© 2004, all rights reserved by The Project Group GmbH PSLink ® - The Worlds Leading Integration of Microsoft Project with SAP Webcast 14 December 2004 Stavros Georgantzis, The Project Group GmbH - your project experts. -

© 2004, all rights reserved by The Project Group GmbH Presenter Stavros Georgantzis Managing Director, co-owner The Project Group GmbH - your project experts. -

© 2004, all rights reserved by The Project Group GmbH Location: Munich, Germany Stavros Georgantzis The Project Group

© 2004, all rights reserved by The Project Group GmbH Agenda Whats involved in integration with ERP systems? Background on SAP Integration Technologies of MSP with SAP Process integration with PSLink® Customer examples Demonstration: an overview of PSLink® Note: We offer this webcast as as movie file (.wmv) and the presentation as a PDF version for download from our website later on.

© 2004, all rights reserved by The Project Group GmbH Projects und Core Processes Projects: Microsoft EPM Technology Core processes: ERP system Enterprise role Project managers, teams PMO, departments Upper Management Critical milestones, project success Portfolios, milestones, budgets, centralized resource planning, risks, problems, change management etc. Operational project management, supervision Strategic view : indicators, customer profitability, strategic direction (e.g. SAP CO, FI, BW) Controlling view : budgets, cost centers, revenues, purchasing, customer management (e.g. SAP PS, CO, SD...) Project view: staff resources, unit costs (SAP PS, HR, CATS)

© 2004, all rights reserved by The Project Group GmbH Important Questions to Ask Upfront (1/3) SAP Project Server Project Client ???? Resources, schedules, work, costs, budgets, actuals, material, long text … ???? Which data should be exchanged?

© 2004, all rights reserved by The Project Group GmbH Important Questions to Ask Upfront (2/3) Role-based data exchange o Who is planning with what tool? o Who needs which data? o Who has to supply which data? o Who has access to which data? Process-based data exchange o How does a sale become a project? o Where are projects created first? o Which data should be synchronized during transitions between phases? o What rules have to be considered?

© 2004, all rights reserved by The Project Group GmbH Important Questions to Ask Upfront (3/3) Which is the lead system, SAP or Microsoft Project? Which data are managed in which system? Is synchronization performed automatically or manually? Who is working on which system (roles based concept)? …

© 2004, all rights reserved by The Project Group GmbH Agenda Whats involved in integration with ERP systems? Background on SAP Integration Technologies of MSP with SAP Process integration with PSLink® Customer examples Demonstration: an overview of PSLink®

© 2004, all rights reserved by The Project Group GmbH SAP Solutions SAP R/3 and SAP Enterprise modules (Core) o CO, FI, PS... SAP Enterprise Extensions o Extensions for travel planning and accounting o HR extensions o PLM (Product Life Cycle Management)... SAP xApps o Based on Business Warehouse o Cross functional integration, processes and reporting o xRPM, xPD, xM&A, Employee Productivity Suite...

© 2004, all rights reserved by The Project Group GmbH SAP PS Module The traditional project system in SAP R/3 and SAP Enterprise Installed in over 3000 companies Comparable functionality to Microsoft Project Deep integration with other modules (CO, HR, FI...) Mainly targeted at project managers and project controllers

© 2004, all rights reserved by The Project Group GmbH SAP cProjects Part of PLM (Product LifeCycle Management) Next Generation of PS Integration with PS and other modules planned or partly realized

© 2004, all rights reserved by The Project Group GmbH SAP xRPM Top-level consolidation Integrates data from various different sources Offers reports, portfolio planning and resource/capacity planning

© 2004, all rights reserved by The Project Group GmbH Piecing It All Together SAP xRPM Manager Microsoft Project EPM Server (departments, locations etc.) SAP R/3 / Enterprise with PS or cProjects (e.g. various locations) PMO, project manager, team member Manager, Controller, dept. manager

© 2004, all rights reserved by The Project Group GmbH Agenda Whats involved in integration with ERP systems? Background on SAP Integration Technologies of MSP with SAP Process integration with PSLink® Customer examples Demonstration: an overview of PSLink®

© 2004, all rights reserved by The Project Group GmbH File Import / Export Properties o Low-level process integration o Simple data structure o Not much inclusion of roles o Only uni-directional data exchange o No synchronization conditions o No security mechanisms Technology o Export CSV or XML file from source system o Import of file to target system

© 2004, all rights reserved by The Project Group GmbH Microsoft Project ERP Connector (1/2) Microsoft solution ( Solution Starter) Jointly developed by The Project Group and Campana & Schott C#.NET Code for further in-house development No support, no updates No client integration No business rule framework No consistency check or scheduling Limited performance

© 2004, all rights reserved by The Project Group GmbH Microsoft Project ERP Connector (2/2) HR Import o Loading of resources into the Enterprise Resource Pool o Creation, update, and deactivation of resources o Loading of WBS into the Enterprise Resource Pool Exchange of financial data (CO and PS) o Creation of new projects based on CO internal orders o Creation of new projects based on PS structures o Update of actuals from SAP based on HR personnel numbers and CO orders

© 2004, all rights reserved by The Project Group GmbH Agenda Whats involved in integration with ERP systems? Background on SAP Integration Technologies of MSP with SAP Process integration with PSLink® Customer examples Demonstration: an overview of PSLink®

© 2004, all rights reserved by The Project Group GmbH Integrated Solutions / Products (PSLink®) Properties o High-level process integration o Complex data structure o High involvement of roles o Bi-directional data exchange o Synchronization mechanism (with differential analysis, rule checking, logging) o Locking mechanism for data consistency Technology o Direct function calls into the SAP System o or XML files

© 2004, all rights reserved by The Project Group GmbH Integration using PSLink® – Functions (1/2) HR / staff / cost centers / activity types o Creation, update, and deletion of enterprise resources based on SAP HR Resources, staff, or cost centers / types of activity o Construction of RBS in the enterprise resource pool based on SAP o Update of hourly rates for each fiscal year Master Data (uni-directional)

© 2004, all rights reserved by The Project Group GmbH Integration using PSLink® – Functions (2/2) Keeps Microsoft Project synchronized with SAP PS o Set-up of new projects, SAP MSP or MSP SAP o Creation and update of project objects in both directions o Definition of object and data mapping Synchronization mechanism (differential analysis, definition of leading system based on data) SAP validity check Locking mechanism and consistency check Variable data (bi-directional)

© 2004, all rights reserved by The Project Group GmbH Integration using PSLink® – Technology Server-to-server or client-to-server communication Middleware COM add-ins for client functionality Mainly direct function calls (RFC/BAPI)

© 2004, all rights reserved by The Project Group GmbH Integration using PSLink® – Architecture (1/2) Client-based data exchange Save SAP Project Data synchronization Defaults/selection lists Administrative tasks Download project from SAP Creation of structure/project in SAP Synchronization - Business rules - Status administration - SAP selection lists - Differential analysis - Project lock - Consistency check - Central project data store - SAP differential analysis tables - Defaults/selection lists Project Client SAP Project Server

© 2004, all rights reserved by The Project Group GmbH Integration using PSLink® – Architecture (2/2) Check-in with Create flag Check-in with Synch flag Defaults/Selection lists Administrative tasks Download project from SAP Create structure/project in SAP Synchronization Project Server SAP - Business rules - Status administration - SAP selection lists - Data verification - Central project data store - SAP differential analysis tables - Defaults/selection lists - Project lock - Consistency check Open SAP project Project Client Server-based data exchange

© 2004, all rights reserved by The Project Group GmbH Characteristics of the Solutions Client-based Solution o Data transfer can be triggered manually o Control over data exchange o User-based documentation of changes in SAP o Easier administration Server-based Solution o No direct user interaction with SAP o Synchronization can be scheduled o Fewer components and functions on Microsoft Project clients

© 2004, all rights reserved by The Project Group GmbH Agenda Whats involved in integration with ERP systems? Background on SAP Integration Technologies of MSP with SAP Process integration with PSLink® Customer examples Demonstration: an overview of PSLink®

© 2004, all rights reserved by The Project Group GmbH Customer Example 1 (Indust. Engineering) Project creation in Microsoft Project based on SAP SD proposal Synchronization with SAP SD Upload project to SAP PS (creates new SAP project) after customer order Project execution o Create tasks, planning of schedule and work in MSP o Detailed planning in teams o Cost planning and task tracking in SAP Automatic overnight synchronization with SAP PS and SD

© 2004, all rights reserved by The Project Group GmbH Sales Process Task planning New proposal Customer order Reporting Schedule & work tracking Automatic creation of a new project in Microsoft Project, based on SAP SD proposal data Proposal plan in Microsoft Project SAP PSCATS MS Project Server SD Client

© 2004, all rights reserved by The Project Group GmbH Customer order Automatic creation of new project in SAP PS (from Microsoft Project via PSLink) SAP SDCATS MS Project Server PS Client Task planning New proposal Customer order Reporting Schedule & work tracking

© 2004, all rights reserved by The Project Group GmbH Task Planning Overnight synchronization: Modified order data from SAP SD Costs from SAP PS Work and planning changes synchronized to SAP SAP SD CATS MS Project Server PS Client Task planning New proposal Customer order Reporting Schedule & work tracking

© 2004, all rights reserved by The Project Group GmbH Progress Tracking Overnight synchronization: Actuals and work from SAP to MSP SAP SD PSCATS MS Project Server Client Task planning New proposal Customer order Reporting Schedule & work tracking

© 2004, all rights reserved by The Project Group GmbH Reporting Multi-project reports in Microsoft Project Special PSLink reports Controlling reports in SAP SAP SDCATS MS Project ServerClient PS Task planning New proposal Customer order Reporting Schedule & work tracking

© 2004, all rights reserved by The Project Group GmbH Customer 2 (Household Appliances) Project creation in SAP PS Download to Microsoft Project Server as the leading planning system Negotiations on schedules and work between project leaders and department managers Project execution o Task & schedule planning in Microsoft Project (project manager) o Detailed planning in Microsoft Project (dept. manager) o Tracking procedures in SAP Creation of reports in Microsoft Project Professional / Server, SAP, and Lotus Notes

© 2004, all rights reserved by The Project Group GmbH Project Creation Dept. manager order process Project creation (basic data) Creation of new project (based on template) in SAP PS Edit basic data and delete unnecessary elements MS Project ClientServer Project planning/ synchron. Reporting SAP CATS PS

© 2004, all rights reserved by The Project Group GmbH Project Planning Download SAP project onto Microsoft Project Server Synchronize changes with SAP SAP CATS MS Project Server PS Client Dept. manager order process Project creation (basic data) Project planning/ synchron. Reporting

© 2004, all rights reserved by The Project Group GmbH Agreement Process Date and work inquiry to department manager Date and work proposal to project manager Simulations and negotiation process Agreement MS Project Server SAP PSCATS Client Dept. manager order process Project creation (basic data) Project planning/ synchron. Reporting

© 2004, all rights reserved by The Project Group GmbH Reporting Synchronization of Microsoft Project with SAP for reports in both systems SAP CATS MS Project ServerClient PS Dept. manager order process Project creation (basic data) Project planning/ synchron. Reporting

© 2004, all rights reserved by The Project Group GmbH Architecture of Customer Example 2 Project plan in SAP PMO / Controlling Project manager Dept. manager TeamLinkPSLink SAP PS Web Access Lotus Notes Status Reports Analysis MS Project

© 2004, all rights reserved by The Project Group GmbH Agenda Whats involved in integration with ERP systems? Background on SAP Integration Technologies of MSP with SAP Process integration with PSLink® Customer examples Demonstration: an overview of PSLink®

© 2004, all rights reserved by The Project Group GmbH More information on PSLink … is available on The Project Groups website PSLink 2.0 specifications: Implementation examples: Case study on Miele (in German):

© 2004, all rights reserved by The Project Group GmbH Specialist Solution: TPG ResourceLink Enables administrators to synchronize the Enterprise Resource Pool with external systems Several adapters for importing data from different sources Simulation before importing, detailed logging etc. LDAP SAP SQL Server File ResourceLink Active DirectoryNavision

© 2004, all rights reserved by The Project Group GmbH A Useful Extension: TPG TeamLink Clear Communication For Successful Projects Asynchronous agreement processes for work, reources, and deadlines Coordination between project leaders, department managers, and external participants Coordinated agreements on the level of individual tasks and spanning multiple projects Suggested changes can be simulated Fully integrated into Microsoft Project

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