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Capabilities - SAP PS Project Systems Prepared by Srinivasa Rao Movva
14 March 2024  Overview of SAP Investment Management Module  Understanding of Investment Management Programs and various Investment measures  Understanding of Planning, Investment and Financing processes  Understanding of various Investment Scenarios  Understanding of integration points with other Modules 2 Objectives
14 March 2024 Introduction Project Structures Project Planning Project Budgeting Contents Scheduling & Execution Table of contents 3 Project Period End Closing Project Analysis & Reporting
14 March 2024 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 Projects usually involve cross-departmental and highly complex business processes. Projects are often cost-intensive, time-consuming, and of strategic importance.  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.
14 March 2024 Introduction - Project Systems  Project Types  Investment Projects  Overhead Cost Projects  Capital Investment Projects  Customer Projects
14 March 2024  Key Functions:  To carry out complex, unique, and high degree of risk activities in a structured manner.  To monitor dates and schedules.  To monitor costs and revenues.  To Control of budget .  To trigger Billing schedules, cash flow plans.  Resource allocation and monitoring.  To monitor, track and control Project purchases.  To monitor the Project progress w.r.t. Cost, Time, Revenue and % of completion.  Simulations and Flexible reporting Introduction - Project Systems (cont…)
14 March 2024 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.  Close integration of SAP Project System with Accounting, Materials Management, Sales, Production, Human Resources  FI/CO has a much broader usage on projects  Flexible authorization allows distribution of Budgeting functionalities to various Org. Roles  Flexible Reporting and Monitoring tools  Tight integration with new generation Project Management tools  SAP Project System offers functions for managing practically all types of projects
14 March 2024 Introduction - Project Systems (cont…)  Project 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
14 March 2024 Investment Project Process Production Administration Maintenance 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 9 PS
14 March 2024 Customer Project Process ( ETO) Create Quotation Create Sales Order SD Create Enquiry Proj. Planning Budgeting & Approvals Procurement Settlement Project Close Proj. Creation Proj. Execution Delivery 10 PS Billing & Invoicing
14 March 2024 Customer Project Process - Construction Create Project Enquiry to Proj. Create Enquiry 11 PS Standard WBS Standard Network Concept & Product Development Schedule Project Vendor Quotations Price Comparison Make Or Buy Buy Make Assign Mat to Proj. Proj. Simulation Create PO GR Create Sale Order Create Billing & Invoice Plan Release Project Production Order Execute Order Confirm Order GR for Order Release Execution Delivery & Billing Project Close PP MM SD
14 March 2024 12 -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 Integration Functions With Other Modules - Order Creation - Planning - Budgeting - Order Cost control - AuC, Fixed Asset PM
14 March 2024 Introduction Project Structures Project Planning Project Budgeting Contents Scheduling & Execution Table of contents 13 Project Period End Closing Project Analysis & Reporting
14 March 2024 To process 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 for 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
14 March 2024 Project Definitions Work Breakdown Structures WBS Elements Project Definitions Project Definition and Work Breakdown Structure
14 March 2024  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?
14 March 2024 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
14 March 2024 Project Creation Methods Project Builder Hierarchy Graphic Incorporate Copy Manual = Operative Structure = Standard Structure 1 2 3 4
14 March 2024 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
14 March 2024 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.
14 March 2024  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 - Functions Internal Activity: External Activity / Service: Material: Periodic Processing: Costs Activity: Milestones: “Network” April 7 May June
14 March 2024 Resource Planning External  External Processing  Internal Processing  Labor requirements  Capacity requirements  Materials  Documents, PS Texts  Milestones W Documents Materials Internal  PS Texts Milestones
14 March 2024 Work Breakdown Structures & 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
14 March 2024 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
14 March 2024 Introduction Project Structures Project Planning Project Budgeting Contents Scheduling & Execution Table of contents 25 Project Period End Closing Project Analysis & Reporting
14 March 2024 Project planning is part of project management, which relates to the use of Gantt charts and Project builder and subsequently report progress within the project environment. Before going for the planning phase, project scope and Work breakdown structure ready along with activities and Networks. During the planning phase of a project, dates must be set, resources made available, and consumption of materials and funds planned. This unit provides you with an overview of the various planning options available using work breakdown structures, networks, and activities.  Planning req.  Date Planning  Resource Planning  Materials Planning  Cost and Revenue Planning  External Activities Project Planning
14 March 2024 Aspects of Planning
14 March 2024 Top Down P P2 P1 P2.3 P2.2 P2.1 The dates that maintain in the subordinate WBS elements must lie within the dates periods of the superior WBS elements. Basic Date Planning Methods Bottom Up P P2 P1 P2.3 P2.2 P2.1 The dates of the superior WBS elements are only changed, if they do not include the dates of the subordinate WBS elements. Strict Bottom Up P P2 P1 P2.3 P2.2 P2.1 If already entered dates for the superior WBS elements, the system deletes them, and calculates new dates based on the dates of the subordinate WBS elements. Plan the dates without Hierarchical dependencies Free Planning P P2 P1 P2.3 P2.2 P2.1 Basic & Forecast Methods
14 March 2024 Resources Planning Internal Activity Work Elements Capacity requirements, planned dates, costs Workforce planning Capacity Analysis Capacity Leveling Confirmation Capacity load reduction, actual dates, costs Use this component to plan the resources required for the work that is carried out internally in a project. Fig shows the Lifecycle of an internal activity
14 March 2024 Resources Planning Important steps involved in resource planning are  Capacity Leveling Generate capacity requirements in a Project by  Assigning internally processed network activities to a work center  Entering a value for work  Scheduling the network After gathering all the requirements, next step is capacity leveling with reference to available capacity of the assigned Work center. System requires the following date from the work center to determine capacity  Operating time  Formula for the duration of internal processing  Calendar  Formula for the capacity requirements of internal processing activities  Workforce planning Use this function to distribute work in internal activities of a project to personal resources according to periods. Possible personal resources which we can assign to internal activities are person, position and Organizational units from HR.
14 March 2024 Workforce Planning This function will be used to distribute internal project work to personal resources available in HR system. Prerequisites:  HR Mini Master  Work center assignment to activity  Person belong to project team  Workforce planning Profile Workforce planning can be carried out with a project view or a work center view, depending on the responsibilities. In reporting analysis can be done from project, work center, and personnel resource views. The work distributed to a person can be used as a default by the system for the Time Sheet (CATS), when entering personal working times.
14 March 2024 Project: CP-0001 Network 5000000 Activity 0010 Network 5000000 Activity 0010 Person 1 Person 2 Person 1 Person 2 Duration of activity Duration of activity Work Center 1421 Network 5000000 Activity 0010 Network 5000000 Activity 0010 Person 1 Person 1 Duration of activity Duration of activity Network 5000000 Activity 0020 Project view Work Center View Period (day week, …) Period (day week, …) Workforce Planning (Cont…)
14 March 2024 Material Planning Materials are required to perform an activity in a project. In this step, required materials for the projects are either developed or identified. Identified materials will be assigned to network activities there by monitor the material requirements, costs in projects, control the flow of materials and scheduling. These material components in the networks can be managed in various stocks. Various features of Material assignment functionality in SAP Project Systems are:  Material Assignment to Network activities  Activating Requirements  Availability check  Reservation/ Procurement  Scheduling Material Flow  Inventory  Delivery
14 March 2024 Material Planning Materials establish a connection between Sales and Distribution, materials management (purchasing and Inventory Management), and production planning. The materials required to complete the activities of a project are identified in the component overview for the individual activity. Various possibilities exist to manage the component value and inventory quantity. SD MM PP PS
14 March 2024 F D Q Network SD Document Network with WBS Dependent requirements ind. In material master Individual (1) Collective (2) Indiv./Collective ( _ ) Not Possible  (2) Reservation for Network Reservation for Network Reservation for SD Doc Reservation f. SD /NW Reservation for Network Reservation for WBS Reservation for Network Reservation f. WBS/NW F, _ F, _ F, _ D F, _ D, F, _ Q F, _ Q, F, _ Item Category ‘L’ Stock Item Acc.Asst Cat. Account assignment category F= Order, D=Sales Order, Q= Project stock Possible Account Assignment Category
14 March 2024 Material Availability Check This function is useful to check whether material components in networks are available on the requirements date. If the requirements are not covered on the requirements date, the system determines the date on which they can be covered. Material Master Checking Group Checking scope Network Type Checking control Checking rule Prerequisites:  Checking group in material master  Define checking rules  Define a checking scope for the combination of a checking group and checking rule  Assign rules to Network types
14 March 2024 Cost and Revenue Planning Cost Planning Cost planning deals with the cost that are expected to incur in connection with project during execution. Cost planning has different aims at different stages of the project:  During Project creation stage i.e. at the concept and rough planning stage, cost planning acts as the base for an initial cost estimate.  During approval stage, it forms the basis for the budget allocation.  During project execution, is uses to monitor and control cost variances. Revenue Planning Revenue planning deals with the revenues expected to receive in connection with the project as it is executed. In the Project System, you can use the following planning methods  Manual revenue planning.  Automatic revenue planning from the billing plan Most especially in customer projects, it is important to compare costs and revenues so that we can get an idea early on of the likely project result (profit or loss).
14 March 2024 Cost Planning Cost Planning is effected by means of Work Breakdown structure and Networks. Various methods used for coat planning are shown below:
14 March 2024 Cost Planning You can plan costs for a project using two techniques:  Manual cost planning in the WBS  Automatic cost planning using networks and assigned orders Manual cost planning in the WBS involves four methods:  Overall planning (structure-oriented planning) in its most basic form, where you enter costs for each WBS element. You can break down figures by the fiscal year, if required.  Detailed planning of primary costs and activity inputs (cost element planning), which is cost-element-based and period-based.  Unit costing, where you use a profile to enter quantities (materials, internal activities, external services, and variable items) for each WBS element. This type of planning is cost-element-based.  Easy Cost Planning, which offers an easy-to-use tool to plan costs by cost element in a quantity structure. You can use Execution Services to enter commitment and actual data for planned costs.
14 March 2024 Revenue Planning Revenue planning deals with the revenues you expect to receive in connection with your project as it is executed. In the Project System, the following planning methods will be used: Manual revenue planning  By work breakdown structure  By revenue element Automatic update of revenue plan values from the billing plan:  In WBS elements  In sales orders Prerequisite: WBS elements in which you want to plan revenues must be flagged as billing elements (Operative Indicators)
14 March 2024 Revenue Planning - Overview
14 March 2024  Date Planning  Resource Planning  Materials Planning  Cost and Revenue Planning  External Activities Lesson 2 - Contents
14 March 2024 External Activities Purchase Requisition Quotation Entry of Quotation Purchase Order monitoring Goods Receipt/ Service entry Invoice Verification Vendor Selection Purchase Order creation External Activity 0030 Description Material Group Purchase Group Quantity and Unit 0020 0010 0040 Services that will be provided by Vendor
14 March 2024 Introduction Project Structures Project Planning Project Budgeting Contents Scheduling & Execution Table of contents 44 Project Period End Closing Project Analysis & Reporting
14 March 2024 Budget Management  What is Budget? It is approved cost structure for a project. Projects casts has to be estimated during the planning phase with different tools, then prescribe the funds available for project in the form of a budget. The budget is the device by which management approves the expected development of project costs over a given timeframe. Order/ network Plan Assg d 1200 1200 Cost planning Budget Request Approved Budget Budget Distribution Budgeting Budget Allocation
14 March 2024 Budget Overview Availability control • Against Current budget • Against Budget Releases Original budget -100 -100 +/-100 +100 Budget Updates Budget Releases 2007 2009 2008 Budget Carry forward
14 March 2024 Original Budget After the planning phase is finished, project is approved and budgeted by a respective authorized group with in the Organization, to whom the original budget is assigned. Project can be budgeted by:  Transfer the values from cost planning as a budget.  Enter the budgets directly in the WBS elements . Above methods are possible only if budget profile is not assigned to investment program type. Original budget P-10000 P-10000 P-10000-1 O r i g i n a l P l a n V a l u e s D i s t r i b u t e d Years Structure Total 2008 2009
14 March 2024 783.32 783.32  Budget allocation for a project is generally preceded by a cost plan that provides the initial basis for determination and allocation of the budget. As the system enables detailed planning of project costs, it is relatively simple to transfer the planned values as budget.  You must first create a project with a structure plan, and execute cost planning  Procedure: (CJ30) Select planned total > Select WBS element > Edit select Copy view > Enter % and select ADD/Replace and Choose continue.  Repeat the same procedure for other WBS elements as well Transfer from Plan to Budget 1 2 3
14 March 2024  If you do not want to use planning values as a reference for budget values, you can enter the budget directly in the WBS elements.  Distribute the total budget (using the top-down method) to the individual elements in the work breakdown structure.  The Budgeting business transaction is allowed only on the WBS elements that are ready for input. Direct Budgeting 2009
14 March 2024 -100 -100 +/-100 +100 Budget Updates Budget Updates Unexpected/unforeseen events, additional requirements, price changes for external activities, and other things force the projects for more funds. In these conditions you may need to update the original budget, There are three types of Budget updates, these are:  Supplements  Returns  Transfers
14 March 2024 Budget Supplements Budgeted funds provided are not sufficient, there is an option to supplement the project with some more funds by using budget supplements, which can be used on the project. There are two types of supplements for projects:  With in the Project  To the Project Budget Supplement In Project To Project
14 March 2024 Supplements with in
14 March 2024 Supplements from Outside Supplements to selected WBS elements possible. Make particular supplements, meaning that provide a selected WBS element with additional external budget. This is independent of the remaining budget on the higher level. The system updates the supplemented budget on the WBS "upwardly". Updates not allowed if Capital investment budget exists
14 March 2024 Budget Release Distributing the budget is not same as releasing funds. Therefore one needs to release the budget for use. Release can be possible as Total or Annual depends on budget profile 40% 4 m
14 March 2024 Availability Control Availability control compares the current distributed budget (or release) with the assigned value there by issuing warnings and error messages when budget exceeds depends on settings. When a project is being executed, the available funds are used at various places with in the Project there by Commitments are created, and actual costs are incurred. Together with the costs of apportioned orders, Commitments and actual costs will form as assigned funds. Availability control monitors funds using budget allocation. SAP Project system supports the below availability control methods  Passive availability control  Active availability control
14 March 2024 Availability Control (Cont…) Passive availability control Funds overview can be regarded as passive availability control. The assigned value which is displayed in cost reports is called passive availability. Active availability control By entering business transactions that creates cost assignments, then the system checks weather there is still sufficient budget available for the Project. The assigned funds can be found in the budget-bearing WBS element and in the lower-level assignable WBS elements. Projects uses release budget as an alternative to current budget. To ensure that the available funds are not exhausted at an early stage, release the budget in stages.
14 March 2024 200,000 80,000 85,000 50,000 40,000 Commitments (Purchase Orders, Requisitions, funds reservation) 40,000 Actual Costs 40,000 Orders 45,000 45,000 40,000 PP PM PS CO Budget Assigned Assigned Funds and Availability Control 90%+ Message 105%- Warning Tolerance Limits Budget Overrun Message to Proj. Manager
14 March 2024 Assigned Values for Projects The assigned value for projects is calculated from:  Actual costs of WBS element carrying budget  Statistical actual costs of WBS element carrying budget  Actual costs of subordinate WBS elements if these do not carry budget  Statistical actual costs of subordinate WBS elements if these do not carry budget  Commitments of WBS element carrying budget  Commitments of subordinate WBS elements if these do not carry budget  Maximum of plan and actual costs + commitments from assigned networks or orders Not used for calculation of the assigned value:  Actual costs with a cost element defined in Customizing for availability control as an exempt cost element  Planned costs of networks or network activities that are used for forecasts are never included in the assigned value.  In status 'Technically complete', 'Complete' or 'Deletion flag', the plan value is never included in the assigned value.
14 March 2024 Budgeting Investment Project Prerequisites:  Investment Program structure  Investment program cost planning  Investment program budgeting  Assignment of investment program position ID in measure (i.e. Project) Follow on functions:  Distribute budget to lower level WBS elements with in the project structure
14 March 2024 60  Top Down Investment Program IM Appropriation Requests Plan Budget Distrib Overall Investment Position 1 Position 2 Position 3 Position 2 . .1 Position 2 . . 2 Position 2 . .3 WBS elements Plan Budget Distrib Project 2 Project 2 . . 1 Project 2 . . 2 50 90 Plan 200 110 60 1500 200 500 800 1300 400 200 700 200 110 1300 200 400 700 200 PS Budgeting Investment Program & to Project
14 March 2024 Reporting – Funds Overview Menu path: Project System  Information System  Financials  Costs  Budget-Related  S_ALR_87013556 - Funds Overview
14 March 2024 Reporting – Budget updates Menu path: Project System  Information System  Financials  Costs  Budget-Related  S_ALR_87013560 - Budget updates
14 March 2024 Reporting – Funds Overview Menu path: Project System  Information System  Financials  Costs  Budget-Related  S_ALR_87013561 - Availability Control
14 March 2024 Reporting – Distributed values Menu path: Project System  Information System  Financials  Costs  Budget-Related  S_ALR_87013559 - Budget/Distributed/Plan/Distributed
14 March 2024 Introduction Project Structures Project Planning Project Budgeting Contents Scheduling & Execution Table of contents 65 Project Period End Closing Project Analysis & Reporting
14 March 2024 Scheduling Scheduling is the process of deciding how and when to commit resources between a variety of possible tasks. Time can be specified or floating as part of a sequence of events. Scheduled dates are the start and finish dates of activities calculated by the system in scheduling. For WBS elements the scheduled dates are determined from the scheduled dates of the activities that are assigned to the WBS element. Two types of scheduling possible, these are:  Time scheduling with WBS elements  Scheduling of Activities and Networks
14 March 2024 Planning Form Scheduling Scheduled start/finish Planning different calendars Monday Monday Friday Aug 09 Not a workday Shift Extrapolation + + Inherit x Check dates WBS/ WBS WBS/ Network • Basic dates • Forecast dates • Actual dates Set of dates Time Scheduling Functions with WBS Elements
14 March 2024 Time Scheduling Functions (Cont…) The following functions are available in time scheduling:  Sets of dates: Basic and forecast dates can be used as planned dates.  Check dates: You can check consistency of the dates within the project structure with or without taking activities into account.  Inherit: Dates within the work breakdown structure can be inherited.  Extrapolate: You can use the extrapolate function to calculate the dates for higher-level WBS elements.  Shift dates: You can shift all of the planned dates for the WBS elements or just the dates in sub hierarchies.  Planning different calendars: You can use a different factory calendar for each activity or WBS element.  Scheduling: The scheduling function automatically calculates the dates for activities and networks.  Planning methods: You can use the planning methods "bottom up planning“ to extrapolate dates automatically when you save your data.
14 March 2024 Scheduling Scenario There are basically three methods that you can use for scheduling projects: These are  Top-Down Scenario  Bottom-Up Scenario  Free Scheduling Top-down and Bottom-up are predefined scenarios, whose parameters are determined by the system. These parameters cannot be changed. If you choose one of these scenarios, the system uses these pre-defined parameters for scheduling in all stages of the project. You do not have to edit or check the scheduling parameters. In case of Free scheduling method, you can edit all the scheduling parameters.
14 March 2024 Top Down P P2 P1 P2.3 P2.2 P2.1 Top-down Scenario  The dates for scheduling are passed down from the project definition, to the WBS elements, and to the activities.  The dates of the activities must be within the dates of the WBS element to which they are assigned.  Similarly the dates of the WBS elements must be within the dates of the superior WBS element.  All the dates in the project must within the period formed by the basic dates of the project definition.
14 March 2024 Bottom-up Scenario  Dates are passed on from the bottom of the hierarchy to the top.  The dates for activities, determined in scheduling; are checked against the dates of the assigned WBS element to see if the planning period of the WBS element include all dates from the activities. If it is different then the start date and the finish date, or both dates of the superior WBS element is changed. This is repeated up the WBS hierarchy to the project definition.  If a WBS element does not have other WBS elements or activities assigned to it, the system uses the basic dates of the WBS element as scheduled dates. Bottom Up P P2 P1 P2.3 P2.2 P2.1
14 March 2024 Free Scheduling  You can set up the scheduling parameters as you like, these are:  Scheduling type  Scheduling method  Reduction levels  Reduction type  You can set up the scheduling method as you like  You can set up the plan basic dates and forecast dates differently Free Planning P P2 P1 P2.3 P2.2 P2.1
14 March 2024 Scheduling of Activities and Networks During Network Scheduling system determines the earliest and latest start and finish dates for carrying out activities in the network and calculates the required capacity requirements as well as the "floats". Scheduling is carried out  At the creation of Network  Calling upon scheduling function manually  During saving the Network if automatic scheduling indicator is set  During Network release After scheduling, the system determines the following dates:  The scheduled start and scheduled finish dates of the network.  The earliest start and earliest finish (earliest dates) and the latest start and latest finish (latest dates) of the activities.  The earliest and latest dates of the relationships.  The reduction level used to reduce the duration in the network.  The "floats" (total float and free float) of the activities.  The capacity requirements for the activities. Scheduling Types  Forward scheduling  Backward scheduling  Current date scheduling  Only capacity requirements
14 March 2024 Scheduling of Activities and Networks (Cont…) Earliest/latest Dates relationships Earliest/latest Activity dates Capacity requirements for each activity Activity element Activity element Earliest/latest dates activity elements • Forward scheduling • Backward scheduling • Scheduling from current date • No scheduling Scheduled date milestone Requirements date Material Float Scheduled start/finish network header
14 March 2024 Forward Scheduling For this type of schedule type, you must specify the basic start date of the network. The system starts from the basic start date and schedules forward in time to calculate the earliest dates of the activities and the scheduled finish first. Then it calculates the latest dates of activities and the scheduled start of the network. Forward scheduling includes both dates as well as time. ES EF EF ES EF ES EF ES 10 20 30 40 Order start date Scheduled Finish date t
14 March 2024 Backward Scheduling For this type of scheduling type, you must enter the basic finish date of the network. The system starts from the basic finish date and schedules backward in time to calculate the latest dates of activities and the scheduled start. Then it calculates the earliest dates of activities and the scheduled finish of the network. Backward scheduling includes both dates as well as time. 10 20 30 40 Order start date Scheduled Finish date t LF LS LF LS LF LS LF LS
14 March 2024 Current date Scheduling With this type of scheduling, you can see whether the network can be completed by a certain date. In this method, the system uses the basic finish dates and schedules the network backwards and then starting with the current date, schedules forwards. You can use the floats in the activities to determine how many days you still have or are short to make the finish date. Network execution Network Execution Network Execution Current Date Start Date End Date t Forward scheduling Backward scheduling Current date scheduling
14 March 2024 Only Capacity requirements If you specify capacity requirements only as the scheduling type in the network header, the system copies the basic dates from the network header into the scheduled dates and into the earliest and latest dates of all activities. i.e. the system writes the basic dates from the network header into all activities in the network. With this scheduling type the dates of all the operations/ activities are identical. The capacity requirements are distributed across the period between the scheduled start and the scheduled finish. When you have the system only calculate capacity requirements in scheduling, Time constraints of the activities are taken into consideration. Relationships are ignored. 10 20 30 40 Network Header Basic start date Basic Finish date t
14 March 2024 Factors influencing scheduling  Work centers  Formulas for calculating the duration of activities  Factory calendar and operating time per workday  Duration of activities  For internal activities, the system schedules using the normal duration  For external activities, the system schedules using planned delivery time entered in the activity  For general costs activities, the system schedules using the duration entered in the activity  Time interval of relationship  Fixed time interval and as a percentage  Operating time  Work start and finish  Break times  Rate of capacity utilization  Factory calendar: Scheduling uses  Factory calendar in the work center  Factory calendar In the activity and relationship  Factory calendar for the Plant
14 March 2024 20 20 6 D 6 D 3 3 3 8 8 8 3 3 8 8 30 30 2 D 2 D 4 4 4 5 5 5 3 3 4 4 40 40 3 D 3 D 6 6 6 8 8 8 5 5 7 7 10 10 2 D 2 D 1 1 1 2 2 2 1 1 2 2 50 50 3 D 3 D 9 9 9 11 11 11 9 9 11 11 50 40 30 20 10 1 2 3 4 5 6 7 8 9 10 11 12 13 Days Example of scheduling
14 March 2024 Scheduling the Overall Network In a complex project, different networks can exist for substructures. The dependencies in a project can make the activities in one network dependent on the completion of activities in another network. You can use the function for scheduling the entire network to take these dependencies into account during the calculation of dates. In overall network scheduling, the system then schedules all networks that are linked with relationships SD Order Item 1 Item 1 Item 1 S1 S2 F1 F2 S3 F3 S – Start date F – Finish date
14 March 2024 various activities required to process during project execution. These are shown in below fig. Project Execution Dates Costs Payment Data Commitments Resources Integration PS PM CO FI HR SD MM PP Revenues Aspects of Project Execution
14 March 2024 Execution (Cont…) Activities during Execution:  Updating the Actual dates  Actual costs and revenues to be posted  Payment data to be updated  Commitments will be updated  Resources will be consumed  Material will be consumed and procurement process will be completed
14 March 2024 Actual Dates Actual dates can be set manually for WBS elements. If you are using network activities, actual dates are typically set by confirming activities. If activities are assigned to a WBS element, the actual dates of the activities are proposed to the WBS element as provisional dates that can be transferred to the actual dates of the WBS element if necessary. Actual WBS Dates Activity Confirmations Work breakdown structure Network Network activity June 01 June 01
14 March 2024 Actual Dates of WBS Elements To keep control over schedule efficiently, it needs to compare basic dates with the actual dates. There are two scenarios, these are:  WBS Elements with out activities  WBS Elements with activities
14 March 2024 For WBS elements without assigned activities: You can always maintain the actual start if the WBS element has the status Released or Partially released. You can only maintain the actual finish if all lower-level WBS elements have an actual finish date and the status of the WBS element is Released. WBS Elements without activities
14 March 2024 For WBS elements to which activities are assigned: You can only maintain the actual start if the assigned activity has the status Partially released or Released.. You can only maintain the actual finish date if all the lower-level WBS elements also have an actual finish date and all the activities for the WBS element have the status Finally confirmed.. WBS Elements with activities
14 March 2024 Actual dates of Activities 10 20 30 40 10 20 30 40 10 20 30 40 Scheduled dates Final confirmation 10 Partial confirmation 20 (Shift Order) 10 10 10 20 20 20 Time Time Time AS PF AS- Actual start PF- Provisional Finish Actual dates are normally entered in networks using confirmation. Once an activity has a final confirmation, the start and finish of the earliest and latest dates match the actual start and finish dates. Partial confirmations affect the earliest date in accordance with the Shift order indicator. The Shift order indicator is not set: The actual start date and forecast duration of the partial confirmation are taken into account when the earliest date is calculated. The Shift order indicator is set: The actual start date of the partial confirmation is not taken into account when the earliest date is calculated.
14 March 2024 Activity Confirmations Open PS Indiv. Confirmation Collective Confirmation PDC Confirmation Confirmation from information system, confirmation workflow Internet confirmation (Indiv/collective confirmation, CATS) Time Sheets Confirmation Options
14 March 2024 Costing variant Confirmed Time X Price = Actual Cost Cost center Network activity Valuation variant Work center x x Plant Network Type Activity Price Selection AT CT Activity Actual Costs The above figure describes how actual costs are derived from the confirmation of an activity. The price used for activity allocation is controlled by the valuation variant assigned to the actual costing variant. The confirmation of an activity leads to a credit to the cost center assigned to the work center and a debit to the activity.
14 March 2024 Actual Costs Actual data is posted to the project by business transactions from various components of the SAP system, these are as:  Purchasing: Purchase order, goods receipt for materials and services (MM)  Inventory Management: Goods issue for reservations (MM)  Billing of the sales order (SD)  Confirmation of assigned production orders (PP)  Confirmation of assigned plant maintenance orders (PM)  Internal activity allocation, assigned CO orders (CO)  Down payments; payments (FI)  Settlement to asset management(AM)  Entry of work for persons and posting as activity confirmation (CATS) The project must be released before you enter actual data.
14 March 2024 Actual Costs (Cont…) MM MM FI CO CO CO PS Work Break down Structure Network/ Network Activity Purchase Requisition Purchase Order, goods receipt Material Withdrawal G/L Account posting Overheads, process costs, interest calculation, settlement Overheads, process costs, interest calculation, settlement Confirmations Periodic transfer postings, distribution, assessment Cost integration using account assignment In the business transactions shown above, the link to the WBS element or activity is established by means of account assignment. This means that the actual costs incurred are posted directly to the WBS, network, or activity.
14 March 2024 PS CO PP PP PM CS Work Break down Structure Network/ Network Activity Network, Activity Internal Order, Production Order PP Production Order Process Order Maintenance Order Service Order Cost integration using assignment In the business transactions shown above, a link to the WBS element is established by means of assignment. This means that the actual costs incurred remain in the order or network until they are settled. Actual Costs (Cont…)
14 March 2024 Purchase requisitions are generated by the network for external processing activities, service activities, and Non-stock material components. These purchase requisitions are passed on to the purchasing department, where they are processed further. External Procurement Processing Purchase Req. Item; Acct assgmt cat. F (Order) Purchase Order Commit Created Goods Receipt Act. Costs posted Commit. canceled Invoice Difference posted to Order Com mitm ent Com mitm ent FI/CO A B xx xx FI/CO A B xx xx Activities External Processing Services Non-stock components * In services processing, entry and acceptance of services performed instead of goods receipt
14 March 2024 Commitment Management Identifies costs that will be incurred in the future for various objects assigned to WBS Elements. Commitments reserve funds that will become costs at a future date. It enables us to enter and analyze commitments at an early stage, and thus to account for them in controlling Prerequisite:  Activation of commitment management for Projects in controlling area settings Commitments occur In Purchasing Due to:  Purchase Requisitions  Purchase Orders  Funds commitments
14 March 2024 The system calculates purchase requisition commitments from the remaining quantity of a purchase requisition and price from the requisition. The following data is relevant to creating the PReq commitment:  The value of the purchase requisition  Planned delivery date  Account assignment  PR Commitment update during purchase process Purchase Requisition Commitments Qty Price per unit Value PR Commitment PR001 5 1,500.00 7,500.00 7,500.00 5 2,000.00 10,000.00 0,000.00 PO001 3 2,000.00 6,000.00 3,000.00 PO001
14 March 2024 The system derives purchase order commitments from the order value. It is the value of goods ordered, but for which no actual costs incurred. The following purchase order data affects the creation and reduction of purchase order commitments:  The purchase order value  Delivery date  Account assignment  PO Commitment update during purchase process Purchase Order Commitments PO001 Delivery cost 1,500.00 Qty Price per unit Value PO Commitment 3 1,500.00 6,000.00 6,000.00 2 1,500.00 4,000.00 2,000.00 GR 2 2,000.00 4,000.00 2,500.00 IR 3 1,500.00 6,000.00 0,000.00 GR
14 March 2024 Payments Various business transactions carried out during the project execution result in costs including both expenditures and revenues, along with outgoing and incoming payments. It is required to plan and monitor payments so that we can identify when payments occur as part of project processing. This is the only way it will be ensure that the required cash is available when needed and ensure the best possible payment flow. Project Cash Management valuates the formation of capital on a project basis and enables you to monitor the cash flows in your project. Project cash management integrates with the following components:  To record payment data from business transactions assigned to projects in Financial Accounting (FI).  It records the commitment values arising from purchase requisitions and purchase orders (MM).  Payment data from customer inquiries, customer quotations, and sales orders can be recorded automatically in the project (SD).
14 March 2024 Invoice Jan 01 yyyy $1000 + 15% tax Terms of payment 15 days, No discount Payment Feb 11 2009 $1000 + 150 tax Cost element accounting Costs Materials Payment obligation Materials Payment Materials Project Cash Management Jan YYYY $ 1000 Feb YYYY $ 1000 Feb YYYY $ 1000 The graphic below shows the process of recording cost and payments from postings in FI which are assigned to a project: The system does not record taxes in Project Cash Management Project Cash Management t
14 March 2024 Project Cash Management Features Project Cash Management can monitor both planned and actual payment data. The following functions are available:  Manual payment planning in commitment items for WBS elements  Costing and recording planned payment flows by date, based on detailed project planning  Recording Actual and Commitment Payment Data  Interest Calculation for plan and actual payment data  Evaluation of payment data in the Project Cost/Revenue/Payment Information System  Old data transfer
14 March 2024 Especially in customer projects, it is important to compare costs and revenues so that you can get an idea early on of the likely project result (profit or loss). Integration:  Plan values from the sales order are copied to the relevant WBS element.  Project values are automatically copied to Controlling.  Results analysis is copied to Profitability Analysis as part of period-end closing. Depending on the business process there are several billing methods possible, these are:  Billing in Financial Accounting (FI) without the use of Sales and Distribution (SD)  Billing in SD  Milestone billing and billing plan  Resource Related Billing  Integration of Resource Related Billing and Billing plan Actual Revenue
14 March 2024 Milestone billing Process Billing Plan Milestones Project Sale Order Confirm Milestones Billing Plan Down Payment Down Pmnt. Request Clearing Down Pmnt. FI PS SD
14 March 2024 Milestone billing Process Order: Billing Plan Billing Plan Billing Date % Billing Value Lock Bill. Rule Paymt term Status 01/01/2009 20 12000 02 4 A 01/10/2009 40 20000 02 1 A ZB01 01/01/2010 60 40000 02 1 A ZB01 Construction 001 Sales Order Planned Incoming Payments 01/01/2009 12000 20/10/2009 12/15+ 14T -3% 16000 01/01/2010 21000 03/01+ 14T -3% Total 49000 Allocation 1st payment target: Discount 3% Date:+14days Billing rule 4 = down payment date Billing plan: Dates for Down Payments and Invoice 1
14 March 2024 Milestone billing Process (Cont…) 2 Dates of Milestones
14 March 2024 Milestone billing Process (Cont…) 001 Sales Order Order: Billing Plan Billing Plan Billing Date % Milest one Lock Bill. Rule Paymt term Status 20 02 4 A 01/10/2009 40 02 1 A ZB01 01/01/2010 60 02 1 A ZB01 ! CP-0001 0010 0020 0030 0040 0050 0080 0070 0060 0090 0100 ! PS SD 02/07/2009 Actual date: 02/07/2009 3 Milestones Confirmation
14 March 2024 Milestone billing Process (Cont…) 4 Billing Document and Down Payment Request Sales Order 100001 Order: Billing Plan Billing Plan Billing Date % Billing Value Lock Bill. Rule Paymt term Status 01/01/2009 20 12000 02 4 C 01/10/2009 40 20000 02 1 A ZB01 01/01/2010 60 40000 02 1 A ZB01 Billing doc with Billing type xxx Down payment Request M Project 12000 Down payment Request M Customer 12000 FI SD Billing Program
14 March 2024 Milestone billing Process (Cont…) FI Customer Down Payments Company Down payment Project 12000 Bank 12000 12000 Down Payments 5 Customer Down Payments
14 March 2024 Milestone billing Process (Cont…) 001 Sales Order Order: Billing Plan Billing Plan Billing Date % Milest one Lock Bill. Rule Paymt term Status 20 4 C 12/10/2009 40 02 1 A ZB01 01/01/2010 60 02 1 A ZB01 CP-0001 0010 0020 0030 0040 0050 0080 0070 0060 0090 0100 ! PS SD 6 Milestones Confirmation 2 02/07/2009 ! Actual date: 12/10/2009 ! !
14 March 2024 Milestone billing Process (Cont…) 7 Down Payments Clearing Sales Order 100001 Order: Billing Plan Billing Plan Billing Date % Billing Value Lock Bill. Rule Paymt term Status 01/01/2009 20 12000 02 4 C 01/10/2009 40 20000 02 1 C ZB01 01/01/2010 60 40000 02 1 A ZB01 Billing doc with Billing type xxx Down payment Request M Erroec 40% 20000 FI SD DP made 12000 Cleared DP 12000 Customer Par. inv. 20000 Down Payments Revenues 20000 Cleared DP 12000 Cleared DP 12000 DP Made 12000 Billing Program
14 March 2024 Resource-Related Billing The price for customer-specific services are not always defined in a contract as fixed prices, nor they can always be determined using standard pricing. Activities cannot be properly costed before the contract is concluded, because empirical values do not exist for specific activities If there is no values exist for specific services, and therefore the services cannot be calculated adequately before conclusion of a contract. Typical examples of this are:  Make-to-order production  External plant maintenance in the service company  Specific services such as consulting These types of orders are billed according to the expenses incurred. In resource-related billing (RRB), the customer receives a billing document that verifies individual materials, internal activities, and costs. Resource-related billing is controlled by the dynamic item processor (DIP).
14 March 2024 Resource-Related Billing Invoice Act. Revenues SD SD SD Billing Request Item 1 Item 2 Item 3 $$ $$ PS Actual Costs Sales Order
14 March 2024 SD Billing Request Item 1 Item 2 Item 3 Invoice SD 1 Confirm activities 2 Resource related Billing 3 Create Billing Doc Project PS Collection of Expenses Generation and display of Dynamic items by system Creation of billing request from the dynamic items Resource-Related Structure
14 March 2024 Source Data Level 1 Data Summarization Level 2 Data Summarization Dynamic items 1 (Material 1) Dynamic items 2 (Material 2) Dynamic items 3 (Material 2) Quotation/Billing request Item 10: Material 1 Item 20: Material 2 Dynamic Item Processor The dynamic item processor is a tool that the system uses to summarize data on dynamic items during resource-related quotation creation and billing (for example, line items that arise through the posting of goods movements, completion confirmations). The Dynamic Item Processor profile (DIP profile) controls how the system summarizes data on dynamic items.
14 March 2024 Dynamic Item Processor Profile Usage DIP Profile Characteristics Sources Material Determination Document types of SD documents Created: •Sales pricing •Resource-related billing • Determine Dynamic line items • Structure Dynamic items in the Sakes price basis view using sets • Aggregate Dynamic items in the Sales price view Sources of Dynamic. line items • Planned costs • Actual costs • Payment data • Stat. key figure Line items or Total records • Material= Set assignment • Material direct from Origen • Quantities indicated in Sales Document DIP profiles are used in Project System for sales pricing and resource-related billing.
14 March 2024 Introduction Project Structures Project Planning Project Budgeting Contents Scheduling & Execution Table of contents 115 Project Period End Closing Project Analysis & Reporting
14 March 2024 Period-End Closing Period-end closing is an essential process that is used to perform period-related commercial transactions. It is also used to ensure that all the data belonging to a period is determined and available for purposes of enterprise control. This process will ensure that the projects are fully allocated with appropriate cost and helpful to prepare various financial analyses. Period-end closing procedures are performed in the background, usually once in each period. SAP provides a tool called Schedule Manager to automate and speedup the process including workflows. The following activities needs to carried out during Period-End process, these are:  Settlement  Periodic transfers  Revaluation at actual price  Overhead costs and template allocation of Overhead  Payment transfers  Interest calculation  Result analysis
14 March 2024 Period-End Closing Procedure Settlement Overheads Activity based Costing Proj. Interest Calc. Cost Forecast Progress Analysis Result Analysis Incoming Orders Period-End Closing Procedure
14 March 2024 Settlement Costs and revenues are collected temporarily in Projects. They are settled to one or more receivers as part of period-end processing depending on the business requirement. FI AM CO SD PS MM Material withdrawal Goods receipt FI Invoices CO Activity allocation transfers, distribution overheads, process costs MM Confirmations Settlement Rule: Receivers Distribution Rule Settlement parameters Settlement: Debit and Credit
14 March 2024 Actual costs and actual revenues arise in a project as a result of:  Material withdrawals  Goods receipts  Vendor invoices  Internal activity allocations, transfers, cost distribution, process costs, over heads  Confirmation of network activities  Customer billing In settlement, costs/revenues are transferred to:  Financial Accounting (G/L account)  Asset Accounting (fixed asset)  Cost Accounting/Profitability Analysis (order, cost center, profitability segment)  Project System (WBS element, network, activities) Debits and Credits
14 March 2024 Project profile Investment profile Investment Measure: Master data Maintenance WBE element (Master data) At release, automatic creation of Asset Under const. (Master data) Settlement – Investment Projects
14 March 2024  Periodic Settlement At the close of the period  Full Settlement At the completion of measure 121 Settlement of Investment Measure Periodic Full Settlement to AuC 5000 5000 6000 Cost E Lem. 2 Cost E Lem. 3 5000 Cost E Lem. 4 5000 Cost E Lem. 5 6000 10000 5000 Asset u. Const. Deprec. Areas: XX YY ZZ 5000 5000 ------ ------ ------ 4000 Area XX: 20% 1000 Nonoperating Exp (P/L) Asset.1 Ar.XX 20% 800 Asset.2 Ar.XX 20% 800 Asset.3 Ar.XX 60% 2400 FI.AA Investment Project Settlement to Cst Ctr 50% to CCtr 2 5000 CO Flow of Values during settlement
14 March 2024 Settlement Features PM CO PP PM CO PP Multilevel Settlement Direct Settlement Settlement Receiver
14 March 2024 Periodic Transfers  Correction of incorrect postings in the project at the completion of measure  Periodic reposting is posting aid that enables you to adjust postings made to WBS elements. It has the same result as transaction-based reposting. The results of transaction-based re-postings have a direct effect on the actual costs of the sender and the receiver, whereas periodic re-postings have a one-time effect on actual costs at period-end closing.  Postings relevant to Controlling (CO) such as telephone costs, postal charges, insurance, and so on are entered in Financial Accounting (FI) and posted to an allocation cost center. These are used exclusively for cost collection. This minimizes the number of different account assignments you have to make when entering data in FI. At the end of the period, the collected costs are reposted to the cost centers or business processes.
14 March 2024 Revaluation at actual prices Actual Costs Cost Center Splitting Price Calculation Act. Price Revaluation of allocated activity types and business processes at actual prices Further cost objects  Internal orders  sales order items  general cost items  Production orders AT The system uses the planned price to value activities or business processes called in as part of project processing. The actual price is not determined until the period-end closing phase. You carry out the revaluation to determine the actual costs based on actual prices
14 March 2024 Revaluation at actual prices Cost Center 10025106 Activity Type 1421 Planned Price Calculation Cost Hours Price 100.00 10 10.00/hr • Planned credit 100.00 • Actual credit 90.00 • Actual cost 117.00 Actual Price Calculation Cost Hours Price 117.00 9 13.00/hr • Target credit 13x9 = 117.00 • Output price variance 27.00 Network Activity Actual Planned Cost 10 hours x 10.00 = 100.00 Actual Debit at Planned Price 9 hours x 10.00 = 90.00 Actual Debit at Actual price 9 hours x 13.00 = 117.00 Subsequent debit 27.00
14 March 2024 Actual Overhead Allocation Allocation Cost Center Network Activity Actual Material B000 300002 00200 Activity 1421 PSHOURS 01000 Process 300900 01000 Overhead 01000 Actual Debit 03200 Plant Activity 03000 Actual overheads are calculated based on the costing sheet and overhead key entered on the WBS element, network header, or network activity. The basis for the allocation are the primary cost elements that you post as overhead costs. You need to define costing sheet. Internal Order 97000010 -$ Process -$ Possible allocation bases Cost enter credited Cost Object Debited
14 March 2024 Actual template Allocation Process costs are calculated based on the template selected for the project. Templates are created in Customizing. Template Object Quantity Plan Actual Activation Plan Actual Work scheduling Administration Template 001 1 1 F-2 F-1 F-a F-a F-C F-B F-d F-d Process 1000001 What is to be allocated? -Business process - cost center / activity type - Template - Object formula Under what condition is allocation to take place? -Constant (active/inactive) - Activation formula How many should be allocated? -Constant - Quantity formula
14 March 2024 Payment Transfers As a project is processed, various business transactions leads to payment obligations and payments in it. If Project Cash Management is active, the system automatically records the payment data in the following objects:  WBS element  Network  Activity  Orders for projects The system reduces the payment obligations in stages as payments are made. Use the payment transfer facility to:  Show cleared invoices in Project Cash Management under the value type "Payment"  Record partial payments and residual items referencing invoices in Project Cash Management Depending on the parameters, system outputs the following lists  List of invoices transferred  List of partial payments/residual items transferred  List of partial payments/residual items cleared  List of documents not transferred
14 March 2024 Result Analysis Results analysis is a periodic process that determines the costs and revenues for a period based on planned costs and revenues and the percentage of completion (POC). What is the project result for the period What costs do I need to capitalize as WIP? Do I need reserves for losses? Do I need reserves for future costs? Objectives of result analysis
14 March 2024 Planned values  Planned costs C(p)  Planned revenues R(p) Actual values  Actual C(p)  Actual revenues R(p) Result Analysis  Which costs belongs to period?  Which revenue belongings to period?  Which costs belongs to which revenues? Result analysis determines:  Calculated costs C(c)  Calculated revenues R(c)  WIP, reserves Percentage of completion (POC) Determine according to valuation method  Revenue-proportional  POC based on progress analysis Billing element R(p) C(p) R(a) C(a) POC R(c) = POC * R(p) C(c) = POC * C(p) Overview of Result Analysis Legend: C(r) Reserves for unrealized costs C(p) Planned costs C(a) Actual costs, C(c) Costs affecting result R(r) Revenue surplus revenue can be generated R(p) Planned revenues R(a) Actual revenues, R(c) Revenues affecting result POC Percentage of completion
14 March 2024 Overview of Result Analysis (Cont…) Billing element R(p) R(c) R(a) C(p) C(c) C(a) C(z) = C(a) - C(c) C(r) = C(c) - C(a) R(z) = R(c) - R(a) R(r) = R(a) - R(a)  Costs in stock (WIP) if C(a) > C(c)  Reserved for unreleased costs If C(a) < C(c)  invent from which revenue can be generated If R(a) < R(c)  Revenue surplus (reserved) If R(a) > R(c) Settlement settles Settlement posts Settlement posts PC PCA PCB WBS CO- PA CO- PCA + R(c) - C(c) = Result Income statement C(a) C(r) R(r) R(a) C(z) R(z) Stock Inv. change Reserves Expenditure PS FI Same result in CO-PA
14 March 2024 The use of results analysis methods depends on the constraints of business requirements. Business can use various processes and types of projects and may require various results analysis methods. The valuation method contains formulas to calculate results analysis data. Various result analysis methods are:  01 - Revenue proportionality - With realization of profit  02 - Revenue proportionality - With no realization of profit if actual revenue is less than plan costs  03 - Cost-proportional POC method  04 - Quantity proportional method  05 - Quantity proportional POC method  06 - POC method based on revenue planned by period  07 - POC method based on project progress analysis  08 - Derive costs of sales from resource-related billing (no longer used)  09 - Completed contract method  10 - Determine stock without plan costs without milestone billing  11 - Determine stock without plan costs with milestone billing  12 - Determine stock and reserves for follow-up costs without milestone billing  13 - Determine WIP for actual costs in objects not bearing revenues  14 - Derive costs of sales from resource-related billing of dynamic line items  15 - Derive revenues from resource-related billing of dynamic line items Methods of Valuating Results Analysis
14 March 2024 Revenue-Proportional Results Analysis POC = R(a) / R(p) B POC = 40% C(c) = POC * C(p) = 800 C(z) = C(a) - C(c) = 200  Percentage of completion  Costs of sales  Costs of stock (WIP) Financial Accounting Stock Inv. Change FI 200 200 1,000 1,200 200 Profitability analysis CO- PA Net sales 1200 Cost of sales 800 Result 400 Settlement settles Settlement posts Plnd. Rev. R(p) 3,000 Plnd. costs C(p) 2,000 Actual rev. R(a) 1.200 Actual costs C(a) 1,000 When use revenue-based methods, the revenue relevant to profit equals the actual revenue. This method can be used with milestone billing and to report intermediate profits. This method will use planned costs and revenues. 01
14 March 2024 Cost-Proportionality Results Analysis POC = C(a) / C(p) B POC = 50% R(c) = POC * R(p) = 1,500 R(z) = R(c) - R(a) = 300  Percentage of completion  Revenues by period  Invent. fr. Which rev. can be generated (WIP) Financial Accounting Stock Inv. Change FI 300 300 1,000 1,200 300 Profitability analysis CO- PA Revenues by period 1,500 Actual costs 1,000 Result 500 Settlement settles Settlement posts Plnd. Rev. R(p) 3,000 Plnd. costs C(p) 2,000 Actual rev. R(a) 1.200 Actual costs C(a) 1,000 When use the cost-based percentage of completion method in results analysis, the system calculates the revenue on the basis of actual costs incurred up to the current period. This method should have planned costs and revenues. 03
14 March 2024 POC for Progress Analysis In the POC method of earned value analysis, the project earned value is determined by a process that is independent of the results analysis. This independent POC is used to determine costs and revenues by period and perform a posting correction to both costs and revenues. POC per WBS element calculated using progress analysis B POC = 60% R(c) = POC * R(p) = 1,800 C(c) = POC * C(p) = 1,200 R(z) = R(c) - R(a) = 600 C(z) = C(a) - C(c ) = 200  Percentage of completion  Revenues by period  Costs by period  Revenue in excess of billings (WIP)  reserves for unrealized costs Financial Accounting Stock Inv. Change FI 600 600 1,000 200 1,200 600 Profitability analysis CO- PA Revenues by period 1,800 Actual costs 1,200 Result 600 Settlement settles Settlement posts Plnd. Rev. R(p) 3,000 Plnd. costs C(p) 2,000 Actual rev. R(a) 1.200 Actual costs C(a) 1,000 Reserves Expenditure 200 200 07
14 March 2024 Cost of Sales from Resource-Related Billing It determines the cost of sales as a proportion of the actual costs incurred that have already been billed to the customer. The remainder of the actual costs make up the cost balance. This results analysis method can be used only with resource-related billing of dynamic line items. No POC B C(c) = 700 R(a) = 1,200 C(b) = 300  Cost of sales to the amount of line items involved  Revenues already billed  Balances to the amount of line items not yet involved Financial Accounting Stock Chg in stock. FI 300 300 1,000 1,200 300 Profitability analysis CO- PA Net sales 1,200 Cost of sales 700 Result 500 Settlement settles Settlement posts Billing request Item 1: 200 300 Item 2: 500 900 Item 3: 300 NN Costs Rev. C(a) = 1,000 C(c) = 700 R(a) = 1,200 C(b) = 300 14
14 March 2024 Released Actual Data Result Analysis Data Final Invoice Technically Complete Costs Only Costs Revenues Follow-up Costs • Cost of sales = 0 • Reserve for imminent losses • Determine balances • Cost of sales > 0 • Change in balances • Reserve for unrealized costs • Reserve for imminent losses • Cost of sales = Max planned/actual costs • Balances = 0 (balances cleared) • Reserve for unrealized costs • Reserve for imminent losses • Cost of sales = Actual costs • Clearing any remaining reserves Use the WBS element status to divide the project life cycle in defined stages that lead to various results in results analysis. The standard system distinguishes between three stages Considerations for Results Analysis
14 March 2024 Results Analysis for Billing Elements RA SR Settlement Rule Result analysis Key: Project structure indicator = A, C, T Results analysis in the project structure always takes place in billing elements. The results analysis data in a billing element includes an aggregated plan and actual costs from the WBS elements to the billing element. In the case of Networks, note that only plan costs for appended orders are included in the assigned WBS elements. In settlement, only billing elements with results analysis are settled because they already contain the plan and actual data for subordinate WBS elements. B B Network SR Plan/ actual Plan/ actual Plan/ actual Plan/ actual SR RA RA
14 March 2024 RA for Sub-hierarchies and Overall Valuation To perform results analysis separately for specific sub-hierarchies and valuate the entire project, the top element in the project is assigned a results analysis key with the project structure indicator B. The planned and actual data from subordinate WBS elements are summarized upwards; plan, actual, and results analysis data from the WBS elements, where results analysis has taken place, is passed to the top element. B B Network SR Plan/ actual Plan/ actual Plan/ actual Plan/ actual SR RA RA Plan/ Actual + Result analysis data RA SR Settlement Rule Result analysis Key: Project structure indicator = B(top element) Project structure indicator = A, C, T(other)
14 March 2024 Separate Results Analysis for WIP Elements If parts of the project are processed in different company codes, business areas, or profit centers, you may have to calculate and post balances and reserves separately in non- billing elements (WIP elements) or orders. In such cases, the WBS elements or orders are assigned a results analysis key or settlement rule of their own. Plan and actual data is rolled up from the subordinate WBS elements. Data between WIP elements is not aggregated in results analysis. B WIP WIP SR Plan/ actual Plan/ actual Plan/ actual SR RA RA RA SR Settlement Rule Result analysis Key: Project structure ID = B(Top element, WIP element) Project structure ID = _ (Order) SR RA CoCd 1 PrCtr 1 CoCd 2, PrCtr 2 CoCd 3, PrCtr 3
14 March 2024 Introduction Project Structures Project Planning Project Budgeting Contents Scheduling & Execution Table of contents 141 Project Period End Closing Project Analysis & Reporting
14 March 2024 Project Information System The Project Information System is a flexible, comprehensive information system and can use to monitor and control project data. You can evaluate individual projects, partial projects, or multiple projects. The system includes overview reports and reports offering various degrees of detail. Features: It is possible to run recurring standard reports and create your own reports to meet specific information needs and tasks. Report evaluation includes a wide range of functions. For example, you can branch to other reports for more detailed information, send reports via Mail, or print them. The standard also includes reports offering different degrees of detail, summarizations, and views of current data, version data, and archive data for:  Structures  Controlling  Progress  Resources  Material
14 March 2024 Structures Capacities ALV Controlling Progress Analysis Proj. summarization Material Analysis Project Information System Information System Overview Information System Overview
14 March 2024 Project Information System (Cont…) Below table will help to select the report type in each requirement: Technical Project Reports Analysis of operative or organizational data from different viewpoints based on project structure Detailed information on selected objects, such as WBS elements, activities, or confirmations Hierarchy Reports To View hierarchical overview of your costs, revenues and payments Cost Element Reports Evaluate detailed information at cost element level Co line item Reports Trace the origin of costs at document level Reports on resources Use resource information system to analyze the capacity requirements of the work centers used in a project. Project Progress To analyze the progress of a project Reports on resources Use this component to combine a number of projects, internal orders, and production orders with characteristics in coming, thereby achieving more efficient cost accounting over them. This makes for clearer cost analysis at higher levels.
14 March 2024 Technical Reporting The Information System for structures allows to monitor and control projects technically. Features:  Overviews in the information system  Graphics in the information system  Confirmations
14 March 2024 Overviews in Project Information System Overviews in the Information System give an overview of single or multiple objects for a specific project. The system creates a structure overview from the values maintained in the selection screen. It is possible to branch to go to the individual overviews and detail screens from the structure overview. The following graphic shows how to navigate between the individual overviews: Selection Options Structure overview Individual overview Detail screens
14 March 2024 Overviews (Cont…) Features: The following overviews are available:  Structure Overview The structure overview displays all selected object types, for example, WBS elements and activities, in your hierarchical structure.  Individual Overviews The individual overview displays individual objects belonging to a project. There are individual overviews for the following objects:  Project definition  WBS elements  Networks  Activities  Orders  Sales and distribution documents  Sales document items  Relationships  Milestones  Production resources/tools (PRT)  Capacity requirements  Confirmations  Components  Planned orders
14 March 2024 Structure Overview - Functions In addition to the functions, it is possible to execute various icons, the structure information system offers two more facilities: Context-sensitive mouse: Can use cursor positioning and the context-sensitive mouse to execute functions. Double-clicking items: In Customizing, choose between ten selection actions, as to what should happen when an item is double clicked. Possibilities include confirmation and changing the object. By choosing Go to Information System, call up reports in other areas:  Cost reports  Capacity evaluations  Reservations concerning account assignment  Purchase requisitions concerning account assignment  Purchase orders concerning account assignment  Purchasing documents concerning account assignment Other Functions Purchasing docs for acct. assignment Capacity evaluation Coat reports Coat reports Reservations for acct. assignment Confirmations
14 March 2024 Individual Overview SAP List Viewer Enhanced Overview
14 March 2024 Graphics in PS Information System Hierarchy Graphic Network Graphic Portfolio Gantt Chart Presentation Graphic Structure Graphic Various Graphics used in Project systems
14 March 2024 Confirmations Confirmations document the state of processing for activities and activity elements in a network, and can be used to forecast progress in the future. Precise confirmations are very important for realistic and accurate project planning. Confirmations can be done directly in the Project System or by using the following functions:  Confirmation via Time Sheets (CATS)  Confirmation via Intranet (PS-CON)  Confirmation in External Systems (PDC)  Decentralized Confirmation using MS-ACCESS  Open Project System
14 March 2024 Customizing Structure Information System DB Profile for selection of data Individual Overview Profile Structure Overview Profile Resource capacity evaluation Profile Overview variants header, footer PS Graphic Profile Text modules for title and header line items Profiles for displaying funds and revenues PS info Profile The PS info profile is an overall profile which combines the individual profiles necessary for working with the structure/date information system PS Info Profile
14 March 2024 Overview Profiles Settings  Hierarchy/tree  Display groupings  Version comparison  Sort down Changes  Protected  Not modifiable Field Widths  Object width  Column width Filters  General  User-defined  Status-dependent  Object Settings  Value abs./per  Units in header line  Object type test  Original width Subprofiles  Displayed fields  Grouping criteria  Summarize criteria Sort criteria Highlights  General  User-defined  Status-dependent Objects  WBS elements  Activities  Orders Overview profile control parameters Objects for Overview profiles Only in structure overview
14 March 2024 Commercial Project Reporting Various reports are available for analyzing and monitoring commercial data. The Controlling Information System contains three types of reports:  Hierarchy reports  Cost element reports  Line item reports The report type you choose will depend on the information you require and the level of detail of this information.
14 March 2024 Data Types CP-0001 Cell tower 20000 20000 20000 20000 210001 100002 100003 100004 100005 100006 CP-0001-01 Planning CP-0001-02 Design Cp-0001-03 Engineering CP-0001-04 Construction Actual payments Actual costs Actual revenue s Payment commitment Cost commitment Budget Planned revenue Planned costs Planned payments The controlling information system covers, above all, the commercial aspects of project processing. The term commercial data in this context primarily means costs, revenues, and payments receipts and disbursements). The following are among the values available:  Actual  Plan  Commitments (costs, payments)  Budget Depending on what you want to know, you can analyze and evaluate this data using the various report types.
14 March 2024 Commercial Project Reporting Below table will help to select the report type in each requirement:  Internal business volume in settlement  Order plan values as commitments  Budgeting and cost planning  Payment data  Incoming orders  Open orders  Costs to complete (CTC)  Detailed actual, plan, and commitment values  Debits and credits by object  Plan data from the network costing, by cost element  Quantities  Statistical key figures  Credit from settlement  Actual costs/revenues  Commitments  Plan costs/revenues  Hierarchical cost/revenue planning  Budgets  Actual payments/payment commitments  Planned payments  Results analysis  Line item settlement Hierarchy Report Information required Report Type Cost Element Report Line item Reports
14 March 2024 Hierarchy Reports Form Key Figures Characteristics Basic Concepts In the hierarchy reports, the system displays the value flow of the commercial data in an Individual project, in subprojects, or cross-project, from hierarchical points of view. The valuation is based on all the data in the RPSCO project information database. RPSCO contains all project-related cost, revenue, and payment data, summarized by value category. Value categories are groupings of cost elements and commitment items.
14 March 2024 Accessing a Hierarchy Report Conventional drilldown report Graphic report output Hierarchy Reports – Output Types
14 March 2024 Object Value category Classic Drilldown Report: Evaluation
14 March 2024 Classic Drilldown Report: Functions Currency Number format Characteristic display Totals line Percentage/ absolute Zero on/off Headers on/off Report text on/off Settings Drilldown Detained list Characteristics Hierarchy Navigate Exceptions Comment Report parameters Extras Sort Analysis Condition Ranking list Hierarchy Columns on/off Find Edit Export Send Print report Save Report Columns Period breakdown Graphic Access Report Go to
14 March 2024 Object Value category Graphic Report: Evaluation
14 March 2024 Graphic Report: Functions Currency Number format Characteristic display Totals line Column display Undo Percentage/ absolute Zeros on/off Settings Exceptions Comment Report parameters Attributes Extras Analysis Condition Ranking list Hierarchy selection ABC analysis Edit Export Save Report Line items Access report Go to
14 March 2024 Hierarchy Report: Requirements Define value categories Import reports form client 000 Regenerate project info database Create Forms and Reports Value categories are intervals/groups of cost elements and commitment items. They are required for:  Updating the project info database RPSCO  Calculating interest in projects  Defining hierarchy reports for costs, revenues and payments  Updating quantities in the project info database RPSCO Import the standard reports we deliver, either online or in background processing, from client 000 to the client where you are logged on. The project info database has to be regenerated when the hierarchy reports are called up for the first time (and whenever subsequent changes are made to the value categories). The structure and content of the basic list, drilldown lists, and detailed lists in a hierarchy report are determined by two elements:  Form  Report definition The form determines the structure of the report and the report definition determines the content
14 March 2024 Cost Element Reports Cost element reports are used to evaluate one or more projects in detail by cost element. The reports contain the following information on costs and revenues:  Values  Quantities  Confirmed hours from activity allocations  Statistical key figures Cost element reports are used to evaluate the following data in detail:  Detailed information on the totals records  Planned costs from the network costing  Reconciliation results within project processing
14 March 2024 Cost Element Report Structure Structure Tree for selecting objects Cost Elements Cost element reports display costs by cost element. Use the Report Painter to create cost element reports.
14 March 2024 Cost Element Report: Functions Column attributes Report layout Section layout Section attributes Texts Report/report Interface Dialog settings Settings Expand /compress Line hierarchy View Selection log Messages Technical info Comment Extras Select block Sort Access report Currency translation Threshold value Refresh Edit Export Send Print report Save Graphic Send Office integration Report Position Horizontal pages Find Go to Project WBS 1 WBS 2 activity activity activity
14 March 2024 Line Item Reports Business transactions are documented as line items and stored in line item files. The data in these files is divided into plan transactions and actual transactions. Line items are always documented for actual and commitment data. At least one line item is written for each posting. The system writes plan line items only under certain conditions. Features:  Actual line items: Actual line items are written each time you post costs, revenues, and payments.  Plan line items: Plan line items are written for cost, revenues, and payments if you have configured the system accordingly.  Commitment line items: Commitment line items are created as a commitment is set up - for example, for a purchase order.  Budget line items: The system uses line items to document budget changes which you save.  Settlement line items We deliver the following standard reports:  Project actual cost line items  Project commitment line items  Project plan cost line items  Project structure planned cost line items  Project budget line items  Project actual payment line items  Project planned payment line items  Display project settlement line items  Results analysis line items
14 March 2024 ALV Functions Basic list Optimize columns Display variant Choose other Choose fields Save Settings Master record Document AC Documents Environment Export Print Report Filters Sort function Summation Subtotals Edit Columns Choose details Compress expand Extras ALV
14 March 2024 Project Progress Use the planning phase of a project to plan how you want your project to progress. However, errors in planning or unforeseen events may cause the project to vary from the plan. The project objective will then only be achieved if project management identifies these variances early on and takes prompt action to correct them. To this end, project management requires constant access to current information about:  Project status The state of the project at a particular time, as derived from actual data on costs, dates, and capacities.  Project progress The progress of the project towards achieving its goal, as of a particular time, compared with planning  Expected project development How you expect your project do reach completion. If the actual course of the project varies from the plan at a particular point in time, you can use key dates and simultaneous schedule updates to forecast the project's further progress. Neither costs, resources, nor dates may be viewed in isolation. You can only draw meaningful conclusions about the progress of your project when you can compare actual results with these values. The Project System provides tools for effective project monitoring, control, and execution, as follows:  Progress analysis  Milestone trend analysis  Cost forecast
14 March 2024 Progress Analysis 1 3 2 SV CV Costs Period Today Costs Work Dates 1 3 2 BCWS BCWP Actual costs Progress analysis is the tool you use to determine planned and actual project progress values, and to compare the two sets of data. This enables you to identify cost and schedule variances early and take appropriate action Legend: SV = Schedule variance (BCWP - BCWS), CV = Cost variance (BCWP - Actual costs)
14 March 2024 1 3 2 SV CV Costs Period Today Plan POC Planned Cost Act. POC BCWS 1 BCWS 2 BCWS 2 POC = Percentage of completion CV = Cost variance SV = Scheduled variance BCWP= Budgeted cost of work performed BCWS= Budgeted cost of work Scheduled Progress Analysis – Function
14 March 2024 Progress Analysis – Process Flow Create a Project structure Enter Measurement Method Enter Planned data for a project Enter Actual data for a Project Determine the Progress Evaluate the Progress Create Project with WBS and activities Determine how the system calculates the percentage of completion (POC) Plan for costs, dates, milestones, and so on Actual data Determines the planned and actual POC, Calculates the BCWP and BCWS Analyze the progress data, together with other project key figures.
14 March 2024 Milestone Trend Analysis Milestone trend analysis is a simple method for analyzing the dates in a project and comparing them with planned data. You use it to recognize trends and deviations from the planned schedule quickly . The scheduled dates of the milestones, which are relevant for the course of the project, are compared at various points in time. Deviations from the planned schedule are made apparent. In the graphical form a MTA chart is used, which is triangular where the sides are the times axes. The milestone dates are plotted against the report dates. Milestone dates Reporting date Delay Scheduled dates Scheduled dates
14 March 2024 Project Summarization Project summarization is a method, offered in the Project System, of summarizing and analyzing a number of projects under one or more super ordinate terms. Summarization combines the objects with attributes in common by means of a hierarchy structure you define yourself. The controlling area is always the top node in the hierarchy. Examples of summarization criteria include:  Business area  Responsible cost centers  User-defined fields
14 March 2024 Proj. Summarization Step 1 Define summarization hierarchy Step 2 Inheritance Step 3 Summarize Project Summarization Procedure
14 March 2024 Capacities Valuated Project stock Resources and material Reservations Purchase requisitions Purchase Orders Outline agreements Stock/Requireme nt list Material Componen ts The resources and material information system covers the following:  Capacity reports  Stock/requirements list  Order report  Reservations/ purchase requisitions/ purchase orders / outline agreements  Valuated project stock Reports on Resource and Material
14 March 2024 Resources & Capacity planning Distribution of work among workforce Capacity requirements (project view) Capacity load (work center view) Capacity load (variable view) Resources - Reports
14 March 2024 Missing parts Pegged Requirements Order Report Reservations Outline agreements Material Individual Overviews Others Material - Reports Planned Orders Components For project For account assignment Purchase requisitions For project For account assignment Purchase Orders Stock/requirements lists Valuated Project stock Stock

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SAP SAP Project Systems_capabilities.pptx

  • 1. Capabilities - SAP PS Project Systems Prepared by Srinivasa Rao Movva
  • 2. 14 March 2024  Overview of SAP Investment Management Module  Understanding of Investment Management Programs and various Investment measures  Understanding of Planning, Investment and Financing processes  Understanding of various Investment Scenarios  Understanding of integration points with other Modules 2 Objectives
  • 3. 14 March 2024 Introduction Project Structures Project Planning Project Budgeting Contents Scheduling & Execution Table of contents 3 Project Period End Closing Project Analysis & Reporting
  • 4. 14 March 2024 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 Projects usually involve cross-departmental and highly complex business processes. Projects are often cost-intensive, time-consuming, and of strategic importance.  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.
  • 5. 14 March 2024 Introduction - Project Systems  Project Types  Investment Projects  Overhead Cost Projects  Capital Investment Projects  Customer Projects
  • 6. 14 March 2024  Key Functions:  To carry out complex, unique, and high degree of risk activities in a structured manner.  To monitor dates and schedules.  To monitor costs and revenues.  To Control of budget .  To trigger Billing schedules, cash flow plans.  Resource allocation and monitoring.  To monitor, track and control Project purchases.  To monitor the Project progress w.r.t. Cost, Time, Revenue and % of completion.  Simulations and Flexible reporting Introduction - Project Systems (cont…)
  • 7. 14 March 2024 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.  Close integration of SAP Project System with Accounting, Materials Management, Sales, Production, Human Resources  FI/CO has a much broader usage on projects  Flexible authorization allows distribution of Budgeting functionalities to various Org. Roles  Flexible Reporting and Monitoring tools  Tight integration with new generation Project Management tools  SAP Project System offers functions for managing practically all types of projects
  • 8. 14 March 2024 Introduction - Project Systems (cont…)  Project 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
  • 9. 14 March 2024 Investment Project Process Production Administration Maintenance 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 9 PS
  • 10. 14 March 2024 Customer Project Process ( ETO) Create Quotation Create Sales Order SD Create Enquiry Proj. Planning Budgeting & Approvals Procurement Settlement Project Close Proj. Creation Proj. Execution Delivery 10 PS Billing & Invoicing
  • 11. 14 March 2024 Customer Project Process - Construction Create Project Enquiry to Proj. Create Enquiry 11 PS Standard WBS Standard Network Concept & Product Development Schedule Project Vendor Quotations Price Comparison Make Or Buy Buy Make Assign Mat to Proj. Proj. Simulation Create PO GR Create Sale Order Create Billing & Invoice Plan Release Project Production Order Execute Order Confirm Order GR for Order Release Execution Delivery & Billing Project Close PP MM SD
  • 12. 14 March 2024 12 -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 Integration Functions With Other Modules - Order Creation - Planning - Budgeting - Order Cost control - AuC, Fixed Asset PM
  • 13. 14 March 2024 Introduction Project Structures Project Planning Project Budgeting Contents Scheduling & Execution Table of contents 13 Project Period End Closing Project Analysis & Reporting
  • 14. 14 March 2024 To process 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 for 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
  • 15. 14 March 2024 Project Definitions Work Breakdown Structures WBS Elements Project Definitions Project Definition and Work Breakdown Structure
  • 16. 14 March 2024  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?
  • 17. 14 March 2024 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
  • 18. 14 March 2024 Project Creation Methods Project Builder Hierarchy Graphic Incorporate Copy Manual = Operative Structure = Standard Structure 1 2 3 4
  • 19. 14 March 2024 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
  • 20. 14 March 2024 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.
  • 21. 14 March 2024  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 - Functions Internal Activity: External Activity / Service: Material: Periodic Processing: Costs Activity: Milestones: “Network” April 7 May June
  • 22. 14 March 2024 Resource Planning External  External Processing  Internal Processing  Labor requirements  Capacity requirements  Materials  Documents, PS Texts  Milestones W Documents Materials Internal  PS Texts Milestones
  • 23. 14 March 2024 Work Breakdown Structures & 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
  • 24. 14 March 2024 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
  • 25. 14 March 2024 Introduction Project Structures Project Planning Project Budgeting Contents Scheduling & Execution Table of contents 25 Project Period End Closing Project Analysis & Reporting
  • 26. 14 March 2024 Project planning is part of project management, which relates to the use of Gantt charts and Project builder and subsequently report progress within the project environment. Before going for the planning phase, project scope and Work breakdown structure ready along with activities and Networks. During the planning phase of a project, dates must be set, resources made available, and consumption of materials and funds planned. This unit provides you with an overview of the various planning options available using work breakdown structures, networks, and activities.  Planning req.  Date Planning  Resource Planning  Materials Planning  Cost and Revenue Planning  External Activities Project Planning
  • 27. 14 March 2024 Aspects of Planning
  • 28. 14 March 2024 Top Down P P2 P1 P2.3 P2.2 P2.1 The dates that maintain in the subordinate WBS elements must lie within the dates periods of the superior WBS elements. Basic Date Planning Methods Bottom Up P P2 P1 P2.3 P2.2 P2.1 The dates of the superior WBS elements are only changed, if they do not include the dates of the subordinate WBS elements. Strict Bottom Up P P2 P1 P2.3 P2.2 P2.1 If already entered dates for the superior WBS elements, the system deletes them, and calculates new dates based on the dates of the subordinate WBS elements. Plan the dates without Hierarchical dependencies Free Planning P P2 P1 P2.3 P2.2 P2.1 Basic & Forecast Methods
  • 29. 14 March 2024 Resources Planning Internal Activity Work Elements Capacity requirements, planned dates, costs Workforce planning Capacity Analysis Capacity Leveling Confirmation Capacity load reduction, actual dates, costs Use this component to plan the resources required for the work that is carried out internally in a project. Fig shows the Lifecycle of an internal activity
  • 30. 14 March 2024 Resources Planning Important steps involved in resource planning are  Capacity Leveling Generate capacity requirements in a Project by  Assigning internally processed network activities to a work center  Entering a value for work  Scheduling the network After gathering all the requirements, next step is capacity leveling with reference to available capacity of the assigned Work center. System requires the following date from the work center to determine capacity  Operating time  Formula for the duration of internal processing  Calendar  Formula for the capacity requirements of internal processing activities  Workforce planning Use this function to distribute work in internal activities of a project to personal resources according to periods. Possible personal resources which we can assign to internal activities are person, position and Organizational units from HR.
  • 31. 14 March 2024 Workforce Planning This function will be used to distribute internal project work to personal resources available in HR system. Prerequisites:  HR Mini Master  Work center assignment to activity  Person belong to project team  Workforce planning Profile Workforce planning can be carried out with a project view or a work center view, depending on the responsibilities. In reporting analysis can be done from project, work center, and personnel resource views. The work distributed to a person can be used as a default by the system for the Time Sheet (CATS), when entering personal working times.
  • 32. 14 March 2024 Project: CP-0001 Network 5000000 Activity 0010 Network 5000000 Activity 0010 Person 1 Person 2 Person 1 Person 2 Duration of activity Duration of activity Work Center 1421 Network 5000000 Activity 0010 Network 5000000 Activity 0010 Person 1 Person 1 Duration of activity Duration of activity Network 5000000 Activity 0020 Project view Work Center View Period (day week, …) Period (day week, …) Workforce Planning (Cont…)
  • 33. 14 March 2024 Material Planning Materials are required to perform an activity in a project. In this step, required materials for the projects are either developed or identified. Identified materials will be assigned to network activities there by monitor the material requirements, costs in projects, control the flow of materials and scheduling. These material components in the networks can be managed in various stocks. Various features of Material assignment functionality in SAP Project Systems are:  Material Assignment to Network activities  Activating Requirements  Availability check  Reservation/ Procurement  Scheduling Material Flow  Inventory  Delivery
  • 34. 14 March 2024 Material Planning Materials establish a connection between Sales and Distribution, materials management (purchasing and Inventory Management), and production planning. The materials required to complete the activities of a project are identified in the component overview for the individual activity. Various possibilities exist to manage the component value and inventory quantity. SD MM PP PS
  • 35. 14 March 2024 F D Q Network SD Document Network with WBS Dependent requirements ind. In material master Individual (1) Collective (2) Indiv./Collective ( _ ) Not Possible  (2) Reservation for Network Reservation for Network Reservation for SD Doc Reservation f. SD /NW Reservation for Network Reservation for WBS Reservation for Network Reservation f. WBS/NW F, _ F, _ F, _ D F, _ D, F, _ Q F, _ Q, F, _ Item Category ‘L’ Stock Item Acc.Asst Cat. Account assignment category F= Order, D=Sales Order, Q= Project stock Possible Account Assignment Category
  • 36. 14 March 2024 Material Availability Check This function is useful to check whether material components in networks are available on the requirements date. If the requirements are not covered on the requirements date, the system determines the date on which they can be covered. Material Master Checking Group Checking scope Network Type Checking control Checking rule Prerequisites:  Checking group in material master  Define checking rules  Define a checking scope for the combination of a checking group and checking rule  Assign rules to Network types
  • 37. 14 March 2024 Cost and Revenue Planning Cost Planning Cost planning deals with the cost that are expected to incur in connection with project during execution. Cost planning has different aims at different stages of the project:  During Project creation stage i.e. at the concept and rough planning stage, cost planning acts as the base for an initial cost estimate.  During approval stage, it forms the basis for the budget allocation.  During project execution, is uses to monitor and control cost variances. Revenue Planning Revenue planning deals with the revenues expected to receive in connection with the project as it is executed. In the Project System, you can use the following planning methods  Manual revenue planning.  Automatic revenue planning from the billing plan Most especially in customer projects, it is important to compare costs and revenues so that we can get an idea early on of the likely project result (profit or loss).
  • 38. 14 March 2024 Cost Planning Cost Planning is effected by means of Work Breakdown structure and Networks. Various methods used for coat planning are shown below:
  • 39. 14 March 2024 Cost Planning You can plan costs for a project using two techniques:  Manual cost planning in the WBS  Automatic cost planning using networks and assigned orders Manual cost planning in the WBS involves four methods:  Overall planning (structure-oriented planning) in its most basic form, where you enter costs for each WBS element. You can break down figures by the fiscal year, if required.  Detailed planning of primary costs and activity inputs (cost element planning), which is cost-element-based and period-based.  Unit costing, where you use a profile to enter quantities (materials, internal activities, external services, and variable items) for each WBS element. This type of planning is cost-element-based.  Easy Cost Planning, which offers an easy-to-use tool to plan costs by cost element in a quantity structure. You can use Execution Services to enter commitment and actual data for planned costs.
  • 40. 14 March 2024 Revenue Planning Revenue planning deals with the revenues you expect to receive in connection with your project as it is executed. In the Project System, the following planning methods will be used: Manual revenue planning  By work breakdown structure  By revenue element Automatic update of revenue plan values from the billing plan:  In WBS elements  In sales orders Prerequisite: WBS elements in which you want to plan revenues must be flagged as billing elements (Operative Indicators)
  • 41. 14 March 2024 Revenue Planning - Overview
  • 42. 14 March 2024  Date Planning  Resource Planning  Materials Planning  Cost and Revenue Planning  External Activities Lesson 2 - Contents
  • 43. 14 March 2024 External Activities Purchase Requisition Quotation Entry of Quotation Purchase Order monitoring Goods Receipt/ Service entry Invoice Verification Vendor Selection Purchase Order creation External Activity 0030 Description Material Group Purchase Group Quantity and Unit 0020 0010 0040 Services that will be provided by Vendor
  • 44. 14 March 2024 Introduction Project Structures Project Planning Project Budgeting Contents Scheduling & Execution Table of contents 44 Project Period End Closing Project Analysis & Reporting
  • 45. 14 March 2024 Budget Management  What is Budget? It is approved cost structure for a project. Projects casts has to be estimated during the planning phase with different tools, then prescribe the funds available for project in the form of a budget. The budget is the device by which management approves the expected development of project costs over a given timeframe. Order/ network Plan Assg d 1200 1200 Cost planning Budget Request Approved Budget Budget Distribution Budgeting Budget Allocation
  • 46. 14 March 2024 Budget Overview Availability control • Against Current budget • Against Budget Releases Original budget -100 -100 +/-100 +100 Budget Updates Budget Releases 2007 2009 2008 Budget Carry forward
  • 47. 14 March 2024 Original Budget After the planning phase is finished, project is approved and budgeted by a respective authorized group with in the Organization, to whom the original budget is assigned. Project can be budgeted by:  Transfer the values from cost planning as a budget.  Enter the budgets directly in the WBS elements . Above methods are possible only if budget profile is not assigned to investment program type. Original budget P-10000 P-10000 P-10000-1 O r i g i n a l P l a n V a l u e s D i s t r i b u t e d Years Structure Total 2008 2009
  • 48. 14 March 2024 783.32 783.32  Budget allocation for a project is generally preceded by a cost plan that provides the initial basis for determination and allocation of the budget. As the system enables detailed planning of project costs, it is relatively simple to transfer the planned values as budget.  You must first create a project with a structure plan, and execute cost planning  Procedure: (CJ30) Select planned total > Select WBS element > Edit select Copy view > Enter % and select ADD/Replace and Choose continue.  Repeat the same procedure for other WBS elements as well Transfer from Plan to Budget 1 2 3
  • 49. 14 March 2024  If you do not want to use planning values as a reference for budget values, you can enter the budget directly in the WBS elements.  Distribute the total budget (using the top-down method) to the individual elements in the work breakdown structure.  The Budgeting business transaction is allowed only on the WBS elements that are ready for input. Direct Budgeting 2009
  • 50. 14 March 2024 -100 -100 +/-100 +100 Budget Updates Budget Updates Unexpected/unforeseen events, additional requirements, price changes for external activities, and other things force the projects for more funds. In these conditions you may need to update the original budget, There are three types of Budget updates, these are:  Supplements  Returns  Transfers
  • 51. 14 March 2024 Budget Supplements Budgeted funds provided are not sufficient, there is an option to supplement the project with some more funds by using budget supplements, which can be used on the project. There are two types of supplements for projects:  With in the Project  To the Project Budget Supplement In Project To Project
  • 53. 14 March 2024 Supplements from Outside Supplements to selected WBS elements possible. Make particular supplements, meaning that provide a selected WBS element with additional external budget. This is independent of the remaining budget on the higher level. The system updates the supplemented budget on the WBS "upwardly". Updates not allowed if Capital investment budget exists
  • 54. 14 March 2024 Budget Release Distributing the budget is not same as releasing funds. Therefore one needs to release the budget for use. Release can be possible as Total or Annual depends on budget profile 40% 4 m
  • 55. 14 March 2024 Availability Control Availability control compares the current distributed budget (or release) with the assigned value there by issuing warnings and error messages when budget exceeds depends on settings. When a project is being executed, the available funds are used at various places with in the Project there by Commitments are created, and actual costs are incurred. Together with the costs of apportioned orders, Commitments and actual costs will form as assigned funds. Availability control monitors funds using budget allocation. SAP Project system supports the below availability control methods  Passive availability control  Active availability control
  • 56. 14 March 2024 Availability Control (Cont…) Passive availability control Funds overview can be regarded as passive availability control. The assigned value which is displayed in cost reports is called passive availability. Active availability control By entering business transactions that creates cost assignments, then the system checks weather there is still sufficient budget available for the Project. The assigned funds can be found in the budget-bearing WBS element and in the lower-level assignable WBS elements. Projects uses release budget as an alternative to current budget. To ensure that the available funds are not exhausted at an early stage, release the budget in stages.
  • 57. 14 March 2024 200,000 80,000 85,000 50,000 40,000 Commitments (Purchase Orders, Requisitions, funds reservation) 40,000 Actual Costs 40,000 Orders 45,000 45,000 40,000 PP PM PS CO Budget Assigned Assigned Funds and Availability Control 90%+ Message 105%- Warning Tolerance Limits Budget Overrun Message to Proj. Manager
  • 58. 14 March 2024 Assigned Values for Projects The assigned value for projects is calculated from:  Actual costs of WBS element carrying budget  Statistical actual costs of WBS element carrying budget  Actual costs of subordinate WBS elements if these do not carry budget  Statistical actual costs of subordinate WBS elements if these do not carry budget  Commitments of WBS element carrying budget  Commitments of subordinate WBS elements if these do not carry budget  Maximum of plan and actual costs + commitments from assigned networks or orders Not used for calculation of the assigned value:  Actual costs with a cost element defined in Customizing for availability control as an exempt cost element  Planned costs of networks or network activities that are used for forecasts are never included in the assigned value.  In status 'Technically complete', 'Complete' or 'Deletion flag', the plan value is never included in the assigned value.
  • 59. 14 March 2024 Budgeting Investment Project Prerequisites:  Investment Program structure  Investment program cost planning  Investment program budgeting  Assignment of investment program position ID in measure (i.e. Project) Follow on functions:  Distribute budget to lower level WBS elements with in the project structure
  • 60. 14 March 2024 60  Top Down Investment Program IM Appropriation Requests Plan Budget Distrib Overall Investment Position 1 Position 2 Position 3 Position 2 . .1 Position 2 . . 2 Position 2 . .3 WBS elements Plan Budget Distrib Project 2 Project 2 . . 1 Project 2 . . 2 50 90 Plan 200 110 60 1500 200 500 800 1300 400 200 700 200 110 1300 200 400 700 200 PS Budgeting Investment Program & to Project
  • 61. 14 March 2024 Reporting – Funds Overview Menu path: Project System  Information System  Financials  Costs  Budget-Related  S_ALR_87013556 - Funds Overview
  • 62. 14 March 2024 Reporting – Budget updates Menu path: Project System  Information System  Financials  Costs  Budget-Related  S_ALR_87013560 - Budget updates
  • 63. 14 March 2024 Reporting – Funds Overview Menu path: Project System  Information System  Financials  Costs  Budget-Related  S_ALR_87013561 - Availability Control
  • 64. 14 March 2024 Reporting – Distributed values Menu path: Project System  Information System  Financials  Costs  Budget-Related  S_ALR_87013559 - Budget/Distributed/Plan/Distributed
  • 65. 14 March 2024 Introduction Project Structures Project Planning Project Budgeting Contents Scheduling & Execution Table of contents 65 Project Period End Closing Project Analysis & Reporting
  • 66. 14 March 2024 Scheduling Scheduling is the process of deciding how and when to commit resources between a variety of possible tasks. Time can be specified or floating as part of a sequence of events. Scheduled dates are the start and finish dates of activities calculated by the system in scheduling. For WBS elements the scheduled dates are determined from the scheduled dates of the activities that are assigned to the WBS element. Two types of scheduling possible, these are:  Time scheduling with WBS elements  Scheduling of Activities and Networks
  • 67. 14 March 2024 Planning Form Scheduling Scheduled start/finish Planning different calendars Monday Monday Friday Aug 09 Not a workday Shift Extrapolation + + Inherit x Check dates WBS/ WBS WBS/ Network • Basic dates • Forecast dates • Actual dates Set of dates Time Scheduling Functions with WBS Elements
  • 68. 14 March 2024 Time Scheduling Functions (Cont…) The following functions are available in time scheduling:  Sets of dates: Basic and forecast dates can be used as planned dates.  Check dates: You can check consistency of the dates within the project structure with or without taking activities into account.  Inherit: Dates within the work breakdown structure can be inherited.  Extrapolate: You can use the extrapolate function to calculate the dates for higher-level WBS elements.  Shift dates: You can shift all of the planned dates for the WBS elements or just the dates in sub hierarchies.  Planning different calendars: You can use a different factory calendar for each activity or WBS element.  Scheduling: The scheduling function automatically calculates the dates for activities and networks.  Planning methods: You can use the planning methods "bottom up planning“ to extrapolate dates automatically when you save your data.
  • 69. 14 March 2024 Scheduling Scenario There are basically three methods that you can use for scheduling projects: These are  Top-Down Scenario  Bottom-Up Scenario  Free Scheduling Top-down and Bottom-up are predefined scenarios, whose parameters are determined by the system. These parameters cannot be changed. If you choose one of these scenarios, the system uses these pre-defined parameters for scheduling in all stages of the project. You do not have to edit or check the scheduling parameters. In case of Free scheduling method, you can edit all the scheduling parameters.
  • 70. 14 March 2024 Top Down P P2 P1 P2.3 P2.2 P2.1 Top-down Scenario  The dates for scheduling are passed down from the project definition, to the WBS elements, and to the activities.  The dates of the activities must be within the dates of the WBS element to which they are assigned.  Similarly the dates of the WBS elements must be within the dates of the superior WBS element.  All the dates in the project must within the period formed by the basic dates of the project definition.
  • 71. 14 March 2024 Bottom-up Scenario  Dates are passed on from the bottom of the hierarchy to the top.  The dates for activities, determined in scheduling; are checked against the dates of the assigned WBS element to see if the planning period of the WBS element include all dates from the activities. If it is different then the start date and the finish date, or both dates of the superior WBS element is changed. This is repeated up the WBS hierarchy to the project definition.  If a WBS element does not have other WBS elements or activities assigned to it, the system uses the basic dates of the WBS element as scheduled dates. Bottom Up P P2 P1 P2.3 P2.2 P2.1
  • 72. 14 March 2024 Free Scheduling  You can set up the scheduling parameters as you like, these are:  Scheduling type  Scheduling method  Reduction levels  Reduction type  You can set up the scheduling method as you like  You can set up the plan basic dates and forecast dates differently Free Planning P P2 P1 P2.3 P2.2 P2.1
  • 73. 14 March 2024 Scheduling of Activities and Networks During Network Scheduling system determines the earliest and latest start and finish dates for carrying out activities in the network and calculates the required capacity requirements as well as the "floats". Scheduling is carried out  At the creation of Network  Calling upon scheduling function manually  During saving the Network if automatic scheduling indicator is set  During Network release After scheduling, the system determines the following dates:  The scheduled start and scheduled finish dates of the network.  The earliest start and earliest finish (earliest dates) and the latest start and latest finish (latest dates) of the activities.  The earliest and latest dates of the relationships.  The reduction level used to reduce the duration in the network.  The "floats" (total float and free float) of the activities.  The capacity requirements for the activities. Scheduling Types  Forward scheduling  Backward scheduling  Current date scheduling  Only capacity requirements
  • 74. 14 March 2024 Scheduling of Activities and Networks (Cont…) Earliest/latest Dates relationships Earliest/latest Activity dates Capacity requirements for each activity Activity element Activity element Earliest/latest dates activity elements • Forward scheduling • Backward scheduling • Scheduling from current date • No scheduling Scheduled date milestone Requirements date Material Float Scheduled start/finish network header
  • 75. 14 March 2024 Forward Scheduling For this type of schedule type, you must specify the basic start date of the network. The system starts from the basic start date and schedules forward in time to calculate the earliest dates of the activities and the scheduled finish first. Then it calculates the latest dates of activities and the scheduled start of the network. Forward scheduling includes both dates as well as time. ES EF EF ES EF ES EF ES 10 20 30 40 Order start date Scheduled Finish date t
  • 76. 14 March 2024 Backward Scheduling For this type of scheduling type, you must enter the basic finish date of the network. The system starts from the basic finish date and schedules backward in time to calculate the latest dates of activities and the scheduled start. Then it calculates the earliest dates of activities and the scheduled finish of the network. Backward scheduling includes both dates as well as time. 10 20 30 40 Order start date Scheduled Finish date t LF LS LF LS LF LS LF LS
  • 77. 14 March 2024 Current date Scheduling With this type of scheduling, you can see whether the network can be completed by a certain date. In this method, the system uses the basic finish dates and schedules the network backwards and then starting with the current date, schedules forwards. You can use the floats in the activities to determine how many days you still have or are short to make the finish date. Network execution Network Execution Network Execution Current Date Start Date End Date t Forward scheduling Backward scheduling Current date scheduling
  • 78. 14 March 2024 Only Capacity requirements If you specify capacity requirements only as the scheduling type in the network header, the system copies the basic dates from the network header into the scheduled dates and into the earliest and latest dates of all activities. i.e. the system writes the basic dates from the network header into all activities in the network. With this scheduling type the dates of all the operations/ activities are identical. The capacity requirements are distributed across the period between the scheduled start and the scheduled finish. When you have the system only calculate capacity requirements in scheduling, Time constraints of the activities are taken into consideration. Relationships are ignored. 10 20 30 40 Network Header Basic start date Basic Finish date t
  • 79. 14 March 2024 Factors influencing scheduling  Work centers  Formulas for calculating the duration of activities  Factory calendar and operating time per workday  Duration of activities  For internal activities, the system schedules using the normal duration  For external activities, the system schedules using planned delivery time entered in the activity  For general costs activities, the system schedules using the duration entered in the activity  Time interval of relationship  Fixed time interval and as a percentage  Operating time  Work start and finish  Break times  Rate of capacity utilization  Factory calendar: Scheduling uses  Factory calendar in the work center  Factory calendar In the activity and relationship  Factory calendar for the Plant
  • 80. 14 March 2024 20 20 6 D 6 D 3 3 3 8 8 8 3 3 8 8 30 30 2 D 2 D 4 4 4 5 5 5 3 3 4 4 40 40 3 D 3 D 6 6 6 8 8 8 5 5 7 7 10 10 2 D 2 D 1 1 1 2 2 2 1 1 2 2 50 50 3 D 3 D 9 9 9 11 11 11 9 9 11 11 50 40 30 20 10 1 2 3 4 5 6 7 8 9 10 11 12 13 Days Example of scheduling
  • 81. 14 March 2024 Scheduling the Overall Network In a complex project, different networks can exist for substructures. The dependencies in a project can make the activities in one network dependent on the completion of activities in another network. You can use the function for scheduling the entire network to take these dependencies into account during the calculation of dates. In overall network scheduling, the system then schedules all networks that are linked with relationships SD Order Item 1 Item 1 Item 1 S1 S2 F1 F2 S3 F3 S – Start date F – Finish date
  • 82. 14 March 2024 various activities required to process during project execution. These are shown in below fig. Project Execution Dates Costs Payment Data Commitments Resources Integration PS PM CO FI HR SD MM PP Revenues Aspects of Project Execution
  • 83. 14 March 2024 Execution (Cont…) Activities during Execution:  Updating the Actual dates  Actual costs and revenues to be posted  Payment data to be updated  Commitments will be updated  Resources will be consumed  Material will be consumed and procurement process will be completed
  • 84. 14 March 2024 Actual Dates Actual dates can be set manually for WBS elements. If you are using network activities, actual dates are typically set by confirming activities. If activities are assigned to a WBS element, the actual dates of the activities are proposed to the WBS element as provisional dates that can be transferred to the actual dates of the WBS element if necessary. Actual WBS Dates Activity Confirmations Work breakdown structure Network Network activity June 01 June 01
  • 85. 14 March 2024 Actual Dates of WBS Elements To keep control over schedule efficiently, it needs to compare basic dates with the actual dates. There are two scenarios, these are:  WBS Elements with out activities  WBS Elements with activities
  • 86. 14 March 2024 For WBS elements without assigned activities: You can always maintain the actual start if the WBS element has the status Released or Partially released. You can only maintain the actual finish if all lower-level WBS elements have an actual finish date and the status of the WBS element is Released. WBS Elements without activities
  • 87. 14 March 2024 For WBS elements to which activities are assigned: You can only maintain the actual start if the assigned activity has the status Partially released or Released.. You can only maintain the actual finish date if all the lower-level WBS elements also have an actual finish date and all the activities for the WBS element have the status Finally confirmed.. WBS Elements with activities
  • 88. 14 March 2024 Actual dates of Activities 10 20 30 40 10 20 30 40 10 20 30 40 Scheduled dates Final confirmation 10 Partial confirmation 20 (Shift Order) 10 10 10 20 20 20 Time Time Time AS PF AS- Actual start PF- Provisional Finish Actual dates are normally entered in networks using confirmation. Once an activity has a final confirmation, the start and finish of the earliest and latest dates match the actual start and finish dates. Partial confirmations affect the earliest date in accordance with the Shift order indicator. The Shift order indicator is not set: The actual start date and forecast duration of the partial confirmation are taken into account when the earliest date is calculated. The Shift order indicator is set: The actual start date of the partial confirmation is not taken into account when the earliest date is calculated.
  • 89. 14 March 2024 Activity Confirmations Open PS Indiv. Confirmation Collective Confirmation PDC Confirmation Confirmation from information system, confirmation workflow Internet confirmation (Indiv/collective confirmation, CATS) Time Sheets Confirmation Options
  • 90. 14 March 2024 Costing variant Confirmed Time X Price = Actual Cost Cost center Network activity Valuation variant Work center x x Plant Network Type Activity Price Selection AT CT Activity Actual Costs The above figure describes how actual costs are derived from the confirmation of an activity. The price used for activity allocation is controlled by the valuation variant assigned to the actual costing variant. The confirmation of an activity leads to a credit to the cost center assigned to the work center and a debit to the activity.
  • 91. 14 March 2024 Actual Costs Actual data is posted to the project by business transactions from various components of the SAP system, these are as:  Purchasing: Purchase order, goods receipt for materials and services (MM)  Inventory Management: Goods issue for reservations (MM)  Billing of the sales order (SD)  Confirmation of assigned production orders (PP)  Confirmation of assigned plant maintenance orders (PM)  Internal activity allocation, assigned CO orders (CO)  Down payments; payments (FI)  Settlement to asset management(AM)  Entry of work for persons and posting as activity confirmation (CATS) The project must be released before you enter actual data.
  • 92. 14 March 2024 Actual Costs (Cont…) MM MM FI CO CO CO PS Work Break down Structure Network/ Network Activity Purchase Requisition Purchase Order, goods receipt Material Withdrawal G/L Account posting Overheads, process costs, interest calculation, settlement Overheads, process costs, interest calculation, settlement Confirmations Periodic transfer postings, distribution, assessment Cost integration using account assignment In the business transactions shown above, the link to the WBS element or activity is established by means of account assignment. This means that the actual costs incurred are posted directly to the WBS, network, or activity.
  • 93. 14 March 2024 PS CO PP PP PM CS Work Break down Structure Network/ Network Activity Network, Activity Internal Order, Production Order PP Production Order Process Order Maintenance Order Service Order Cost integration using assignment In the business transactions shown above, a link to the WBS element is established by means of assignment. This means that the actual costs incurred remain in the order or network until they are settled. Actual Costs (Cont…)
  • 94. 14 March 2024 Purchase requisitions are generated by the network for external processing activities, service activities, and Non-stock material components. These purchase requisitions are passed on to the purchasing department, where they are processed further. External Procurement Processing Purchase Req. Item; Acct assgmt cat. F (Order) Purchase Order Commit Created Goods Receipt Act. Costs posted Commit. canceled Invoice Difference posted to Order Com mitm ent Com mitm ent FI/CO A B xx xx FI/CO A B xx xx Activities External Processing Services Non-stock components * In services processing, entry and acceptance of services performed instead of goods receipt
  • 95. 14 March 2024 Commitment Management Identifies costs that will be incurred in the future for various objects assigned to WBS Elements. Commitments reserve funds that will become costs at a future date. It enables us to enter and analyze commitments at an early stage, and thus to account for them in controlling Prerequisite:  Activation of commitment management for Projects in controlling area settings Commitments occur In Purchasing Due to:  Purchase Requisitions  Purchase Orders  Funds commitments
  • 96. 14 March 2024 The system calculates purchase requisition commitments from the remaining quantity of a purchase requisition and price from the requisition. The following data is relevant to creating the PReq commitment:  The value of the purchase requisition  Planned delivery date  Account assignment  PR Commitment update during purchase process Purchase Requisition Commitments Qty Price per unit Value PR Commitment PR001 5 1,500.00 7,500.00 7,500.00 5 2,000.00 10,000.00 0,000.00 PO001 3 2,000.00 6,000.00 3,000.00 PO001
  • 97. 14 March 2024 The system derives purchase order commitments from the order value. It is the value of goods ordered, but for which no actual costs incurred. The following purchase order data affects the creation and reduction of purchase order commitments:  The purchase order value  Delivery date  Account assignment  PO Commitment update during purchase process Purchase Order Commitments PO001 Delivery cost 1,500.00 Qty Price per unit Value PO Commitment 3 1,500.00 6,000.00 6,000.00 2 1,500.00 4,000.00 2,000.00 GR 2 2,000.00 4,000.00 2,500.00 IR 3 1,500.00 6,000.00 0,000.00 GR
  • 98. 14 March 2024 Payments Various business transactions carried out during the project execution result in costs including both expenditures and revenues, along with outgoing and incoming payments. It is required to plan and monitor payments so that we can identify when payments occur as part of project processing. This is the only way it will be ensure that the required cash is available when needed and ensure the best possible payment flow. Project Cash Management valuates the formation of capital on a project basis and enables you to monitor the cash flows in your project. Project cash management integrates with the following components:  To record payment data from business transactions assigned to projects in Financial Accounting (FI).  It records the commitment values arising from purchase requisitions and purchase orders (MM).  Payment data from customer inquiries, customer quotations, and sales orders can be recorded automatically in the project (SD).
  • 99. 14 March 2024 Invoice Jan 01 yyyy $1000 + 15% tax Terms of payment 15 days, No discount Payment Feb 11 2009 $1000 + 150 tax Cost element accounting Costs Materials Payment obligation Materials Payment Materials Project Cash Management Jan YYYY $ 1000 Feb YYYY $ 1000 Feb YYYY $ 1000 The graphic below shows the process of recording cost and payments from postings in FI which are assigned to a project: The system does not record taxes in Project Cash Management Project Cash Management t
  • 100. 14 March 2024 Project Cash Management Features Project Cash Management can monitor both planned and actual payment data. The following functions are available:  Manual payment planning in commitment items for WBS elements  Costing and recording planned payment flows by date, based on detailed project planning  Recording Actual and Commitment Payment Data  Interest Calculation for plan and actual payment data  Evaluation of payment data in the Project Cost/Revenue/Payment Information System  Old data transfer
  • 101. 14 March 2024 Especially in customer projects, it is important to compare costs and revenues so that you can get an idea early on of the likely project result (profit or loss). Integration:  Plan values from the sales order are copied to the relevant WBS element.  Project values are automatically copied to Controlling.  Results analysis is copied to Profitability Analysis as part of period-end closing. Depending on the business process there are several billing methods possible, these are:  Billing in Financial Accounting (FI) without the use of Sales and Distribution (SD)  Billing in SD  Milestone billing and billing plan  Resource Related Billing  Integration of Resource Related Billing and Billing plan Actual Revenue
  • 102. 14 March 2024 Milestone billing Process Billing Plan Milestones Project Sale Order Confirm Milestones Billing Plan Down Payment Down Pmnt. Request Clearing Down Pmnt. FI PS SD
  • 103. 14 March 2024 Milestone billing Process Order: Billing Plan Billing Plan Billing Date % Billing Value Lock Bill. Rule Paymt term Status 01/01/2009 20 12000 02 4 A 01/10/2009 40 20000 02 1 A ZB01 01/01/2010 60 40000 02 1 A ZB01 Construction 001 Sales Order Planned Incoming Payments 01/01/2009 12000 20/10/2009 12/15+ 14T -3% 16000 01/01/2010 21000 03/01+ 14T -3% Total 49000 Allocation 1st payment target: Discount 3% Date:+14days Billing rule 4 = down payment date Billing plan: Dates for Down Payments and Invoice 1
  • 104. 14 March 2024 Milestone billing Process (Cont…) 2 Dates of Milestones
  • 105. 14 March 2024 Milestone billing Process (Cont…) 001 Sales Order Order: Billing Plan Billing Plan Billing Date % Milest one Lock Bill. Rule Paymt term Status 20 02 4 A 01/10/2009 40 02 1 A ZB01 01/01/2010 60 02 1 A ZB01 ! CP-0001 0010 0020 0030 0040 0050 0080 0070 0060 0090 0100 ! PS SD 02/07/2009 Actual date: 02/07/2009 3 Milestones Confirmation
  • 106. 14 March 2024 Milestone billing Process (Cont…) 4 Billing Document and Down Payment Request Sales Order 100001 Order: Billing Plan Billing Plan Billing Date % Billing Value Lock Bill. Rule Paymt term Status 01/01/2009 20 12000 02 4 C 01/10/2009 40 20000 02 1 A ZB01 01/01/2010 60 40000 02 1 A ZB01 Billing doc with Billing type xxx Down payment Request M Project 12000 Down payment Request M Customer 12000 FI SD Billing Program
  • 107. 14 March 2024 Milestone billing Process (Cont…) FI Customer Down Payments Company Down payment Project 12000 Bank 12000 12000 Down Payments 5 Customer Down Payments
  • 108. 14 March 2024 Milestone billing Process (Cont…) 001 Sales Order Order: Billing Plan Billing Plan Billing Date % Milest one Lock Bill. Rule Paymt term Status 20 4 C 12/10/2009 40 02 1 A ZB01 01/01/2010 60 02 1 A ZB01 CP-0001 0010 0020 0030 0040 0050 0080 0070 0060 0090 0100 ! PS SD 6 Milestones Confirmation 2 02/07/2009 ! Actual date: 12/10/2009 ! !
  • 109. 14 March 2024 Milestone billing Process (Cont…) 7 Down Payments Clearing Sales Order 100001 Order: Billing Plan Billing Plan Billing Date % Billing Value Lock Bill. Rule Paymt term Status 01/01/2009 20 12000 02 4 C 01/10/2009 40 20000 02 1 C ZB01 01/01/2010 60 40000 02 1 A ZB01 Billing doc with Billing type xxx Down payment Request M Erroec 40% 20000 FI SD DP made 12000 Cleared DP 12000 Customer Par. inv. 20000 Down Payments Revenues 20000 Cleared DP 12000 Cleared DP 12000 DP Made 12000 Billing Program
  • 110. 14 March 2024 Resource-Related Billing The price for customer-specific services are not always defined in a contract as fixed prices, nor they can always be determined using standard pricing. Activities cannot be properly costed before the contract is concluded, because empirical values do not exist for specific activities If there is no values exist for specific services, and therefore the services cannot be calculated adequately before conclusion of a contract. Typical examples of this are:  Make-to-order production  External plant maintenance in the service company  Specific services such as consulting These types of orders are billed according to the expenses incurred. In resource-related billing (RRB), the customer receives a billing document that verifies individual materials, internal activities, and costs. Resource-related billing is controlled by the dynamic item processor (DIP).
  • 111. 14 March 2024 Resource-Related Billing Invoice Act. Revenues SD SD SD Billing Request Item 1 Item 2 Item 3 $$ $$ PS Actual Costs Sales Order
  • 112. 14 March 2024 SD Billing Request Item 1 Item 2 Item 3 Invoice SD 1 Confirm activities 2 Resource related Billing 3 Create Billing Doc Project PS Collection of Expenses Generation and display of Dynamic items by system Creation of billing request from the dynamic items Resource-Related Structure
  • 113. 14 March 2024 Source Data Level 1 Data Summarization Level 2 Data Summarization Dynamic items 1 (Material 1) Dynamic items 2 (Material 2) Dynamic items 3 (Material 2) Quotation/Billing request Item 10: Material 1 Item 20: Material 2 Dynamic Item Processor The dynamic item processor is a tool that the system uses to summarize data on dynamic items during resource-related quotation creation and billing (for example, line items that arise through the posting of goods movements, completion confirmations). The Dynamic Item Processor profile (DIP profile) controls how the system summarizes data on dynamic items.
  • 114. 14 March 2024 Dynamic Item Processor Profile Usage DIP Profile Characteristics Sources Material Determination Document types of SD documents Created: •Sales pricing •Resource-related billing • Determine Dynamic line items • Structure Dynamic items in the Sakes price basis view using sets • Aggregate Dynamic items in the Sales price view Sources of Dynamic. line items • Planned costs • Actual costs • Payment data • Stat. key figure Line items or Total records • Material= Set assignment • Material direct from Origen • Quantities indicated in Sales Document DIP profiles are used in Project System for sales pricing and resource-related billing.
  • 115. 14 March 2024 Introduction Project Structures Project Planning Project Budgeting Contents Scheduling & Execution Table of contents 115 Project Period End Closing Project Analysis & Reporting
  • 116. 14 March 2024 Period-End Closing Period-end closing is an essential process that is used to perform period-related commercial transactions. It is also used to ensure that all the data belonging to a period is determined and available for purposes of enterprise control. This process will ensure that the projects are fully allocated with appropriate cost and helpful to prepare various financial analyses. Period-end closing procedures are performed in the background, usually once in each period. SAP provides a tool called Schedule Manager to automate and speedup the process including workflows. The following activities needs to carried out during Period-End process, these are:  Settlement  Periodic transfers  Revaluation at actual price  Overhead costs and template allocation of Overhead  Payment transfers  Interest calculation  Result analysis
  • 117. 14 March 2024 Period-End Closing Procedure Settlement Overheads Activity based Costing Proj. Interest Calc. Cost Forecast Progress Analysis Result Analysis Incoming Orders Period-End Closing Procedure
  • 118. 14 March 2024 Settlement Costs and revenues are collected temporarily in Projects. They are settled to one or more receivers as part of period-end processing depending on the business requirement. FI AM CO SD PS MM Material withdrawal Goods receipt FI Invoices CO Activity allocation transfers, distribution overheads, process costs MM Confirmations Settlement Rule: Receivers Distribution Rule Settlement parameters Settlement: Debit and Credit
  • 119. 14 March 2024 Actual costs and actual revenues arise in a project as a result of:  Material withdrawals  Goods receipts  Vendor invoices  Internal activity allocations, transfers, cost distribution, process costs, over heads  Confirmation of network activities  Customer billing In settlement, costs/revenues are transferred to:  Financial Accounting (G/L account)  Asset Accounting (fixed asset)  Cost Accounting/Profitability Analysis (order, cost center, profitability segment)  Project System (WBS element, network, activities) Debits and Credits
  • 120. 14 March 2024 Project profile Investment profile Investment Measure: Master data Maintenance WBE element (Master data) At release, automatic creation of Asset Under const. (Master data) Settlement – Investment Projects
  • 121. 14 March 2024  Periodic Settlement At the close of the period  Full Settlement At the completion of measure 121 Settlement of Investment Measure Periodic Full Settlement to AuC 5000 5000 6000 Cost E Lem. 2 Cost E Lem. 3 5000 Cost E Lem. 4 5000 Cost E Lem. 5 6000 10000 5000 Asset u. Const. Deprec. Areas: XX YY ZZ 5000 5000 ------ ------ ------ 4000 Area XX: 20% 1000 Nonoperating Exp (P/L) Asset.1 Ar.XX 20% 800 Asset.2 Ar.XX 20% 800 Asset.3 Ar.XX 60% 2400 FI.AA Investment Project Settlement to Cst Ctr 50% to CCtr 2 5000 CO Flow of Values during settlement
  • 122. 14 March 2024 Settlement Features PM CO PP PM CO PP Multilevel Settlement Direct Settlement Settlement Receiver
  • 123. 14 March 2024 Periodic Transfers  Correction of incorrect postings in the project at the completion of measure  Periodic reposting is posting aid that enables you to adjust postings made to WBS elements. It has the same result as transaction-based reposting. The results of transaction-based re-postings have a direct effect on the actual costs of the sender and the receiver, whereas periodic re-postings have a one-time effect on actual costs at period-end closing.  Postings relevant to Controlling (CO) such as telephone costs, postal charges, insurance, and so on are entered in Financial Accounting (FI) and posted to an allocation cost center. These are used exclusively for cost collection. This minimizes the number of different account assignments you have to make when entering data in FI. At the end of the period, the collected costs are reposted to the cost centers or business processes.
  • 124. 14 March 2024 Revaluation at actual prices Actual Costs Cost Center Splitting Price Calculation Act. Price Revaluation of allocated activity types and business processes at actual prices Further cost objects  Internal orders  sales order items  general cost items  Production orders AT The system uses the planned price to value activities or business processes called in as part of project processing. The actual price is not determined until the period-end closing phase. You carry out the revaluation to determine the actual costs based on actual prices
  • 125. 14 March 2024 Revaluation at actual prices Cost Center 10025106 Activity Type 1421 Planned Price Calculation Cost Hours Price 100.00 10 10.00/hr • Planned credit 100.00 • Actual credit 90.00 • Actual cost 117.00 Actual Price Calculation Cost Hours Price 117.00 9 13.00/hr • Target credit 13x9 = 117.00 • Output price variance 27.00 Network Activity Actual Planned Cost 10 hours x 10.00 = 100.00 Actual Debit at Planned Price 9 hours x 10.00 = 90.00 Actual Debit at Actual price 9 hours x 13.00 = 117.00 Subsequent debit 27.00
  • 126. 14 March 2024 Actual Overhead Allocation Allocation Cost Center Network Activity Actual Material B000 300002 00200 Activity 1421 PSHOURS 01000 Process 300900 01000 Overhead 01000 Actual Debit 03200 Plant Activity 03000 Actual overheads are calculated based on the costing sheet and overhead key entered on the WBS element, network header, or network activity. The basis for the allocation are the primary cost elements that you post as overhead costs. You need to define costing sheet. Internal Order 97000010 -$ Process -$ Possible allocation bases Cost enter credited Cost Object Debited
  • 127. 14 March 2024 Actual template Allocation Process costs are calculated based on the template selected for the project. Templates are created in Customizing. Template Object Quantity Plan Actual Activation Plan Actual Work scheduling Administration Template 001 1 1 F-2 F-1 F-a F-a F-C F-B F-d F-d Process 1000001 What is to be allocated? -Business process - cost center / activity type - Template - Object formula Under what condition is allocation to take place? -Constant (active/inactive) - Activation formula How many should be allocated? -Constant - Quantity formula
  • 128. 14 March 2024 Payment Transfers As a project is processed, various business transactions leads to payment obligations and payments in it. If Project Cash Management is active, the system automatically records the payment data in the following objects:  WBS element  Network  Activity  Orders for projects The system reduces the payment obligations in stages as payments are made. Use the payment transfer facility to:  Show cleared invoices in Project Cash Management under the value type "Payment"  Record partial payments and residual items referencing invoices in Project Cash Management Depending on the parameters, system outputs the following lists  List of invoices transferred  List of partial payments/residual items transferred  List of partial payments/residual items cleared  List of documents not transferred
  • 129. 14 March 2024 Result Analysis Results analysis is a periodic process that determines the costs and revenues for a period based on planned costs and revenues and the percentage of completion (POC). What is the project result for the period What costs do I need to capitalize as WIP? Do I need reserves for losses? Do I need reserves for future costs? Objectives of result analysis
  • 130. 14 March 2024 Planned values  Planned costs C(p)  Planned revenues R(p) Actual values  Actual C(p)  Actual revenues R(p) Result Analysis  Which costs belongs to period?  Which revenue belongings to period?  Which costs belongs to which revenues? Result analysis determines:  Calculated costs C(c)  Calculated revenues R(c)  WIP, reserves Percentage of completion (POC) Determine according to valuation method  Revenue-proportional  POC based on progress analysis Billing element R(p) C(p) R(a) C(a) POC R(c) = POC * R(p) C(c) = POC * C(p) Overview of Result Analysis Legend: C(r) Reserves for unrealized costs C(p) Planned costs C(a) Actual costs, C(c) Costs affecting result R(r) Revenue surplus revenue can be generated R(p) Planned revenues R(a) Actual revenues, R(c) Revenues affecting result POC Percentage of completion
  • 131. 14 March 2024 Overview of Result Analysis (Cont…) Billing element R(p) R(c) R(a) C(p) C(c) C(a) C(z) = C(a) - C(c) C(r) = C(c) - C(a) R(z) = R(c) - R(a) R(r) = R(a) - R(a)  Costs in stock (WIP) if C(a) > C(c)  Reserved for unreleased costs If C(a) < C(c)  invent from which revenue can be generated If R(a) < R(c)  Revenue surplus (reserved) If R(a) > R(c) Settlement settles Settlement posts Settlement posts PC PCA PCB WBS CO- PA CO- PCA + R(c) - C(c) = Result Income statement C(a) C(r) R(r) R(a) C(z) R(z) Stock Inv. change Reserves Expenditure PS FI Same result in CO-PA
  • 132. 14 March 2024 The use of results analysis methods depends on the constraints of business requirements. Business can use various processes and types of projects and may require various results analysis methods. The valuation method contains formulas to calculate results analysis data. Various result analysis methods are:  01 - Revenue proportionality - With realization of profit  02 - Revenue proportionality - With no realization of profit if actual revenue is less than plan costs  03 - Cost-proportional POC method  04 - Quantity proportional method  05 - Quantity proportional POC method  06 - POC method based on revenue planned by period  07 - POC method based on project progress analysis  08 - Derive costs of sales from resource-related billing (no longer used)  09 - Completed contract method  10 - Determine stock without plan costs without milestone billing  11 - Determine stock without plan costs with milestone billing  12 - Determine stock and reserves for follow-up costs without milestone billing  13 - Determine WIP for actual costs in objects not bearing revenues  14 - Derive costs of sales from resource-related billing of dynamic line items  15 - Derive revenues from resource-related billing of dynamic line items Methods of Valuating Results Analysis
  • 133. 14 March 2024 Revenue-Proportional Results Analysis POC = R(a) / R(p) B POC = 40% C(c) = POC * C(p) = 800 C(z) = C(a) - C(c) = 200  Percentage of completion  Costs of sales  Costs of stock (WIP) Financial Accounting Stock Inv. Change FI 200 200 1,000 1,200 200 Profitability analysis CO- PA Net sales 1200 Cost of sales 800 Result 400 Settlement settles Settlement posts Plnd. Rev. R(p) 3,000 Plnd. costs C(p) 2,000 Actual rev. R(a) 1.200 Actual costs C(a) 1,000 When use revenue-based methods, the revenue relevant to profit equals the actual revenue. This method can be used with milestone billing and to report intermediate profits. This method will use planned costs and revenues. 01
  • 134. 14 March 2024 Cost-Proportionality Results Analysis POC = C(a) / C(p) B POC = 50% R(c) = POC * R(p) = 1,500 R(z) = R(c) - R(a) = 300  Percentage of completion  Revenues by period  Invent. fr. Which rev. can be generated (WIP) Financial Accounting Stock Inv. Change FI 300 300 1,000 1,200 300 Profitability analysis CO- PA Revenues by period 1,500 Actual costs 1,000 Result 500 Settlement settles Settlement posts Plnd. Rev. R(p) 3,000 Plnd. costs C(p) 2,000 Actual rev. R(a) 1.200 Actual costs C(a) 1,000 When use the cost-based percentage of completion method in results analysis, the system calculates the revenue on the basis of actual costs incurred up to the current period. This method should have planned costs and revenues. 03
  • 135. 14 March 2024 POC for Progress Analysis In the POC method of earned value analysis, the project earned value is determined by a process that is independent of the results analysis. This independent POC is used to determine costs and revenues by period and perform a posting correction to both costs and revenues. POC per WBS element calculated using progress analysis B POC = 60% R(c) = POC * R(p) = 1,800 C(c) = POC * C(p) = 1,200 R(z) = R(c) - R(a) = 600 C(z) = C(a) - C(c ) = 200  Percentage of completion  Revenues by period  Costs by period  Revenue in excess of billings (WIP)  reserves for unrealized costs Financial Accounting Stock Inv. Change FI 600 600 1,000 200 1,200 600 Profitability analysis CO- PA Revenues by period 1,800 Actual costs 1,200 Result 600 Settlement settles Settlement posts Plnd. Rev. R(p) 3,000 Plnd. costs C(p) 2,000 Actual rev. R(a) 1.200 Actual costs C(a) 1,000 Reserves Expenditure 200 200 07
  • 136. 14 March 2024 Cost of Sales from Resource-Related Billing It determines the cost of sales as a proportion of the actual costs incurred that have already been billed to the customer. The remainder of the actual costs make up the cost balance. This results analysis method can be used only with resource-related billing of dynamic line items. No POC B C(c) = 700 R(a) = 1,200 C(b) = 300  Cost of sales to the amount of line items involved  Revenues already billed  Balances to the amount of line items not yet involved Financial Accounting Stock Chg in stock. FI 300 300 1,000 1,200 300 Profitability analysis CO- PA Net sales 1,200 Cost of sales 700 Result 500 Settlement settles Settlement posts Billing request Item 1: 200 300 Item 2: 500 900 Item 3: 300 NN Costs Rev. C(a) = 1,000 C(c) = 700 R(a) = 1,200 C(b) = 300 14
  • 137. 14 March 2024 Released Actual Data Result Analysis Data Final Invoice Technically Complete Costs Only Costs Revenues Follow-up Costs • Cost of sales = 0 • Reserve for imminent losses • Determine balances • Cost of sales > 0 • Change in balances • Reserve for unrealized costs • Reserve for imminent losses • Cost of sales = Max planned/actual costs • Balances = 0 (balances cleared) • Reserve for unrealized costs • Reserve for imminent losses • Cost of sales = Actual costs • Clearing any remaining reserves Use the WBS element status to divide the project life cycle in defined stages that lead to various results in results analysis. The standard system distinguishes between three stages Considerations for Results Analysis
  • 138. 14 March 2024 Results Analysis for Billing Elements RA SR Settlement Rule Result analysis Key: Project structure indicator = A, C, T Results analysis in the project structure always takes place in billing elements. The results analysis data in a billing element includes an aggregated plan and actual costs from the WBS elements to the billing element. In the case of Networks, note that only plan costs for appended orders are included in the assigned WBS elements. In settlement, only billing elements with results analysis are settled because they already contain the plan and actual data for subordinate WBS elements. B B Network SR Plan/ actual Plan/ actual Plan/ actual Plan/ actual SR RA RA
  • 139. 14 March 2024 RA for Sub-hierarchies and Overall Valuation To perform results analysis separately for specific sub-hierarchies and valuate the entire project, the top element in the project is assigned a results analysis key with the project structure indicator B. The planned and actual data from subordinate WBS elements are summarized upwards; plan, actual, and results analysis data from the WBS elements, where results analysis has taken place, is passed to the top element. B B Network SR Plan/ actual Plan/ actual Plan/ actual Plan/ actual SR RA RA Plan/ Actual + Result analysis data RA SR Settlement Rule Result analysis Key: Project structure indicator = B(top element) Project structure indicator = A, C, T(other)
  • 140. 14 March 2024 Separate Results Analysis for WIP Elements If parts of the project are processed in different company codes, business areas, or profit centers, you may have to calculate and post balances and reserves separately in non- billing elements (WIP elements) or orders. In such cases, the WBS elements or orders are assigned a results analysis key or settlement rule of their own. Plan and actual data is rolled up from the subordinate WBS elements. Data between WIP elements is not aggregated in results analysis. B WIP WIP SR Plan/ actual Plan/ actual Plan/ actual SR RA RA RA SR Settlement Rule Result analysis Key: Project structure ID = B(Top element, WIP element) Project structure ID = _ (Order) SR RA CoCd 1 PrCtr 1 CoCd 2, PrCtr 2 CoCd 3, PrCtr 3
  • 141. 14 March 2024 Introduction Project Structures Project Planning Project Budgeting Contents Scheduling & Execution Table of contents 141 Project Period End Closing Project Analysis & Reporting
  • 142. 14 March 2024 Project Information System The Project Information System is a flexible, comprehensive information system and can use to monitor and control project data. You can evaluate individual projects, partial projects, or multiple projects. The system includes overview reports and reports offering various degrees of detail. Features: It is possible to run recurring standard reports and create your own reports to meet specific information needs and tasks. Report evaluation includes a wide range of functions. For example, you can branch to other reports for more detailed information, send reports via Mail, or print them. The standard also includes reports offering different degrees of detail, summarizations, and views of current data, version data, and archive data for:  Structures  Controlling  Progress  Resources  Material
  • 143. 14 March 2024 Structures Capacities ALV Controlling Progress Analysis Proj. summarization Material Analysis Project Information System Information System Overview Information System Overview
  • 144. 14 March 2024 Project Information System (Cont…) Below table will help to select the report type in each requirement: Technical Project Reports Analysis of operative or organizational data from different viewpoints based on project structure Detailed information on selected objects, such as WBS elements, activities, or confirmations Hierarchy Reports To View hierarchical overview of your costs, revenues and payments Cost Element Reports Evaluate detailed information at cost element level Co line item Reports Trace the origin of costs at document level Reports on resources Use resource information system to analyze the capacity requirements of the work centers used in a project. Project Progress To analyze the progress of a project Reports on resources Use this component to combine a number of projects, internal orders, and production orders with characteristics in coming, thereby achieving more efficient cost accounting over them. This makes for clearer cost analysis at higher levels.
  • 145. 14 March 2024 Technical Reporting The Information System for structures allows to monitor and control projects technically. Features:  Overviews in the information system  Graphics in the information system  Confirmations
  • 146. 14 March 2024 Overviews in Project Information System Overviews in the Information System give an overview of single or multiple objects for a specific project. The system creates a structure overview from the values maintained in the selection screen. It is possible to branch to go to the individual overviews and detail screens from the structure overview. The following graphic shows how to navigate between the individual overviews: Selection Options Structure overview Individual overview Detail screens
  • 147. 14 March 2024 Overviews (Cont…) Features: The following overviews are available:  Structure Overview The structure overview displays all selected object types, for example, WBS elements and activities, in your hierarchical structure.  Individual Overviews The individual overview displays individual objects belonging to a project. There are individual overviews for the following objects:  Project definition  WBS elements  Networks  Activities  Orders  Sales and distribution documents  Sales document items  Relationships  Milestones  Production resources/tools (PRT)  Capacity requirements  Confirmations  Components  Planned orders
  • 148. 14 March 2024 Structure Overview - Functions In addition to the functions, it is possible to execute various icons, the structure information system offers two more facilities: Context-sensitive mouse: Can use cursor positioning and the context-sensitive mouse to execute functions. Double-clicking items: In Customizing, choose between ten selection actions, as to what should happen when an item is double clicked. Possibilities include confirmation and changing the object. By choosing Go to Information System, call up reports in other areas:  Cost reports  Capacity evaluations  Reservations concerning account assignment  Purchase requisitions concerning account assignment  Purchase orders concerning account assignment  Purchasing documents concerning account assignment Other Functions Purchasing docs for acct. assignment Capacity evaluation Coat reports Coat reports Reservations for acct. assignment Confirmations
  • 149. 14 March 2024 Individual Overview SAP List Viewer Enhanced Overview
  • 150. 14 March 2024 Graphics in PS Information System Hierarchy Graphic Network Graphic Portfolio Gantt Chart Presentation Graphic Structure Graphic Various Graphics used in Project systems
  • 151. 14 March 2024 Confirmations Confirmations document the state of processing for activities and activity elements in a network, and can be used to forecast progress in the future. Precise confirmations are very important for realistic and accurate project planning. Confirmations can be done directly in the Project System or by using the following functions:  Confirmation via Time Sheets (CATS)  Confirmation via Intranet (PS-CON)  Confirmation in External Systems (PDC)  Decentralized Confirmation using MS-ACCESS  Open Project System
  • 152. 14 March 2024 Customizing Structure Information System DB Profile for selection of data Individual Overview Profile Structure Overview Profile Resource capacity evaluation Profile Overview variants header, footer PS Graphic Profile Text modules for title and header line items Profiles for displaying funds and revenues PS info Profile The PS info profile is an overall profile which combines the individual profiles necessary for working with the structure/date information system PS Info Profile
  • 153. 14 March 2024 Overview Profiles Settings  Hierarchy/tree  Display groupings  Version comparison  Sort down Changes  Protected  Not modifiable Field Widths  Object width  Column width Filters  General  User-defined  Status-dependent  Object Settings  Value abs./per  Units in header line  Object type test  Original width Subprofiles  Displayed fields  Grouping criteria  Summarize criteria Sort criteria Highlights  General  User-defined  Status-dependent Objects  WBS elements  Activities  Orders Overview profile control parameters Objects for Overview profiles Only in structure overview
  • 154. 14 March 2024 Commercial Project Reporting Various reports are available for analyzing and monitoring commercial data. The Controlling Information System contains three types of reports:  Hierarchy reports  Cost element reports  Line item reports The report type you choose will depend on the information you require and the level of detail of this information.
  • 155. 14 March 2024 Data Types CP-0001 Cell tower 20000 20000 20000 20000 210001 100002 100003 100004 100005 100006 CP-0001-01 Planning CP-0001-02 Design Cp-0001-03 Engineering CP-0001-04 Construction Actual payments Actual costs Actual revenue s Payment commitment Cost commitment Budget Planned revenue Planned costs Planned payments The controlling information system covers, above all, the commercial aspects of project processing. The term commercial data in this context primarily means costs, revenues, and payments receipts and disbursements). The following are among the values available:  Actual  Plan  Commitments (costs, payments)  Budget Depending on what you want to know, you can analyze and evaluate this data using the various report types.
  • 156. 14 March 2024 Commercial Project Reporting Below table will help to select the report type in each requirement:  Internal business volume in settlement  Order plan values as commitments  Budgeting and cost planning  Payment data  Incoming orders  Open orders  Costs to complete (CTC)  Detailed actual, plan, and commitment values  Debits and credits by object  Plan data from the network costing, by cost element  Quantities  Statistical key figures  Credit from settlement  Actual costs/revenues  Commitments  Plan costs/revenues  Hierarchical cost/revenue planning  Budgets  Actual payments/payment commitments  Planned payments  Results analysis  Line item settlement Hierarchy Report Information required Report Type Cost Element Report Line item Reports
  • 157. 14 March 2024 Hierarchy Reports Form Key Figures Characteristics Basic Concepts In the hierarchy reports, the system displays the value flow of the commercial data in an Individual project, in subprojects, or cross-project, from hierarchical points of view. The valuation is based on all the data in the RPSCO project information database. RPSCO contains all project-related cost, revenue, and payment data, summarized by value category. Value categories are groupings of cost elements and commitment items.
  • 158. 14 March 2024 Accessing a Hierarchy Report Conventional drilldown report Graphic report output Hierarchy Reports – Output Types
  • 159. 14 March 2024 Object Value category Classic Drilldown Report: Evaluation
  • 160. 14 March 2024 Classic Drilldown Report: Functions Currency Number format Characteristic display Totals line Percentage/ absolute Zero on/off Headers on/off Report text on/off Settings Drilldown Detained list Characteristics Hierarchy Navigate Exceptions Comment Report parameters Extras Sort Analysis Condition Ranking list Hierarchy Columns on/off Find Edit Export Send Print report Save Report Columns Period breakdown Graphic Access Report Go to
  • 162. 14 March 2024 Graphic Report: Functions Currency Number format Characteristic display Totals line Column display Undo Percentage/ absolute Zeros on/off Settings Exceptions Comment Report parameters Attributes Extras Analysis Condition Ranking list Hierarchy selection ABC analysis Edit Export Save Report Line items Access report Go to
  • 163. 14 March 2024 Hierarchy Report: Requirements Define value categories Import reports form client 000 Regenerate project info database Create Forms and Reports Value categories are intervals/groups of cost elements and commitment items. They are required for:  Updating the project info database RPSCO  Calculating interest in projects  Defining hierarchy reports for costs, revenues and payments  Updating quantities in the project info database RPSCO Import the standard reports we deliver, either online or in background processing, from client 000 to the client where you are logged on. The project info database has to be regenerated when the hierarchy reports are called up for the first time (and whenever subsequent changes are made to the value categories). The structure and content of the basic list, drilldown lists, and detailed lists in a hierarchy report are determined by two elements:  Form  Report definition The form determines the structure of the report and the report definition determines the content
  • 164. 14 March 2024 Cost Element Reports Cost element reports are used to evaluate one or more projects in detail by cost element. The reports contain the following information on costs and revenues:  Values  Quantities  Confirmed hours from activity allocations  Statistical key figures Cost element reports are used to evaluate the following data in detail:  Detailed information on the totals records  Planned costs from the network costing  Reconciliation results within project processing
  • 165. 14 March 2024 Cost Element Report Structure Structure Tree for selecting objects Cost Elements Cost element reports display costs by cost element. Use the Report Painter to create cost element reports.
  • 166. 14 March 2024 Cost Element Report: Functions Column attributes Report layout Section layout Section attributes Texts Report/report Interface Dialog settings Settings Expand /compress Line hierarchy View Selection log Messages Technical info Comment Extras Select block Sort Access report Currency translation Threshold value Refresh Edit Export Send Print report Save Graphic Send Office integration Report Position Horizontal pages Find Go to Project WBS 1 WBS 2 activity activity activity
  • 167. 14 March 2024 Line Item Reports Business transactions are documented as line items and stored in line item files. The data in these files is divided into plan transactions and actual transactions. Line items are always documented for actual and commitment data. At least one line item is written for each posting. The system writes plan line items only under certain conditions. Features:  Actual line items: Actual line items are written each time you post costs, revenues, and payments.  Plan line items: Plan line items are written for cost, revenues, and payments if you have configured the system accordingly.  Commitment line items: Commitment line items are created as a commitment is set up - for example, for a purchase order.  Budget line items: The system uses line items to document budget changes which you save.  Settlement line items We deliver the following standard reports:  Project actual cost line items  Project commitment line items  Project plan cost line items  Project structure planned cost line items  Project budget line items  Project actual payment line items  Project planned payment line items  Display project settlement line items  Results analysis line items
  • 168. 14 March 2024 ALV Functions Basic list Optimize columns Display variant Choose other Choose fields Save Settings Master record Document AC Documents Environment Export Print Report Filters Sort function Summation Subtotals Edit Columns Choose details Compress expand Extras ALV
  • 169. 14 March 2024 Project Progress Use the planning phase of a project to plan how you want your project to progress. However, errors in planning or unforeseen events may cause the project to vary from the plan. The project objective will then only be achieved if project management identifies these variances early on and takes prompt action to correct them. To this end, project management requires constant access to current information about:  Project status The state of the project at a particular time, as derived from actual data on costs, dates, and capacities.  Project progress The progress of the project towards achieving its goal, as of a particular time, compared with planning  Expected project development How you expect your project do reach completion. If the actual course of the project varies from the plan at a particular point in time, you can use key dates and simultaneous schedule updates to forecast the project's further progress. Neither costs, resources, nor dates may be viewed in isolation. You can only draw meaningful conclusions about the progress of your project when you can compare actual results with these values. The Project System provides tools for effective project monitoring, control, and execution, as follows:  Progress analysis  Milestone trend analysis  Cost forecast
  • 170. 14 March 2024 Progress Analysis 1 3 2 SV CV Costs Period Today Costs Work Dates 1 3 2 BCWS BCWP Actual costs Progress analysis is the tool you use to determine planned and actual project progress values, and to compare the two sets of data. This enables you to identify cost and schedule variances early and take appropriate action Legend: SV = Schedule variance (BCWP - BCWS), CV = Cost variance (BCWP - Actual costs)
  • 171. 14 March 2024 1 3 2 SV CV Costs Period Today Plan POC Planned Cost Act. POC BCWS 1 BCWS 2 BCWS 2 POC = Percentage of completion CV = Cost variance SV = Scheduled variance BCWP= Budgeted cost of work performed BCWS= Budgeted cost of work Scheduled Progress Analysis – Function
  • 172. 14 March 2024 Progress Analysis – Process Flow Create a Project structure Enter Measurement Method Enter Planned data for a project Enter Actual data for a Project Determine the Progress Evaluate the Progress Create Project with WBS and activities Determine how the system calculates the percentage of completion (POC) Plan for costs, dates, milestones, and so on Actual data Determines the planned and actual POC, Calculates the BCWP and BCWS Analyze the progress data, together with other project key figures.
  • 173. 14 March 2024 Milestone Trend Analysis Milestone trend analysis is a simple method for analyzing the dates in a project and comparing them with planned data. You use it to recognize trends and deviations from the planned schedule quickly . The scheduled dates of the milestones, which are relevant for the course of the project, are compared at various points in time. Deviations from the planned schedule are made apparent. In the graphical form a MTA chart is used, which is triangular where the sides are the times axes. The milestone dates are plotted against the report dates. Milestone dates Reporting date Delay Scheduled dates Scheduled dates
  • 174. 14 March 2024 Project Summarization Project summarization is a method, offered in the Project System, of summarizing and analyzing a number of projects under one or more super ordinate terms. Summarization combines the objects with attributes in common by means of a hierarchy structure you define yourself. The controlling area is always the top node in the hierarchy. Examples of summarization criteria include:  Business area  Responsible cost centers  User-defined fields
  • 175. 14 March 2024 Proj. Summarization Step 1 Define summarization hierarchy Step 2 Inheritance Step 3 Summarize Project Summarization Procedure
  • 176. 14 March 2024 Capacities Valuated Project stock Resources and material Reservations Purchase requisitions Purchase Orders Outline agreements Stock/Requireme nt list Material Componen ts The resources and material information system covers the following:  Capacity reports  Stock/requirements list  Order report  Reservations/ purchase requisitions/ purchase orders / outline agreements  Valuated project stock Reports on Resource and Material
  • 177. 14 March 2024 Resources & Capacity planning Distribution of work among workforce Capacity requirements (project view) Capacity load (work center view) Capacity load (variable view) Resources - Reports
  • 178. 14 March 2024 Missing parts Pegged Requirements Order Report Reservations Outline agreements Material Individual Overviews Others Material - Reports Planned Orders Components For project For account assignment Purchase requisitions For project For account assignment Purchase Orders Stock/requirements lists Valuated Project stock Stock