United Breweries – IBM

SAP Implementation Project

SAP Project Systems

Overview

1
SAP PS Module: A brief over view

1. Course Objective

2. Introduction to SAP-Project System

3. Phases of Projects Management and details

4. Data in PS Module

5. SAP PS- Interfaces

6. Project Information System, Common Transactions, Tables used

7. Wrap-up

8. QA session
1. Objectives: Objectives of the Introduction to Project System course:

 Group Expectations…

……

 A Quick and Introductory overview of the Project System module in SAP.

 Discuss Phases in the Project life cycle in the PS module

 Introduce links between SAP PS and other relevant SAP modules

 2.1 What is a Project?
Projects are Tasks with special characteristics and,

 Generally complex, unique and involve high degree of risk,

 Have precise goals agreed between stakeholders,

 Limited in duration, cost and resource intensive,

 Subject to quality requirements

Project managers usually distinguish between two types of project:

• Externally financed projects
• Customer projects
• Internally financed projects
• Overhead cost projects
• Capital investment projects
2.2 Introduction to SAP-Project System

Project System (PS): SAP R/3 offers a specific application for handling projects.

 SAP R/3- PS module is capable of handling all the work involved in

managing a project.

 SAP-PS can be used to manage all types of project such as:

 Industrial Projects (Manufacturing projects)

 R&D Projects,

 Investment projects,

 Customer projects (Make to Order)

 2.3 Introduction to SAP-Project System
Project System (PS) module provides:-

Controlling– Control Costs, Resources,

project progress. Take corrective action as required.

Monitoring – Record, Review and Monitor resources

and project progress.

Resourcing– Allocate resources (material and labor)

to execute project.

Planning – Create a structure of project by breaking down

into small and manageable steps. And arrange in the sequence.
3. Phases of Projects Management and details

Project Phases

 Initiating a Project (Preliminary phase)

 Project Planning
 Project Execution
 Project Completion / Closing
3.1 Phases of Projects Management and details

 Initiating a Project (Preliminary phase)

In this phase,

- Objectives of the project are agreed upon,

- Scope of the project is established,
- Initial organization is defined,
- Responsibilities are assigned,
- Situation is assessed and factors are documented.
3.2 Phases of Projects Management and details

 Project Planning
In this phase,
- Goals are precisely described,
- Project activities are structured.
- Project Plans are developed.

Create Define Plan Dates Plan Costs

Define Plan Material
project Network and and and
WBS and Services
Definition Activities Resources Revenues
3.3 Project Planning
Project work is broken down into manageable tasks / activities and Set-up a
Hierarchy.

Project System uses two main structures:-

WBS (Work Breakdown Structure): Work planned in structured and hierarchical

manner

Network: Shows the details of the work and sequence/ interdependency of

activities.
 3.4 Project Planning
WBS: Work Breakdown Structure: WBS is a model of work to be performed in a project; organised in Hierarchical structure.

WBS level 1

WBS level 2

WBS level 3

WBS level 4

WBS level 5

WBS is operative basis for further steps of Cost planning, scheduling, capacity planning and controlling.

 key Terms: Cost Planning, Budgeting,

.......Demo in R/3
 3.5 Project Planning
Network: Represents sequence of activities in a Project.

Network is used as a basis for planning, monitoring and controlling Dates, schedules and resources.
 key Terms: Activity, Milestone, Scheduling, Float
.......Demo
in R/3
3.6 Project Planning
PS Structure
Graphic:

In SAP PS the Project Builder

(Tx: CJ20N) can be a single
major transaction to work on
entire project.

SAP PS Module: A brief over view

3.7 Project Planning
WBS Element Network Activity

WHATisis
WHAT HOWisis
HOW
done
done done
done

FlowProcess,
Flow Process,
Hierarchical
Hierarchical Logical
Logical
Structure
Structure Sequencing
Sequencing

DETAILEDScheduling,
DETAILED Scheduling,
OVERALLcontrolling
OVERALL controllingand
and
monitoring,controlling
monitoring, controllingand
and
reporting
reporting reporting
reporting
3.8 Project Planning

Date Planning/
Scheduling

 Key Terms: Scheduling, Backward/ Forward, Early and Late dates

.......Demo
in R/3
3.9 Project Planning
Plan Resources


.......Demo
Key Terms: Resource allocation, Capacity Evaluation, Resource leveling.
in R/3
 3.10 Project Planning

Plan Material

 Key Terms: Material Master, Item Category, PR, Reservation,

.......Demo
in R/3
3.11 Project Planning

Plan Services

 Key Terms: Services, Service Master. .......Demo

in R/3
 3.12 Project Planning

Plan Costs: Plan Cost versions are created as a basis to assess the progress of Project
(Ex. Profitability analysis, Variances, etc) on a ongoing basis.

Budgets: Budgets are created as a basis for Project Manager

to maintain cost control of the Project (Purchasing, Time booking, etc). This is a kind of fund
allocated to a Project for a particular period.

y Terms: Top Down, Bottom Up, Cost Plan Budget Version, Manual Budget,
 3.13 Project Planning: Cost and Budget

Budget
Roll Up WBS 1 1200 USD
Top Down
Cost Plan 200 USD 600 USD
WBS 1.1 WBS 1.2
1000 USD 400 USD
WBS 1.1.1 WBS 1.1.2
Budget
Bottom Up

300 USD
NW Act 10 NW Act 20 NW Act 30 600 USD
NW Act 50
1000 USD NW Act 40
200 USD
100 USD
Type of Costs: Material, Resources (man-
hrs), Overheads, External Services, project
Management, etc.

y Terms: Top Down, Bottom Up, Cost Plan Budget Version, Manual Budget,
3.14 Phases of Projects Management and details

 Project Execution
In this phase,

• Delivery work is performed.

• Plans and control measures are used.
• As work proceeds; Network activities are rescheduled as necessary.
• Resources are reviewed and updated as required.
• Cost and Budget control.
3.15 Phases of Projects Management and details
 Project Execution
In this phase,

Manage Time Manage

Resource Period End
Cost and Recording to Material and
Management Closing
Revenue Project Services

 Key Terms: Rescheduling, Resource leveling, Budget Updates (Supplement, Transfer, Return), Simulation
 Progress Analysis (Milestone Trend Analysis, EVA), Reporting.
3.16 Phases of Projects Management and details

 Project Completion / Closing

In this phase,

• Review all documentation requirements and contractual commitments are met.

• Final cost booking and settlement
• Project closure.

 Key Terms: Result Analysis, Settlement, Project Status (TECO),

3.17 Phases of Projects Management and details

 Project Completion / Closing

In this phase,

Complete
cost and Final Result Final Close
revenue Analysis Settlement Project
postings
Recap

Recap…Q/A…
 4. SAP PS Module: Master data
Master Data in PS:

 Standard WBS/ Templates,

 Standard Network/ Templates,
 Standard Milestone,
 PS Text

Transactional Data in PS:

 Operative Project/ WBS,

 Operative Network,
 Materials, Time and cost booking,
 Result Analysis and Settlement,
 5. SAP PS Module: Interfaces
• Materials • Purchase order
• BOM • Stock transfer
• Vendor master • Contracts
• Service master • Purchasing Info Records
• G/L accounts
• Standard service catalog • Invoice verification
• Assets
• Service model specifications • MRP
• Revenues
FI • Purchase requisition
• Expenses

MM
• Distribution
• Assessment • BOM
• Cost centers PP • Production Order
• Cost elements
• Profit centers
• Resource rates CO
PS
• Overhead costs
• Cost of Sales • Customer master
• Activity types • Inquiry
• CO versions • Quotation
HR • Order
CS SD
• Billing request
• HR Personnel Master Record
• Billing
• CATS hours • Work centers
• Travel expense reports • Service orders
6.1 SAP PS Module: A brief over view

Project Information System:

Common Reports used in SAP PS:

 Gantt Chart : Schedule and Progress

 Cost and Budget

 Material Overview (ProMan),

 Progress Reports and Chart (MTA chart)

 Resource allocation/ Load ......Demo in

R/3
 6.2 SAP PS Module: A brief over view
Common Transactions used in SAP PS:
Project Planning:

 CJ20N: Project Builder

 CJ91/ CJ92/ CJ93: Create / Change / Display Standard WBS
 CJ01/CJ02/CJ03: Create / Change / Display Operative WBS
 CN01/ CN02/ CN03: Create / Change / Display Standard Network
 CN21/ CN22/ CN23: Create / Change / Display Operative Network
 CJ9D/ CJ9FS/ CJ30/ CJ31, CJ32, CJ33: Budgeting related
 CM01/ CM05: Resource allocation report

…...

.......Demo in
R/3
 6.2 SAP PS Module: A brief over view
Common Transactions used in SAP PS:

Project Execution:

 CJ20N: Project Builder

 CN25/ CN27, CN28/ CN29, CATS: Activity Confirmation related
 CM01/ CM05: Resource allocation report
 CNMM: ProMan (Project Oriented Procurement)
 CJ34, CJ37, CJ38: Budgeting related
 CN72 Create Project Versions
 CNS0: Delivery from Projects
 DP81: Sales Pricing
 DP90: Resource Related Billing
 KKA2/ KKAJ: Result Analysis
 CJ88: Settlement

……….. .......Demo in
R/3
6.3 SAP PS Module: A brief over view

Common Transactions used in SAP PS:

Project Closing:

 CJ20N: Project Builder

 KKA: Result Analysis
 CJ88: Settlement

………..

.......Demo in
R/3
6.4 SAP PS Module: A brief over view

Common SAP Tables used in SAP PS:

 PROJ: Project definition

 PRPS: WBS (Work Breakdown Structure) Element Master Data
 AUFK: Network Data
 AFVC: Operation within an order
 RESB: Reservation/dependent requirements
 PRTE: Scheduling data for Project Item
6.5 SAP PS Module: Advantages

 Offers flexible, High performance and Integrated system

 High Degree of real-time Integration between SAP PS and other R/3

applications.

 SAP-PS guarantees close and constant monitoring of all aspects of

project. This includes both technical and commercial aspects of the
project.

 Project Information System allows user to decide the layout and

detailing to suit user requirement. Ex. Cost Plan and Budget Report
(Version, Plan/Actul, Plan/ Committment, etc),
7. SAP PS Module: A brief over view

Wrap-up .....

 Introduction to SAP-Project System

 Phases of Projects Management and details

Data in PS Module

SAP PS- Interfaces

Project Information System, Common Transactions, Tables used

8. SAP PS Module: A brief over view

Question and Answers .....

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