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SAP University Alliances Version 1.0 Authors: Andres Diaz Martin Wassmann Tom Wilder
Project Management using SAP Project System SAP Project System Overview Abstract
Product SAP ERP ECC 6.0 GBI and IDES
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.
Level Undergraduate Beginner
This course overviews the basics of Project Systems
Focus PS
© 2008 SAP AG
SAP University Alliances
PS Introduction 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
© 2008 SAP AG
Page 2
SAP University Alliances
PS Introduction Microsoft Project
Benefits
Easy to use Effective Robust Templates are available Widely used
Constraints Difficult with multi-s Can have size limitations
Not fully integrated into the ERP System
© 2008 SAP AG
Page 3
SAP University Alliances
PS Introduction 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
© 2008 SAP AG
Page 4
SAP University Alliances
PS Introduction 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
© 2008 SAP AG
Page 5
SAP University Alliances
PS Introduction Project Types • 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
© 2008 SAP AG
Page 6
SAP University Alliances
PS Introduction 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
© 2008 SAP AG
Page 7
SAP University Alliances
PS Introduction WBS
Hierarchical Breakdown of the WBS
© 2008 SAP AG
Page 8
SAP University Alliances
PS Introduction 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
© 2008 SAP AG
Page 9
SAP University Alliances
PS Introduction Networks
© 2008 SAP AG
Page 10
SAP University Alliances
PS Introduction 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
© 2008 SAP AG
Page 11
SAP University Alliances
PS Introduction Project Builder
© 2008 SAP AG
Page 12
SAP University Alliances
PS Introduction Project Builder
© 2008 SAP AG
Page 13
SAP University Alliances
PS Introduction Project Builder
© 2008 SAP AG
Page 14
SAP University Alliances
PS Introduction 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 © 2008 SAP AG
Page 15
SAP University Alliances
PS Introduction Project Profile
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
© 2008 SAP AG
Page 17
SAP University Alliances
PS Introduction 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
© 2008 SAP AG
Page 19
SAP University Alliances
PS Introduction Coding Mask
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 © 2008 SAP AG
Page 21
SAP University Alliances
PS Introduction
© 2008 SAP AG
Page 22
SAP University Alliances
PS Introduction 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.
© 2008 SAP AG
Page 23
SAP University Alliances
PS Introduction
© 2008 SAP AG
Page 24
SAP University Alliances
PS Introduction 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 , so you will see the German Calendar GBI in the works, also done in however has a US version
© 2008 SAP AG
Page 25
SAP University Alliances
PS Introduction
© 2008 SAP AG
Page 26
SAP University Alliances
PS Introduction 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 ing Can also be required for Funds Management in Government Notice that the currency cannot be changed once the project is defined
© 2008 SAP AG
Page 27
SAP University Alliances
PS Introduction
© 2008 SAP AG
Page 28
SAP University Alliances
PS Introduction Icons
Project WBS Element Network Overview Network Activity Milestone PS Text Material Component
© 2008 SAP AG
Page 29
SAP University Alliances
PS Introduction
© 2008 SAP AG
Page 30
SAP University Alliances
PS Introduction More Icons
Display < - - > Change (SHFT F1) Project Planning Board Hierarchy Graphic Mass Change Easy Cost Planning Conditions
© 2008 SAP AG
Page 31
SAP University Alliances
PS Introduction
© 2008 SAP AG
Page 32
SAP University Alliances
PS Introduction 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!
© 2008 SAP AG
Page 33
Services for Object
Move WBS Element Level Up / Down
Connect selected activities
Create Copy
Edit Relationships
Adapt Time Scale
Filter
Grouping
Position on Highlight Highlight Object
Scheduling Comparison
Sort Order
Select all/ Deselect All
Switch connect mode on/off
Adapt Graphic Area Zoom in on Graphic Milestone Trend Analysis
Schedule Capacity Overview
Confirm Activity
Maintenance Orders
Calculate Costs
Detailed Information for Object
Component Overview
System/ Status Delete Object
Cost Overview
Predecessor / Successor
Network Header
Legend
Options Planning Board Assistant
Field Selection
Logs and Lists
Undo Settings
Set of Dates / Views
Time Scale Assistant
Show All Hide All Dependant Objects
SAP University Alliances
PS Introduction 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
© 2008 SAP AG
Page 36
SAP University Alliances
PS Introduction 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 Assignment elements – Elements which you will post revenues are Billing elements.
© 2008 SAP AG
Page 37
Project Management using SAP Project System SAP Project System Overview Abstract
Product SAP ERP ECC 6.0 GBI and IDES
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.
Level Undergraduate Beginner
This course overviews the basics of Project Systems
Focus PS
© 2008 SAP AG
SAP University Alliances
PS Introduction 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
© 2008 SAP AG
Page 2
SAP University Alliances
PS Introduction Microsoft Project
Benefits
Easy to use Effective Robust Templates are available Widely used
Constraints Difficult with multi-s Can have size limitations
Not fully integrated into the ERP System
© 2008 SAP AG
Page 3
SAP University Alliances
PS Introduction 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
© 2008 SAP AG
Page 4
SAP University Alliances
PS Introduction 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
© 2008 SAP AG
Page 5
SAP University Alliances
PS Introduction Project Types • 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
© 2008 SAP AG
Page 6
SAP University Alliances
PS Introduction 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
© 2008 SAP AG
Page 7
SAP University Alliances
PS Introduction WBS
Hierarchical Breakdown of the WBS
© 2008 SAP AG
Page 8
SAP University Alliances
PS Introduction 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
© 2008 SAP AG
Page 9
SAP University Alliances
PS Introduction Networks
© 2008 SAP AG
Page 10
SAP University Alliances
PS Introduction 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
© 2008 SAP AG
Page 11
SAP University Alliances
PS Introduction Project Builder
© 2008 SAP AG
Page 12
SAP University Alliances
PS Introduction Project Builder
© 2008 SAP AG
Page 13
SAP University Alliances
PS Introduction Project Builder
© 2008 SAP AG
Page 14
SAP University Alliances
PS Introduction 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 © 2008 SAP AG
Page 15
SAP University Alliances
PS Introduction Project Profile
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
© 2008 SAP AG
Page 17
SAP University Alliances
PS Introduction 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
© 2008 SAP AG
Page 19
SAP University Alliances
PS Introduction Coding Mask
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 © 2008 SAP AG
Page 21
SAP University Alliances
PS Introduction
© 2008 SAP AG
Page 22
SAP University Alliances
PS Introduction 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.
© 2008 SAP AG
Page 23
SAP University Alliances
PS Introduction
© 2008 SAP AG
Page 24
SAP University Alliances
PS Introduction 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 , so you will see the German Calendar GBI in the works, also done in however has a US version
© 2008 SAP AG
Page 25
SAP University Alliances
PS Introduction
© 2008 SAP AG
Page 26
SAP University Alliances
PS Introduction 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 ing Can also be required for Funds Management in Government Notice that the currency cannot be changed once the project is defined
© 2008 SAP AG
Page 27
SAP University Alliances
PS Introduction
© 2008 SAP AG
Page 28
SAP University Alliances
PS Introduction Icons
Project WBS Element Network Overview Network Activity Milestone PS Text Material Component
© 2008 SAP AG
Page 29
SAP University Alliances
PS Introduction
© 2008 SAP AG
Page 30
SAP University Alliances
PS Introduction More Icons
Display < - - > Change (SHFT F1) Project Planning Board Hierarchy Graphic Mass Change Easy Cost Planning Conditions
© 2008 SAP AG
Page 31
SAP University Alliances
PS Introduction
© 2008 SAP AG
Page 32
SAP University Alliances
PS Introduction 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!
© 2008 SAP AG
Page 33
Services for Object
Move WBS Element Level Up / Down
Connect selected activities
Create Copy
Edit Relationships
Adapt Time Scale
Filter
Grouping
Position on Highlight Highlight Object
Scheduling Comparison
Sort Order
Select all/ Deselect All
Switch connect mode on/off
Adapt Graphic Area Zoom in on Graphic Milestone Trend Analysis
Schedule Capacity Overview
Confirm Activity
Maintenance Orders
Calculate Costs
Detailed Information for Object
Component Overview
System/ Status Delete Object
Cost Overview
Predecessor / Successor
Network Header
Legend
Options Planning Board Assistant
Field Selection
Logs and Lists
Undo Settings
Set of Dates / Views
Time Scale Assistant
Show All Hide All Dependant Objects
SAP University Alliances
PS Introduction 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
© 2008 SAP AG
Page 36
SAP University Alliances
PS Introduction 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 Assignment elements – Elements which you will post revenues are Billing elements.
© 2008 SAP AG
Page 37
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