SAP University Alliances Project Management using SAP Project System SAP Project System Overview SAP University Alliances Version 1.0 Authors: Andres Diaz Martin Wassmann Tom Wilder Product SAP ERP ECC 6.0 GBI and IDES Level Undergraduate Beginner Focus PS 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

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

Benefits Constraints Microsoft Project 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

Ties in multiple areas of the organization 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

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

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

Project Systems is designed in a Work Breakdown Structure (WBS) format Structure of SAP PS Project Systems is designed in a Work Breakdown Structure (WBS) format Hierarchical in nature, the WBS lends itself to easier budgeting Typically the top level in the WBS is where the budget resides, with lower level having allocations Controlling (Costing) is easily done in PS

Hierarchical Breakdown of the WBS

Networks A flow chart that graphically depicts the sequence, interdependencies, 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

Networks

There are two methods to create a project within PS Project Builder 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

Project Builder

Project Builder

Project Builder

You can search for next available 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, or… System will use current date Can change that later

You can add to the list of Project Profiles 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

Control aspects, however, can be modified Project Profile cont. 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, can be modified

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

Applicant can be someone who is not yet an employee of the company. Responsibilities The Person Responsible is the employee number for the Person Responsible for the project. 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.

Dates Start date actual, end 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, so you will see the German Calendar GBI in the works, also done in Germany however has a US version

Standard Org components are pre-defined by the Project Profile Organization Standard Org components are pre-defined by the Project Profile Location is a subordinate entity in a plant, 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

Project WBS Element Network Overview Network Activity Milestone Icons Project WBS Element Network Overview Network Activity Milestone PS Text Material Component

Display < - - > Change (SHFT F1) Project Planning Board More Icons Display < - - > Change (SHFT F1) Project Planning Board Hierarchy Graphic Mass Change Easy Cost Planning Conditions

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!

Move WBS Element Level Up / Down Create Connect selected activities Services for Object Move WBS Element Level Up / Down Create Connect selected activities Copy Edit Relationships Adapt Time Scale Filter Position on Highlight Grouping Sort Order Scheduling Comparison Adapt Graphic Area Highlight Object Select all/ Deselect All Switch connect mode on/off Zoom in on Graphic Milestone Trend Analysis Schedule Capacity Overview Maintenance Orders Confirm Activity Calculate Costs Predecessor / Successor Detailed Information for Object Component Overview Cost Overview System/User Status Delete Object Network Header Legend Options Field Selection Logs and Lists Undo User Settings Planning Board Assistant Set of Dates / Views Show All Hide All Dependant Objects Time Scale Assistant

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

Operative Indicators Bill, Plan, 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.

Full Integration PS is fully integrated with the other areas within SAP. At its core, PS is an FI tool, and budgeting is done at the top of the WBS

PS Case