exchange is called, the Siemens Terms of Use and the Copyright page is
displayed. The user must accept this by clicking "Accept".
1.2.2.2

Settings
When PDM Exchange is started for the first time, certain user-specific settings should be checked and
changed if necessary.

Figure : Starting PDM Exchange

On the "Layout" tab sheet, it is important to activate display of icons.

None of the other boxes should be checked.

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Figure : Display icons

On the "General" tab sheet, the following values should be set :

User interface language > e.g. German
Scenarios -> Collaborative scenarios specifies which collaborations should be displayed (collaborative
and/or competitive scenarios)
Standards -> Leave blank; specifies whether the standard scenarios should be displayed
Home page -> Collaborative scenarios
Accessibility -> Leave blank
Activate plug-in -> Must be checked if the mass upload/download function is to be used.

Figure : General settings

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After activating the plug-in, it is important to check that the Java settings of the browser are correct.
This is done by clicking the link "Check my local installation" and following the instructions.
1.2.2.3

Opening a Collaboration
On the Home page, all the collaborations are displayed for which the logged on user has authorization.

Figure : Select Collaboration

The required collaboration is selected and opened by clicking it.

The basic structure of a collaboration is built up as follows using folders :
Collaboration
Exchange
= Home node
Incoming
= Incoming post, subdivided according to projects
Outgoing
= Outgoing post, subdivided according to projects
Filetransfer
= Free working area, for up and download of files

Figure : Collaboration display

1.2.3

Document Management Process

The complete process procedure for exchanging documents with external partners contains the steps
performed by the business partner as well as the actions of the Siemens Energy employee.
This process is shown in the diagram below from the viewpoint of a Energy business partner:

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1.2.4

DTL from Siemens Energy

In the "Incoming" branch, the incoming dispatch orders are stored in the respective project directories.
Storage in a project directory is subdivided into folders. The possibilities are as follows:

Storage per year

Storage per quarter
Storage per month
Storage per week

This is set in SAP by Siemens Department Energy IT.

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Figure : Select collaboration

The directory for the respective year/quarter/month/week contains all the dispatch orders that have been
sent to the external partners by Siemens Energy.
1.2.4.1

Opening a DTL
An order is opened simply by clicking it. The contents of the order are then shown on the right-hand
side. The order data are shown in the top window and the tables in the bottom window list all the
documents (or more generally: files) received with this order.

Figure : Collaboration display

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The documents sent to the business partner can be downloaded individually or by means of a mass
download from the dispatch order to the local PC.
1.2.4.2

Downloading a Single Document

A single file can be downloaded from PDM Exchange by clicking the required file name in the table :

Figure : Opening a file

This opens the standard download dialog for the web browser that is currently in use.
In the case of Microsoft Internet Explorer, a prompt is displayed as shown below, in which the user can
choose between "Save" and "Open" ...

Figure : File opening prompt

... and when "Save" is selected, the user is prompted to enter the storage directory for this file:

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Figure : File storage directory

1.2.4.3

Mass Downloading
The "Mass download" button can be used to download several files from the system at once. This
function is only available when it has been activated in the Settings AND when the Java settings for the
user are correct. For further details about this, see "Settings" 4 .

Figure : Mass Dow nload

When the "Mass Download" button is clicked, the files that the dispatch order contains are listed in a
new table. In the first column, it is possible to select or deselect each file for the subsequent download
process that is activated by clicking the "Next" button:

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Figure : Mass dow nload

Subsequently, a Java Applet is called up in which the target directory is specified for all downloaded
files...

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Figure : Mass dow nload

... and the actual download procedure is finally activated by clicking "Continue" (Weiter).

1.2.5

DTL to Siemens Energy

Documents or files are transferred from a collaboration to Siemens Energy by means of dispatch orders
( DTL 2 ).
A dispatch order in PDM Exchange can only be sent after the meta data for all data and documents that
it contains have been checked successfully (status of Excel Inplace is Check OK)
A dispatch order created by a business partner can take on the following status :
Check OK
Check not OK
Error

The check on the order by PDM Exchange was completed without errors. The
order will be transferred to Siemens Energy
On checking the order, errors were detected, e.g. files were missing that were
referenced in the transfer file, or the status of the transfer file is not Check OK
An internal error has occurred on transferring the dispatch order to Siemens
Energy.

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In this case, the Energy contact partner should be notified immediately.

The dispatch order complete with all the data and documents that it contains
was transferred to Siemens Energy successfully.

Send

1.2.5.1

13

Creating a DTL
In the "Outgoing" directory for a collaboration, a separate directory is displayed for each project in which
the business partner is working.
In each of these projects, there is a template directory in which the templates for dispatch to Siemens
Energy are stored. These templates are created by Siemens Energy IT Support and contain the
standard settings for the dispatch order and the letter number range.

Figure : Outgoing folder

In PDM Exchange, a link is set up between the template and the storage directories for the dispatch
orders. The name of the storage directory is used as the trigger.
The template contains the field "Allocation Folder"; the string specified here and the name of the storage
directory are compared.
When a new dispatch order (DTL) is created in a folder, the system checks the allocation.

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Figure : Allocation

When the system finds a correlation between the allocation string and a folder title, the corresponding
template is selected.
If a correlation is not established by the system, an error message is output.
To create a new dispatch order (DTL), a folder is selected and the "Create" command is clicked on the
right-hand side of the screen.

Figure : Outgoing folder

After clicking Create Dispatch a message is opened where you can continue with getting a letternumber
from the letternumber range or cancel the creation.

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Figure : Message

After clicking Continue you get the following mask

Figure : Creating a COI

The sender and recipient fields are loaded from the template, the business partners can change these at
any time as is the case for all fields without a grey background.
The fields with a grey background are loaded directly from the template and are used for control
purposes when a DTL is copied into the Siemens Energy system and can therefore not be changed.
The business partner can edit "Sender" and "Recipient", but it is only possible to select from a list of
official contact partners.

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When a new dispatch order is backed up, a letter number is taken automatically from the number range
set up by Siemens Energy.
If the business partner has a different letter numbering system, their internal letter number can be
entered in the "Our Reference" field.
Similarly they can enter their own information in the fields "Your Letter" and "Subject".
1.2.5.1.1 Including a Letter (Optional)

The external partner can, in addition to the actual documents, also send a letter to Siemens Energy.
This letter is created as a "Letter" object.
For the letter object, no meta data are permitted to be entered in the Excel Inplace file.
It is also necessary here to open the dispatch order (DTL) first.

Figure : Including a letter

By clicking the "Browse" button, the letter can be linked into the dispatch order.
The letter file can be selected in an Explorer window. Only one file can be selected.

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Figure : Selecting an object

Figure : Creating a letter

After confirming with the "Upload Selected Files" command, the file is read in and the letter object is
linked into the dispatch order.

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1.2.5.1.2 Including a Excel Inplace

The transfer file or Excel Inplace file contains the meta data information for all documents that should be
sent to Siemens Energy with the respective order.
Each document dispatch from Siemens Energy to external partners contains a transfer file that can be
copied from the system into Excel for further processing.
The instructions for making entries in the transfer files or Excel Inplace files are part of the TCCs and are
supplied to the external partner.
It is important that the date format is not altered and tabs or columns in the tab sheets must not be
deleted, inserted or renamed. Also filter or print areas are not allowed
It is only permitted to enter the meta data information in the table lines.
The newly created dispatch order is opened first, e.g. by clicking in the folder structure.

Figure : Changing the COI

The "Durchsuchen" button is clicked to link a new Excel Inplace into the dispatch order.
The excel inplace file can be selected in an Explorer window.

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Figure : Selecting an object

Figure : Creating a transfer file

After confirming with the "Upload Selected Files" command, the file is read in and the EIP is linked into
the dispatch order.

Figure : linked EIP

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1.2.5.1.3 Including Documents

The business partner also has to link the actual documents into the dispatch order.
For each document, meta data must be entered in the Excel Inplace file and for each entry in the Excel
Inplace file (unless only paper objects are being sent) one document must be linked into the dispatch
order.
It also necessary here to open the dispatch order (DTL) first.
There are two possibilities for uploading the documents:
Creating documents individually:
The procedure is analogous to the procedure described for the transfer file and letter, except that the
third line in the Select Files for Submittal of Dispatch area should be selected.
Each file must be created separately.
Creating documents via a mass upload:
To upload a number of files into the system at once, the mass upload Applet can be used.
For each file, one document object is created automatically.
The mass upload can only be used for documents. EIP files and letters CANNOT be uploaded into the
system in this manner !
The "Add Attachment(s)" button must be clicked in the opened dispatch order.

Figure : Start Massupload

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Figure : Mass upload - Selecting files

Here you can select your directory and after that, your files:

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With continue the files are uploaded

1.2.5.2

Correcting the Excel Inplace

If errors occur on sending, the import file must be corrected, exchanged and tested again before the
order can be sent.
Two different procedures are available in the system for this :
Procedure 1 : Exchange Excel Inplace (process offline)
Procedure 2 : Editing Excel Inplace (process online)

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1.2.5.2.1 Exchanging the Excel Inplace

The procedure is listed below step by step

1. Download the Excel Inplace with errors from the dispatch order:
The Excel Inplace element is opened by clicking on the pencil.It can be saved over the Save function in
Excel..

Figure : Opening the Excel Inplace order

The opened window should be closed with the button "Auschecken abbrechen" (Cancel Checkout)

Figure : Cancel checkout

2. Delete the Excel Inplace with errors from the dispatch order
Click on the dustbin next to the excel inplace.

Figure : Deleting the Excel Inplace

3. Correct the Excel Inplace offline

The file that has been saved in the operating system of the user can be processed via Excel.
4. Create the Excel Inplace in the dispatch order and attach the corrected files
The procedure is described in the section "Including Excel Inplace" 18

1.2.5.2.2 Editing the Excel Inplace

The procedure is listed below step by step

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1. Open Excel Inplace with errors for editing:

The Excel Inplace element is opened by clicking on the pencil. It can be edited as usual in Excel and
has to be saved in Excel.

Figure : Opening the Excel Inplace order

2. Check in Excel file

Figure : Opening the Excel Inplace order

On checking in, the user can choose between the options "Als neue Version anlegen"("Store as new
version") and "Aktuelle Version berschreiben" ("Overwrite current version"). The option"Aktuelle Version
berschreiben" ("Overwrite current version") should be selected here.

1.2.5.3

Delete Files
If you have to many or false files in the order, you can delete them over the buttons "Remove All" or
"Remove selected"

1.2.5.4

Sending the DTL

When all the necessary documents have been included the order can be sent.

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Figure : Sending

After sending you get the following window:

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Figure: Success Report

The order has now the status "Check ok"

If there are any errors in the order you get a separate window with error messages e.g.

After that you have the possibility to correct the order like it is described in Correcting the Excel Inplace
22 or by changing the files.
1.2.5.5

Status of the DTL

Status changes in the DTL
A DTL is created with the status Created.
After sending, the COI orders can exist in the system in a different status :
Check OK =
The internal PDM Exchange check has run through without errors and the order has been transferred to
the SAP import interface
Error =
Errors occurred during transfer to SAP or on creating the order in SAP. In this case, Siemens Energy IT
Support must be notified.
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Send =
The order has been successfully transferred to SAP.

1.2.6

FAQs

1.2.6.1

File Size
If there are problems uploading files into PDM-Exchange, this might be due to the file-size limitations in
the system :
During upload of single documents the system displays the error "Java out of memory"
The mass upload function unfortunately shows no error, but just stops during upload.
With activated "plug-In" (also look at Settings 4 ) and Sun Java, the limit for files is 32 MB per file.
If the plug in is not selected, the file size is limited by system parameters and the upload time (timeout
= 5 minutes)
At the moment it is possible to upload a maximum of approximately 60 MB.
That means if you have a better transfer rate, you are able to upload more than 60MB.
Please be aware that files larger than 300 MB are not possible to be imported in the SAP system.

1.2.6.2

Usage of IE8 and IE9

When using IE8 there may be problems with PDM Exchange.
You are not able to click on certain buttons and orders cannot be created.
To solve these problems you have to do the following settings:
Under Tools / Compatibility View Settings you have to activate the option "Display all websites in
Compatibility View"
If this option is activated the problems are solved.

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For more information please use this website from Microsoft;

http://support.microsoft.com/kb/956197/en-us
under Article Translations you can choose a lot of other languages so you can see where are the
settings to be set in your language

1.2.6.3

Problems with Massupload

If the massupload does not work, please check your Java Options
Please click in your settings in tab General on "Check my local Installation (resommended)" and follow
the instructions
With this link you have the possibility to check your actual Java version
http://www.java.com/de/download/installed.jsp
If you get the message, that you Java version is not up to date, please download the actual and install it.
Additional please check the following settings:

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1.Java Settings in Internet Explorer

Open the Internetoptions in Internet Explorer (Tools / internet options)
In tab Advanced you have to activate Java

Additonal please check in tab Security the settings of the Internetzone

Please click on Custom level.

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In the following window the option Scripting of Java applets has to be activated

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2. Java Settings
Open the control Panel and there the Java control panel

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In tab Advanced the Internet Explorer has to be selected as Default Java for Browsers

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3. Delete your temporary internetfiles.

Open again the Internet Options over Tools.
In tab General click on Delet in the area Browsing history
In the following window click on "Delete all"

Should there be any problems after these checks, please contact your partner at Siemens

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