197_BPP_EN_DE

EHP4 for SAP ERP 6.0 June 2009 English

Internal Project (197) Business Process Documentation

SAP AG Dietmar-Hopp-Allee 16 69190 Walldorf Germany

SAP Best Practices

Internal Project (197): BPD

Copyright © Copyright 2009 SAP AG. All rights reserved. No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice. Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors. Microsoft, Windows, Excel, Outlook, and PowerPoint are registered trademarks of Microsoft Corporation. IBM, DB2, DB2 Universal Database, System i, System i5, System p, System p5, System x, System z, System z10, System z9, z10, z9, iSeries, pSeries, xSeries, zSeries, eServer, z/VM, z/OS, i5/OS, S/390, OS/390, OS/400, AS/400, S/390 Parallel Enterprise Server, PowerVM, Power Architecture, POWER6+, POWER6, POWER5+, POWER5, POWER, OpenPower, PowerPC, BatchPipes, BladeCenter, System Storage, GPFS, HACMP, RETAIN, DB2 Connect, RACF, Redbooks, OS/2, Parallel Sysplex, MVS/ESA, AIX, Intelligent Miner, WebSphere, Netfinity, Tivoli and Informix are trademarks or registered trademarks of IBM Corporation. Linux is the registered trademark of Linus Torvalds in the U.S. and other countries. Adobe, the Adobe logo, Acrobat, PostScript, and Reader are either trademarks or registered trademarks of Adobe Systems Incorporated in the United States and/or other countries. Oracle is a registered trademark of Oracle Corporation. UNIX, X/Open, OSF/1, and Motif are registered trademarks of the Open Group. Citrix, ICA, Program Neighborhood, MetaFrame, WinFrame, VideoFrame, and MultiWin are trademarks or registered trademarks of Citrix Systems, Inc. HTML, XML, XHTML and W3C are trademarks or registered trademarks of W3C®, World Wide Web Consortium, Massachusetts Institute of Technology. Java is a registered trademark of Sun Microsystems, Inc. JavaScript is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape. SAP, R/3, SAP NetWeaver, Duet, PartnerEdge, ByDesign, SAP Business ByDesign, and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and other countries. Business Objects and the Business Objects logo, BusinessObjects, Crystal Reports, Crystal Decisions, Web Intelligence, Xcelsius, and other Business Objects products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of Business Objects S.A. in the United States and in other countries. Business Objects is an SAP company. All other product and service names mentioned are the trademarks of their respective companies. Data contained in this document serves informational purposes only. National product specifications may vary. These materials are subject to change without notice. These materials are provided by SAP AG and its affiliated companies ("SAP Group") for informational purposes only, without representation or warranty of any kind, and SAP Group shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP Group products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty.

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Icons Icon

Meaning Caution Example Note Recommendation Syntax External Process Business Process Alternative/Decision Choice

Typographic Conventions Type Style

Description

Example text

Words or characters that appear on the screen. These include field names, screen titles, pushbuttons as well as menu names, paths and options. Cross-references to other documentation.

Example text

Emphasized words or phrases in body text, titles of graphics and tables.

EXAMPLE TEXT

Names of elements in the system. These include report names, program names, transaction codes, table names, and individual key words of a programming language, when surrounded by body text, for example, SELECT and INCLUDE.

Example text

Screen output. This includes file and directory names and their paths, messages, source code, names of variables and parameters as well as names of installation, upgrade and database tools.

EXAMPLE TEXT

Keys on the keyboard, for example, function keys (such as ENTER key.

Example text

Exact user entry. These are words or characters that you enter in the system exactly as they appear in the documentation.



Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries.

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F2)

or the

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Contents 1

Purpose.................................................................................................................................. 5

2

Prerequisites........................................................................................................................... 5 2.1

Master Data and Organizational Data.............................................................................5

2.2

Roles............................................................................................................................... 6

3

Process Overview Table......................................................................................................... 6

4

Process Steps........................................................................................................................ 7 4.1

Creating a Project from a Standard Template..................................................................7

4.2

Generating the Settlement Rule......................................................................................9

4.3

Time Recording (211).................................................................................................... 10

4.4

Travel Management (191).............................................................................................. 11

4.5

Closing Completed Projects (Technical View)................................................................11

5

Follow-Up Processes............................................................................................................ 12

6

Appendix............................................................................................................................... 13 6.1

Reversal of Process Steps............................................................................................ 13

6.2

SAP ERP Reports......................................................................................................... 14

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SAP Best Practices

Internal Project (197): BPD

Internal Project 1 Purpose In any professional service firm a considerable amount of time is spent with internal work, such as proposal work, or training or development of new service offerings. It is desirable to capture the times and expenses incurred on such tasks with the same tools as used for external work. The setup of codes for internal projects might be different as no sales order is required. The data capture should follow the same logic as for external work. Subsequent treatment in accounting and reporting is then different, but should result in an overall complete picture. The process described here covers: 

Creating the code to collect costs



Capturing costs (time, expense, purchases)



Periodic processing



Closing the code for further postings

Sundry billing from internal projects to recover overheads is also possible but not covered here.

2 Prerequisites 2.1 Master Data and Organizational Data SAP Best Practices Standard Values A range of indispensable master and organizational data was created in your ERP system in the implementation phase, such as the data that reflects the organizational structure of your company, as well as master data that suits its operational focus, for example, master data for materials, vendors, and customers. This master data usually consists of standardized SAP Best Practices default values and enables you to go through the process steps of this scenario.

Additional Master Data (Default Values) You can test the scenario with other SAP Best Practices default values that have the same characteristics. Check your SAP ECC system to find out which other material master data exists.

Using Your Own Master Data Note that you can also test the scenario with other material, or organizational data for which you have created master data. To find out how to create master data, refer to the Master Data Procedures documentation. Use the following master data in the process steps described in this document:

Service © SAP AG

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Service Plant Master data

Value

Comments

Controlling Area

1000

Sender Cost Center

1321

Services/ Consulting

Activity Type

8

Consulting

Personnel number

999103

Frank Reibel

2.2 Roles Use The following roles must have been installed to test this scenario in the SAP Netweaver Business Client (NWBC). The roles in this Business Process Documentation must be assigned to the user or users testing this scenario. You do not need these roles if you are not using the NWBC interface, but the standard SAP GUI.

Prerequisites The business roles have been assigned to the user who is testing this scenario. Business role

Technical name

Process step

Employee (Professional User)

SAP_NBPR_EMPLOYEE-S

Assignment of this role is necessary for basic functionality.

Project Manager

SAP_NBPR_PROJECTMANAGER-M Creating a Project from a Standard Template, Generating the Settlement Rule

Project Manager

SAP_NBPR_PROJECTMANAGER-M Close Completed Projects (technical view)

3 Process Overview Table Process step

External process reference

Business condition

Business role

Transaction code

Creating a Project from a Standard Template

Project Manager

CJ20N

Generating the Settlement Rule

Project Manager

Expected results

(SAP_NBPR_PROJECTMANAGERM) CJB2

(SAP_NBPR_PROJECTMANAGERM) External Process 211 External Process

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Process step

External process reference

Internal Project (197): BPD

Business condition

Business role

Transaction code

Project Manager

CJ02

Expected results

191 Completin g the Project

(SAP_NBPR_PROJECTMANAGERM)

4 Process Steps 4.1 Creating a Project from a Standard Template Use The project maps the work structure and is the object for collecting costs incurred for the internal work.

Prerequisites It is assumed that a standard project template has already been created to facilitate project creation.

Procedure 1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu

Logistics  Project System  Project  Project Builder

Transaction code

CJ20N

Option 2: SAP Net Weaver Business Client (SAP NWBC) via Business Role Business role

Project Manager (SAP_NBPR_PROJECTMANAGER-M)

Business role menu

Project Management  Project Planning  Project  Project Builder

2. The first time you access this transaction, the system displays a dialog box Project Builder: Options to welcome you to the project builder. To continue, choose Skip this in future and then Set Options Enter. 3. In the subsequent Project Builder: User-Specific Options dialog box, select the Preview Last Project indicator. This recommended setting allows you to access the last project you worked on. Accept all other default settings and choose Continue (Enter).

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You can change these settings at any time in the future by choosing Settings  Options on the Project Builder screen. 4. On the Project Builder screen in the empty Project Structure area, choose Create  Copy Project. 5. In the Create Project dialog box, select Find in the upper Project Definition field. 6. In the Find Open Number dialog box, enter S-0000 in the Start value field and choose Find. A new project number was generated in the proposed field. Make a note of the project number:________________________. 7. Choose Copy (Enter). In the Create Project dialog box, make the following entries: Field name

Description

User action and values

Project Def.

S-00XX

Description

as desired

Start

Day before yesterday

Finish date

2 months later

Project Profile

not selected

Comment

Template Version

not selected

Project Def.

Not selected

Std. proj.def.

S-INT Internal Project

Template Profile Data

select

Other fields

Unchanged

8. Choose Create Project (Enter).

If you do not enter a project finish date, the system displays a warning that a default date will be used. In this case, simply choose Continue. 9. The Basic Data view of the new project definition appears in the main area of the screen. The project structure is displayed to the left. The standard template automatically adopts the new definition given to your project. To change the descriptions of the project definition and all levels below it, select the appropriate level in the structure to the left and make the changes in the window to the right. Do not change the other default values. Note that the initial system status indicates CRTD (created). The top level WBS element of the project structure represents the entire internal project. The first lower-level WBS elements represent the project phases. 10. Select the WBS element S-00XX-10 Phase 1, Project Study. Choose Edit  Status Release (Ctrl+F2) from the Menu.

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Only the selected WBS element (Phase 1, Project Study) is now released! To release the complete project structure, select the project definition Internal Project and then choose Edit  Status  Release (Ctrl+F2) from the menu. 11. Choose Save (Ctrl+S).

Result An internal project is created and a WBS element is released.

4.2 Generating the Settlement Rule Use This transaction automatically generates the results analysis key and settlement rule in the project. The settlement rules determine the controlling object that will receive the revenues and costs of the project.

Prerequisites The settlement rule and results analysis key of the project may be generated at any time once you have created the project. A default settlement strategy, that is, settlement rule determination based on certain project criteria, must be defined for settlement generation to occur.

Procedure 1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu

Logistics  Project System  Financials  Period-end Closing  Single functions  Settlement Rule  Individual Processing

Transaction code

CJB2

Option 2: SAP Net Weaver Business Client (SAP NWBC) via Business Role Business role

Project Manager (SAP_NBPR_PROJECTMANAGER-M)

Business role menu

Project Management  Project Execution  Financials  Generate Settmt Rule: Indiv.Proc.

2. If the Set Operating Concern dialog box appears, make the following entries: Field name

Description

User action and values

Comment

1000

Controlling Area 3. Choose Enter.

4. On the Generate Settlement Rules: WBS Elements screen, make the following entries. Field name Sales Document

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Description

User action and values

Key identifying sales document

Empty

Comment

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Field name

Internal Project (197): BPD

Description

User action and values

Project

Key identifying project definition

Enter Project definition number (S-00XX)

WBS Element

Key identifying project definition

Empty

With Hierarchy

Includes all sub items below WBS element

Deselect

Period

Period signifying the start of the analysis

Current period, for example 006 for June

Fiscal Year

Fiscal year

Current fiscal year, for example 2007

Test Run

Simulation control

Deselect

Detailed Lists

Generates list of the updated database records

Select

Comment

5. Choose Execute. 6. Choose Next List Level. 7. Choose Back to return to the SAP Easy Access screen (SAP GUI). Or Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

Result The settlement rules and results analysis keys have been generated for the accounting elements.

4.3 Time Recording (211) External Process Use The Cross-Application Time Sheet (CATS) is the tool used for recording time worked by an employee on a certain assignment. In this scenario the sales order is the focal point of the process as it collects labor.

Procedure Complete all activities described in the Business Process Documentation of the scenario: To accomplish activities of the Time Recording (211) scenario, carry out the process steps in the relevant Business Process Documentation using the following master data: Master data

Value

Comments

Data Entry Profile

YBPS

SP Project

Key Date

Today’s date

Accept default of today’s date

Personnel Number

999103

Frank Reibel

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Master data

Value

Comments

Receiver WBS element

Released WBS element (for Enter the WBS element that will example, S-00XX-10) collect time and cost

Hours

Time worked on the receiving object

8 hours on day before yesterday

4.4 Travel Management (191) External Process Use While recording working times in CATS you can switch over to travel management to enter travel expenses on the used cost object in your scenario.

Procedure Complete all activities described in the Business Process Documentation of the scenario: To accomplish activities of the Travel Management (191) scenario, carry out the process steps in the relevant Business Process Documentation using the following master data: Master data

Value

Comments

Personnel Number

999103

Frank Reibel

From

Start date and time of trip

Enter date and time

End date and time of trip

Enter date and time

Reason

Consulting

Reason for trip

City

Berlin

Enter the city as target of the trip

Country

DE

Default

Cost Assignment

Released WBS element (for example, S-00XX-10

Cost assignment of the trip

Line item 1, enter MTWG

Expense type describes the kind of expenses

End

Expense Type

Default value when coming from Time Recording Default value when coming from Time Recording

Default value when coming from Time Recording

Line item 2, enter BENZ Amount

Line item 1, enter 100

Amount of the expense type

Line item 2, enter 50

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4.5 Closing Completed Projects (Technical View) Use Once you have viewed the project postings, you complete the project by setting the project status to technically complete. This prevents further changes to the project.

Prerequisites You can view revenue and expense postings to the project at any time following time sheet entry and/or invoicing activities. Completion of all project work triggers technical completion of the project.

Procedure 1. Access the transaction choosing one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP ECC menu

Logistics  Project System  Project Special Maintenance Functions  Work Breakdown Structure (WBS)  Change

Transaction code

CJ02

Option 2: SAP Net Weaver Business Client (SAP NWBC) via Business Role Business role

Project Manager (SAP_NBPR_PROJECTMANAGER-M)

Business role menu

Project Management  Project Planning  WBS  Change Work Breakdown Structure

2. On the Change Project: Initial screen, enter the project definition number (for example, S00XX) or select the relevant project from the work list. 3. Choose Project Definition. 4. On the Change Project: Project Definition choose Edit  Status  Technically Complete. 5. Choose Save. 6. Choose Back to return to the SAP Easy Access screen (SAP GUI). Or Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

Result The project is technically completed.

5

Follow-Up Processes

You have finished all activities that are part of the business process described in this document. To accomplish subsequent activities of this business process, carry out the process steps described in one or more of the following scenarios, using the master data from this document.

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Period End Closing Projects (207) (optional) Use Additional activities must be carried out in this project. These are executed collectively as a part of month-end closing. For more information on the month-end closing procedure, see the Business Process Documentation for Period End Closing Projects (207).

Note that month-end closing can only be executed once a month.

6 Appendix 6.1 Reversal of Process Steps In the following section, you can find the most common reversal steps, which you can take to reverse some of the activities described in this document. Creating a Project from a Standard Template Transaction code (SAP GUI)

CJ20N

Reversal:

Delete Project

Transaction code (SAP GUI)

CJ20N

Business role

Project Manager (SAP_NBPR_PROJECTMANAGER-M)

Business role menu

Project Management  Project Planning  Project  Project Builder

Comment

Delete Project Definition and WBS elements

Generating the Settlement Rule Transaction code (SAP GUI)

CJ2B

Reversal:

Delete Settlement Rules from WBS elements

Transaction code ( SAP GUI)

CJ20N

Business role

Project Manager (SAP_NBPR_PROJECTMANAGER-M)

Business role menu

Project Management  Project Planning  Project  Project Builder

Comment

Delete Settlement Rules from WBS elements

Completing the Project

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Transaction code (SAP GUI)

CJ02

Reversal:

Cancel Status Close technical

Transaction code (SAP GUI)

CJ02

Business role

Project Manager (SAP_NBPR_PROJECTMANAGER-M)

Business role menu

Project Management  Project Planning  WBS  Change Work Breakdown Structure

Comment

Cancel Status Close technical

6.2 SAP ERP Reports Use The table below lists the most frequently used reports that help you to obtain additional information on this business process.

You can find detailed descriptions of the individual reports in the following BPD documents, which provide a comprehensive compilation of all important reports: 

Financial Accounting: SAP ERP Reports for Accounting (221)



Logistics Processes: SAP ERP Reports for Logistics (222)

Note that the descriptions of some reports that are an indispensable part of the process flow may be located directly in the section where they belong.

Reports Report title

Transaction code

Plan/Actual/Variance

S_ALR_87013532

Actual Costs/Revenues

CJI3

Actual/Plan/Variance Absolute/Variance %

S_ALR_87013543

Costs/Revenues/Expenditures/Receipts

S_ALR_87013531

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Comment

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