Project System Module (PS)
Presented by:
Greg Martinez
Paula Erickson
CSU Chico
SAP AG
Overview
Review of Organizational Elements and Master Data
Overview of Projects using the PS module and how it is
integrated with other modules in the R/3 System
Become familiar with the basic functions in the PS module
CSU Chico
SAP AG
Organizational Areas in R/3
Sales
Accounting
Company code
Sales organization
Business area
Sales area
Purchasing
Cost accounting
Purc.organization
Warehouse
Plant Maintenance/
Service
Maintenance
Production
SAP AG
Prof.segment
Human resources
Planning
Plant
CSU Chico
Plant
PS
Controlling area
Personnel
area
FM
area
Treasury
Organizational Structures: Accounting
Operating
Operating concern
concern
IDEA
IDEA
Fin.mgt area
1000
Controlling
Controlling area
area
1000
1000
Company
Company code
code
1000
1000
Business
Business
area
area 4000
4000
Business
Business
area
area 6000
6000
CSU Chico
SAP AG
Company
Company code
code
1000
1000
Business
Business
area
area 1000
1000
Business
Business
area
area 2000
2000
Company
Company code
code
2000
2000
Business
Business
area
area 4000
4000
Organizational Structure: Logistics
Controlling
Controlling area
area
1000
1000
Purchasing
Purchasing organization
organization
1000
1000
Company
Company code
code
1000
1000
Sales
Sales organization
organization
0001
0001
Sales
Sales path
path
01
01
Division
Division 06
06
Division
Division 08
08
Valuation
Valuation level
level
Plant 1200
Shipping point
0006
Storage location
0001
Shipping point
1200
Storage location
0002
CSU Chico
SAP AG
Plant 1300
Storage loc.003
(WMS store)
Organizational Elements and
Master Data
Operating Concern - (CO) Part of organization for which the
sales market is structured in a uniform manner (product
group, customer group) can contain >1 controlling area
Controlling Area - (CO) Identifies a self-contained,
organizational unit within a group, for which cost accounting
can be performed
Company Code - (FI) Smallest organ unit for which a
complete self-contained set of accounts can be drawn up
for purposes of external reporting
CSU Chico
SAP AG
Organizational Elements and
Master Data
Division -(SD) Based on responsibility for sales or profits from
salable materials or services
Plant - (LO) Within Logistics, a place where either materials are
produced or goods and services are provided. Assumes variety of
roles (Maintenance Plant, retail or wholesale site)
Storage Location - (LO) Allows the differentiation of materials
stocks within a plant
Shipping Points - (SD) Fixed location that carries out shipping
activities (companys mail department)
CSU Chico
SAP AG
Organizational Elements and
Master
Data
Business Area - (FI) Represents a separate area of operations or
responsibilities within an organization. Can have several Company Codes
Purchasing Organization - (MM) Procures materials and services, negotiates
conditions of purchase with vendors, and bear responsibilities for such
transaction
Sales Organization - (SD) Sells and distributes products, negotiates terms of
sales, and is responsible for these transaction
Organizational Structure is prerequisite for making correct application
- specific system setting in customizing - it is the framework
CSU Chico
SAP AG
Master Data
Central Functions
Classes
Characteristics
Object dependencies
Documents
Capital investment management
Accounting
G/L account
Chart of accounts
Cost Acctg
Cost center
Cost element
Activity type
Profit Center
Asset
CI program
Purchasing
Treasury
Material
Activity master
Vendor
Purc.info record
Plant Maintenance/
Service
Equipment
Maintenance
CSU Chico
Work center
BOM
PRT
SAP AG
WBS
Commt
item
Network
Production
Human Resources
Person
Qualification
profile
Controlling
Levels
Management
Result
Controlling
al
tu t
Ac omm t
s c dg e
Fd Bu Plan
Execution
Time
Value
Vendor
Personnel
Capital
Investment
Costs
Procurement
Production
S&D
Assets
CSU Chico
SAP AG
Resources
Materials
Revenues
Departments
Customer
Project Tasks
Cross-department
Sales
Accounting
Production
Purchasing
Hierarchy
of tasks
Agreements
Planning and Controlling
Dates
Budget
Resources
CSU Chico
SAP AG
Costs
Overview of Projects
Tasks with particular characteristics
Complex, unique, and involve a high degree of risk
Limited duration, and cost and capital intensive
To execute a project:
Need a project-specific organizational form
Must describe the project objective
Structure the project activities you want to perform
Structured according to:
How it is organized using Work Breakdown Structure (WBS)
The processes involved using Networks
CSU Chico
SAP AG
Project System
Use
- Investment
- Marketing
- Make-to-order
production
- Asset
construction
- Shutdown
- Services
- Plant
maintenance
-R&D
- EDP projects
CSU Chico
SAP AG
PS
Functions
- Structures
- Time scheduling
- Project plannimg
board
- Cost planning
- Financial data
- Budget
- Info system
Views
- Materials
Management
- Cash Management
- Resources
- Operating results
- Controlling
- Periodic processing
- Configuration
- Workflow
- Investment
Management
Integration
SD
Quotation
Order
Billing
document
Plan order
Production order
Settlement
MM
CO
Order
Surcharges
Distribution
Assessment
Activity allocation
Purchase requisition
Purchase order
Goods receipt
Invoice receipt
Material issue
FI
PM
Plant maintenance
order
Settlement
SAP AG
CSU Chico
PP
AM
Asset under
construction
Settlement
Invoice
Integration of Financial Data
MM
Purchase
requisition
> 3.0
FI
Purchase
order
Down payment
request
Down
payment
Goods
issue
Expenditure
Financial
budget
Bank
clearing
Payment
Bank
clearing
Payment
Invoice
receipt
PS
Revenue
> 3.0
Quotation
> 3.0
Sales
order
SD
Down
payment
request
CSU Chico
SAP AG
Down
payment
FI
Delivery
Invoice
issue
Integration Example: Vendor Down
Purchase
Payment
order item
Payment
Difference between
invoice and down
payment clearing
Down payment
request
Down payment clearing
Invoice checked against
down payment document
CSU Chico
SAP AG
Down payment
Invoice
Integration Example: Purchasing
Purchase
requisition
BE
?
=
Bid
invitation
Invoice
verification
Entry of
quotation
Goods
receipt
Purchase order
monitoring
CSU Chico
SAP AG
Vendor
selection
Ordering
Function Model (5)
Status/
Phase
Structuring
Structuring
Planning
Approval
Execution
Closing
Concept
Structure
Costs
Dates
Budget
Actual data
Settlement
Confirmmation
Network
PP
order
CSU Chico
SAP AG
TIME
...
Settlement
Settlement
Costs
Dates
...
Release
...
...
Budgett
Work
breakdown
structure
Commitment,
costs, revenues
Project
definition
Operative Structures in Projects
WBS
Network
CSU Chico
SAP AG
Project definition
Operative Structures in Projects
Project definition
Defines task to carry
Contains data which is binding on the whole project
such as start and finish dates and organization data
WBS is the model of the project
Project services to be rendered in graphical form
Operative basis for cost planning, time scheduling, and budget
allocation in projects
Network reproduces the activities from the project
Operative basis for the planning and control of dates, costs and
resources (personnel, machines, PRTs, materials)
CSU Chico
SAP AG
Master Data
Project definition
Work breakdown structure
Network
Responsibility-oriented
organization
Process-oriented
organization
1:N
1:N
Budget
Dates
Costs
Resources
Basic dates
Resource costs
CSU Chico
Basic dates
Organizational units
SAP AG
Project Definition
March
31
April
6
Dates
Basic dates for
entire project
Default values
Company code
Currency
Settlement rule
Planning
parameters
For dates
For costs
Organizational
outline
CSU Chico
SAP AG
Controlling area
April
7
Projection Definition
First Step in creating a project
Outline connecting all objects created within a project
Contains data used for the entire project
Default values that are copied into the new WBS elements
you create for this project
CSU Chico
SAP AG
Work Breakdown Structure
April
7
Dates
Basic dates
Scheduled dates
Actual dates
Costs
Planned costs
Actual costs
Budget
Original budget
Release budget
Purchase
order
Financial data
Customer
Vendor
Commitment
Purchase requisition
Purchase order
processing
CSU Chico Periodic
Surcharges
SAP AG
Settlement
Work Breakdown Structure
Focus is on planning, analysis, description, control and
monitoring costs, basic dates and budgets
It forms the basis for organization and coordination in the project
Shows amount of work, time required, and cost involved
Operative basis for further steps
Structured according to different criteria depending on level detail
Tasks and Activities are describe as individual elements
CSU Chico
SAP AG
Work Breakdown Structure
WBS Elements
Can be:
Tasks
Partial Tasks which are subdivided further
Work Packages
Start and finished dates
Text describing the work to be performed
Responsible cost centers
Cost centers carrying out the project
CSU Chico
SAP AG
Structure of a WBS
Currency
Milestones
CSU Chico
Subproject
SAP AG
PS texts
Documents
Network
Internal processing
Work
Dates
Costs
April
7
Scheduling
External processing
Relationships
Constraints
Floats
Critical activities
Services
Dates
Costs
Material
Controlling
Purch. parts / assemblies
Dates
Costs, commitment
Earned value reports
Capacity load
CSU Chico
SAP AG
Periodic processing
Surcharges
Settlement
Network
Networks represent processes or task in a project
Essential elements of a network are:
Activities
Work Center, Duration, S&F, Resources Required, Texts
Activity elements
Relationship
The Network Header contains data required for the entire network
CSU Chico
SAP AG
Network
Question that are answered using network information
Where are we unclear?
Where are the Scheduling uncertainties?
When and what amount are cost incurred?
When and what quantity do resources are made available?
Relationships
FS (finish-start)
FF (finish-finish)
SS (start - start)
SF (start-finish)
CSU Chico
SAP AG
Structure
of
a
Network
Network header
External
processing
General
costs activity
Documents
Services
PS texts
Internal
processing
External
processing
Int. processed
element
Milestones
Internal
processing
Material components
Production resources/tools
Qualification
CSU Chico
SAP AG
Ext. processed
element
Gen. costs
element
Relationships
Production
Assembly
FS relationship
Design
SS relationship
Purc.order
Purc.order
BOM
FF relationship
Design
Work
scheduling
Acceptance
CSU Chico
SF relationship
SAP AG
Start
-up
Work Breakdown Structures and
Networks
WBS
Network
13
13
1000
1100
1100
13-1
13-1
13-2
13-2
13-3
13-3
1050
1050
13-4
3000
3000
1060
1060
1140
1140
13-1-1
13-1-1
13-1-2
13-2-1
13-2-1
1170
1170
1140
1140
1000
1000
13-2-2
13-2-2
1080
1080
2000
2000
1050
1050
1030
1030
1060
1060
13
Elevator
13-1 Engineering
13-1-1 Elec.parts
13-1-2 Mech.parts
SAP AG
1120
1120
1120
1120
13-2 Procurement 13-3 Assembly
13-2-1 Elec.parts
13-4 Insurance
13-2-2 Mech.parts
CSU Chico
2000
2000
1030
1030
1080
1080
3000
3000
1100
1100
1170
1170
1170
1000 Layout
1030 Engineering: Mech.parts
1050 Engineering: Elec.parts
1120 Procurement:: Car
1080 Procurement: Mech.parts
1060 Procurement::Motor
1100 Procurement: Elec.
parts
1140 Assembly
2000 Acceptance
1170 Release
3000 Insurance
Planning (Cost and Dates)
Various ways of planning dates
Plan dates in the WBS, binding on any further planning
Dates in the network are determined by the system or manually
Plan dates in lists, or using the various PS graphic interfaces.
Types of dates
Basic Dates - Binding basis of time schedule in the WBS elements
Forecast Dates - Expected dates for WBS elements
CSU Chico
SAP AG
Planning (Cost and Dates)
Plan cost at different levels of cost planning
Structure planning (by WBS)
Plan cost without the reference to a cost element
Cost element planning (detailed planning)
Plan cost with reference to a cost element
Unit Costing
If information on sources of supply, quantities, and prices is
available, you can use unit costing to produce a project cost plan
CSU Chico
SAP AG
Approval (Budget)
Approval Phase
Prescribe the project funds in the form of a budget
Budget differs from the cost plan in that it is binding
Starts with defining an original budget for the WBS element
Store as overall, then distribute it
Release the budget in stages, prevents exceeding early
CSU Chico
SAP AG
Execution (Actual data)
Actual dates and costs are confirmed
status of activity processing is documented
system checks the dates of the WBS element and set actual
dates
Actual cost create activity allocation
Tolerance limits
Integration
CSU Chico
SAP AG
Closing
Project closing
Collecting all costs
Settling the costs
Closing the structures
CSU Chico
SAP AG
