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©India SAP CoE, Slide 1
Introduction to SAP Project SystemsIntroduction to SAP Project Systems
Prerana Dhumale
©India SAP CoE, Slide 2
Target AudienceTarget Audience
This course is intended for the following audiences:This course is intended for the following audiences:
 Project teamsProject teams
 SAP ConsultantsSAP Consultants
©India SAP CoE, Slide 3
ObjectivesObjectives
2
©India SAP CoE, Slide 4
Lesson 0: Introduction
Lesson 1: Project Structures
Lesson 2: Project Planning
Lesson 3: Project Budgeting
Contents
Lesson 4: Scheduling & Execution
Table of contentsTable of contents
Lesson 5: Project Period End Closing
Lesson 6: Project Analysis & Reporting
Lesson 7: Other SAP Proj. Mgt. Tools
©India SAP CoE, Slide 5
Introduction - Project Systems
 What is a Project?
A temporary endeavor undertaken to create an unique product or service, as a result
that a company carries out, characterized by the uniqueness of its general conditions
and constraints. These conditions include,
 Objectives of the project
 Time frame for executing it
 Financial and capacity-related restrictions
SAP PS
SAP PS is a project management tool that assists you throughout all the phases of
your project. Through the high level of integration between SAP PS and other SAP
functions, such as Logistics, Accounting, and Human Resources, SAP PS ensures
that the necessary business processes are handled quickly and efficiently.
Projects usually involve cross-
departmental and highly complex
business processes.
Projects are often cost-intensive, time-
consuming, and of strategic importance.
Project
Constraints
©India SAP CoE, Slide 6
Introduction - Project Systems
Project Types
 Internal Projects
Projects financed internally with in the Organization for their New, Expansions, Overheads, R&D
and so on. These project types are:
 Overhead Cost Projects (Ex: Maintenance, shutdown and R&D projects)
 Capital Investment Projects (Ex: Building a factory, Expanding existing facility)
 External Projects
Projects financed from external organizations or Agencies and creating revenue’s to the
executing/undertaking Organization.
 Customer Projects (Ex: Building a Cell Tower, building roads and Bridges etc)
©India SAP CoE, Slide 7
 Key Functions:Key Functions:
 To carry out complex, unique, and high degree of risk activitiesTo carry out complex, unique, and high degree of risk activities
in a structured manner.in a structured manner.
 To monitor dates and schedules.To monitor dates and schedules.
 To monitor costs and revenues.To monitor costs and revenues.
 To Control of budget .To Control of budget .
 To trigger Billing schedules, cash flow plans.To trigger Billing schedules, cash flow plans.
 Resource allocation and monitoring.Resource allocation and monitoring.
 To monitor, track and control Project purchases.To monitor, track and control Project purchases.
 To monitor the Project progress w.r.t. Cost, Time, Revenue andTo monitor the Project progress w.r.t. Cost, Time, Revenue and
% of completion.% of completion.
 Simulations and Flexible reportingSimulations and Flexible reporting
Introduction - Project Systems (cont…)
©India SAP CoE, Slide 8
Introduction - Project Systems (cont…)
 Comparison with Other Applications:
 Flexibility of PS making its use more common
 Flexibility to Operate Higher level with in the
Organization.
 Flexibility in integrating with other external
applications.
 PS has very tight integration with the FI/CO modules
 FI/CO has a much broader usage on projects.
 Flexible Reporting and Monitoring tools
 Tight integration with new generation Project Management tools
©India SAP CoE, Slide 9
Introduction - Project Systems (cont…)
 Project System Org. Structure ElementsProject System Org. Structure Elements
The Project System has no organizational structures of its own. Various elements
already defined in Accounting and Logistics will be used in Projects. These
elements will be assigned to various Project Structure elements. Required
elements are:
 Controlling Area
 Business Area if defined
 Company Code
 Profit Centre
 Plant
 Currency
 Technical Location/Equipment
 Responsible Cost Center
 Investment Program
 Joint Venture
 Jurisdiction Code
 Purchase Organization
 Purchase Group
 Storage Location
©India SAP CoE, Slide 10
Investment Project Process
ProductionProduction AdministrationAdministration MaintenanceMaintenance
I M
Inv. Prog
“Investment Positions”
Approval
Budgeting
Implementation
Retirement
Replacement
investment
Planning
Idea
Appropriation
Request
Investment
Measure
“Pre-Investment”
Business Planning
Settlement and
capitalization
Maintenance
and use
10
PS
©India SAP CoE, Slide 11
Customer Project Process ( ETO)
Create QuotationCreate Quotation
Create Sales OrderCreate Sales Order
SDSDSDSD
Create Enquiry
Proj. Planning
Budgeting &
Approvals
Procurement
Settlement
Project Close
Proj. Creation
Proj. Execution
Delivery
11
PS
Billing & InvoicingBilling & Invoicing
©India SAP CoE, Slide 12
Customer Project Process - Construction
Create ProjectCreate Project
Enquiry to Proj.Enquiry to Proj.
Create Enquiry
12
Standard WBS
Standard Network
Concept & Product
Development
Schedule ProjectSchedule Project
Vendor QuotationsVendor Quotations
Price ComparisonPrice Comparison
Make Or Buy
BuyMake
Assign Mat to Proj.Assign Mat to Proj.
Proj. SimulationProj. Simulation
Create POCreate PO
GRGR
Create Sale OrderCreate Sale Order
Create Billing &
Invoice Plan
Create Billing &
Invoice Plan
Release ProjectRelease Project
Release ExecutionRelease Execution
Delivery & BillingDelivery & Billing
Project CloseProject Close
©India SAP CoE, Slide 13
Integration Functions With Other ModulesIntegration Functions With Other Modules
13
-Sales promotion
Proj
-Sales Campaign
- ETO process
- Milestone Billing
- Stocks
- reservations
- Material issue
- Material Value
- Direct Capitalization
- Invoice receipt
- Revenue recognition
- Person Responsible
- Workflow
- Partner functions
- Confirmation with
personnel number
-Capitalisation
- Depreciation
- AuC
- Asset balances
- Financial Statements
- Purchasing
- Contract
- Goods receipt
- Invoice receipt
- Assembly
processing
- IM Program
- Position ID
- AR
- Budget Distribution
- Proj. Creation
- Internal Order
controlling
- Settlement
- Cost Centre
accounting
- Settlement CC
SD
MM
FI
CO IM
PP
MM
AM
HR
Project Systems
Project Structure
History
PS
- Order Creation
- Planning
- Budgeting
- Order Cost control
- AuC, Fixed Asset
P
M
©India SAP CoE, Slide 14
Lesson 0: Introduction
Lesson 1: Project Structures
Lesson 2: Project Planning
Lesson 3: Project Budgeting
Contents
Lesson 4: Scheduling & Execution
Table of contentsTable of contents
Lesson 5: Project Period End Closing
Lesson 6: Project Analysis & Reporting
Lesson 7: Other SAP Proj. Mgt. Tools
©India SAP CoE, Slide 15
To carry end to end process of a project, the project goals must be defined and activitiesTo carry end to end process of a project, the project goals must be defined and activities
to be carried out must be structured. A clearly defined structured project is the basis forto be carried out must be structured. A clearly defined structured project is the basis for
its planning, monitoring, control and success.its planning, monitoring, control and success.
Project Structures
Depending on the type of project and the monitoring needs, projects in the Project System can
be structured using:
 Work breakdown structure (WBS)
We can use either Operative Projects or Standard projects for structuring the Project. Standard
WBS and standard networks allow you to standardize and reuse structures and sequences of
events in a project.
 Networks/Activities
©India SAP CoE, Slide 16
Project Structures
©India SAP CoE, Slide 17
Work Breakdown Structure
WBS Elements
A work breakdown structure is a model of a project, and
shows the project activities to be carried out as a hierarchical
structure there by split the project into manageable units. You
can define WBS hierarchy based on:
 Logic and Process oriented
 Function Oriented
 Object Oriented
WBS divides the project step-by-step into structure elements, these elements are called
work breakdown structure elements (WBS Elements). The various work packages in the
project are described in individual work breakdown structure elements (WBS elements).
You can further divide these elements at various levels until you reach the level of detail
you require.
©India SAP CoE, Slide 18
Project Definitions
Work Breakdown Structures
WBS Elements
Project Definitions
Project Definition and Work Breakdown
Structure
©India SAP CoE, Slide 19
Structure of a Project
Project Definition
CP-0001
Cell Tower
WBS Element
CP-0001
CP-0001- 1
Engineering
CP-0001- 2
Procurement
CP-0001- 3
Erection
CP-0001- 4
Acceptance
CP-0001- 1 - 1
Civil
CP-0001- 1 - 2
Mechanical
CP-0001- 2 - 1
PSU
CP-0001- 2 - 2
Electronic
CP-0001-2 -3
Cabin
Work Breakdown
Structure
Cell tower Construction
©India SAP CoE, Slide 20
 Confirmation
 Goods Issue
 Resource usage
 Basic Dates
 Scheduled Dates
 Actual Dates
 Original Budget
 Budget Updates
 Release Budgets
 Availability Control
 Purchase Requisition
 Purchase Order
Dates:
Budget:
Commitments:
Execution:
“WBS Structure”
 Planned Costs/Revenues
 Actual costs/Revenue
Costs & Revenues:
 Overheads
 Settlement
 Earned Value Analysis
Periodic Processing:
Breakdown Structures used for?
©India SAP CoE, Slide 21
Work Breakdown Structure
Prerequisites for WBS creation:
 Project profile
 Project Coding mask
 Project Definition
Data for WBS elements:
 Basic Data
 Project Responsibilities
 Organization Data
 Control Data
 Documents
 Project Summarization Data
 Settlement Rules
 Tax Depreciation Simulation Data
 Assets Under Construction
 Capital Investment Measures
©India SAP CoE, Slide 22
Control
 Field Key
 Simulation
 Status Profile
 Validation
 Substitution
Controlling
 Object Class
 Planner Profile
 Budget Profile
 Settlement Profile
 investment Profile
 …
Planning Board / Dates
 WBS Scheduling
 Planning Board Profile
 Hierarchy Graphic
 Network Profile
 Capacity req Planning
 …
Organization
 Controlling Area
 Company Code
 Business Area
 Profit center
 Plant
 Proj Currency
Project Profile
Project Profile
©India SAP CoE, Slide 23
Project Coding Mask
Special Characters for Projects
Length
of
Coding
Length
control
Entry
Tool
Entry
Tool
Coded
Proj only
Auto
Number
Assignm
ent
Coding Mask
Lock
Operative
structure
Lock
Standard
structure
I
Key 0 = number
X= Alphanumerical
©India SAP CoE, Slide 24
Project Definition
Project Definition
Project definition: It is a framework for a business undertaking with a fixed goal to achieve
with given resources. It contains dates and organizational information that are binding for the
entire project.
 Project Definition Description
 Person Responsible
 Applicant number
 Organization units
 Dates
©India SAP CoE, Slide 25
Data for WBS elements
12
3
4
5
6
1. Operative indicators
2. Responsibilities
3. Org. Assignments
4. Controlling Profiles
5. WBS Dates
6. User Fields
©India SAP CoE, Slide 26
Project Creation Methods
Project Builder
Hierarchy Graphic
Incorporate
Copy
Manual
= Operative Structure
= Standard Structure
1 2
3
4
©India SAP CoE, Slide 27
Project Creation
Using Project Builder
Current
project
Selected
Object
Overviews of
selected Object
Detailed screen for
Selected Object
Work List &
Templates
©India SAP CoE, Slide 28
Templates and Work Breakdown
Structures
XX-9999 CP-0001
CX- 9999-01 CX-9999-02 CP-0001-01
Template Operative
CP-0001-02
©India SAP CoE, Slide 29
Start
Finish
Include
Template
1 1
1.01 1.02 1.01
Template Operative
1.02
Include Template
©India SAP CoE, Slide 30
CRTD
CRTD CRTD
CRTD CRTD CRTD CRTD
PREL
PREL REL
CRTD REL REL REL
 What is Status control used for?
 To allow or Block certain business
transactions.
 How?
 Status are activated manually or
automatically by the system.
 Which elements?
 Project definition and WBS
elements are affected.
 Why system and user status?
 User status adds detail to the
system Status.
System Status & User Status Control
©India SAP CoE, Slide 31
System Status
SYSTEM STATUS
The following status are set by the system/user as the project progress through
different stages:
 CRTD Created (Automatic)
 REL Released (Manual)
 LKD Locked (Manual)
 UNLK Unlock (Manual)
 BUDG Project Budgeted (Automatic)
 AVAC Availability Control Activated (Automatic)
 …
©India SAP CoE, Slide 32
A status set by the user to complement the system status for a given status object. You can
use only a user status belonging to a status profile (defined in Customizing) and assigned to
the relevant status object.
User statuses enable you to extend the control of business processes managed by the
system status. You can set and delete user statuses manually when carrying out business
transactions.
WBS User Status
In the following steps you add the system status provided by SAP to your user status.
You can define a user status for:
 Project_definitions
 WBS elements
 Network headers and network activities
User Status’s
©India SAP CoE, Slide 33
Created (CRTD)
 Use
 Initial system status for new WBS elements
 Allows project structuring, date and cost planning.
 Allows Budgeting
 Prerequisites
 The superior WBS element MUST have status Created
Released (REL)
 Use
 Allows costs and revenues to be posted to the project
 Passed onto lower level WBS elements
 Prerequisites
 Created must have been set
CREATED
RELEASED
….. Cont
System Status (1)
©India SAP CoE, Slide 34
Technically Complete (TECO)
 Use
 For projects completed from a technical point of view.
 Allows costs and revenues to be posted to the project.
 Prerequisites
 Created or Released must have been set.
Closed (CLSD)
 Use
 Prevents actual postings.
 Prevents network creation.
 Prerequisites
 Released or Technically complete must have been set.
TECHNICALLY COMPLETE
FLAGGED FOR DELETION
CLOSED
Deletion Flag (DLFL)
 Use
 Objects are deleted logically, but not physically.
 Prerequisites
 Allowed if all costs have been settled completely.
 Allowed if there are no reservations or commitments.
System Status (2)
©India SAP CoE, Slide 35
Demo & Exercises
Menu path: Logistics  Project System  Project  CJ20N –
Project Builder
Transaction: CJ20N
Menu path: Logistics  Project System  Information System
 Structures  Individual Overviews  WBS Elements 
S_ALR_87015066 – WBS Elements
Transaction: S_ALR_87015066
Menu path: SAP Customizing Implementation Guide  Project
System  Operative Structures  Work Breakdown Structure
(WBS)  Create Project Profile
Transaction: OPSA
©India SAP CoE, Slide 36
Networks and Activities
Network / Activities
Networks
A network represents the flow of a project or of a task within a project.
During the life of a project, networks are used as a basis for planning,
analyzing, controlling and monitoring schedules, dates and resources
(such as people, machines, materials, documents and drawings).
You can assign networks to a project.
A network is a special type of work order that has the same structure
as production orders, maintenance orders, and inspection orders in
the System.
Activities
Individual tasks in the project are mapped as activities in a network.
Activities having the following characteristics:
 They have a duration.
 They have a defined start and a defined finish.
 Resources are needed to execute them.
 They incur costs.
©India SAP CoE, Slide 37
 Milestone Trend analysis
 Billing Milestones
 Work
 Dates, Capacities
 Costs
 Dates
 Costs
 Commitments
 Payments
 Dates
 Costs
 Commitments
 Payments
 Purchased Parts
 Overheads
 Settlement
 Process Costs
 Dates
 Costs
 Payments
Activities and Networks - FunctionsActivities and Networks - Functions
Internal Activity:
External Activity /
Service:
Material:
Periodic Processing:
Costs Activity:
Milestones:
“Network”
April
7
May
June
©India SAP CoE, Slide 38
 A network consists of the following:
 Activities
 Activity elements
 Relationships
Networks Structure (1)Networks Structure (1)
Engineering 40 Design 50 Production 60 Assembly 70 Start Up
30 Procurement
10
20 Work
Scheduling
Activity Relation shipLegend
©India SAP CoE, Slide 39
Networks Structure (2)
External
Service
 Reference Dates from Activity
 Start or Finish
 Activity Elements
 Work
 External
 Costs
 Service
 Four Types of Activities
 Internal Processing
 External Processing
 Costs, services
 General Cost Activities
©India SAP CoE, Slide 40
Engineering Assembly
Activity Relation shipLegend
Sub Networks
Production Start Up
Settlement Rule
Profit Center
Other data
Sub Network
Network
©India SAP CoE, Slide 41
Network Field Requirements
1
2
3
4
5
6
7
8
1. Network No and Description
2. Dates
3. Scheduling Parameters
4. Allocation (Header or Activity)
5. Assignment to Org Elements
6. MRP relevant control
7. Costing base from Profile
8. Purchase Requisition Control
©India SAP CoE, Slide 42
Network Graphic Details
Activity
number
Control
key
Duration
Description
Earliest
finish
Latest
finishFloats
Relationship
Activity
©India SAP CoE, Slide 43
Resource Planning
External
 External Processing
 Internal Processing
 Labor requirements
 Capacity requirements
 Materials
 Documents, PS Texts
 Milestones
W
Documents Materials
Internal

PS Texts Milestones
©India SAP CoE, Slide 44
Activities
Activity No
Control Key
Assignment
Work Related
Execution
factor
Execution
Constraints
assignments
External
Activity
©India SAP CoE, Slide 45
Activity to which the
milestone is
assigned
Parameter for
Progress Analysis
Parameter for
planned date in
relation to activity
Manual
planned date
Unique Milestone
number
Milestone Data
©India SAP CoE, Slide 46
Network Settings
Network
Network Types
Network Profile
Parameters for
Network Types
Settlement
ProfileStatus Profile
Number range
Planning Element
Classification Control
Planner Group
Procurement Indicator
Field Key
Graphic Profiles
Activity Parameters
External Activity
Internal Activity
Cost Activity
Service Activity
Settlement strategy
Release Strategy
Plan Cost Variant
Actual Cost
VariantAssignment type
PS-PP integration
Change Document control
Valid Receivers
Allocation Structure
Source Structure
PA transfer
Structure% of settlement
No of Distribution rules Allowed
Status number
Authorization Key
Business Transaction control
Stock Priority
PR for Network along with Resv.
Item Category
Change Profile
Activity Change control
Activity Element Change Control
Component Change control
PRT change Control
Costing Types
Costing Variant
Cost Component Structure
Costing Variants to Network
TypesMessage Types
Network Assignment
©India SAP CoE, Slide 47
WBS & Network comparison
WBS1
WBS1.1 WBS1.2
WBS1.1.1 WBS1.1.2 WBS1.2.1 WBS1.2.2
10
30
20
40 Network
 WBS
 Cost Control and Reporting
 Reflects Ownership
 Hierarchical Structuring
 NETWORK
 Work Control
 Reflects Execution Process
 Spread across Different WBS
elements
©India SAP CoE, Slide 48
Activities Assignment to WBS Elements
WBS1
WBS1.1 WBS1.2
WBS1.1.1 WBS1.1.2 WBS1.2.1 WBS1.2.2
10
30
20
40 Network
 Planning dates
 Planning Costs
 Settlement rules
 Milestones
 Billing Plans
©India SAP CoE, Slide 49
Network Creation Methods
Project Builder
Network Structure
Graphic
= Operative Structure
= Standard Structure
2
Manual
1
Copy 3
Incorporate 4
Copy Project Incl. Activities
5
©India SAP CoE, Slide 50
Network Creation
Click & Hold
Drop here
Result
©India SAP CoE, Slide 51
Click & Hold
Drop here
Result
Activity Creation
©India SAP CoE, Slide 52
Activity Element Creation
Click & Hold
Drop here
Result
©India SAP CoE, Slide 53
Demo & Exercises
Menu path: Logistics  Project System  Project
 CJ20N – Project Builder
Transaction: CJ20N
©India SAP CoE, Slide 54
Standard Structures
Be defining standard projects and networks you can standardize project management
referring back to data that has been derived from existing projects. Standardization is one
method of ensuring in the initial phase that projects are structured efficiently and
economically. A further advantage of standardizing project structures is that it makes the
processing of projects more transparent, enables the comparison of projects and
subsequently facilitates project controlling.
In the Project System there are several different standard structures that you can use as
templates to create operative structures.
 Standard project definitions
 Standard networks
 Standard work breakdown structures
 Standard milestones
©India SAP CoE, Slide 55
Standard Structures (Cont..)
 Standard project definitions
Neutral project definition, which can be used to create operative project definitions or
standard project definitions as templates. Project definitions are the frameworks of
projects and contains basic Organizational data i. e.
 Controlling Area
 Business area
 Company code
 Plant
 Factory calendar
 Standard networks
Project-neutral network structure, which can be used as a template when creating other
standard networks or operative networks. Creating operative networks by using standard
networks will save the time and increase the consistency of business process.
You can link standard networks with standard work breakdown structures in order to create
project templates, which contain both the project structure and the activities assigned to
the structure.
©India SAP CoE, Slide 56
From Standard Networks
While creating operative network using standard
network, if the standard Network is linked to standard
WBS, system will create operative WBS as well.
1
From Sale order
2
Creating operative network from Sales Order using
standard Network, system will create operative Network
with activities as standard Network and materials from
sales order.
From milestone
3
Creating operative Milestone from
standard milestone system will create
operative network from Standard
Network which is attached to standard
Milestone.
= Operative Structure
= Standard Structure
= Direct Assignment
= indirect Assignment
Standard Structures (Cont..)
©India SAP CoE, Slide 57
 Standard work breakdown structures
Neutral work breakdown structure that can be used more than once and serves as a
template for creating operative work breakdown structures
From Standard WBS
While creating operative WBS from standard
WBS, if WBS is linked with standard network,
system will not create operative network
2WBS From Standard Networks
While creating operative network using standard
network, if the standard Network is linked to standard
WBS, system will create operative WBS as well.
1
 Standard milestones
Standard milestones are used for creating milestones and other standard milestones. You
can combine different standard Milestones in a milestone group.
From milestone
3
Standard Structures (Cont..)
©India SAP CoE, Slide 58
The Project Builder is a user-friendly method of accessing the Project System, which
enables you to edit your projects quickly and efficiently.
It gives the option of Context sensitive menus, Drag & Drop, and the capability to define
your own worklist and templates pool.
Use:
 Create, change or display all project structure data in one transaction
 Graphic views (hierarchy and network graphic)
 Project planning board with all its overviews (capacity, costs, component, and
maintenance order overviews)
 Can define a user-specific worklist and a user-specific templates pool
 Can make user-specific changes to the settings
Project Builder
©India SAP CoE, Slide 59
Project Builder
Structure
Tree
Worklist
and
Templates
Work Area
Selected Project
& Project Tree
Worklists &
templates
Proj. Definition
and Structure
Work Area
©India SAP CoE, Slide 60
Worklists and Templates
©India SAP CoE, Slide 61
Planning Board
Entry Area
Worklist Preview Of
last Project
Gantt Chart
Over view buttons
WBS structure
Templates & individual
objects
©India SAP CoE, Slide 62
Hierarchy Graphic
Gantt Chart
Network Graphic
Business Graphic
Graphics of Planning Board
©India SAP CoE, Slide 63
Structure Planning
Structure planning will be used if you have a more precise idea of the structure of the project.
Using structure planning you can enter WBS elements and Activities together. Structure
planning is having two views i.e.
 WBS elements
 Network activities
Use:
 Create Projects and activities
 Maintain already created projects
 Analysis
 Capacity leveling
 Cost overviews as for activities
©India SAP CoE, Slide 64
Structure Planning (Cont..)
WBS element View
Network View
©India SAP CoE, Slide 65
Demo & Exercises
Menu path: Logistics  Project System  Project
 CJ20N – Project Builder
Transaction: CJ20N
Menu path: Logistics  Project System  Project
 CJ27 – Project Planning Board
Transaction: CJ27, CJ2B and CJ2C
Menu path: Logistics  Project System  Project
 Special Maintenance Functions  CJ2D Structure
Planning
Transaction: CJ2D, CJ20 and CJ2A
©India SAP CoE, Slide 66
Lesson Summary
 Project Header
 WBS structure
 Networks
 Sub networks
 Activities
 Activity Elements
 Standard structures
 Standard Networks
 Standard milestones
 Project builder
 Project Planning Board
 Network Graphic
 Project coding mask
 Project profiles
©India SAP CoE, Slide 67
Reference links
1.1. http://help.sap.com/saphelp_46c/helpdata/en/04/926eae46fhttp://help.sap.com/saphelp_46c/helpdata/en/04/926eae46f
311d189470000e829fbbd/frameset.htm311d189470000e829fbbd/frameset.htm

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SAP PS Intro

  • 1. ©India SAP CoE, Slide 1 Introduction to SAP Project SystemsIntroduction to SAP Project Systems Prerana Dhumale
  • 2. ©India SAP CoE, Slide 2 Target AudienceTarget Audience This course is intended for the following audiences:This course is intended for the following audiences:  Project teamsProject teams  SAP ConsultantsSAP Consultants
  • 3. ©India SAP CoE, Slide 3 ObjectivesObjectives 2
  • 4. ©India SAP CoE, Slide 4 Lesson 0: Introduction Lesson 1: Project Structures Lesson 2: Project Planning Lesson 3: Project Budgeting Contents Lesson 4: Scheduling & Execution Table of contentsTable of contents Lesson 5: Project Period End Closing Lesson 6: Project Analysis & Reporting Lesson 7: Other SAP Proj. Mgt. Tools
  • 5. ©India SAP CoE, Slide 5 Introduction - Project Systems  What is a Project? A temporary endeavor undertaken to create an unique product or service, as a result that a company carries out, characterized by the uniqueness of its general conditions and constraints. These conditions include,  Objectives of the project  Time frame for executing it  Financial and capacity-related restrictions SAP PS SAP PS is a project management tool that assists you throughout all the phases of your project. Through the high level of integration between SAP PS and other SAP functions, such as Logistics, Accounting, and Human Resources, SAP PS ensures that the necessary business processes are handled quickly and efficiently. Projects usually involve cross- departmental and highly complex business processes. Projects are often cost-intensive, time- consuming, and of strategic importance. Project Constraints
  • 6. ©India SAP CoE, Slide 6 Introduction - Project Systems Project Types  Internal Projects Projects financed internally with in the Organization for their New, Expansions, Overheads, R&D and so on. These project types are:  Overhead Cost Projects (Ex: Maintenance, shutdown and R&D projects)  Capital Investment Projects (Ex: Building a factory, Expanding existing facility)  External Projects Projects financed from external organizations or Agencies and creating revenue’s to the executing/undertaking Organization.  Customer Projects (Ex: Building a Cell Tower, building roads and Bridges etc)
  • 7. ©India SAP CoE, Slide 7  Key Functions:Key Functions:  To carry out complex, unique, and high degree of risk activitiesTo carry out complex, unique, and high degree of risk activities in a structured manner.in a structured manner.  To monitor dates and schedules.To monitor dates and schedules.  To monitor costs and revenues.To monitor costs and revenues.  To Control of budget .To Control of budget .  To trigger Billing schedules, cash flow plans.To trigger Billing schedules, cash flow plans.  Resource allocation and monitoring.Resource allocation and monitoring.  To monitor, track and control Project purchases.To monitor, track and control Project purchases.  To monitor the Project progress w.r.t. Cost, Time, Revenue andTo monitor the Project progress w.r.t. Cost, Time, Revenue and % of completion.% of completion.  Simulations and Flexible reportingSimulations and Flexible reporting Introduction - Project Systems (cont…)
  • 8. ©India SAP CoE, Slide 8 Introduction - Project Systems (cont…)  Comparison with Other Applications:  Flexibility of PS making its use more common  Flexibility to Operate Higher level with in the Organization.  Flexibility in integrating with other external applications.  PS has very tight integration with the FI/CO modules  FI/CO has a much broader usage on projects.  Flexible Reporting and Monitoring tools  Tight integration with new generation Project Management tools
  • 9. ©India SAP CoE, Slide 9 Introduction - Project Systems (cont…)  Project System Org. Structure ElementsProject System Org. Structure Elements The Project System has no organizational structures of its own. Various elements already defined in Accounting and Logistics will be used in Projects. These elements will be assigned to various Project Structure elements. Required elements are:  Controlling Area  Business Area if defined  Company Code  Profit Centre  Plant  Currency  Technical Location/Equipment  Responsible Cost Center  Investment Program  Joint Venture  Jurisdiction Code  Purchase Organization  Purchase Group  Storage Location
  • 10. ©India SAP CoE, Slide 10 Investment Project Process ProductionProduction AdministrationAdministration MaintenanceMaintenance I M Inv. Prog “Investment Positions” Approval Budgeting Implementation Retirement Replacement investment Planning Idea Appropriation Request Investment Measure “Pre-Investment” Business Planning Settlement and capitalization Maintenance and use 10 PS
  • 11. ©India SAP CoE, Slide 11 Customer Project Process ( ETO) Create QuotationCreate Quotation Create Sales OrderCreate Sales Order SDSDSDSD Create Enquiry Proj. Planning Budgeting & Approvals Procurement Settlement Project Close Proj. Creation Proj. Execution Delivery 11 PS Billing & InvoicingBilling & Invoicing
  • 12. ©India SAP CoE, Slide 12 Customer Project Process - Construction Create ProjectCreate Project Enquiry to Proj.Enquiry to Proj. Create Enquiry 12 Standard WBS Standard Network Concept & Product Development Schedule ProjectSchedule Project Vendor QuotationsVendor Quotations Price ComparisonPrice Comparison Make Or Buy BuyMake Assign Mat to Proj.Assign Mat to Proj. Proj. SimulationProj. Simulation Create POCreate PO GRGR Create Sale OrderCreate Sale Order Create Billing & Invoice Plan Create Billing & Invoice Plan Release ProjectRelease Project Release ExecutionRelease Execution Delivery & BillingDelivery & Billing Project CloseProject Close
  • 13. ©India SAP CoE, Slide 13 Integration Functions With Other ModulesIntegration Functions With Other Modules 13 -Sales promotion Proj -Sales Campaign - ETO process - Milestone Billing - Stocks - reservations - Material issue - Material Value - Direct Capitalization - Invoice receipt - Revenue recognition - Person Responsible - Workflow - Partner functions - Confirmation with personnel number -Capitalisation - Depreciation - AuC - Asset balances - Financial Statements - Purchasing - Contract - Goods receipt - Invoice receipt - Assembly processing - IM Program - Position ID - AR - Budget Distribution - Proj. Creation - Internal Order controlling - Settlement - Cost Centre accounting - Settlement CC SD MM FI CO IM PP MM AM HR Project Systems Project Structure History PS - Order Creation - Planning - Budgeting - Order Cost control - AuC, Fixed Asset P M
  • 14. ©India SAP CoE, Slide 14 Lesson 0: Introduction Lesson 1: Project Structures Lesson 2: Project Planning Lesson 3: Project Budgeting Contents Lesson 4: Scheduling & Execution Table of contentsTable of contents Lesson 5: Project Period End Closing Lesson 6: Project Analysis & Reporting Lesson 7: Other SAP Proj. Mgt. Tools
  • 15. ©India SAP CoE, Slide 15 To carry end to end process of a project, the project goals must be defined and activitiesTo carry end to end process of a project, the project goals must be defined and activities to be carried out must be structured. A clearly defined structured project is the basis forto be carried out must be structured. A clearly defined structured project is the basis for its planning, monitoring, control and success.its planning, monitoring, control and success. Project Structures Depending on the type of project and the monitoring needs, projects in the Project System can be structured using:  Work breakdown structure (WBS) We can use either Operative Projects or Standard projects for structuring the Project. Standard WBS and standard networks allow you to standardize and reuse structures and sequences of events in a project.  Networks/Activities
  • 16. ©India SAP CoE, Slide 16 Project Structures
  • 17. ©India SAP CoE, Slide 17 Work Breakdown Structure WBS Elements A work breakdown structure is a model of a project, and shows the project activities to be carried out as a hierarchical structure there by split the project into manageable units. You can define WBS hierarchy based on:  Logic and Process oriented  Function Oriented  Object Oriented WBS divides the project step-by-step into structure elements, these elements are called work breakdown structure elements (WBS Elements). The various work packages in the project are described in individual work breakdown structure elements (WBS elements). You can further divide these elements at various levels until you reach the level of detail you require.
  • 18. ©India SAP CoE, Slide 18 Project Definitions Work Breakdown Structures WBS Elements Project Definitions Project Definition and Work Breakdown Structure
  • 19. ©India SAP CoE, Slide 19 Structure of a Project Project Definition CP-0001 Cell Tower WBS Element CP-0001 CP-0001- 1 Engineering CP-0001- 2 Procurement CP-0001- 3 Erection CP-0001- 4 Acceptance CP-0001- 1 - 1 Civil CP-0001- 1 - 2 Mechanical CP-0001- 2 - 1 PSU CP-0001- 2 - 2 Electronic CP-0001-2 -3 Cabin Work Breakdown Structure Cell tower Construction
  • 20. ©India SAP CoE, Slide 20  Confirmation  Goods Issue  Resource usage  Basic Dates  Scheduled Dates  Actual Dates  Original Budget  Budget Updates  Release Budgets  Availability Control  Purchase Requisition  Purchase Order Dates: Budget: Commitments: Execution: “WBS Structure”  Planned Costs/Revenues  Actual costs/Revenue Costs & Revenues:  Overheads  Settlement  Earned Value Analysis Periodic Processing: Breakdown Structures used for?
  • 21. ©India SAP CoE, Slide 21 Work Breakdown Structure Prerequisites for WBS creation:  Project profile  Project Coding mask  Project Definition Data for WBS elements:  Basic Data  Project Responsibilities  Organization Data  Control Data  Documents  Project Summarization Data  Settlement Rules  Tax Depreciation Simulation Data  Assets Under Construction  Capital Investment Measures
  • 22. ©India SAP CoE, Slide 22 Control  Field Key  Simulation  Status Profile  Validation  Substitution Controlling  Object Class  Planner Profile  Budget Profile  Settlement Profile  investment Profile  … Planning Board / Dates  WBS Scheduling  Planning Board Profile  Hierarchy Graphic  Network Profile  Capacity req Planning  … Organization  Controlling Area  Company Code  Business Area  Profit center  Plant  Proj Currency Project Profile Project Profile
  • 23. ©India SAP CoE, Slide 23 Project Coding Mask Special Characters for Projects Length of Coding Length control Entry Tool Entry Tool Coded Proj only Auto Number Assignm ent Coding Mask Lock Operative structure Lock Standard structure I Key 0 = number X= Alphanumerical
  • 24. ©India SAP CoE, Slide 24 Project Definition Project Definition Project definition: It is a framework for a business undertaking with a fixed goal to achieve with given resources. It contains dates and organizational information that are binding for the entire project.  Project Definition Description  Person Responsible  Applicant number  Organization units  Dates
  • 25. ©India SAP CoE, Slide 25 Data for WBS elements 12 3 4 5 6 1. Operative indicators 2. Responsibilities 3. Org. Assignments 4. Controlling Profiles 5. WBS Dates 6. User Fields
  • 26. ©India SAP CoE, Slide 26 Project Creation Methods Project Builder Hierarchy Graphic Incorporate Copy Manual = Operative Structure = Standard Structure 1 2 3 4
  • 27. ©India SAP CoE, Slide 27 Project Creation Using Project Builder Current project Selected Object Overviews of selected Object Detailed screen for Selected Object Work List & Templates
  • 28. ©India SAP CoE, Slide 28 Templates and Work Breakdown Structures XX-9999 CP-0001 CX- 9999-01 CX-9999-02 CP-0001-01 Template Operative CP-0001-02
  • 29. ©India SAP CoE, Slide 29 Start Finish Include Template 1 1 1.01 1.02 1.01 Template Operative 1.02 Include Template
  • 30. ©India SAP CoE, Slide 30 CRTD CRTD CRTD CRTD CRTD CRTD CRTD PREL PREL REL CRTD REL REL REL  What is Status control used for?  To allow or Block certain business transactions.  How?  Status are activated manually or automatically by the system.  Which elements?  Project definition and WBS elements are affected.  Why system and user status?  User status adds detail to the system Status. System Status & User Status Control
  • 31. ©India SAP CoE, Slide 31 System Status SYSTEM STATUS The following status are set by the system/user as the project progress through different stages:  CRTD Created (Automatic)  REL Released (Manual)  LKD Locked (Manual)  UNLK Unlock (Manual)  BUDG Project Budgeted (Automatic)  AVAC Availability Control Activated (Automatic)  …
  • 32. ©India SAP CoE, Slide 32 A status set by the user to complement the system status for a given status object. You can use only a user status belonging to a status profile (defined in Customizing) and assigned to the relevant status object. User statuses enable you to extend the control of business processes managed by the system status. You can set and delete user statuses manually when carrying out business transactions. WBS User Status In the following steps you add the system status provided by SAP to your user status. You can define a user status for:  Project_definitions  WBS elements  Network headers and network activities User Status’s
  • 33. ©India SAP CoE, Slide 33 Created (CRTD)  Use  Initial system status for new WBS elements  Allows project structuring, date and cost planning.  Allows Budgeting  Prerequisites  The superior WBS element MUST have status Created Released (REL)  Use  Allows costs and revenues to be posted to the project  Passed onto lower level WBS elements  Prerequisites  Created must have been set CREATED RELEASED ….. Cont System Status (1)
  • 34. ©India SAP CoE, Slide 34 Technically Complete (TECO)  Use  For projects completed from a technical point of view.  Allows costs and revenues to be posted to the project.  Prerequisites  Created or Released must have been set. Closed (CLSD)  Use  Prevents actual postings.  Prevents network creation.  Prerequisites  Released or Technically complete must have been set. TECHNICALLY COMPLETE FLAGGED FOR DELETION CLOSED Deletion Flag (DLFL)  Use  Objects are deleted logically, but not physically.  Prerequisites  Allowed if all costs have been settled completely.  Allowed if there are no reservations or commitments. System Status (2)
  • 35. ©India SAP CoE, Slide 35 Demo & Exercises Menu path: Logistics  Project System  Project  CJ20N – Project Builder Transaction: CJ20N Menu path: Logistics  Project System  Information System  Structures  Individual Overviews  WBS Elements  S_ALR_87015066 – WBS Elements Transaction: S_ALR_87015066 Menu path: SAP Customizing Implementation Guide  Project System  Operative Structures  Work Breakdown Structure (WBS)  Create Project Profile Transaction: OPSA
  • 36. ©India SAP CoE, Slide 36 Networks and Activities Network / Activities Networks A network represents the flow of a project or of a task within a project. During the life of a project, networks are used as a basis for planning, analyzing, controlling and monitoring schedules, dates and resources (such as people, machines, materials, documents and drawings). You can assign networks to a project. A network is a special type of work order that has the same structure as production orders, maintenance orders, and inspection orders in the System. Activities Individual tasks in the project are mapped as activities in a network. Activities having the following characteristics:  They have a duration.  They have a defined start and a defined finish.  Resources are needed to execute them.  They incur costs.
  • 37. ©India SAP CoE, Slide 37  Milestone Trend analysis  Billing Milestones  Work  Dates, Capacities  Costs  Dates  Costs  Commitments  Payments  Dates  Costs  Commitments  Payments  Purchased Parts  Overheads  Settlement  Process Costs  Dates  Costs  Payments Activities and Networks - FunctionsActivities and Networks - Functions Internal Activity: External Activity / Service: Material: Periodic Processing: Costs Activity: Milestones: “Network” April 7 May June
  • 38. ©India SAP CoE, Slide 38  A network consists of the following:  Activities  Activity elements  Relationships Networks Structure (1)Networks Structure (1) Engineering 40 Design 50 Production 60 Assembly 70 Start Up 30 Procurement 10 20 Work Scheduling Activity Relation shipLegend
  • 39. ©India SAP CoE, Slide 39 Networks Structure (2) External Service  Reference Dates from Activity  Start or Finish  Activity Elements  Work  External  Costs  Service  Four Types of Activities  Internal Processing  External Processing  Costs, services  General Cost Activities
  • 40. ©India SAP CoE, Slide 40 Engineering Assembly Activity Relation shipLegend Sub Networks Production Start Up Settlement Rule Profit Center Other data Sub Network Network
  • 41. ©India SAP CoE, Slide 41 Network Field Requirements 1 2 3 4 5 6 7 8 1. Network No and Description 2. Dates 3. Scheduling Parameters 4. Allocation (Header or Activity) 5. Assignment to Org Elements 6. MRP relevant control 7. Costing base from Profile 8. Purchase Requisition Control
  • 42. ©India SAP CoE, Slide 42 Network Graphic Details Activity number Control key Duration Description Earliest finish Latest finishFloats Relationship Activity
  • 43. ©India SAP CoE, Slide 43 Resource Planning External  External Processing  Internal Processing  Labor requirements  Capacity requirements  Materials  Documents, PS Texts  Milestones W Documents Materials Internal  PS Texts Milestones
  • 44. ©India SAP CoE, Slide 44 Activities Activity No Control Key Assignment Work Related Execution factor Execution Constraints assignments External Activity
  • 45. ©India SAP CoE, Slide 45 Activity to which the milestone is assigned Parameter for Progress Analysis Parameter for planned date in relation to activity Manual planned date Unique Milestone number Milestone Data
  • 46. ©India SAP CoE, Slide 46 Network Settings Network Network Types Network Profile Parameters for Network Types Settlement ProfileStatus Profile Number range Planning Element Classification Control Planner Group Procurement Indicator Field Key Graphic Profiles Activity Parameters External Activity Internal Activity Cost Activity Service Activity Settlement strategy Release Strategy Plan Cost Variant Actual Cost VariantAssignment type PS-PP integration Change Document control Valid Receivers Allocation Structure Source Structure PA transfer Structure% of settlement No of Distribution rules Allowed Status number Authorization Key Business Transaction control Stock Priority PR for Network along with Resv. Item Category Change Profile Activity Change control Activity Element Change Control Component Change control PRT change Control Costing Types Costing Variant Cost Component Structure Costing Variants to Network TypesMessage Types Network Assignment
  • 47. ©India SAP CoE, Slide 47 WBS & Network comparison WBS1 WBS1.1 WBS1.2 WBS1.1.1 WBS1.1.2 WBS1.2.1 WBS1.2.2 10 30 20 40 Network  WBS  Cost Control and Reporting  Reflects Ownership  Hierarchical Structuring  NETWORK  Work Control  Reflects Execution Process  Spread across Different WBS elements
  • 48. ©India SAP CoE, Slide 48 Activities Assignment to WBS Elements WBS1 WBS1.1 WBS1.2 WBS1.1.1 WBS1.1.2 WBS1.2.1 WBS1.2.2 10 30 20 40 Network  Planning dates  Planning Costs  Settlement rules  Milestones  Billing Plans
  • 49. ©India SAP CoE, Slide 49 Network Creation Methods Project Builder Network Structure Graphic = Operative Structure = Standard Structure 2 Manual 1 Copy 3 Incorporate 4 Copy Project Incl. Activities 5
  • 50. ©India SAP CoE, Slide 50 Network Creation Click & Hold Drop here Result
  • 51. ©India SAP CoE, Slide 51 Click & Hold Drop here Result Activity Creation
  • 52. ©India SAP CoE, Slide 52 Activity Element Creation Click & Hold Drop here Result
  • 53. ©India SAP CoE, Slide 53 Demo & Exercises Menu path: Logistics  Project System  Project  CJ20N – Project Builder Transaction: CJ20N
  • 54. ©India SAP CoE, Slide 54 Standard Structures Be defining standard projects and networks you can standardize project management referring back to data that has been derived from existing projects. Standardization is one method of ensuring in the initial phase that projects are structured efficiently and economically. A further advantage of standardizing project structures is that it makes the processing of projects more transparent, enables the comparison of projects and subsequently facilitates project controlling. In the Project System there are several different standard structures that you can use as templates to create operative structures.  Standard project definitions  Standard networks  Standard work breakdown structures  Standard milestones
  • 55. ©India SAP CoE, Slide 55 Standard Structures (Cont..)  Standard project definitions Neutral project definition, which can be used to create operative project definitions or standard project definitions as templates. Project definitions are the frameworks of projects and contains basic Organizational data i. e.  Controlling Area  Business area  Company code  Plant  Factory calendar  Standard networks Project-neutral network structure, which can be used as a template when creating other standard networks or operative networks. Creating operative networks by using standard networks will save the time and increase the consistency of business process. You can link standard networks with standard work breakdown structures in order to create project templates, which contain both the project structure and the activities assigned to the structure.
  • 56. ©India SAP CoE, Slide 56 From Standard Networks While creating operative network using standard network, if the standard Network is linked to standard WBS, system will create operative WBS as well. 1 From Sale order 2 Creating operative network from Sales Order using standard Network, system will create operative Network with activities as standard Network and materials from sales order. From milestone 3 Creating operative Milestone from standard milestone system will create operative network from Standard Network which is attached to standard Milestone. = Operative Structure = Standard Structure = Direct Assignment = indirect Assignment Standard Structures (Cont..)
  • 57. ©India SAP CoE, Slide 57  Standard work breakdown structures Neutral work breakdown structure that can be used more than once and serves as a template for creating operative work breakdown structures From Standard WBS While creating operative WBS from standard WBS, if WBS is linked with standard network, system will not create operative network 2WBS From Standard Networks While creating operative network using standard network, if the standard Network is linked to standard WBS, system will create operative WBS as well. 1  Standard milestones Standard milestones are used for creating milestones and other standard milestones. You can combine different standard Milestones in a milestone group. From milestone 3 Standard Structures (Cont..)
  • 58. ©India SAP CoE, Slide 58 The Project Builder is a user-friendly method of accessing the Project System, which enables you to edit your projects quickly and efficiently. It gives the option of Context sensitive menus, Drag & Drop, and the capability to define your own worklist and templates pool. Use:  Create, change or display all project structure data in one transaction  Graphic views (hierarchy and network graphic)  Project planning board with all its overviews (capacity, costs, component, and maintenance order overviews)  Can define a user-specific worklist and a user-specific templates pool  Can make user-specific changes to the settings Project Builder
  • 59. ©India SAP CoE, Slide 59 Project Builder Structure Tree Worklist and Templates Work Area Selected Project & Project Tree Worklists & templates Proj. Definition and Structure Work Area
  • 60. ©India SAP CoE, Slide 60 Worklists and Templates
  • 61. ©India SAP CoE, Slide 61 Planning Board Entry Area Worklist Preview Of last Project Gantt Chart Over view buttons WBS structure Templates & individual objects
  • 62. ©India SAP CoE, Slide 62 Hierarchy Graphic Gantt Chart Network Graphic Business Graphic Graphics of Planning Board
  • 63. ©India SAP CoE, Slide 63 Structure Planning Structure planning will be used if you have a more precise idea of the structure of the project. Using structure planning you can enter WBS elements and Activities together. Structure planning is having two views i.e.  WBS elements  Network activities Use:  Create Projects and activities  Maintain already created projects  Analysis  Capacity leveling  Cost overviews as for activities
  • 64. ©India SAP CoE, Slide 64 Structure Planning (Cont..) WBS element View Network View
  • 65. ©India SAP CoE, Slide 65 Demo & Exercises Menu path: Logistics  Project System  Project  CJ20N – Project Builder Transaction: CJ20N Menu path: Logistics  Project System  Project  CJ27 – Project Planning Board Transaction: CJ27, CJ2B and CJ2C Menu path: Logistics  Project System  Project  Special Maintenance Functions  CJ2D Structure Planning Transaction: CJ2D, CJ20 and CJ2A
  • 66. ©India SAP CoE, Slide 66 Lesson Summary  Project Header  WBS structure  Networks  Sub networks  Activities  Activity Elements  Standard structures  Standard Networks  Standard milestones  Project builder  Project Planning Board  Network Graphic  Project coding mask  Project profiles
  • 67. ©India SAP CoE, Slide 67 Reference links 1.1. http://help.sap.com/saphelp_46c/helpdata/en/04/926eae46fhttp://help.sap.com/saphelp_46c/helpdata/en/04/926eae46f 311d189470000e829fbbd/frameset.htm311d189470000e829fbbd/frameset.htm

Editor's Notes

  1. Idea will be created for new investment with in the Organization. Idea in the form of AR(Appropriation Request) will be created in the system and assigned to appropriate Investment Position ID. You can plan with various versions in AR and one of the plan version will get approved. AR has to be converted to Project on approval. Project can be created based on Templates or independent of Templates Once Proj is created, create the complete WBS structure and can Budget the measure from IM. Then Proj will follow the normal project process During release one needs to check that AuC will be available for periodic settlement. Proj will be closed after final settlement to Asset ( Asset capitalization) Once Project completed
  2. This project process if for the construction for example, Power station. Major process steps are:- Concept and Product development Creating Enquiry Creating Project with ref to Standard WBS or Network Link enquiry to Proj and derive dates Use various simulations for dates and costs Create vendor quotation for Make or Buy decision for components Compare the both and take a decision If for internal production use Production cycle and Product BOM material Create sales Order, billing plan and invoice plan Release the Proj. Execute the Proj. Confirm and Delivery Billing and Invoicing Settlement and closing
  3. The work breakdown structure (WBS) Is a model of the project that organizes project tasks into a hierarchy. It is the functional basis for further planning steps in a project, for example, for process planning, cost planning, scheduling, capacity planning or costing, as well as project control. It gives you a clear picture of the project and facilitates the coordination and implementation of the project from a management standpoint. It shows the work involved in a project. It should be set up with the reporting needs kept in mind. Its is through the WBS Elements that costs are recorded and as such reported.
  4. Common abbreviations WBS (work breakdown structure) WBS element (work breakdown structure element) A work breakdown structure comprises work breakdown structure elements and their hierarchical structure. The project definition contains default values and profile data for the WBS elements, for example assignments to particular organizational units in the system. The basic dates for the entire project and the planning parameters for costs and dates are stored at the project definition level.
  5. When you create a work breakdown structure, you also have to create a project definition. The project definition is a framework for all the objects created within a project. The project definition contains data that affects the entire project (for example, start and finish dates, organizational data, and planning parameters). It contains default values that can be passed on to the WBS elements. The controlling area, which you specify when you create a project definition, is unique for the entire project. You specify it once you have created the project. You define organizational units such as company code, business area, profit center, and plant for each WBS element. You can use the Project Builder or the project planning board to create and change the project definition and work breakdown structure. You can edit projects in tabular or graphical mode.
  6. The work breakdown structure forms the basis for all subsequent planning tasks in the project. The emphasis here is on planning, analysis, description, control, and monitoring of costs, basic dates, and the budget. Dates, costs, and outgoing payments are often planned using activities which are assigned to WBS elements. the WBS Element Structure should be setup to facilitate reporting and the financial control of the project.
  7. A work breakdown structure is a model of a project, and shows the project activities to be carried out as a hierarchical structure. The various work packages in the project are described in individual work breakdown structure elements (WBS elements). You can further divide these elements at various levels until you reach the level of detail you require. The WBS elements are the objects that are actually used for planning and updating actual data. The focus here is on planning, controlling, and analyzing costs, basic dates, and budgets. Because the work breakdown structure is structured hierarchically, the data can be summarized and displayed for the corresponding higher-level WBS elements. When you create a work breakdown structure, you also have to create a project definition. The project definition is a framework for all the objects created within a project. The project definition contains data that affects the entire project (for example, start and finish dates, organizational data, and planning parameters). It contains default values that can be passed on to the WBS elements. The controlling area, which you specify when you create a project definition, is unique for the entire project. You specify it once you have created the project. You define organizational units such as company code, business area, profit center, and plant for each WBS element. You can use the Project Builder or the project planning board to create and change the project definition and work breakdown structure. You can edit projects in tabular or graphical mode.
  8. The project profile is the most important profile for the work breakdown structure. It contains default values and control data for the project. For the sake of clarity, the project profile is subdivided into four sections: Control, Organization, Planning board/dates and Controlling.
  9. A work breakdown structure is a model of a project, and shows the project activities to be carried out as a hierarchical structure. The various work packages in the project are described in individual work breakdown structure elements (WBS elements). You can further divide these elements at various levels until you reach the level of detail you require. The WBS elements are the objects that are actually used for planning and updating actual data. The focus here is on planning, controlling, and analyzing costs, basic dates, and budgets. Because the work breakdown structure is structured hierarchically, the data can be summarized and displayed for the corresponding higher-level WBS elements. When you create a work breakdown structure, you also have to create a project definition. The project definition is a framework for all the objects created within a project. The project definition contains data that affects the entire project (for example, start and finish dates, organizational data, and planning parameters). It contains default values that can be passed on to the WBS elements. The controlling area, which you specify when you create a project definition, is unique for the entire project. You specify it once you have created the project. You define organizational units such as company code, business area, profit center, and plant for each WBS element. You can use the Project Builder or the project planning board to create and change the project definition and work breakdown structure. You can edit projects in tabular or graphical mode.
  10. A work breakdown structure is a model of a project, and shows the project activities to be carried out as a hierarchical structure. The various work packages in the project are described in individual work breakdown structure elements (WBS elements). You can further divide these elements at various levels until you reach the level of detail you require. The WBS elements are the objects that are actually used for planning and updating actual data. The focus here is on planning, controlling, and analyzing costs, basic dates, and budgets. Because the work breakdown structure is structured hierarchically, the data can be summarized and displayed for the corresponding higher-level WBS elements. When you create a work breakdown structure, you also have to create a project definition. You create a project definition automatically when you create a work breakdown structure. The project definition is a framework for all the objects created within a project. The project definition contains data that affects the entire project (for example, start and finish dates, organizational data, and planning parameters). It contains default values that can be passed on to the WBS elements.
  11. You use operative indicators to define the characteristics of a WBS element, and to specify what tasks the WBS element will assume during project execution: WBS elements for which you want to plan costs are flagged as planning elements. WBS elements to which you want to post actual costs are flagged as account assignment elements. WBS elements for which you want to plan or post revenues are flagged as billing elements. Other indicators for WBS element functions during project execution are: Statistical and grouping element The "Statistical" indicator specifies whether a WBS element is used only for statistical purposes, or whether it works with real costs. You can only specify that a WBS element is statistical if it is an accounting element or a billing element. You use grouping WBS elements to group the material requirements from several WBS elements for components kept in project stock in one or more projects on one WBS element.
  12. In addition to maintaining projects manually in the Project Builder or using the hierarchy graphic (1, 2), you can also use existing project structures or standard projects as templates to copy from. When you create a new WBS, you can use an existing WBS, a section of the project hierarchy, or a standard WBS as a template to copy from. You can also incorporate WBS elements from other projects or from a standard WBS in an existing WBS (3, 4). Other transactions are available in addition to the Project Builder, for example the project planning board for creating and editing a WBS.
  13. There are various ways of creating and editing a work breakdown structure. The Project Builder is a clearly-structured tool in SAP Project System (SAP PS) that is extremely user-friendly and allows projects to be edited quickly and efficiently. You can use the Project Builder to maintain any object in SAP PS, except for the assignment of production resources and tools (PRT). Context-sensitive menus, Drag & Drop, and the option of defining your own work list and set of templates help you edit your projects more easily. The Project Builder consists of a window divided into three areas: the structure overview is in the top left of the window, the work list in the bottom left, and on the right is an area of displaying and editing data. The structure contains the selected project data of the current project with its hierarchical relationships. You use the work list to store frequently-used projects, networks, and WBS elements on a user-specific basis. The work list always displays a list of the last five projects edited. The templates are used as a set of proposals while a project is being edited from which you can incorporate new elements in the project and integrate copy templates.
  14. You can now create operative WBS elements. You can do this manually or by using templates. In the latter case, you can decide whether you want to transfer the whole structure or only a part of it. The template can be a standard work breakdown structure or an existing operative work breakdown structure. You can also include several templates in an operative work breakdown structure.
  15. Internally processed activities: you determine the amount of Work produced by machines or persons, and use this information in resource planning to plan the capacity requirement. External processing: Services are required from other companies to carry out the project. The development of external processing occurs through purchasing. External Service management: Plan unplanned and planned services for carrying out the project. The development of external services management occurs through purchasing. General costs activity: Plan primary costs, for example, travel costs.
  16. In the network header you can enter the following data, which are used as default values for the entire network: Assignments to other objects, for example, project definition, WBS element or sales document System status Basic start and finish dates of the network as well as indicators for scheduling Release and scheduled dates Assignments of organizational data, such as profit center and business area Costing data, for example, costing sheet and results analysis key Administrative Data
  17. Using internally processed activities you determine the amount of Work produced by machines or persons, and use this information in resource planning to plan the capacity requirement. Using external processing you determine which services are required from other companies to carry out the project. The development of external processing occurs through purchasing. Using external service management you plan unplanned and planned services for carrying out the project. The development of external services management occurs through purchasing. Using general costs activity you plan primary costs, for example, travel costs.
  18. A sub network is a network which covers only part of a project and is linked in relationships with other sub networks in the same project. You can use sub networks to refine and detail your networks as planning progresses. The system treats sub networks and networks the same, that is, you can plan dates, capacities, costs, materials and production resource/tools also with a sub network.
  19. Resource planning in networks includes the planning of internal and external activities, the procurement of materials, the assignment of texts and documents as well as the planning of milestones. When you plan milestone dates or determine the dates on which materials are required, you can reference the dates of the superiordinate.
  20. In addition to maintaining data manually and in the network graphic (1, 2), you can also use existing operative structures or standard structures as templates to copy from. When you create activities, you can use a standard network or an existing network as a template to copy from (3). You can also incorporate standard networks in an existing network (4). Using the Project Builder or the project planning board, you can copy a standard project or existing operative project (including all of its activities) to a new project structure (5).
  21. Templates consist of the following sub objects: Individual Objects. These are project specific objects used as a reference to create operative objects. Projects. These are operative projects that can be used as templates to minimize effort required when creating new projects. Standard Templates. Standard templates are typical structures that can be used to minimize effort when creating a new project. They are created as part of system design. Simulations.
  22. On the initial screen you can see an overview of the projects that you are involved with. You can quickly access projects that you have recently processed or that you have stored in your personal worklist. Preview last project In the right-hand screen area you always see in the preview the project that you called up last in the project planning board. The project definition of this project is automatically copied into the entry area. You can thus start work immediately with the last project you worked on. Worklist You can store frequently used project data (project definitions and WBS elements) in the worklist, so that you can access them quickly later. On the initial screen, you can open project elements from the worklist and include new project objects in the worklist. Entry area The project or the substructure (WBS element) to be opened is displayed in the entry area. If you select project data from the preview or the worklist, the system automatically copies the data to the entry area. If you want to open a project or the substructure (WBS element) that is not in either the preview or the worklist, enter the data manually in the relevant field in the entry area.