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

© 2008 SAP AG

SAP University Alliances

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

© 2008 SAP AG

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SAP University Alliances

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

© 2008 SAP AG

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SAP University Alliances 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 © 2008 SAP AG Page 4 .

SAP University Alliances 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 © 2008 SAP AG Page 5 .

SAP University Alliances 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 © 2008 SAP AG Page 6 .

the WBS lends itself to easier budgeting • Typically the top level in the WBS is where the budget resides.SAP University Alliances PS Introduction Structure of SAP PS • Project Systems is designed in a Work Breakdown Structure (WBS) format • Hierarchical in nature. with lower level having allocations – Controlling (Costing) is easily done in PS © 2008 SAP AG Page 7 .

SAP University Alliances PS Introduction WBS Hierarchical Breakdown of the WBS © 2008 SAP AG Page 8 .

and start and finish times of the project tasks/activities        Provides the basis for scheduling labor and equipment Provides an estimate of the project’s 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 © 2008 SAP AG Page 9 . interdependencies.SAP University Alliances PS Introduction Networks  A flow chart that graphically depicts the sequence.

SAP University Alliances PS Introduction Networks © 2008 SAP AG Page 10 .

SAP University Alliances 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 © 2008 SAP AG Page 11 .

SAP University Alliances PS Introduction Project Builder © 2008 SAP AG Page 12 .

SAP University Alliances PS Introduction Project Builder © 2008 SAP AG Page 13 .

SAP University Alliances PS Introduction Project Builder © 2008 SAP AG Page 14 .

or…  System will use current date  Can change that later © 2008 SAP AG Page 15 .SAP University Alliances 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.

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SAP University Alliances 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 © 2008 SAP AG Page 17 .

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can be modified © 2008 SAP AG Page 19 . • 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.SAP University Alliances PS Introduction Project Profile cont.

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SAP University Alliances PS Introduction Coding Mask  Coding Masks are a way to identify project structures easily  The Mask ID’s should be created when Project Systems is first implemented  The Mask’s 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 © 2008 SAP AG Page 21 .

SAP University Alliances PS Introduction © 2008 SAP AG Page 22 .

SAP University Alliances PS Introduction Responsibilities  The Person Responsible is the employee number for the Person Responsible for the project. © 2008 SAP AG Page 23 .  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.

SAP University Alliances PS Introduction © 2008 SAP AG Page 24 .

end date actual. so you will see the German Calendar  GBI in the works.SAP University Alliances PS Introduction Dates  Start 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. also done in Germany however has a US version © 2008 SAP AG Page 25 .

SAP University Alliances PS Introduction © 2008 SAP AG Page 26 .

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 © 2008 SAP AG Page 27 .SAP University Alliances PS Introduction Organization  Standard Org components are pre-defined by the Project Profile  Location is a subordinate entity in a plant.

SAP University Alliances PS Introduction © 2008 SAP AG Page 28 .

SAP University Alliances PS Introduction Icons        Project WBS Element Network Overview Network Activity Milestone PS Text Material Component © 2008 SAP AG Page 29 .

SAP University Alliances PS Introduction © 2008 SAP AG Page 30 .

.> Change (SHFT F1) Project Planning Board Hierarchy Graphic Mass Change Easy Cost Planning Conditions © 2008 SAP AG Page 31 .SAP University Alliances PS Introduction More Icons       Display < .

SAP University Alliances PS Introduction © 2008 SAP AG Page 32 .

SAP University Alliances 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! © 2008 SAP AG Page 33 .

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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 .

SAP University Alliances 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 © 2008 SAP AG Page 36 .

SAP University Alliances PS Introduction Operative Indicators Bill. © 2008 SAP AG Page 37 . 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. Plan.