SAP University Alliances Version 1.

0 Authors: Andres Diaz Martin Wassmann Tom Wilder

Project Management using SAP Project System SAP Project System Overview
Abstract
Project Systems within SAP allows the management of projects with the ability to tie into other functional areas, including but not limited to FI, CO, SD, QM, and PM. This course overviews the basics of Project Systems

Product
SAP ERP ECC 6.0 GBI and IDES

Level
Undergraduate Beginner

Focus
PS

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PS Introduction Overview of SAP Project System module

Project Management has moved to the forefront of the business spectrum as a way to compete better, faster and cheaper There are a lot of Project Management Software solutions available Microsoft Project is an industry standard for general project management SAP Project Systems has an advantage in large projects as it is integrated into the SAP ERP landscape Projects can be tied to many of the SAP modules, including FI, CO, HCM (HR), PM, SD, QM, SM There are some basic differences between SAP PS and MS Project

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PS Introduction Microsoft Project

Benefits
Easy to use Effective Robust Templates are available Widely used

Constraints
Difficult with multi-users Can have size limitations

Not fully integrated into the ERP System

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PS Introduction SAP Project Systems

More comprehensive Ties in multiple areas of the organization Dependent on complete data Works well in large projects Can have a Microsoft Project component

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PS Introduction Overview of SAP PS Structure of SAP PS Types of Projects Components of the system Field details Multiple entry methods Icon definitions Required data Using IDES Using GBI

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PS Introduction Project Types The hierarchical nature of PS allows for multiple project types.
Cost Projects Investment Projects Sales Projects Maintenance Projects And more

The nature of the project dictates which structure types are used
Work breakdown structure Networks

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PS Introduction Structure of SAP PS Project Systems is designed in a Work Breakdown Structure (WBS) format Hierarchical in nature, the WBS lends itself to easier budgeting Typically the top level in the WBS is where the budget resides, with lower level having allocations
Controlling (Costing) is easily done in PS

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PS Introduction WBS

Hierarchical Breakdown of the WBS

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PS Introduction Networks A flow chart that graphically depicts the sequence, interdependencies, and start and finish times of the project tasks/activities
Provides the basis for scheduling labor and equipment Provides an estimate of the projects duration Provides a basis for budgeting cash flow Highlights activities that are critical and should not be delayed Help managers get and stay on plan AON format Allows for ES/EF LS/LF

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PS Introduction Networks

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PS Introduction Creating Projects There are two methods to create a project within PS Project Builder
Main method Create WBS and/or Networks

Project Planning Board

Used to change project, however a project can be created here

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PS Introduction Project Builder

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PS Introduction Project Builder

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PS Introduction Project Builder

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PS Introduction Project Definition

The first step in creating a project is to create the Project Definition 24 characters max. You can search for next available Control the structure using the Coding Mask Specify a start and end date, or System will use current date Can change that later
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PS Introduction Project Profile

A Project Profile must be specified at the same time as the Project Definition The Project Profile will set default values and control data for the project You can add to the list of Project Profiles

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PS Introduction Project Profile cont.

The Project Profile will populate the control data based on the selected profile Once saved, the project definition is locked in with the project profile and cannot be changed Control aspects, however, can be modified

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PS Introduction Coding Mask

Coding Masks are a way to identify project structures easily The Mask IDs should be created when Project Systems is first implemented The Masks are based on keys They are alpha numeric You can create masks as long as an object does not exist for the key You can lock for operative or standard structures, or no lock
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PS Introduction

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PS Introduction Responsibilities

The Person Responsible is the employee number for the Person Responsible for the project. The Applicant Number is the number for the Person applying for the project Applicant can be someone who is not yet an employee of the company.

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PS Introduction

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PS Introduction Dates Start date actual, end date actual, forecast start date and forecast end date The factory calendar defines which days are available to work Most of IDES development has been done in Germany, so you will see the German Calendar GBI in the works, also done in Germany however has a US version

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PS Introduction

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PS Introduction Organization

Standard Org components are pre-defined by the Project Profile Location is a subordinate entity in a plant, not the location of the project Functional Area is required if you are using cost-of-sales accounting Can also be required for Funds Management in Government Notice that the currency cannot be changed once the project is defined

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PS Introduction

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PS Introduction Icons

Project WBS Element Network Overview Network Activity Milestone PS Text Material Component

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PS Introduction

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PS Introduction More Icons

Display < - - > Change (SHFT F1) Project Planning Board Hierarchy Graphic Mass Change Easy Cost Planning Conditions

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PS Introduction

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PS Introduction Project Planning Board Gantt style layout Project can be modified within the Project Planning Board Icon intensive Different from MS Project

Did you know that there are almost 1200 icons in SAP ERP 6.04? Use t-code ICON to see them all!

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Services for Object

Move WBS Element Level Up / Down

Create Copy

Connect selected activities

Edit Relationships

Adapt Time Scale

Filter

Grouping

Sort Order

Select all/ Deselect All

Position on Highlight Highlight Object

Scheduling Comparison Switch connect mode on/off

Adapt Graphic Area

Zoom in on Graphic Milestone Trend Analysis

Schedule Confirm Activity Calculate Costs Capacity Overview Maintenance Orders Cost Overview Predecessor / Successor

Detailed Information for Object

System/User Status Delete Object

Component Overview

Network Header

Legend

Options Planning Board Assistant Set of Dates / Views

Field Selection

Logs and Lists

Undo User Settings

Time Scale Assistant

Show All Hide All Dependant Objects

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PS Introduction Project Builder: Hierarchy Graphic View

Visual representation of the WBS for the project Easy to see and/or set operatives for each element Double click on element to edit properties Create links between elements with graphic tools Create new elements and set properties

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PS Introduction Operative Indicators Bill, Plan, AcAs

Operative indicators are used to specify what tasks will be performed when the WBS element is executed.
Elements where you will plan costs are marked plan Elements which have actual costs are flagged Account Assignment elements Elements which you will post revenues are Billing elements.

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