1. 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

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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

8. Hierarchical Breakdown of the WBS

9. 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

10. Networks

11. 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

12. Project Builder

13. Project Builder

14. Project Builder

15. 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

17. 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

19. 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

21. 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

23. 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.

25. 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

27. 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

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

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

33. 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!

35. 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

36. 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

37. 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.

38. 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

39. PS Case