The document outlines the Project System Module (PS) for managing various projects, detailing project characteristics, processes, and budgeting criteria relevant to the Municipal Corporation of Greater Mumbai (MCGM). It includes specific guidance on project structuring, work order processes, payment certifications, and documentation management. The document aims to provide a comprehensive framework for efficiently managing construction and departmental projects while adhering to financial regulations.

1. Project System
Module (PS)
11
Projects System Module
Online training
Contact address:
India : +91-9052666559,040-69990056
USA:+1-6786933994,+1-6786933475
Mail : info@magnifictraining.com
Website : www.magnifictraining.com

2. Project System
Module (PS)
22
Project
Identification
WHAT IS A PROJECT ?
 Projects are tasks with special characteristics.
 They are generally complex, unique, & involve high degree of risk.
 They have precise goals which are agreed as per Contract.
 They are limited in duration and are cost and capacity intensive.
 They are subject to definite set of quality requirements.
 They are mostly of strategic importance for Client executing them.
PROJECTS IN MCGM PERSPECTIVE
 Construction Works (Buildings / Bridges / Drainage System, etc).
 One time Repair works.
 Construction of Trenches.
 Treatment of Ward level & Departmental Projects is different in
MCGM SAP Process.

3. Project System
Module (PS)
33
Dept. Level Projects
DEPARTMENTAL PROJECT
Project Criteria
 BOQ
 MEASUREMENT BOOK
 RUNNING BILLS
 VALUE DURING PROJECT IS ACCOUNTED AS CWIP
(CAPITAL WORK IN PROGRESS)

4. Project System
Module (PS)
44
Ward & Hospital Projects
 WARD 
 NORMALLY ONLY CWC CONTRACTS
 TRENCHING WO
 HOSPITALS 
 CWC CONTRACTS
 LARGE SUPPLY
 INSTALLATION PROJECTS
EXCEPTIONS
PURE PROCUREMENT OF STOCK OR ASSET
---------
PURE MAINTENANCE WORK OR AMC
(HIRING OF VEHICLES, REPAIR OF AC’s)
SMALL REPAIR WORKS & PATTY WORKS
OF HOSPITAL

5. Project System
Module (PS)
55
Project System Process
Project StructuringProject Structuring
Block EstimateBlock Estimate
Detail EstimateDetail Estimate
Project BudgetingProject Budgeting
Work Order ProcessWork Order Process
Executed work detailsExecuted work details
Payment CertificationPayment Certification
Period-End ProcessPeriod-End Process
Payment ProcessingPayment Processing
Notification ProcessNotification Process
Service Entry sheetService Entry sheet

6. Project System
Module (PS)
66
Project Structuring
 IDENTIFICATION OF PROJECT
CREATION OF PROJECT
 IDENTIFICATION OF PROJECT DEFN.
 (THE NEXT AVAILABLE NO.)
 PROJECT DESCRIPTION
 TYPE OF PROJECT
 CAPITAL PROJECT
 MAINTENANCE PROJECT
 BUSINESS AREA
 START DATE
 LONG TEXT

7. Project System
Module (PS)
77
Project Coding
 PROJECT NUMBERING
 THE 1ST
## 3 LETTERS IDENTIFIES THE RESPECTIVE DEPT.S AND
WARDS.
 THE NEXT ## 2 LETTERS ARE FOR THE SPECIFIC FISCAL YEARS
 THE LAST ## 3 LETTERS ARE THE SERIAL NUMBER OF THE PROJECT
 BUSINESS AREA
 BUSINESS AREA SHOULD BE 2001, 2002, 2003, 1000, 5000
 IF BUSINESS AREA IS CUTTING ACROSS DIFFERENT ZONES ---1000
 IF OUTSIDE CITY LIMIT-----------------------------------------------------------5000
 FOR WARD LEVEL THERE ARE RESPECTIVE BUSINESS AREAS

8. Project System
Module (PS)
88
Project Coding Mask

9. Project System
Module (PS)
99
Project coding

10. Project System
Module (PS)
1010
Project Builder

11. Project System
Module (PS)
1111
NomenclatureNomenclature Project Description
Project Creation

12. Project System
Module (PS)
1212
Proposed Project Definition
Next Available No. in Series

13. Project System
Module (PS)
1313
Project Profile

14. Project System
Module (PS)
1414
Basic Data for Project

15. Project System
Module (PS)
1515
Project Creation….

Project Structuring : WBS Elements
The project is structured with multiple wbs elements
at 2nd
Level if :

If the value of the project is more than Rs. 100 Cr,

If sections of the projects are using different rebate
percentages/charges.

If sections of the projects are using different budget
allocations.

16. Project System
Module (PS)
1616
Accessing the Project
Put no. of required project

17. Project System
Module (PS)
1717
Creation Of WBS Elements
Level 1 WBS
Level 2 WBS
Click on WBS Element Overview

18. Project System
Module (PS)
1818
WBSe Parameters
Cost center
G/L A/C, FA & F

19. Project System
Module (PS)
1919
Project Estimation
•
Carrying out Block EstimateCarrying out Block Estimate
•
Carrying out Detail Estimate perCarrying out Detail Estimate per
WBS element with ScheduleWBS element with Schedule
items with measurement detailsitems with measurement details
Block EstimateBlock Estimate
Detail EstimateDetail Estimate

20. Project System
Module (PS)
2020
Project Estimation

21. Project System
Module (PS)
2121
GREY AREA
Detail of activity
Summary
Project Estimation..

22. Project System
Module (PS)
2222
Claim_Notification Process

23. Project System
Module (PS)
2323
Notification Process

24. Project System
Module (PS)
2424
Notification Process..
Details date , Time & the concerned
person.

25. Project System
Module (PS)
2525
Document Mgmt. System

26. Project System
Module (PS)
2626
DMS- In Project / WBS
Document

27. Project System
Module (PS)
2727
DMS-In Notification

28. Project System
Module (PS)
2828
Notification Process : Business Workplace
Business Workplace

29. Project System
Module (PS)
2929
Business Workplace for Claim

30. Project System
Module (PS)
3030
Double Click to open
Business Workplace for Claim..

31. Project System
Module (PS)
3131
Save after giving comments
Business Workplace : Inbox..

32. Project System
Module (PS)
3232
Login ID
Business Workplace : Forwarding

33. Project System
Module (PS)
3333
Notification Process**

34. Project System
Module (PS)
3434
Estimation–Deviation

35. Project System
Module (PS)
3535
Approval Still Pending
Quantity yet to get updated
Estimation–Deviation..

36. Project System
Module (PS)
3636
Details of
Deviation
Business Workplace : Inbox

37. Project System
Module (PS)
3737
Estimation – after Approval
Notification No. after approval

38. Project System
Module (PS)
3838
Project Budgeting
•
Allocate Overall and AnnualAllocate Overall and Annual
Budget for the ProjectBudget for the Project
•
Check the fund, fund center andCheck the fund, fund center and
functional area for the Projectfunctional area for the Project
WBS elementsWBS elements
•
Release the budgetRelease the budget
•
Release the WBS elementsRelease the WBS elements
Project BudgetingProject Budgeting
THE BUDGET WILL BE ALLOCATED BY THE
EE ------------------IN DEPT LEVEL
AE-------------------IN THE WARD LEVEL
THE BUDGET WILL BE RELEASED BY THE ACCOUNTS OFFICER

39. Project System
Module (PS)
3939
Basis for Allocation
 Budget Allocation is determined based on Following :
 Estimated Value of the Project
 Contractors rebate (if applicable),
 Water / Sewerage Ch/ Supervision Charges, etc.,
 Contingencies (if applicable).
 Budget for the respective Project will be booked in the Liability
Register which shows outstanding liability.
Budget Allocation

40. Project System
Module (PS)
4040
Budgeted Amount to be Released
Budget Allocation.. CJ30

41. Project System
Module (PS)
4141
Budget Allocation.. CJ30

42. Project System
Module (PS)
4242
Liability Register :ZPS_LBR

43. Project System
Module (PS)
4343
Liability Register..

44. Project System
Module (PS)
4444
Work Order Structure
 WO STRUCTURES
 AS MANY ITEMS ARE REQUIRED AS THERE ARE WBS
ELEMENTS
 QUANTITY ---- UNPAID,
 EXT.SER.NO.------PAID UP TO 31ST
MARCH
 IF COMPLETE PAID QTY.------- PUT 0.001 IN QUANTITY
COLUMN.

45. Project System
Module (PS)
4545
 T CODE----ME21N
 TYPE------- PROJECT WORK ORDER(ZTPS)
 PUT VENDOR CODE
 ACCOUNTING ASSIGNMENT-------P
 ITEM CATEGORY -------------------D
 SHORT TEXT -----------------------WBS ELEMENT
 MATERIAL CODE -------------------PROJECT WORK
 PLANT
 STORAGE LOCATION---------------0001
 PURCHASING ORGANISATION-----MCGM
 PURCHASE GROUP
Work Order Structure..

46. Project System
Module (PS)
4646
G/L A/C
Work Order Structure..ME21n

47. Project System
Module (PS)
4747
Variation In Work Order
Project Work Orders
 IF THERE ARE MORE THAN 1 WBS THE work order
SHOULD HAVE AS MANY HEADER ITEMS AS WBS
ELEMENTS , UNDER WHICH SERVICES ARE SPECIFIED.
This is to ensure that payment certificates are created
properly ----as rebates / additional charges etc. Would be
different for different WBSe elements.
FOR RELATED ADDITIONAL WO AS ARBITATION
FEES, CONSULTATION FEES-----
 A SEPARATE WBS ELEMENT IS TO BE CREATED
 WO --- WITH ACCOUNT ASSIGNED AS (P) [WITH NO
ITEM CATEGORY AS (D)]
FOR LS CONTRACT -------------------------
 WO --- WITH ACCOUNT ASSIGNED AS (P) [WITH
NO ITEM CATEGORY AS (D)]

48. Project System
Module (PS)
4848
Consultancy PO .. ME21n

49. Project System
Module (PS)
4949
PO Release .. ME29n

50. Project System
Module (PS)
5050
Work Order Printout.. ZPSWORD

51. Project System
Module (PS)
5151
Project Execution.. ZPSPRO
 PHYSICAL PROGRESS
 Enter date wise executed Quantities for various Activities.
 You can enter executed quantities for the Activity for
duration (from / to) also.
 You can maintain text description for the entered
executed quantity.
 Once the executed quantities are saved it cannot be
deleted

52. Project System
Module (PS)
5252
Executed Quantity
Details of Execution
Project Execution..ZPSPRO

53. Project System
Module (PS)
5353
Payment Certification
Service
Selection
Service Entry Sheet..ML81n

54. Project System
Module (PS)
5454
Services Selected
Service Entry Sheet..ML81n

55. Project System
Module (PS)
5555
 T CODE----ML81N
 THE SERVICE ENTRY SHEET WILL BE REALEASED
BY THE HIGHER AUTHORITY
 THE SERVICE ENTRY SHEET WILL BE RELEASED
ONLY AFTER THERE IS SUFFICIENT BUDGET
AVAILABLE IN BUDCON FOR THE GIVEN
COMBINATION.
Release- Service Entry Sheet

56. Project System
Module (PS)
5656
Release of Service Entry Sheet
Release Flag

57. Project System
Module (PS)
5757
Payment Certificate
 T CODE----ZPSCERT
 DEDUCTIONS
 ADDITIONS
 OTHER PROJECT COST
 PRICE ESCLATION

58. Project System
Module (PS)
5858
Payment Certificate..ZPSCERT

59. Project System
Module (PS)
5959
Deductions
 WCT
 TDS
 PENALTY
 RECOVERY
 ADHOC RECOVERY
 DEFERRED PAYMENT
 DIFFERENCE IN TAXES
 LIQUIDATED DAMAGES
Payment Certificate..ZPSCERT

60. Project System
Module (PS)
6060
ADDITIONS
 SERVICE TAX
 EXCISE DUTY & TAXES
 TDS ON MOBILISATION ADVANCE RECOVERY
 WITHHELD AMOUNT TO BE RELEASSED
OTHER PROJECT COST
 SUPERVISION CHAGES
 WATER TAXES
 SEW. CHARGES
ESCLATION
 PRICE
 LABOUR CHARGES
Payment Certificate..ZPSCERT

61. Project System
Module (PS)
6161
Payment Certificate..ZPSCERT

62. Project System
Module (PS)
6262
Goods Receipt_MIGO

63. Project System
Module (PS)
6363
Payment Processing- MIRO

64. Project System
Module (PS)
6464
MIRO

65. Project System
Module (PS)
6565
MIRO

66. Project System
Module (PS)
6666
Reports on Work
•
BOQ Details ...PZSBOQ
•
Project Structure..CN41
•
PO History.. ME2J
•
Change History..ME2J
•
Budcon ..
•
Budcon report

67. Project System
Module (PS)
6767
Reports on Work
•
Total WO value on GL basis.. ME2J
•
Service Entry Sheet Ward Wise
•
Status Service Entry Sheet.. ML84
•
Status of WBS till date
•
Project Score Card
•
Project Cockpit

68. Project System
Module (PS)
6868
Project Cockpit

69. Project System
Module (PS)
6969
Project Score Card

70. Project System
Module (PS)
7070
REPORTS- VENDOR PO VALUE

71. Project System
Module (PS)
7171
Project Structure

72. Project System
Module (PS)
7272
Reports-PO Release status

73. Project System
Module (PS)
7373
PO-Released.. ME80FN

74. Project System
Module (PS)
7474
Thank You