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SAP PS Introduction: Project Management / Project System ● Project types & PS ● Planning Types ● Project Vs Project System ● Integration with Other modules Structures ● Work Breakdown Structure (WBS) ● Network ● Activities ● Relationships ● Sub networks ● Milestones ● Standard structures ● Project Builder ● Project planning board ● Structure Planning ● Mass Change ● Status Management Dates ● Types of Dates ● Settings for Scheduling Parameters ● Presentation of Dates in the Graphics
● Scheduling Functions ● Dates in the Work Breakdown Structure (WBS) ● Scheduling the Work Breakdown Structure ● Network Scheduling ● Scheduling the Overall Network ● Overall Network Scheduling with Selection Option ● Scheduling with Service/Maintenance Orders Costs ● Cost Planning ● Orders for Projects ● Project Cost Forecast ● Budget Management for Projects ● Availability Control ● Commitments Management (CO) ● Funds Commitment (Cost Centers, Internal Orders, Projects) ● Automatic and Periodic AllocationsRevenues and Earnings ● Billing Plans in WBS Elements ● Project-Related Incoming Orders ● Transfer Prices for Projects ● Sales Pricing and Quotation Creation ● Resource-Related Billing ● CPR and Valuation of Semi-Finished Constructions Payments ● Project Cash Management ● Manual Payment Planning
● Calculating the Payment Flow Automatically ● Recording Actual and Commitment Payment Data Resources ● Capacity Leveling in the Project System ● Executing Capacity Leveling (PS) ● Workforce Planning Materials ● Procurement Management ● Material Assignment to Networks ● Activating Requirements ● Material Availability Check ● Activating Requirements ● Material Assignment to Standard Networks ● Project Stock ● Grouping for Individual Project Planning ● Bill of Material Transfer ● Delivery from Projects ● Monitoring Dates ● Assembly Processing in the Project System ● Project-Oriented Procurement (ProMan) Production Resources/Tools (PRT) ● PRT – Detail Study ● Production Resource/Tool (PRT) Availability Check Confirmation ● Confirmation Directly in the Project System .
● PS-CON ● PDC Simulation ● Creating Simulation Versions ● Transfer of Operative Data and Simulation Data ● Evaluating Simulation Versions Versions ● Project Version – detail .
Production Supervisor and Cost Accountant.g. you will be working in the Project Management (PS) and Financial Accounting (FI) departments. Employees involved Jun Lee ( Production Supervisor) Jermain Kumins (Shop Floor Worker 1) Silvia Cassano (Accounts Payable Specialist) Jamie Shamblin (Cost Accountant) At the beginn of your project you assign WBS elements. you will take different roles in GBI. e. which acts as an intermediary for the test driver and you have to pay for the entire project. activities and milestones at Project Builder.SAP PS Introduction: Project Management / Project System ● Project types & PS Create a project: Scenario To edit a complete project planning process. Also you assingn milestones to your project. In the last few steps. you create creditor invoice for you business partner. . Overall.
Process description Fig Process description How to Create Project Task Create a new project. and . which consists of WBS elements. activities. Short Description Use the SAP Easy Access Menu to create a new project. Name (Position) Jun Lee This is the Project structure of cost project P/20##.
To create a project.milestones. follow the menu path: Logistics ► Project System ► Project ► Project Builder . We will use the project builder to create a project ”Development of Ultralight Bike”. The project consists of a work breakdown structure and network activities.
Confirm the popup ”Project Builder: Options” using the enter icon. .
select Create and choose Project. Confirm your entries by using the continue icon. P/2###. Remember to replace ### with your three-digit number. Confirm your entries by using the To create the project P/2###. e. In the screen Project builder enter in the field Project Def. continue icon. .In the popup ”Project Builder: User-specific options” enter for Hierarchy levels 99 and select Preview last project. Leave other fields as they are.g. For Text (unlabeled) enter Development of Ultralight Bike ### and select in Project Profile Cost projects (US). 003 if your number is 003.
Please note. Please notice that the system will deduce the project number from the entry. that the derivation of WBS element structure has determined the hierarchy from the number of the WBS elements. Go to the tab Responsibilities to assign responsible cost centers to all WBS elements. Operative indicators such as the above (”PE” and ”Acct”) control. Confirm your entries by using the continue icon. whether the WBS elements can be used for cost planning and cost ac. Naturally this works only for numbers. Fill in the following data in the Project Builder screen. . To derive the WBS structure drm the number of the WBS elements choose in the pull down menu Project → Derive structure → Execute . which reflect a hierarchical order and are customized by a so called number mask. Confirm your entries by using the continue icon.Click on the WBS Element Overview icon to create new WBS elements.count purposes. Special characters such as double quotes can be configured in the SAP customizing menu. Remark the hierarchy graphic can be used to edit the project as well.
Confirm your entries by using the continue icon. Naturally this works only for numbers. that the derivation of WBS element structure has determined the hierarchy from the number of the WBS elements. Therefore select the Tab Responsibilities and enter the following data. Return to the Easy Access Menu by using the Change the Project Task Change the project. Use the hierarchy graphic to display your project structure. The hierarchy graphic can be used to edit the project as well. Name (Position) Jermain Kumins The project P/20## will be enhanced by network activities (thereby detailing the information of the WBS elements). Activities describe the process flow of the project. You can plan dates. which reflect a hierarchical order and are customized by a so called number mask. Use the ”Hierarchy graphic” icon. Please note. Short Description Use the SAP Easy Access Menu to change the project form the task above. Save your project with Back icon.Assign responsible cost centers to all WBS elements. Confirm your entries by using the To return to the Project Builder use the continue icon. Back icon. resources and costs .
To do so use the Ext Processing tab. in the field short text Engineering. Specs f. choose for Quant. EA for Unit and enter by Gross price 3000.through network activities as well. 1. production. follow the menu path: Logistics ► Project System ► Project ► Project Builder Double click at Use the . . In the second line enter 20. In the Service Specification: Ext. Task List Maintain screen enter in the first line 10. choose 1 for Quant. To change a project.. In the Open Project screen enter in Project Definition P/2### and choose Activity Overview icon. . for the short text enter Ext. Overview icon. . Choose the Enter the following data: Confirm your entries by pressing Enter or pressing NA00 NAPC1000 in the year 06/11/2012. for Unit EA and in Gross price 2000. In the Activity field enter 0045 and activate the Service Field and enter Outsourcing electronic gear in Description.Activity type LABOR is not set up for cost center In the Branch to the activity overview of external activities create more activities. Confirm your entries by pressing Enter.
● Planning Types ● Project Vs Project System ● Integration with Other modules Structural Elements A project cannot exist without a structure. • There can only be one Project Definition for a project. confirm any Back icon. In all cases. some implementations only use WBSs to plan and capture costs. a mask that carries intelligence (that is. • It cannot have Costs or Revenues posted to it. At a minimum. it contains numbers and letters that mean something to the business) may not be the best approach. . Confirm your entries. you need a Project Definition plus at least one WBS. Extending your project to include Networks makes it more complex and usually means you need scheduling and complex material handling. as often the coding becomes redundant over time. Depending on the implementation. Use the Save icon messages. it is wise (though not mandatory) to have a method by which your WBS structure is recognized by its various levels—hence Coding Masks. for Amount 10000 and 741000 for Cost elem. However. by pressing Enter.Confirm your entries with Enter or . enter Performance test by professional drivers in Description. Return to the Easy Access Menu by using the to save your entries. Go back to the Project Builder: Project P/2### screen by pressing once On the Prim. all settings from the Project Profile are copied into the Project Definition: • It cannot Plan Costs or Revenues. • It is the “Header” of the Project. Project Definition: What a Project’s Defaults Are When a project is created for the first time. Costs Tab enter f or Activity 0135. These two elements are what make up the basis of a project.
They only relate to Project Definitions and WBS Elements. 3. They can reflect the structure of a project. Work Breakdown Structure Elements: The Hierarchical Structure A Work Breakdown Structure represents the structural relationship that work elements of a project have with each other: 1. 6.• Subsequently created WBS Elements will always inherit key organizational and profile data from the Project Definition (but these can be changed manually) Coding Masks: How Project Numbers Are Coded Coding Masks are important as follows if you need to have some intelligence in the way your Project Definition and WBS Elements appear to the user: 1. They are not connected to Profiles—the “Project ID” used in Operative or Template projects determines the mask. They carry “subprofiles” that further influence a project: 1. 2. There can be many. 8. They contain the control parameters used in a project: Business rules. It carries the dates associated with a package of work. 4. 3. They determine what special characters are permitted to separate the structure view. There can only be one per project. 2. Different Masks can be used with one or many Project Profiles. It forms the basis for organization and coordination in a project. organizational settings. 5. 4. and so on. Version Profile Planning Profile Budget Profile Investment Profile Status Profile Simulation Profile Network Profile and so on. 7. It is a model of the work to be performed in a project in a hierarchical structure. 7. They influence a project’s behaviour by providing default information. 3. 2. They can control project identification. 3. 5. Project Profiles: How a Project Should Behave—What It’s Allowed to Do A Project Profile is mandatory when creating a project: 1. . 6. 2.
and Time Period Networks are used to provide for scheduling of Activities in a project: • Unlike WBS Elements (which can only be connected in a linear fashion). and so on). and so on). 8. . Object-Oriented according to PHYSICAL objects (Asset. How to Carry Out Tasks in a Specific Way. Construct. • Schedule tasks. Acquire. Network 1. Order. • Network Activities are identified by their owning Network Number plus a sequential number. 6. 9. Function-Oriented according to FUNCTION (Engineer. WBS Elements can have costs planned and posted to them. 2. 10. Network Activities can be connected to one another using special dependencies called “Start/ Finish” rules.4. Work Breakdown Structures can be represented in a variety of ways: Logic-Oriented according to PHASE (Plan. 5. WBS Elements can have a controlled Budget. WBS Elements can have revenues planned and posted to them. • Networks have a three-tier structure: • Network Header • Network Activity • Activity Element • Networks are identified by a unique number. • Book Resources. Commission. and so on). • Networks are not “effective” until they are Released. Support. Define. What Materials and Resources Are Needed to Carry Out a Task Network Activities can perform a number of complex tasks: • Plan/Receive Costs. 7. 11. • Order/Reserve Materials and Services. Activity Elements are identified by a further sequential number. Asset components.
They are attached to a “Pricing Schedule. they utilize two objects to make them effective: • Work Center—for Capacity Planning • Activity Type—for pricing of resources • Work Centers are independently managed objects. Contractors) • Activity Types are attached to Networks by using Control Keys. Internal Activities—Planning Internal Resources • Internal Activities are defined by Control Keys. or a piece of equipment. They exist to help manage “Capacities” and to carry all the information required to determine available Capacities and to provide for Capacity levelling.• There are three types of Activity. • Costs associated with a Network Activity aggregate to the WBS to which they are assigned. they effectively “Plan the Resource” and “Plan the Cost” at the same time. They can be an individual. plus special settings for Service: • Internal—for planning Internal resources such as labour • External—for planning externally procured Services or Contracts • General Cost—for planning by Cost Element • Service—for planning Services (for example. • Subnetworks are other types of Orders (such as Maintenance or CS Orders) that have been manually assigned to a WBS or Network. They belong to Cost Centers. Usually.” meaning they have a planned cost per unit (which can be a standard Unit of Measure). • When Work Centers and Activity Types are used in conjunction. • Internal Activities can have attached a set of Components or BOMs (Bills of Materials) . a group of people. • Activity Types are independently managed objects. 3.
for example. bank clearing transactions). • Costs associated with an External Activity aggregate to the WBS to which they are assigned. They cannot be stored or transported. • A Reservation if the Material Component is “Stock” (Assigned Cost). Configure Currencies in SAP To Configure currencies the currency table must have entries for all currencies which occur in your business transactions. you will not be able to use data exchange in international communication (e.g.” Services are regarded as being consumed at the time of their performance. • They can have a preliminary Total Planned Cost that is reduced as and when Material Components are added.” • Some External Activities are “Services. . • When “Released. External Activities—Planning External Resources External Activities are the basis for externally procured resources including Services and Contracts.4. SAP recommends that you use the ISO standard for your additional entries. If your entries do not correspond to the ISO standard. • A Reservation is cancelled when a Network Activity is “Technically Closed. • External Activities can have attached a set of Components (Materials) or BOMs (Bills of Materials).” External Activities trigger events: • A Purchase Requisition if the Material Component is “Non-stock” (becomes a commitment). General Cost Activities—Planning Unspecified Costs General Cost Activities are the simplest form of Costing in Networks.” • A Purchase Requisition/Order remains open when a Network Activity is “Technically Closed. legal services. In the SAP standard recipient system. They are defined by Control Keys: • They carry an Amount in the currency selected. 5. all currencies are defined according to the international ISO standard. They are defined by Control Keys. cleaning services. construction work.
they will.Remember the following in mind while configuring currencies in SAP Check the currency entries for completeness. Add the missing currency entries as required. However. • They can have attached a set of Components or BOMs (Bills of Materials). they do not generate any Purchasing Documents. Many times when we press F4 value all the records are displayed out of which most them are not of much use. Use the ISO standard for your additional entries. The transaction to access this directly is 0Y03 z • They require a Cost Element to determine what type of cost is being planned. Hence it is possible to restrict the values to show only the ones which a . • In themselves. if Material Components are attached. Personalising the F4 Values In SAP.
user needs by using the Personal value list. Milestones can be used for: • Automatic triggering of Customer Billing (by Percentage or Amount). • There is no restriction on how many Materials you have. ● Activities ● Relationships ● Sub networks Milestones: Things a Project Must Remember to Do Milestones carry dates and functions that can be triggered in the future: • They can be attached to a WBS or a Network (with slightly different functionality). • They form the basis of all your Project Procurement (unless you are using Easy Cost Planning). • In their simplest form. Material Components—Planning Materials Material Components represent the physical materials you need to plan for within an Activity: • Components can be added to any Activity. Milestones can just be reminder dates. • They can be Stock or Non-stock. This is a very nice and simple option which can definitely make you work smarter and it can get your favorite values easily. • They form the basis of Material Project Cost Planning. 6. • All Material Components belong to one Activity at a time. • Each Material Component can trigger a Reservation/Requisition. • In their most complex form. . • They carry the methods by which MRP will order Materials.
5. You can have many templates to reflect different project scenarios. complex structures. Projects are created in the background from a Sales Order. and Milestones: 1. 2. 3. Templates are not mandatory (unless you are using Assembly Processing). Operative Projects and their Networks can be used as templates. • Milestones form the basis of SAP’s “Milestone Trend Analysis” reporting function. ● Project planning board . 8. and Milestones exist in the Standard Networks. Milestone Templates (Standard Milestones) can be attached to Standard WBSs and Standard Networks. Templates can contain inherent business rules. such as the Releasing of a related Network Activity. • Milestones can trigger a Workflow message to remind the receiver of an event. 4. • Automatic triggering of subsequent events. Standard Templates do not carry Settlement Rules. • When Assembly Processing is used to create auto-projects. With Assembly Processing. 6. but if you have common. 7. the Sales Order Billing Plan is automatically created. they help maintain consistency. but are prone to inheriting errors in structure. Project and Network Templates contain a Project or Network Profile. Networks. • Billing is sensitive to the Date Categories configured in Milestones: • By Percentage • By Amount Customization: OPSR. Templates are Master Data. O ● Standard structures ● Project Builder Templates: How a Project Should Look A template is a neutral structure that can be used to standardize WBS structures.• Preset Customer Billing Plan (by set amount). 9. so you must have Standard WBSs and Standard Networks.
From a Cost perspective. 1.● Structure Planning ● Mass Change ● Status Management Dates ● Types of Dates ● Settings for Scheduling Parameters ● Presentation of Dates in the Graphics ● Scheduling Functions ● Dates in the Work Breakdown Structure (WBS) ● Scheduling the Work Breakdown Structure ● Network Scheduling ● Scheduling the Overall Network ● Overall Network Scheduling with Selection Option ● Scheduling with Service/Maintenance Orders Costs ● Cost Planning/ Resource planning Any planning you may perform is determined by the amount of detail you need. More detail is achieved by specifying where exactly the costs may be incurred (Cost Element) and exactly how many Units you want to plan for (Unit Costing). • Plan values entered hierarchically to estimate the expected costs for a project. planning can be as simple as entering a planned value against a WBS. so the source Cost Centers are informed. . Structure Cost Planning via WBS: Direct Entry of Costs Against a WBS Structure. • It is independent of cost elements. Even more detail can be applied by planning at a Network level by Material and then integrating it with CO. Resource Planning is mainly about the people (or roles) you may want to plan for via Work Centers and Activity Types. where you may share resources from another department. This type of planning optionally involves Capacity Planning. • Structure Cost Planning is the simplest form of cost planning. Without Regard to Cost Elements These are Costs associated with the WBS as a whole.
Detailed Cost Planning (WBS) Detailed Cost Planning (Network) Easy Cost Planning (WBS) DIP Profiles Plan Versions (CO) Statistical Key Figures Overheads (CO) Value Categories ● Orders for Projects ● Project Cost Forecast ● Budget Management for Projects 1. • Usually “Rough-Cut”—meaning that when more detail is known. 7.2. Availability Control ● Commitments Management (CO) ● Funds Commitment (Cost Centers. meaning costs are aggregated from the lowest level WBS upward automatically. In Projects 2. Projects) ● Automatic and Periodic AllocationsRevenues and Earnings ● Billing Plans in WBS Elements ● Project-Related Incoming Orders ● Transfer Prices for Projects ● Sales Pricing and Quotation Creation ● Resource-Related Billing ● CPR and Valuation of Semi-Finished Constructions Payments ● Project Cash Management . • Can be “integrated” with Controlling. 5. 9. you will probably be more precise and progress to Detailed Cost Planning. 4. • Planning is usually Bottom-up. • Can be entered against any WBS (unless configuration in Plan Profile says otherwise). 6. Internal Orders. In Investment Programs 3. 8. 3.
● Manual Payment Planning ● Calculating the Payment Flow Automatically ● Recording Actual and Commitment Payment Data Resources ● Capacity Leveling in the Project System ● Executing Capacity Leveling (PS) ● Workforce Planning Materials ● Procurement Management ● Material Assignment to Networks ● Activating Requirements ● Material Availability Check ● Activating Requirements ● Material Assignment to Standard Networks ● Project Stock ● Grouping for Individual Project Planning ● Bill of Material Transfer ● Delivery from Projects ● Monitoring Dates ● Assembly Processing in the Project System ● Project-Oriented Procurement (ProMan) Production Resources/Tools (PRT) ● PRT – Detail Study ● Production Resource/Tool (PRT) Availability Check Confirmation .
.● Confirmation Directly in the Project System ● PS-CON ● PDC Simulation ● Creating Simulation Versions ● Transfer of Operative Data and Simulation Data ● Evaluating Simulation Versions Versions ● Project Version – detail.
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