Scheduling/Capacity Planning in Project System Sam Stinnett Cell 404.229.8004 Sam_Stinnett@msn.com Session Code: 3801

Scheduling: Most important item within Project Systems Dates: System calculates Early (Early Start, Early Finish) & Late (Late Start, Late Finish) dates which determines critical path and float. Capacities: System calculates resource requirements planned on the network schedule. Costs: System distributes costs planned on the network based on the network schedule. Materials: System calculates material requirements dates from the network schedule.

Best Transaction for Project Scheduling (CJ2B) Project Planning Board

Early & Late Dates Early dates (early start and early finish) are calculated by a forward pass using a specified start date. Late dates (late start and late finish) are calculated by a backward pass using a specified finish date. Both early and late dates are always calculated but the scheduling type determines the direction of the first pass and therefore the type of scheduling calculation. With the Scheduling Type in the Network Header you determine if the Network is first scheduled FORWARDS or BACKWARDS

Factors influencing Network Scheduling Work Centers (Operating Time, Calendars, Formulas) Duration of the Network Activity Relationships (time intervals of relationships, calendars, type SF, SS, FS, FF) Constraints Factory Calendar Control Key has to allow Scheduling

Scheduling Example Project Copied from another Operative Project with Relationships, Durations, etc.

Schedule Bottom Up

WBS Dates Bottom Up Scheduling rolls the dates from the Network Activities up to through the Project Hierarchy. Now you can adjust your WBS Dates appropriately and then switch back to Top Down Scheduling

Factory Calendar: Forward Scheduling -Basic Start Date: 9/24/02

Forward Pass: Forward Pass calculates the Early Dates (early start, early finish) Start date is 9/24/02 calendar = 5 day calendar (5 work days a week) Begin with the first activity in the sequence and work forward using the ES and EF positions of each task. The first activity starts on 9/24 so this is the ES date. EF = ES + Duration. The duration for activity ‘Select Blueprint’ is 5 days so the EF date is 9/30. The earliest activity ‘Obtain Permits’ can start is 10/1 so this is the ES date. When the top and bottom paths converge on activity ‘Approval’ use the latest EF.  

Scheduling Requirements: Start: 9/24/02 Hire Contractors Safety Training 10/24 10/30 10/31 (5D) (2D) Select Blueprint FS Obtain Permits (5D) (5D) Approval (5D) Site Prep (2D) To calculate the schedule: Activities Relationships: FS, SS, SF, FF Duration (D = days) Basic Start or Finish date / Calendar

Backward Pass:   Backward pass calculates the late dates (late start, late finish) The finish date for this network activity is 11/19. Begin with the last activity in the sequence (Approval) and work backwards using the LF and LS positions of each task. The last activity ends on 10/24 so this is the LF date. LS = LF- Duration. The duration for activity ‘Approval’ is 5 days so the LS date is 10/18. The latest activity ‘Contractor Safety Training’ and ‘site’ can finish is 10/17 so this is the LF date. When the top and bottom paths converge on activity ‘Obtain Permits’ use the earliest LS.

Results: Early & Late Dates

Adjust Dates If the ADJUST DATES indicator is activated, then the subsequent backwards scheduling (if the Network Header is set to Forward Scheduling) is executed from the scheduled finish date of the for forward scheduling. If the indicator is not set, then forward and backward scheduling is executed from the entered basic dates. If no date is entered then the respective scheduling is executed from the scheduled date.

Scheduling Constraints

Calculate Float: Check it: LS-ES = LF-EF   Free Float: The amount of time an activity can be delayed without delaying the early start of next activity. Total Float: The amount of time an activity can be delayed before it impacts the overall project schedule is called Total Float.

Critical Path Scheduling Scheduling analyzes the sequence of activities and their duration to determine the overall project duration. Typically a project has more than one path or sequence of activities therefore scheduling also defines which path has the least amount of flexibility (float). The path with the least float is called the critical path. Activities on paths other than the critical path inevitably have scheduling flexibility.

Check Dates of the Activities for a WBS Element (Top Down Scheduling) Created a Lag between Hire Contractor and Safety Meeting of 10 Days

Check Dates of the Activities for a WBS Element Date Variance within the PPB pop up because the network activities are outside of the WBS dates

PS/PM Integration for Scheduling Project Definition Shutdown Project Year 2000 Fuels Onsite Heat Recovery Utilities WBS Elements Heating Boiler Powerformer Vaporizer Exchanger Flue tube Bundle Networks & Activities PS Component 1 PM Change Tube bundle Date 09/15/00-09/16/00 Work center: Mech Cost center: 203 Material: 50000 Work orders Operation1 Operation2 Operation3

Project Baselines Simulation Version Project Version Forecast Dates in the Planning Board

Project Version ‘Baseline’ Once the project is Released this Project Version ‘Baseline’ is automatically created and can be evaluated in the Information System Snapshot of the Project

Project Version Evaluation in the PS Info System

Project Version in CNS41 Different Views of the Comparison of Operative Data with Project Version data

Confirmation to update the Activity Actual Dates

Baseline vs. Current Data Notice that the Baseline Version doesn’t have any actual start or finish dates

Gantt Chart with Basic and Actual Date Comparison

Project Version Highlighting Schedule Differences between the Current Data and the Baseline

Section of the Project that has Slipped Bring in the Early State Dates. Then switch the view: View > version comparison > reset. This will put the Current Structure on the Top of the screen and the Baseline at the bottom of the screen. Select the early start dates column and then do the following: Edit> Comparisons > Project Versions > Select current data and this displayed to the right will show up.

Distribution Costs/Capacity based on the Schedule Distribution Keys: Used to distribute capacity requirements and costs Maintained in work center or activity Valuation Variant Customizing: “Pricing by period” indicator Quantity distribution (capacity) Cost distribution Price [h] [$] 1 2 3 4 Period From Release 4.0, you can distribute costs for internal activities by period over the duration of network activities. You can control the distribution by means of a distribution key, which you can maintain in the work center (capacity view). Alternatively, you can maintain the distribution key directly in both the internal activities and the general costs activities. If you do, the distribution key entered there overrides the one from the work center. The distribution key causes the costs to be distributed over the duration of the activity and calculated precisely for individual periods If the price is calculated per period (costing variant), the system calculates the “correct” price applying to each period. Example: An activity straddles periods 11 and 12, with a total work time of 150 hours. The dates and the distribution key used for the activity assign 50 hours to period 11 and 100 hours to period 12. If the rate is $100 per hour for period 11 and $80 per hour for period 12 and valuation per period has been stipulated, the costs are $5000 for period 11 and $8000 for period 12. 1 2 3 4 Period

Network Valuation Variant

Invoicing Plans Costs Time $70000 Transportation 100 H Service Procurement Invoicing Plan Invoicing Plan Date Descrptn F(*) Value 100999 Contract 4 50000 200999 Delivery 1 70000 101199 Transfer 1 40000 Date Descrptn F(*) Value 070198 Down paymt 4 20000 200399 Final invoice 3 70000 Material (N) Invoicing Plan (*) Date category: 4 = Down payment (not cost relevant) Date Descrptn F(*) Value 200699 Final invoice 3 80000 Costs 01 02 03 04 05 06 07 08 09 10 11 12 The invoicing plan is relevant for both planned costs and planned payments out (project cash management). You can create invoicing plans for: Externally processed activities Service activities General costs activities Material components procured directly You can create an activity by copying a reference invoicing plan. The reference invoicing plan fixes cost and payment times relative to a start date. The invoicing plan in the network applies this payment plan to the scheduled date for the activity or material. Transportation Time Procurement Service

Projects Scheduled in 2002 including Simulated Projects CNS41 with only PD selected and then Graphics Same Data with different Time Scale (Years/Quarters) instead of Months

SAP Scheduling OSS Note Things to watch out for when Scheduling

Project Statistics Activities Started AHEAD of Schedule Planned and Actual Dates on the Gantt Chart

Project Progressing Task Level details of scheduled and actual dates

Capacity Planning Work Center ‘WC_MECH’ Plant CHAR

Requirements of Capacity Planning Network Header: Capacity Requirements Network Activity Control Key for Capacity Requirements

Capacity Evaluation per Person Drilldown into Week 14

Capacity Evaluation per Person (Graphics)

Capacity Evaluation Per Day/Week/Month

Capacity Evaluation by Project This report selects all Work Centers planned on a Project and brings them into the Capacity Evaluation Report

Work Center Hierarchy

Capacity Evaluation of Information Services Utilizing the Work Center Hierarchy to pull all subordinate work centers into the report and accumulate their capacity and requirements Drilldown of April

Capacity Evaluation of Materials Mgmt & Plant Maint. Team Drilldown of April

Capacity Planning Reports Customizable Examples: Multiple Work Center Selection on the First Screen See Work Center Hierarchy Requirements in conjunction with Simulation Capacity Versions

Detailed Capacity List Selected fields based on configuration

Capacity Leveling Transaction CM32

Highlight the Object that you want to dispatch and then hit the Dispatch icon

In configuration we set up Capacity Leveling so that it asks the user if they want to utilize the Early or Late Dates

Notice that the object moves from the lower panel to the upper dispatched area and specifically to the ENG Work Center on the early dates for this activity (June 1st)

Save the Capacity Leveling information

Notice that the Dispatched Activity now has the system status ‘DSPT’

Dispatched Activities Notice that the Dispatched Activity doesn’t allow constraints to be set anymore and that the floats are now 0. Also, note that the dates show that the activity has been dispatched with a Start Date of 6/1 and a finish date of 6/12.

OpenPS Presentation

Mapping of MSP & SAP SAP Project Objects: Microsoft Project Objects Project Definition Work Breakdown Structure Network Header Network Activities Work Centers are assigned to Network Activities to perform work Microsoft Project Objects Project Information/Properties Summary Tasks Tasks

Uses of Open PS for Microsoft Project Bi-directional interface between SAP and MS Project Share files with Customers Reporting Offline Project creation and updating Used for Structuring and Scheduling your Project. Developed and Supported by SAP

Documentation Open PS Help Files are included with the Installation Open PS MSP View is included with the Installation Help Topics

MS Project Settings Initial Settings for Open PS

Mapping Microsoft Project Objects to the R/3 Project System PS requires unique Project Definition and WBS element numbers WBS elements as such do not exist in Microsoft Project. Open PS maps summary tasks to WBS elements in PS. The first task in your project must be a summary task. Otherwise it cannot be transferred to R/3 PS. Tasks in Microsoft Project are the equivalent of activities in the Project System. Since an activity number in PS can have up to four characters, you can only use this number of characters in Microsoft Project. Resources and Work Centers (Text20 and Text21 for the plant and the work center) Milestones (WBS Milestones and Network Activity Milestones) Relationships

MS Project 2000 SAP Project Builder

Tips If you want to create WBS’s without Network Activities beneath them, you can put WBS in the Text 16 field and the interface will create it as a WBS element. MS Project WBS code goes to the SAP PS Short ID Code The Project cannot be OPEN in SAP if you want to transfer from MS Project to SAP

Mapping R/3 Project System Objects to Microsoft Project Project Definition does not appear in the Gantt chart or on any other MS Project screen. The Project Information or the Properties are the closest items to the Project Definition WBS’s are mapped as summary tasks in Microsoft Project. If a WBS element does not have any subordinate objects, for example activities or subordinate WBS elements, it becomes a task in Microsoft Project. Open PS enters the object type in the Text16 No Network Header Plant & Work Center (Work center Assembly in plant 1000 would become resource 1000/Assembly in Microsoft Project) Work Activity Elements (Microsoft Project itself does not have any objects that are hierarchically subordinate to tasks)

P3 to SAP Interface

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