1. Scheduling/Capacity Planning in Project System
Sam Stinnett Cell
Session Code: 3801

2. 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.

3. Best Transaction for Project Scheduling (CJ2B) Project Planning Board

5. 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

6. 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

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

9. Schedule Bottom Up

10. 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

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

12. 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.

13. 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

14. 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.

15. Results: Early & Late Dates

16. 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.

18. Scheduling Constraints

20. 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.

21. 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.

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

23. 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

24. 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

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

26. 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

27. Project Version Evaluation in the PS Info System

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

29. Confirmation to update the Activity Actual Dates

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

31. Gantt Chart with Basic and Actual Date Comparison

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

33. 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.

34. 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]
[$]
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.
Period

35. Network Valuation Variant

36. Invoicing Plans Costs Time
$70000 Transportation
100 H Service
Procurement
Invoicing Plan
Invoicing Plan
Date Descrptn F(*) Value Contract Delivery Transfer
Date Descrptn F(*) Value
Down paymt Final invoice
Material (N)
Invoicing Plan
(*) Date category: 4 = Down payment (not cost relevant)
Date Descrptn F(*) Value
Final invoice
Costs
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

37. 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

38. SAP Scheduling OSS Note
Things to watch out
for when Scheduling

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

40. Project Progressing
Task Level details of scheduled and actual dates

41. Capacity Planning
Work Center ‘WC_MECH’
Plant CHAR

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

43. Capacity Evaluation per Person
Drilldown into Week 14

44. Capacity Evaluation per Person (Graphics)

45. Capacity Evaluation Per Day/Week/Month

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

47. Work Center Hierarchy

48. 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

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

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

51. Detailed Capacity List
Selected fields based on configuration

53. Capacity Leveling
Transaction CM32

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

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

56. 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)

57. Save the Capacity Leveling information

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

59. 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.

60. OpenPS Presentation

61. 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

62. 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

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

64. MS Project Settings
Initial Settings for Open PS

65. 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

66. MS Project 2000
SAP Project Builder

67. 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

68. 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)

69. P3 to SAP Interface

70. Thank you for attending!
Please remember to complete and return your evaluation form following this session.
Session Code: 3801