PLM200-ProjectManagementParticipant.pdf
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PLM200 Project Management mySAP Product Lifecycle Management
Date Training Center Instructors Education Website
Participant Handbook Course Version: 2005 Q1 Course Duration: 3 Day(s) Material Number: 50069510
An SAP course - use it to learn, reference it for work
Copyright Copyright © 2004 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.
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About This Handbook This handbook is intended to complement the instructor-led presentation of this course, and serve as a source of reference. It is not suitable for self-study.
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About This Handbook
PLM200
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Contents Course Overview ............................................................................. vii Course Goals.................................................................................vii Course Objectives ...........................................................................vii
Unit 1: Introduction ............................................................................1 Introduction .................................................................................... 2
Unit 2: Project Structures .................................................................. 19 Work Breakdown Structure ................................................................ 20 Activities and Networks .................................................................... 36 Milestones, Documents, and Tools ....................................................... 51
Unit 3: Reporting ............................................................................. 65 Reporting .................................................................................... 66
Unit 4: Planning ............................................................................... 89 Date Planning ............................................................................... 91 Resource Planning ........................................................................ 105 Material Planning .......................................................................... 119 Cost and Revenue Planning ............................................................. 130
Unit 5: Budget ................................................................................159 Budget....................................................................................... 160
Unit 6: Execution ............................................................................175 Actual Dates and Confirmations ......................................................... 177 Assigning Documents, Procurement Processes, and Claim Management ........ 195 Milestone Billing and PS Cash Management .......................................... 219
Unit 7: Period-End Closing ................................................................231 Period-End Closing and Settlement ..................................................... 232
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Contents
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Appendix 1: mySAP PLM Program and Project Management Appendix 2: Versions
.................253
....................................................................255
Appendix 3: Subnetworks
..............................................................259
Appendix 4: Network Configuration
..................................................261
Appendix 5: Using Milestones
.........................................................263
Appendix 6: Documents@web
........................................................265
Appendix 7: Project Portals
............................................................267
Appendix 8: Progress Analysis
.......................................................271
Appendix 9: Cross-Project Evaluations
.............................................275
Appendix 10: Evaluations with SAP Business Information Warehouse Appendix 11: Scheduling Scenarios Appendix 12: Service
....281
.................................................283
....................................................................285
Appendix 13: OCI Interface
.............................................................287
Appendix 14: In-House Production Process Appendix 15: Progress Tracking
.......................................289
......................................................291
Appendix 16: Delivery from Projects
.................................................293
Appendix 17: Workflows and Mails in Project System Appendix 18: Assembly Processing Appendix 19: Archiving
...........................295
.................................................297
.................................................................299
Glossary .......................................................................................301 Index ............................................................................................305
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Course Overview SAP Project System supports comprehensive functions for planning, controlling, and organizing all the activities carried out during the course of a project. It helps you manage your project structures, dates, costs, and resources throughout the entire project lifecycle. Course PLM200 provides you with an overview of the functions in SAP Project System.
Target Audience This course is intended for the following audiences: • • •
Project managers Project team members Consultants
Course Prerequisites Required Knowledge • •
Knowledge of navigating in the R/3 System Basic knowledge of project management
Recommended Knowledge •
Completion of another SAP R/3 course
Course Goals This course will prepare you to: •
Discuss the basic functions of SAP Project System for structuring, planning, executing, and monitoring projects
Course Objectives After completing this course, you will be able to: •
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Use work breakdown structures, activities, and networks to structure projects
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Course Overview
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• • • • •
Discuss aspects of planning dates, resources, materials, costs, and revenues Name the functions used for budgeting Explain aspects and processes used for executing projects Explain various period-end closing activities in Project Management Use reporting options for monitoring project data
SAP Software Component Information The information in this course pertains to the following SAP Software Components and releases: •
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Unit 1 Introduction Unit Overview This unit describes the general characteristics and structures of projects. Two business examples are introduced that will be used throughout the course to explain and demonstrate the functions of SAP Project System (SAP PS).
Unit Objectives After completing this unit, you will be able to: • • •
Explain the characteristics of projects Name the two structures used in SAP PS Describe the project examples used in this course
Unit Contents Lesson: Introduction ................................................................... 2 Exercise 1: Preparations (to be carried out by instructor).................. 11
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Unit 1: Introduction
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Lesson: Introduction Lesson Overview This lesson gives you a brief overview of the characteristics and phases typical to a project. The two structures work breakdown structure and network, which are used in SAP Project System (SAP PS) for mapping projects, are also discussed. Both of these structures as well as basic functions and processes of SAP PS are described in this course using two example projects. The business examples for these two projects are introduced in this lesson.
Lesson Objectives After completing this lesson, you will be able to: • • •
Explain the characteristics of projects Name the two structures used in SAP PS Describe the project examples used in this course
Business Example Two typical projects are used in this course to illustrate the functions of SAP PS. “Elevator E-99##” is a typical investment project and is an example of a project that is mapped using only a work breakdown structure. “Turbine System T-200##” is a sales project and is used to explain activities and networks. More information on these two example projects is provided in this lesson.
Introduction Both large-scale projects, such as constructing a factory, and smaller projects, such as organizing a trade fair, require the numerous activities involved to be planned, controlled and monitored precisely, systematically, and efficiently. Professional project management is becoming an increasingly important factor for boosting the competitive strength of companies, and not just for those whose success is based on project-oriented business processes. A project is an undertaking carried out by a company that is characterized by the uniqueness of its general conditions and constraints. These conditions include the objectives of the project, the time frame for executing it, as well as financial and capacity-related restrictions. Projects usually involve cross-departmental and highly complex business processes, the results of which must often yield
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Lesson: Introduction
an extremely high level of quality. Projects are often cost-intensive and time-consuming. A further crucial factor is their strategic importance, which means that they can also represent a risk for the enterprise.
Figure 1: Project Characteristics
The term "project" is not specific to a particular industry sector and can, therefore, involve various aspects such as research and development projects, investment measures, make-to-order production, and more extensive maintenance tasks. Projects are normally given an appropriate structure to allow dates, resources, costs, budgets and payments to be planned, controlled, and monitored transparently. Hierarchies are often used for evaluating aggregated data, allocating budgets, and defining responsibilities. Project-specific organizational forms are usually created for projects that are integrated in an enterprise’s business processes. These organizational forms are in a position central to the user departments involved so that all the tasks that occur when the project is executed can be properly controlled.
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SAP Project System SAP PS is a project management tool that assists you throughout all the phases of your project. Through the high level of integration between SAP PS and other SAP application components, such as Logistics, Accounting, and Human Resources, SAP PS ensures that the necessary business processes are handled quickly and efficiently. SAP PS provides structures that allow you to map projects flexibly and with the appropriate structures. Using suitable tools and reports in SAP PS, you can plan and monitor dates, costs, revenues, budgets, resources, materials, and so on, for these structures. SAP PS is part of the Operations area of mySAP Enterprise Resource Planning (mySAP ERP). mySAP ERP covers virtually all essential business processes with the areas Operations, Financials, Human Capital Management, Corporate Services, and Analytics. SAP PS is also part of mySAP Product Lifecycle Management (mySAP PLM) Program and Project Management. Program and Project Management is a key area of the enterprise solution mySAP PLM that contains functions for product-related business processes to support the initial idea for a product, the design and engineering phases, the preparatory production processes and engineering change management right through to the maintenance and service.
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Lesson: Introduction
Figure 2: SAP Project System
The two structures provided by SAP PS for mapping projects in SAP R/3 are work breakdown structures and networks. You use a work breakdown structure to organize a project in the form of a hierarchy, and so map the structure of the project. Networks, on the other hand, are used to represent the individual project activities together with their temporal and logical relationships, in other words, the flow of the project. You can map a project using just one work breakdown structure or one network. You can, however, also represent a project using a work breakdown structure and one or more networks in order to use the characteristics of both structures together. Work breakdown structures consist of work breakdown structure elements (WBS elements) that are arranged at various levels to produce a hierarchical model of the project activities to be carried out. Each individual WBS element can act as a controlling object in which you can plan and monitor costs, revenues, payments, budgets, and dates. A network represents the flow of a project. The individual tasks in the project are mapped as activities in a network. The temporal and logical dependencies between the various activities can be represented as links, also known as relationships. Activities form the operative basis for planning and controlling dates, costs, and resources (personnel, machinery, PRTs, materials). When activities are assigned to WBS
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elements, the dates and costs defined in the individual activities are totaled up (aggregated) at the WBS level, and can be evaluated. Activity funds already assigned are checked against the budgets of the WBS elements.
Figure 3: Structures
Two example projects explain how you can use the two structures, work breakdown structure and network, when you are managing projects with SAP PS. The various functions they support are also described.
Business Examples The project with the ID E-99## (## stands for the number of the group a course participant belongs to) is an example of an investment or cost project that can be mapped with just a work breakdown structure, that is, without networks or activities. You use the work breakdown structure in this business example to plan and monitor the project for constructing an elevator in your company. Cost-related aspects are particularly important as the project is being executed.
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Lesson: Introduction
Figure 4: Investment Project E-99##
The following steps are carried out in this course for project E-99##: 1. 2. 3. 4. 5. 6. 7.
Create a suitable work breakdown structure using the Project Builder Plan basic dates manually for WBS elements using the project planning board Plan costs manually for the WBS elements using Easy Cost Planning Budget WBS elements Enter actual dates during the project execution phase Assign various documents for WBS elements using Execution Services for updating commitment and actual costs Calculate overhead costs and carry out settlement to assets under construction in Asset Accounting using the Schedule Manager
Project Builder, project planning board, Easy Cost Planning, Execution Services, and Schedule Manager are tools in SAP R/3 that are used here to carry out the various steps. In addition to these tools, this course introduces you to a range of reports and information systems that you can use to evaluate the project data during the various project phases. Project T-200## is used in this course as an example of a sales project that is mapped in SAP R/3 with a work breakdown structure and a network. The starting point for creating and executing the project in this business example is a customer inquiry and, later on, a sales order for constructing a turbine system. In addition to Controlling-related aspects for developing and constructing the turbine system, it is also important to consider a number
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of logistical requirements (on-time material procurement, availability of capacity). The network acts as a quantity structure for planning dates, costs, resources, and material requirements automatically.
Figure 5: Sales Project T-200##
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Lesson: Introduction
The following steps are carried out in this course for project T-200##: 1. 2. 3. 4.
Create a customer inquiry in Sales and Distribution Create a project (work breakdown structure and network) using standard structures Plan dates using scheduling Plan resources
5. 6. 7.
• Plan capacity requirements • Distribute work among the workforce • Plan the external procurement of services Plan materials by transferring bills of material Plan costs using network costing Create sales pricing data
8. 9. 10. 11. 12. 13.
• Create a quotation based on a project cost plan • Plan revenues for the project Create a sales order with a billing plan in Sales and Distribution Enter confirmations (in particular, using the cross-application time sheet CATS) Purchase materials and services Document variances using claims Post revenues using milestone billing Calculate overhead costs, carry out a results analysis and settle the results analysis values to the profitability segment
In this business example too, you will use suitable reports to track planned and actual data (dates, resources, costs, revenues, and payments) that is written to the network activities. By assigning the activities to WBS elements, you can aggregate activity data at work breakdown structure level and evaluate it. In simplified terms, a project can generally be divided into the following phases:
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Figure 6: Phases in a Project
A high degree of precision is required when planning and coordinating large and complex projects. When planning the flow of a project, you will schedule deadlines and dates, make resources available, and assign funds. SAP PS gives you the support you need throughout all phases of the project.
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Lesson: Introduction
Exercise 1: Preparations (to be carried out by instructor) Exercise Objectives After completing this exercise, you will be able to: • Make the system settings required for the course (instructor only)
Business Example Original IDES data is used for structuring, planning and executing the example projects. You also have to make a number of additional individual settings in the SAP R/3 System.
Task 1: Preparations (to be carried out by instructor) Check the parameters in the user master data and the settings in the SAP R/3 System that are required for carrying out the demonstrations and exercises. 1.
Check the user master records for the course participants. They should contain suitable parameters and fixed values.
2.
In Customizing for Project System, set the Adjust Basic Dates indicator in the 130000000001 IDES Scheduling Forward profile for WBS scheduling.
3.
PS Cash Management must be activated in company code 1000 to ensure that the payment data is updated. Check this setting in Customizing for Project System.
4.
To carry out period-end closing using the Schedule Manager, you have to maintain a prefix number for the SAP R/3 System (transaction OOW4). Check workflow Customizing using transaction SWU3, and if necessary perform automatic workflow Customizing. In the TVARV table, you have to enter suitable values for the parameters PS_PERIOD and PS_YEAR (transaction SM31). Make the appropriate settings in the system.
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Task 2: Language Settings (to be carried out by instructor; only for courses not held in German) German is set as the original language for master data in the IDES systems. For courses held in other languages, the master data short texts need to be switched to those languages. Hint: The example shows the texts being converted to English (EN). No changes need to be made for courses held in German.
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1.
Set the short texts for standard networks and standard projects to EN using transaction YILA. Use the text pools ZT-TRAIN-PS-01, ZT-TRAIN-PS-02 and ZT-TRAINING-PS-03.
2.
Set the language for vendor 1000 to the required language (in our example, English). Use transaction XK02 to change the vendor data.
3.
Set the language for customer 1600 to the required language (in our example, English). Use transaction XD02 to change the customer data.
© 2004 SAP AG. All rights reserved.
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Lesson: Introduction
Solution 1: Preparations (to be carried out by instructor) Task 1: Preparations (to be carried out by instructor) Check the parameters in the user master data and the settings in the SAP R/3 System that are required for carrying out the demonstrations and exercises. 1.
Check the user master records for the course participants. They should contain suitable parameters and fixed values. a)
b)
Check the parameters for the participants using transaction SU01. The following parameters should be maintained: Parameter
Value
Text
BUK
1000
Company Code
CAC
1000
Controlling Area
PDB
130000000000
Profile for logical database PSJ
PFL
YIDES_130000
Profile for project information system
WRK
1300
Plant
Set suitable fixed values for: • • •
2.
Decimal places Date format Time zone
In Customizing for Project System, set the Adjust Basic Dates indicator in the 130000000001 IDES Scheduling Forward profile for WBS scheduling. a)
In Customizing for the Project System, choose SAP Customizing Implementation Guide → Project System → Dates → Date Planning in WBS → Define Parameters for WBS Scheduling. Then display the details of the 130000000001 IDES Scheduling Forward profile. Set the Adjust Basic Dates indicator and save your changes.
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Unit 1: Introduction
3.
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PS Cash Management must be activated in company code 1000 to ensure that the payment data is updated. Check this setting in Customizing for Project System. a)
4.
In Customizing for the Project System, choose SAP Customizing Implementation Guide → Project System → Payments → Activate Project Cash Management in Company Code. The following setting is required: CoCd
FMA
Actv.
1000
1000
x
To carry out period-end closing using the Schedule Manager, you have to maintain a prefix number for the SAP R/3 System (transaction OOW4). Check workflow Customizing using transaction SWU3, and if necessary perform automatic workflow Customizing. In the TVARV table, you have to enter suitable values for the parameters PS_PERIOD and PS_YEAR (transaction SM31). Make the appropriate settings in the system. a)
b)
c)
Call up transaction OOW4. Check whether the table contains the training system and your client. If necessary, enter a new line with any number you like ### (for example, 865), and your system and client number. Save the data as a local object. Check the standard settings for the workflow. To do so, call up transaction SWU3. The status (OK) should be displayed for all entries. If this is not the case, perform automatic Customizing. Call up transaction SM31 for maintaining tables. Enter table TVARV on the selection screen. Call up the screen for maintaining the data. Change the parameter values in accordance with the following table and save your changes. Name
Value
PS_PERIOD
Current month
PS_YEAR
Current year
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Lesson: Introduction
Task 2: Language Settings (to be carried out by instructor; only for courses not held in German) German is set as the original language for master data in the IDES systems. For courses held in other languages, the master data short texts need to be switched to those languages. Hint: The example shows the texts being converted to English (EN). No changes need to be made for courses held in German. 1.
Set the short texts for standard networks and standard projects to EN using transaction YILA. Use the text pools ZT-TRAIN-PS-01, ZT-TRAIN-PS-02 and ZT-TRAINING-PS-03. a)
Call up transaction YILA. If necessary, confirm the dialog box with the message on the language switch. Enter the following data in the lower section of the screen (Selection: Textpool): Field
Value
Target Language
EN
Text Pool
ZT-TRAIN-PS-01
Select
Update Short Texts.
Update the texts in text pools ZT-TRAIN-PS-02 and ZT-TRAINING-PS-03 in the same way.
Continued on next page
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Unit 1: Introduction
2.
PLM200
Set the language for vendor 1000 to the required language (in our example, English). Use transaction XK02 to change the vendor data. a)
Call up transaction XK02. Enter the following data on the initial screen: Field
Value
Vendor
1000
Company Code
1000
Purchasing Organization
1000
Address
x
Enter. In the Language field, choose Confirm your entries with English and save your changes. 3.
Set the language for customer 1600 to the required language (in our example, English). Use transaction XD02 to change the customer data. a)
Call up transaction XD02. Enter the following data on the initial screen: Field
Value
Customer
1600
Company Code
1000
Sales organization
1000
Distribution channel
10
Division
00
Confirm your entries with Enter. On the Address tab page, go to the Language field, choose English and save your changes.
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Lesson: Introduction
Lesson Summary You should now be able to: • Explain the characteristics of projects • Name the two structures used in SAP PS • Describe the project examples used in this course
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Unit Summary
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Unit Summary You should now be able to: • Explain the characteristics of projects • Name the two structures used in SAP PS • Describe the project examples used in this course
Related Information • •
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For more information about mySAP PLM and the various key areas of mySAP PLM, see the SAP Service Marketplace at service.sap.com/plm. For information about SAP ERP, see the SAP Service Marketplace at service.sap.com/erp.
© 2004 SAP AG. All rights reserved.
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Unit 2 Project Structures Unit Overview The first step in planning a project involves creating the structural framework for all the necessary activities and processes and representing their actual structures and flows. SAP Project System provides two basic elements for mapping the structures of projects, namely work breakdown structures and networks. These structures form the basis for all further steps involved in planning and executing the project. This unit describes how projects are structured using work breakdown structures and networks.
Unit Objectives After completing this unit, you will be able to: • • • • • • •
Describe the tasks and structure of work breakdown structures Use the Project Builder and hierarchy graphic to maintain work breakdown structures Describe the tasks and structure of networks Use the Project Builder and network graphic to maintain networks Assign PS texts, documents, and milestones Use the mass change function Name the functions of Open PS
Unit Contents Lesson: Work Breakdown Structure............................................... 20 Exercise 2: Work Breakdown Structure ...................................... 27 Lesson: Activities and Networks ................................................... 36 Exercise 3: Activities and Networks .......................................... 41 Lesson: Milestones, Documents, and Tools...................................... 51 Exercise 4: Milestones, Documents, and Mass Change ................... 55
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Lesson: Work Breakdown Structure Lesson Overview Project E-99## is used as an example in this lesson to describe the structure and tasks of work breakdown structures. It also introduces you to the Project Builder, a tool that is ideally suited to structuring projects.
Lesson Objectives After completing this lesson, you will be able to: • •
Describe the tasks and structure of work breakdown structures Use the Project Builder and hierarchy graphic to maintain work breakdown structures
Business Example In order to plan and then execute the investment project “Elevator E-99##” in your company, you will need a suitable work breakdown structure. Therefore, create a work breakdown structure using the Project Builder.
Structure and Function of Work Breakdown Structures A work breakdown structure is a model of a project, and shows the project activities to be carried out as a hierarchical structure. The various work packages in the project are described in individual work breakdown structure elements (WBS elements). You can further divide these elements at various levels until you reach the level of detail you require. The WBS elements are the objects that are actually used for planning and updating actual data. The focus here is on planning, controlling, and analyzing costs, basic dates, and budgets. Because the work breakdown structure is structured hierarchically, the data can be summarized and displayed for the corresponding higher-level WBS elements. When you create a work breakdown structure, you also have to create a project definition. The project definition is a framework for all the objects created within a project. The project definition contains data that affects the entire project (for example, start and finish dates, organizational data, and planning parameters). It contains default values that can be passed on to the WBS elements. The controlling area, which you specify when you create a project definition, is unique for the entire project. You specify it once you have created the project. You define organizational units such as company code, business area, profit center, and plant for each WBS element.
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Lesson: Work Breakdown Structure
You can use the Project Builder or the project planning board to create and change the project definition and work breakdown structure. You can edit projects in tabular or graphical mode.
Figure 7: Structure of Project E-99##
The work breakdown structure (WBS) forms the basis for all subsequent planning tasks in the project. The focus here is on planning, analyzing, describing, controlling, and monitoring costs, basic dates, and the budget. Costs, dates, and payments are often planned using activities that are assigned to WBS elements. The “Tasks of the Work Breakdown Structure” figure shows the various functions that a work breakdown structure can perform during a project.
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Figure 8: Tasks of the Work Breakdown Structure
Creating a Work Breakdown Structure There are various ways of creating and editing a work breakdown structure. The Project Builder is a clearly-structured tool in SAP Project System (SAP PS) that is extremely user-friendly and allows projects to be edited quickly and efficiently. You can use the Project Builder to maintain any object in SAP PS, except for the assignment of production resources and tools (PRT). Context-sensitive menus, Drag&Drop, and the option of defining your own worklist and set of templates help you edit your projects more easily. The Project Builder consists of a window divided into three areas: the structure overview is in the top left of the window, the worklist in the bottom left, and on the right is an area of displaying and editing data. The structure contains the selected project data of the current project with its hierarchical relationships. You use the worklist to store frequently-used projects, networks, and WBS elements on a user-specific basis. The worklist always displays a list of the last five projects edited. The templates are used as a set of proposals while a project is being edited from which you can incorporate new elements in the project and integrate copy templates. The work area displays a detail view of the selected object in the structure and allows you to access the overviews of lower-level objects directly. You use the work area to edit the individual
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Lesson: Work Breakdown Structure
project elements. You can navigate between the various views (detail views and overviews), graphics, and project planning board quickly and efficiently in the Project Builder in order to maintain the structures.
Figure 9: Project Builder
You use operative indicators to define the characteristics of a WBS element, and to specify what tasks the WBS element will assume while the project is being executed: • • •
WBS elements for which you want to plan costs are flagged as planning elements. WBS elements to which you want to post actual costs are flagged as account assignment elements. WBS elements for which you want to plan or post revenues are flagged as billing elements.
Each WBS element is assigned its own company code. Since different company codes can be assigned to the various WBS elements in a project, this means that it is possible to process projects across companies. You can assign profit centers, business areas, persons responsible, partners (internal and external), and cost centers responsible for the project to WBS elements. These assignments are used mainly for reporting purposes (see unit entitled “Reporting”). For example, this data allows you to analyze a large number of projects together by business area and person responsible using project summarization. You can also analyze the project key figures of several
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projects in your cost center hierarchy or profit center hierarchy. When documents are assigned, the business area and profit center are derived from the corresponding WBS element. This information can be used later for reporting by business area or in profit center accounting. You can generate cost-center-based settlement rules for costs projects. You can specify in the system that an e-mail should be sent to the person responsible for the project entered in a WBS element if the budget is exceeded. You can also use R/3 Partner Processing to assign customers, vendors, personnel numbers, system users, work centers, shipping points, HR organizational units, and other objects to WBS elements. When you do so, the system conducts checks against existing R/3 master data.
Figure 10: Operative Indicators and Organizational Data
The “Maintenance Options” diagram shows different ways of creating and extending work breakdown structures. You can use the Project Builder to create and change WBS elements. You can do this on detail screens or in the list of WBS elements. You can use the hierarchy graphic to change WBS elements (by double-clicking them). You can also create new WBS elements, and insert these in the hierarchy (connect mode). In addition to maintaining projects manually in the Project Builder or using the hierarchy graphic (1, 2), you can also use existing project structures or standard projects as templates
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Lesson: Work Breakdown Structure
to copy from. When you create a new WBS, you can use an existing WBS, a section of the project hierarchy, or a standard WBS as a template to copy from. You can also incorporate WBS elements from other projects or from a standard WBS in an existing WBS (3, 4). Other transactions are available in addition to the Project Builder, for example the project planning board for creating and editing a WBS.
Figure 11: Maintenance Options
You can analyze and edit the structure of the WBS in the hierarchy graphic. For example, you can create new WBS elements or cut and paste subtrees from the hierarchy. You can call up the hierarchy graphic in various functions of Project System (in the Project Builder or project planning board, for example, in cost planning, scheduling, budget management, or in the information system).
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Figure 12: Hierarchy Graphic
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Lesson: Work Breakdown Structure
Exercise 2: Work Breakdown Structure Exercise Objectives After completing this exercise, you will be able to: • Create and edit work breakdown structures using the Project Builder
Business Example You are planning the construction of an elevator for your company. In order to plan and then execute and monitor this investment project, you create a suitable work breakdown structure using the Project Builder. Hint: In the following exercises, ## indicates your group number (## = 01, 02, and so on).
Task: Project E-99## Create a project E-99## in the Project Builder. Get to know the various ways of creating and editing work breakdown structures in the Project Builder. 1.
In the Project System menu, start the Project Builder transaction and set the necessary options so that you can see all 99 hierarchy levels of a project. Create a project with the identification E-99## and description Elevator Gr## in the Project Builder. Use Investment Projects as the project profile. In the basic data for the project definition, enter the number ## for the person responsible. Use your right mouse button in the structure header to change the order in which Identification and Name are displayed. Save your project.
2.
Open project E-99## Elevator Gr## in the Project Builder. So far, you have only created a project definition. In the WBS Element Overview, create WBS elements with the identifications (and descriptions) E-99## (Elevator Gr##), E-99##-1 (Engineering), E-99##-1-1 (Electrical Engineering) and E-99##-1-2 (Mechanical Engineering). To avoid making any mistakes when entering your data, use the @ entry aid. The account assignment element operative indicator (Acct column) is to be set for all WBS elements. Flag WBS elements E-99## and E-99##-1 as planning elements as well (PE column).
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3.
PLM200
Create further WBS elements for your project E-99## in the Project Builder using a template to copy from. In this way, you can put the experience gained from past projects to use in your current project. In the structure underneath the WBS element E-99##, insert further WBS elements. Use the context menu in the structure (right-hand mouse button) to do this and not the templates area. Use the subtree E-1001-2 of a standard work breakdown structure to copy from. WBS element E-1001-2 (root) is also to be inserted underneath WBS element E-99## and to the right of WBS elements that have already been assigned. Make sure that you do not insert any activities. Next derive the hierarchical structure of your work breakdown structure from the numbers of the WBS elements. Finally, adjust the data of the new WBS elements to the requirements of your current project. To do this, assign the person responsible ## and investment profile 1000 to all new WBS elements.
4.
Use Drag&Drop to create a new WBS element E-99##-3 with the name Assembly underneath WBS element E-99## Elevator Gr##. Set the operative indicators of the new WBS element in such a way that you can plan costs and post them to this WBS element later on. Analyze the hierarchical structure and operative indicators of the WBS elements in your project in the hierarchy graphic. If necessary, set the operative indicators in such a way that only the WBS elements at levels 1 and 2 allow costs to be planned. In the hierarchy graphic, create a new WBS element with the identification E-99##-4 and the name Acceptance. Assign this WBS element underneath WBS element E-99## in connect mode. In the hierarchy graphic, set the Planning Element operative indicator for the new WBS element. Then save your project.
5.
Optional: Answer the following questions on project E-99##: Which controlling area is project E-99## assigned to? How many levels does the work breakdown structure of project E-99## contain? For which WBS elements can you plan revenues?
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Lesson: Work Breakdown Structure
Solution 2: Work Breakdown Structure Task: Project E-99## Create a project E-99## in the Project Builder. Get to know the various ways of creating and editing work breakdown structures in the Project Builder. 1.
In the Project System menu, start the Project Builder transaction and set the necessary options so that you can see all 99 hierarchy levels of a project. Create a project with the identification E-99## and description Elevator Gr## in the Project Builder. Use Investment Projects as the project profile. In the basic data for the project definition, enter the number ## for the person responsible.
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Use your right mouse button in the structure header to change the order in which Identification and Name are displayed. Save your project. a)
In the SAP menu, go to the Project System folder and open the Project Builder. Choose SAP Menu → Accounting → Project System → Project → Project Builder. If you are opening the Project Builder for the first time, two dialog boxes appear. Set the Skip this in future indicator in the first dialog Enter. In the next dialog box for box and confirm this with user-specific options, set the number of hierarchy levels displayed for a project to 99 and confirm this with Enter. Hint: You can change the user-specific options in the Project Builder whenever you need to. To do so, choose Settings → Options in the Project Builder menu bar.
b)
To create a project, choose Create Project. Enter the following data for the project definition: Field Name
Values
Project Definition
E-99##
Text (without caption)
Elevator Gr##
Project Profile
Investment Projects
Confirm your entries with in the structure.
Enter. The project definition is shown
Position your cursor on the header of the structure. To change the display sequence, click the right-hand mouse button and choose Display Sequence → Identification - Name. On the Basic Data tab page of the project definition, enter ## for the Enter. person responsible and confirm your entry with Save your project. 2.
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Open project E-99## Elevator Gr## in the Project Builder. So far, you have only created a project definition. In the WBS Element Overview, create WBS elements with the identifications (and descriptions) E-99## (Elevator Gr##), E-99##-1 (Engineering), E-99##-1-1 (Electrical Engineering) and E-99##-1-2 (Mechanical Continued on next page
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Lesson: Work Breakdown Structure
Engineering). To avoid making any mistakes when entering your data, use the @ entry aid. The account assignment element operative indicator (Acct column) is to be set for all WBS elements. Flag WBS elements E-99## and E-99##-1 as planning elements as well (PE column). a)
You are still in the Project Builder. The project you created earlier is displayed in the worklist under Last Projects Processed. To open E-99## Elevator Gr##. Switch your project, double-click the project from the detail data of the project definition to the WBS Element Overview . Enter the following data – if this is not defaulted by the system – in the table (to set the operative indicators, scroll to the right in the table): Level
WBS Element
Description
PE
Acct
1
@
Elevator Gr##
x
x
1
@1
Engineering
x
x
1
@11
Electrical Engineering
x
1
@12
Mechanical Engineering
x
To create the WBS elements, choose Enter. The WBS elements are now displayed underneath the project definition in the structure. 3.
Create further WBS elements for your project E-99## in the Project Builder using a template to copy from. In this way, you can put the experience gained from past projects to use in your current project. In the structure underneath the WBS element E-99##, insert further WBS elements. Use the context menu in the structure (right-hand mouse button) to do this and not the templates area. Use the subtree E-1001-2 of a standard work breakdown structure to copy from. WBS element E-1001-2 (root) is also to be inserted underneath WBS element E-99## and to the right of WBS elements that have already been assigned. Make sure that you do not insert any activities. Next derive the hierarchical structure of your work breakdown structure from the numbers of the WBS elements.
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Finally, adjust the data of the new WBS elements to the requirements of your current project. To do this, assign the person responsible ## and investment profile 1000 to all new WBS elements. a)
Project E-99## is still open in the Project Builder. Select WBS element E-99## Elevator Gr## in the structure. (not the project definition) To include WBS elements, click the right-hand mouse button and choose Include → WBS Elements. A dialog box then appears. Choose Standard WBS and enter the following data: Field Name
Values
Below
E-1001-2
With Root
x
Right
x
Without Activities
x !!!
Confirm your entries with Include. A subtree containing WBS elements for procurement is assigned to WBS element E-99##. b)
To derive the structure from the numbers of the WBS elements, choose Project → Derive Structure → Execute. In the structure, select WBS element E-99##-2 Procurement and on the detail screen of the WBS element, go to the Basic Data tab page and enter ## for the peron responsible. On the Control tab page, enter 1000 in the Investment Profile field. Assign the person responsible ## and investment profile 1000 to WBS elements E-99##-2-1, E-99##-2-2 and E-99##-2-3 in the same way.
4.
Use Drag&Drop to create a new WBS element E-99##-3 with the name Assembly underneath WBS element E-99## Elevator Gr##. Set the operative indicators of the new WBS element in such a way that you can plan costs and post them to this WBS element later on. Analyze the hierarchical structure and operative indicators of the WBS elements in your project in the hierarchy graphic. If necessary, set the operative indicators in such a way that only the WBS elements at levels 1 and 2 allow costs to be planned.
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Lesson: Work Breakdown Structure
In the hierarchy graphic, create a new WBS element with the identification E-99##-4 and the name Acceptance. Assign this WBS element underneath WBS element E-99## in connect mode. In the hierarchy graphic, set the Planning Element operative indicator for the new WBS element. Then save your project. a)
Project E-99## is still open in the Project Builder. Use Drag&Drop to WBS Element from the templates area (under Individual drag a E-99## Elevator Gr## at the top of the Objects) to WBS element hierarchy. Enter the following data on the detail screen of the WBS element: Field Name WBS Element
E-99##-3
Text (without caption)
Assembly
Planning Element
x
Confirm your entries with in the structure. b)
Values
Enter. The WBS element is displayed
Hierarchy Graphic. Since To call up the hierarchy graphic, choose you do not want to plan costs for level-3 WBS elements E-99##-2-1, E-99##-2-2 and E-99##-2-3, deselect the Planning Element operative indicator for these WBS elements. To do this, double-click the Plan field in the hierarchy graphic. The WBS elements are then no longer flagged as planning elements. To create a new WBS element, choose Create. An input area appears underneath the display area. Select the WBS element in this input area (click it once). The shape of the cursor changes (box-shaped). Click a free space in the display area. A dialog box appears with the detail screen of the new WBS element. Enter the following data: Field Name
Values
WBS Element
E-99##-4
Text (without caption)
Acceptance
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Back. The new WBS element is Confirm your entries with displayed in the display area at level 1. To start connect mode, choose Connect. The shape of the cursor changes (pencil). Keeping your finger down on the left-hand mouse button, draw a line from E-99## to E-99##-4. To deactivate the connect mode, click a free space in the display area. If you have not yet set the Planning Element operative indicator on the detail screen of WBS element E-99##-4, double-click the appropriate Plan field of the WBS element in the display area. The operative indicator is now set. To save the changes you have made to your project, choose Back and Save. 5.
Optional: Answer the following questions on project E-99##: Which controlling area is project E-99## assigned to? How many levels does the work breakdown structure of project E-99## contain? For which WBS elements can you plan revenues? a)
To answer the questions, open project E-99## in the Project Builder. E-99## Elevator Gr## in To open the project, double-click project the worklist. You specify the controlling area on the Basic Data tab page of the project definition when you create the project. In your project, the value 1000 (CO Europe) is entered in the CO Area field in the project definition. The value was entered as a default value in the project profile. The work breakdown structure comprises three levels. You can see these in the structure on the left of the Project Builder or in the hierarchy graphic. The number of levels is also indicated in the tabular WBS element overview in the Level column. Project E-99## is a pure cost project. This means that none of the WBS elements in your project is flagged as a billing element. You cannot, therefore, plan revenues for any WBS element. If necessary, close your project with
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Back.
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Lesson: Work Breakdown Structure
Lesson Summary You should now be able to: • Describe the tasks and structure of work breakdown structures • Use the Project Builder and hierarchy graphic to maintain work breakdown structures
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Lesson: Activities and Networks Lesson Overview This lesson looks at the structure and function of networks. The tasks performed by the various activities in a network are described using project T-200## as an example.
Lesson Objectives After completing this lesson, you will be able to: • •
Describe the tasks and structure of networks Use the Project Builder and network graphic to maintain networks
Business Example A customer inquiry regarding the construction of a turbine system is entered in the Sales & Distribution department of your company. To create a quotation for this inquiry, you create a project called “Turbine System T-200##” using a suitable template to copy from. You then adapt the network to the specific requirements of the project.
Structure and Function of Networks Networks map the flow of the project. The focus here is on describing, planning, controlling, and analyzing costs, scheduled dates, resources, and material requirements. The basic elements that go to make up a network include activities and relationships that describe the tasks and temporal dependencies between the various tasks in a project. SAP Project System supports the following activity categories: • • • •
Internal processing: for capacities to be staged in your own company External processing: for tasks to be assigned externally Service activities: for procuring external services Costs: for planning additional primary costs
Activities are linked to each other by means of relationships - this results in a causal and temporal activity sequence. In this way, networks form a quantity structure for planning dates (automatically via scheduling), costs (automatically via costing), resources (internal activities and external services), and for planning material requirements (by means of assigned components). You can create activities and maintain the data for them in the Project Builder
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Lesson: Activities and Networks
and project planning board, for example. In the Project Builder, you create activities for WBS elements. This means that the activities are assigned to the WBS elements in question. It also means that the planned and actual data for the activities (dates, costs, payment data) can be aggregated at WBS element level. A network always includes a network header that contains the control data and default values for the entire network.
Figure 13: Structure of Project T-200##
You use the activities in the network to plan the labor, capacities, materials, tools, and services you require to carry out various tasks in your project. By assigning milestones to activities, you can document events that are particularly important for the progress of the project and reference their respective dates in billing or invoicing plans, for example. During the project execution phase, commitment and actual costs are updated automatically to the network activities as a result of various business transactions (for example, confirmations, ordering processes, goods issues, incoming invoices). Key functions of networks and activities are shown in the “Tasks of the Network” diagram.
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Figure 14: Tasks of the Network
Creating Networks The following diagram illustrates the various ways in which networks and activities can be created and edited.
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Lesson: Activities and Networks
Figure 15: Maintenance Options
In addition to maintaining data manually and in the network graphic (1, 2), you can also use existing operative structures or standard structures as templates to copy from. When you create activities, you can use a standard network or an existing network as a template to copy from (3). You can also incorporate standard networks in an existing network (4). Using the Project Builder or the project planning board, you can copy a standard project or existing operative project (including all of its activities) to a new project structure (5).
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Figure 16: Network Structure Graphic
All of the functions you need to create or change a network are available in the network graphic (the functions for inserting activities or relationships, for example). You can access the network graphic from various functions in Project System (the Project Builder, project planning board, or the information system, for example). The cycle analysis is a function that you can only perform in the network graphic. A cycle is a closed sequence of relationships and activities ("closed" means that, when you start out from an activity, you end up back at the same activity, by way of relationships). If the activity-relationship-activity path is cyclical, you will not be able to schedule the network. Cycle analysis is a tool that enables you to detect cyclical relationships, and correct them.
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Lesson: Activities and Networks
Exercise 3: Activities and Networks Exercise Objectives After completing this exercise, you will be able to: • Create projects in the Project Builder using a template • Edit networks in the Project Builder
Business Example You want to create a project for constructing a turbine system. The planned data from this project will be used later to create a quotation. To put the experience gained from past projects to use and to enable these projects to be compared more easily, use standard structures as templates when you create your project. Then adapt the operative structures to the specific requirements of the current project. Hint: In the following exercises, ## indicates your group number (## = 01, 02, and so on).
Task: Project T-200## Create a project called T-200## in the Project Builder. Get to know the various ways of editing networks in the Project Builder. 1.
In the Project Builder, use a template to create a project with the identification T-200## and description Turbine Gr##. Use the standard project T-20001 as a template and Turbine Model Group 1 as the project profile. Make sure that any assigned activities are also copied. The start date for your project is today. The finish date is one year later. Save project T-200##.
2.
Open project T-200## Turbine Gr## in the Project Builder. Assign WBS element T-200##.1 Engineering and Design the following three activities: Some of the engineering work for the rotating blades of the turbine is to be outsourced to an engineering company. Create an externally processed activity 1400 for this with the description Engineering of Rotating Blades. Use purchasing info record 5500000093.
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Employees in your company are to perform a quality check on the outsourced engineering work. Create an internally processed activity 1500 for this with the description Quality Check on Rotating Blades. Plan 10 hours work at work center 2400 and a duration of 2 days for performing the check. Use costs activity 6000 with the description Service to plan additional costs amounting to EUR 4,000 for cost element 466000. Assign this new costs activity 6000 Service using Drag&Drop to WBS element T-200##.5 Assembly Processing. 3.
You have not yet created any temporal relationships between the activities you have created and other activities in your network. Create the following relationships: In the Relationship Overview of the Project Builder, first create an FS relationship from activity 5000 Assembly and Test Run to activity 6000 Service. Then call up the network graphic and select the appropriate view. Choose just the display area, for example, and select the appropriate view for the activities. In connect mode, create FS relationships between activities 1000 and 1400, 1400 and 1500, as well as 1500 and 4000. Plan material costs for components that you will not assign to the activities until later on. On the Assignments tab page, enter EUR 150,000 and EUR 135,000 as material planning values in activities 3000 Preliminary Orders and 3100 Material Procurement Plant Components. Save the changes you have made to the project.
4.
Optional: Answer the following questions on the network and activities in your project T-200##: Which number is entered in your network for the MRP controller responsible? In which internally processed activity in your project has a work center not been maintained? Which purchasing group is responsible for purchasing the external service that you planned using activity 1400 Engineering of Rotating Blades?
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Lesson: Activities and Networks
Solution 3: Activities and Networks Task: Project T-200## Create a project called T-200## in the Project Builder. Get to know the various ways of editing networks in the Project Builder. 1.
In the Project Builder, use a template to create a project with the identification T-200## and description Turbine Gr##. Use the standard project T-20001 as a template and Turbine Model Group 1 as the
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project profile. Make sure that any assigned activities are also copied. The start date for your project is today. The finish date is one year later. Save project T-200##. a)
In the SAP menu, go to the Project System folder and open the Project Builder. Choose SAP Menu → Logistics → Project System → Project → Project Builder. To create a project using a template, choose Enter the following data in the dialog box: Field Name
Create Copy Project.
Values
Project Definition
T-200##
Description
Turbine Gr##
Start
Today’s date
Finish Date
Today + 1 year
Project Profile
Turbine Model Group 1
Template Std. proj. def.
T-20001 Leave other fields as they are
The With Activities indicator should be set. Confirm your entries and Enter. any warnings that appear regarding the finish date with Hint: In the structure, you can now see various objects that were copied from the standard project: •
Project definition
• •
WBS elements Network header (with the provisional number, for example, %00000000001)
• •
Activities Milestone
Save your project. 2.
Open project T-200## Turbine Gr## in the Project Builder. Assign WBS element T-200##.1 Engineering and Design the following three activities: Continued on next page
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Lesson: Activities and Networks
Some of the engineering work for the rotating blades of the turbine is to be outsourced to an engineering company. Create an externally processed activity 1400 for this with the description Engineering of Rotating Blades. Use purchasing info record 5500000093. Employees in your company are to perform a quality check on the outsourced engineering work. Create an internally processed activity 1500 for this with the description Quality Check on Rotating Blades. Plan 10 hours work at work center 2400 and a duration of 2 days for performing the check. Use costs activity 6000 with the description Service to plan additional costs amounting to EUR 4,000 for cost element 466000. Assign this new costs activity 6000 Service using Drag&Drop to WBS element T-200##.5 Assembly Processing. a)
You are still in the Project Builder. The project you created earlier is displayed in the worklist under Last Projects Processed. To open your T-200## Turbine Gr##. project, double-click Hint: If the system does not display all levels, fully expand the structure . To avoid having to carry out this step, you can enter a suitable value in the Project Builder options for the number of hierarchy levels to be displayed (Settings → Options). In the structure, select WBS element T-200##.1 Engineering and Design. To create an externally-processed activity for this WBS External Processing element, go to the template area and choose (under Individual Objects → Activity). Enter the following data on the detail screen of the activity: Field Name Activity
Values 1400
Text (without caption) Engineering of Rotating Blades Info Record
5500000093 Leave other fields as they are
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Choose Enter to confirm your entries and that purchasing data should be read from the purchasing info record. The activity is created and is displayed in the structure underneath WBS element T-200##.1 Engineering and Design. b)
In the structure, select WBS element T-200##.1 Engineering and Design again. To create an internally-processed activity for this Internal WBS element, go to the template area and double-click Processing. Enter the following data on the detail screen of the activity: Field Name Activity
Values 1500
Text (without caption) Quality Check on Rotating Blades Work Center
2400
Work
10 HR
Normal Duration
2 DAY Leave other fields as they are
Confirm your entries with c)
Enter.
In the structure, select WBS element T-200##.1 Engineering and Design again. To create a costs activity for this WBS element, go to the template area and double-click Costs. Enter the following data on the detail screen of the activity: Field Name Activity
Values 6000
Text (without caption) Service Amount
4,000 EUR Leave other fields as they are
Confirm your entries with Enter. The activity is displayed in the structure underneath WBS element T-200##.1 Engineering and Design. Continued on next page
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Lesson: Activities and Networks
To assign the costs activity to WBS element T-200##.5 Assembly 6000 Service in the structure, and Processing, select activity holding the left-hand mouse button down, drag it to WBS element T-200##.5 Assembly Processing. 3.
You have not yet created any temporal relationships between the activities you have created and other activities in your network. Create the following relationships: In the Relationship Overview of the Project Builder, first create an FS relationship from activity 5000 Assembly and Test Run to activity 6000 Service. Then call up the network graphic and select the appropriate view. Choose just the display area, for example, and select the appropriate view for the activities. In connect mode, create FS relationships between activities 1000 and 1400, 1400 and 1500, as well as 1500 and 4000. Plan material costs for components that you will not assign to the activities until later on. On the Assignments tab page, enter EUR 150,000 and EUR 135,000 as material planning values in activities 3000 Preliminary Orders and 3100 Material Procurement Plant Components. Save the changes you have made to the project. a)
Project T-200## Turbine Gr01 is still open in the Project Builder. 6000 Service in the structure. You have already selected activity To create a relationship for activity 5000 Assembly and Test Run in tabular mode, choose Relationship Overview. In the Activity Selection area, select activity 5000 Assembly and Test Run and choose Create Relationship. Hint: You can restrict the number of activities listed in Activity Selection by entering suitable criteria, such as activity number or activity short text. Alternatively, you can enter the activity number directly in the list of relationships and create the relationship in this way. The activity number appears in the list of relationships. The Scs (successor) indicator is not set. This means that activity 5000 Assembly and Test Run is the predecessor of activity 6000 Service. FS (finish-start) is entered as the type of relationship. Continued on next page
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b)
PLM200
Network Graphic. In the To call up the network graphic, choose network graphic, choose Settings → View → Display and then Complete View. If necessary, select the appropriate view for the activities. To do so, choose Activities... and then small in the dialog box for the activity display. To create relationships in graphical mode, choose Connect. The shape of the cursor changes (pencil). Holding the left-hand mouse button down, draw a line from the end of activity 1000 (predecessor) to the start of activity 1400 (successor). An FS relationship is then created between activities 1000 and 1400. Repeat this procedure to create FS relationships between activities 1400 and 1500 and 1500 and 4000. You can deactivate connect code by clicking a free space in the display area. If necessary, adjust the complete graph. To do so, choose Adjust.... Then confirm the selected option Adjust Complete Graph with Enter.
c)
To plan material costs, call up the detail screen of activity 3000 Preliminary Orders. To do so, double-click activity 3000 in the network graphic. Choose Assignments and enter 150,000 in the Material Planning field. To return to the network graphic, choose Back. Repeat this procedure to plan 135,000 for activity 3100 Material Procurement Plant Components. To exit the network graphic, choose Back. If necessary, confirm the prompt asking you if you want to save the node items by choosing Yes. To save the changes you have made to project T-200##, choose Save.
4.
Optional: Answer the following questions on the network and activities in your project T-200##: Which number is entered in your network for the MRP controller responsible? In which internally processed activity in your project has a work center not been maintained?
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Lesson: Activities and Networks
Which purchasing group is responsible for purchasing the external service that you planned using activity 1400 Engineering of Rotating Blades? a)
To answer the questions, open project T-200## in the Project Builder. To open the project, go to the worklist (under Last Projects Processed) T-200## Turbine Gr##. and double-click the project You can find the number of the MRP controller responsible on the Control tab page of the network header . The value 101 PP is defined for your network. To display a list of all the activities in your network, choose the in the structure and then Activity Overview. network header On the Internal Processing tab page, all the internally-processed activities are listed in a table. No work center has been maintained for activity 4000 Production of Running Gear, Bearing, Valves. The activity is currently only used for planning dates. Later on, you will assign material components to the activity and then trigger the manufacturing process for materials in production. Go to the External Processing tab page in the activity overview. In the Purchasing Group column (scroll the list to the right), you can see the value 001 for the purchasing group of activity 1400 Engineering of Rotating Blades. This purchasing group was copied from the purchasing info record. If necessary, close your project with
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Lesson Summary You should now be able to: • Describe the tasks and structure of networks • Use the Project Builder and network graphic to maintain networks
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Lesson: Milestones, Documents, and Tools
Lesson: Milestones, Documents, and Tools Lesson Overview This lesson describes various objects that you can assign to WBS elements and activities that are used for information and analysis purposes and for controlling processes. The mass change function discussed in this lesson is a tool you can use to change large volumes of project data very quickly. Open Project System (Open PS) is introduced as the tool for exchanging data with Microsoft Project.
Lesson Objectives After completing this lesson, you will be able to: • • •
Assign PS texts, documents, and milestones Use the mass change function Name the functions of Open PS
Business Example A number of texts and other documents (such as CAD drawings) are important for executing the project later on. You assign these documents to project T-200##. Using milestones, you can plan dates for subsequent billing. A mass change function is available for changing large volumes of data in your project.
PS Texts, Documents, and Milestones PS texts are user-definable texts that are managed in a PS text catalog. The texts are grouped according to text type and can be created in several different languages. You can create PS texts in SAPScript format or using Microsoft Word. The files in question are stored in the R/3 database. You can assign PS texts to one or more WBS elements or activities. You can use the SAP Document Management System in Project System to assign document info records to WBS elements and activities. In the Document Management System, you can assign original (external) documents in various formats (XLS (Microsoft Excel), DOC, PPT, BMP, TIF, CAD formats, and so on) to an (R/3-internal) document info record. In SAP Project System (SAP PS), you can display the document info records and the corresponding original documents online. You can also display the original documents using the Internet.
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You can assign milestones to activities and WBS elements and document events that are particularly important in a project. Milestones have a range of applications. They can be used for milestone billing in SD, for example, to start workflow tasks, or to release activities that are yet to be carried out. They can also be used purely for information purposes or for analyses in various reports.
Figure 17: PS Texts, Documents, Milestones
Mass Change You can use the mass change function to make cross-project changes to fields pertaining to project definitions, WBS elements, networks, activities, and relationships. The same authorization objects as for individual changes are used for mass changes. You can use formula values for numeric fields instead of field values or fixed values. For example, in selected activities, you can double the values in the Work field or replace them with a different calculated value without having the make the changes for the individual activities manually. You can test the extent of your changes before you actually make a mass change. Remember that, if you make a mass change, this might mean that a large number of objects will be changed simultaneously. In many cases, you cannot undo the changes made. For this reason, always be particularly careful when you use this transaction.
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Figure 18: Mass Change
Open PS Open PS is the component that handles communication between SAP PS and other project management systems or personal organizers. Open PS is based on the open PS interface PS-EPS (Interface to External Project Software) and has used standardized BAPI technology (BAPI=Business Application Programming Interface) since EPS 4.0. You can develop your own interfaces based on PS-EPS. With Open PS, however, SAP provides its own interface solution for exchanging data with Microsoft Project. Open PS allows you to exchange data directly with Microsoft Project in a number of different ways: • • •
Create a project in Microsoft Project from an SAP R/3 project Transfer a project from Microsoft Project to SAP PS Harmonize data from a project in Microsoft Project with a project in SAP PS
Open PS is not an integral component of SAP R/3; it is available as an add-on to SAP PS. For more information about Open PS and the software required for installing it, see the home page for Project System on the SAP Service Marketplace at service.sap.com/ps.
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Figure 19: Open PS
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Lesson: Milestones, Documents, and Tools
Exercise 4: Milestones, Documents, and Mass Change Exercise Objectives After completing this exercise, you will be able to: • Create milestones in the Project Builder • Create PS texts and assign documents • Use the mass change function in the Project Builder
Business Example To be able to plan billings dates later on, create an additional milestone in customer project T-200##. Use PS texts and documents from Document Management to document the project. Maintain a person responsible for all the WBS elements in your project in one single step using the mass change function. Hint: In the following exercises, ## indicates your group number (## = 01, 02, and so on).
Task: Extending Project T-200## Extend project T-200##, which you created earlier, in the Project Builder to include milestones, PS texts, and documents. Use the mass change function for more extensive changes. 1.
Open project T-200## in the Project Builder. Assign a milestone with the description Partial Invoice 30% and usage PS01 to activity 4000 Production of Running Gear, Bearing, Valves. You want the milestone date to be determined from the earliest finish date for the activity and to be able to use it in a sales document to plan revenues (billing percentage: 30 %).
2.
In the PS text overview, create a PS text Specification Gr## with text type 01 (Function Description) and format 2 (DOC Format) for the WBS element at the top of project T-200##. Enter a text of your choice for specifying the turbine system.
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Assign documents from Document Management to the same WBS element in the document overview. Use document type DRM as the key, the number PS-TUR-001-00001, the document part 000, and version number 00. Save the changes you have made to the project. Caution: The participant groups block each other when assigning documents. For this reason, each group should complete this step as quickly as possible. 3.
Open project T-200## again and display an original document of the document you assigned earlier in the Project Builder. Optional: Call up the document info record of the document from the Project Builder.
4.
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Use the mass change function in the Project Builder to assign to assign the person responsible with the number ## to all the WBS elements in project T-200##. Save the changes you have made to the project.
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Lesson: Milestones, Documents, and Tools
Solution 4: Milestones, Documents, and Mass Change Task: Extending Project T-200## Extend project T-200##, which you created earlier, in the Project Builder to include milestones, PS texts, and documents. Use the mass change function for more extensive changes. 1.
Open project T-200## in the Project Builder. Assign a milestone with the description Partial Invoice 30% and usage PS01 to activity 4000 Production of Running Gear, Bearing, Valves. You want the milestone date to be determined from the earliest finish date for the activity and to be able to use it in a sales document to plan revenues (billing percentage: 30 %). a)
In the SAP menu, go to the Project System folder and open the Project Builder. Choose SAP Menu → Logistics → Project System → Project → Project Builder. To open your customer project, go to the worklist (under Last T-200## Turbine Projects Processed) and double-click the project Gr##. If necessary, expand the entire project structure . Use Drag&Drop to drag a milestone from the templates area (under Individual Objects) to activity 4000 Production of Running Gear, Bearing, Valves. Enter the following data on the detail screen of the milestone: Field Name
Values
Milestone (text)
Partial Invoice 30%
Usage
PS01 Partial Billing (Deb.)
Usage Sales Document Date
x
Invoice Percentage
30 %
Offset to Activity Offset to Finish
x Leave other fields as they are
Enter. The milestone is displayed Confirm your entries with 4000 Production of Running Gear, in the structure under activity Bearing, Valves. Continued on next page
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In the PS text overview, create a PS text Specification Gr## with text type 01 (Function Description) and format 2 (DOC Format) for the WBS element at the top of project T-200##. Enter a text of your choice for specifying the turbine system. Assign documents from Document Management to the same WBS element in the document overview. Use document type DRM as the key, the number PS-TUR-001-00001, the document part 000, and version number 00. Save the changes you have made to the project.
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Caution: The participant groups block each other when assigning documents. For this reason, each group should complete this step as quickly as possible. a)
Project T-200## is still open in the Project Builder. In the structure, T-200## Turbine and choose PS Text select WBS element Overview. Enter the following data in the table overview for the PS texts: Field Name
Values
ST (Text Type)
01 Function Description
Description
Specification Gr##
T (Format)
2 DOC Format
Confirm your entries with Enter. The editor for DOC format then appears. Enter a text of your choice and choose Save. b)
To assign documents from Document Management to the same WBS element, go from the PS text overview to the document overview. Document Overview. Enter the following data in To do so, choose the table overview: Field Name Type
DRM
Document
PS-TUR-001-00001
DPt (Document Part)
000
VS (Document Version)
00
Confirm your entries with Save. 3.
Values
Enter. Save your changes by choosing
Open project T-200## again and display an original document of the document you assigned earlier in the Project Builder.
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Optional: Call up the document info record of the document from the Project Builder. a)
To open your project, go to the worklist and double-click project T-200## Turbine Gr##. If necessary, expand the entire project Specification GR## and structure. In the structure, the PS text the document DRM PS-TUR-001-00001 00 000 are displayed T-200## Turbine. underneath WBS element To display the assigned original documents, expand the document DRM PS-TUR-001-00001 00 000 in the structure. Select original JT Pump Assembly in the structure and choose document Display Original. Hint: The system may request you to select the frontend type. Choose PC with Windows. You can only display the JT file if the SAP GUI (including the EAI Viewer) has been fully installed on your frontend. To view the entire object displayed in the CAD drawing, you can use the cursor to rotate it in any direction.
b)
Optional: To display the document info record, select the document DRM PS-TUR-001-00001 00 000 in the structure and choose Details. The document info record contains further information on Back. the document. To return to the Project Builder, choose
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4.
Use the mass change function in the Project Builder to assign to assign the person responsible with the number ## to all the WBS elements in project T-200##. Save the changes you have made to the project. a)
Project T-200## is still open in the Project Builder. In the structure, T-200## Turbine Gr##. To execute select the project definition the mass change, choose Mass Change. In the dialog box that appears, choose WBS Elements. A further dialog box appears in which you can choose the fields you want to change. In the Pool, select the line Person Responsible and Choose. Confirm your copy the field to your selection criteria with Enter. selection with Enter your group number ## in the Person Responsible: New Value Execute. field and start the mass change with A log appears that lists all of the changes made. To exit the log display and to save the changes, choose Back and Save.
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Lesson Summary You should now be able to: • Assign PS texts, documents, and milestones • Use the mass change function • Name the functions of Open PS
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Unit Summary
Unit Summary You should now be able to: • Describe the tasks and structure of work breakdown structures • Use the Project Builder and hierarchy graphic to maintain work breakdown structures • Describe the tasks and structure of networks • Use the Project Builder and network graphic to maintain networks • Assign PS texts, documents, and milestones • Use the mass change function • Name the functions of Open PS
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Unit 3 Reporting Unit Overview During the course of a project, a large volume of data is generated that has to be prepared efficiently, transparently, and comprehensively to satisfy the various information requirements of the project team members throughout all phases of the project. This unit looks at the various options for evaluating and analyzing project data.
Unit Objectives After completing this unit, you will be able to: • •
List various reporting options for project-specific data Name the functions of the structure information system and cost reports
Unit Contents Lesson: Reporting ................................................................... 66 Exercise 5: Project Information System ...................................... 79
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Lesson: Reporting Lesson Overview This lesson gives you an overview of the various reporting options available for project-specific data. It also introduces you to the structure information system and a number of commercial project reports used in SAP Project System (SAP PS).
Lesson Objectives After completing this lesson, you will be able to: • •
List various reporting options for project-specific data Name the functions of the structure information system and cost reports
Business Example You want to use reports for monitoring your projects during the planning and execution phases. You can obtain an overview here of the various reporting functions for projects.
Reporting: Overview The project information system is a flexible, sophisticated tool with which you can monitor and control your project data. You can analyze individual projects, subprojects, or several projects together. Overview reports and reports for providing greater detail are available.
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Figure 20: Information Systems
You can use the following information systems to evaluate important key figures for your projects: • • • • • • •
Structure information system Cost/revenue/payment (Controlling) information system, with hierarchy reports, cost element reports, and the SAP List Viewer for line items Capacity analysis Order report, lists of reservations, purchase requisitions, purchase orders pertaining to the projects, ProMan Stock/requirements overview Progress analysis, progress tracking SAP Business Information Warehouse (SAP BW)
The following reports and systems are available, in particular for cross-project evaluations: • • • •
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Project summarization SAP Executive Information System (SAP EIS) Profit Center Accounting reports Profitability Analysis reports
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Figure 21: Level of Detail
You can use SAP EIS to evaluate logistical and accounting key figures across projects. Reporting is performed using drilldown reports. You can define characteristics of your choice based on your project master data (project type, business area, or person responsible for project, for example). In Profitability Analysis, reporting is performed at profitability segment level. Reporting is based on value fields and characteristics. The reporting tools used are called drilldown reports. The reports allow you to evaluate project data and production data together. In Profit Center Accounting, reporting is based on profit centers and the profit center hierarchy. You can execute reports here that will enable you to monitor the success of your organizational structure. Hierarchy reports are drilldown reports for evaluating the costs, revenues and payments of one or more projects. Reporting here is based on value categories. Hierarchy reports allow you to drilldown on the basis of various characteristics, and to call up line items and documents. Cost element reports enable you to evaluate project costs and revenues. The data is presented in a cost-element-based display. Interactive displays in Microsoft Excel are also possible. Line item reports enable you to evaluate line items and documents. These reports are particularly useful because they allow you to select columns, calculate subtotals, and to call up a full range of accounting documents. The structure information system enables you to evaluate objects as well as logistical and accounting key figures. You can also edit (change, create) objects from the information system.
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With SAP BW, you can evaluate business data across systems and applications. SAP BW allows you to display data interactively with high-performance, easy-to-use evaluations.
Structure Information System The structure information system evaluates the structural and logistical aspects of projects; but you can also display costs, revenues, and other data in the structure. On the initial screen, you specify which data you want the system to select from the logical database in Project System. You can select the data you require using dynamic selection or object statuses. In the structure overview, you can display and edit the entire hierarchical structure of a project (including documents, PS texts, networks, other orders, investment programs, and SD documents). You can navigate from the structure overview to individual overviews, detail screens, and detail screen lists. You can also access the individual overviews directly. SAP-List-Viewer-based or extended individual overviews are available for the individual overviews.
Figure 22: Structure Overview and Individual Overviews
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Important functions supported by these reports allow you to select fields from project structures, display them as columns, and use them to sort or group objects. You can define filters or exceptions to select particular objects or highlight these in a different color. In addition to displaying objects in line with the hierarchy of the project structures, you can use other views for your evaluations. For example, you can evaluate your objects in accordance with your cost center or profit center hierarchy. You can also display your project data graphically, send it via SAP Office, and export it in different formats. You can store the settings you have made in the structure information system using profiles and display variants.
Figure 23: Structure Information System: Functions
The structure information system is not merely a tool for displaying information. You can also create and change project structures (for example, project definitions, WBS elements, networks, and activities) from the reports. If you have a multi-level product structure with production and planned orders (assigned to WBS elements), the entire structure is displayed in the structure overview, and can be edited. You can also call up other assigned orders to display or change objects. From the information system, you can confirm activities, and initiate pools of confirmations or confirmation workflows. You can also go to the mass change transaction if you do not want to change an individual object, and create collective confirmations. Once you have made your changes, you can refresh the data (in other words, read it
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from the database again) to evaluate the changes straight away. You can use the right-hand mouse button (context-sensitive) to choose functions that are valid for the current cursor position.
Figure 24: Structure Information System: Graphical Evaluation and Data Export
You can call up the following graphics from the structure information system. • • •
• • •
Hierarchy graphic (WBS elements and activities) Network graphic (activities) Structure graphic (other objects - with the exception of WBS elements and activities - are also displayed: SD documents, project orders, or investment programs, for example) GANTT chart (unlike the project planning board, this can be called up for several projects) Portfolio (X-Y representation of two columns) SAP Business Graphics (for example, total curves, histograms)
You can export data from the structure information system in a range of formats. The various formats available for this are shown in the “Structure Information System: Graphical Evaluation and Data Export” figure.
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Commercial Project Reports The costs/revenues/payments hierarchy reports enable you to evaluate your PS data interactively. Reports of this type can evaluate your data according to specific characteristics. Each report contains a wide range of lists that you can access interactively. The hierarchy reports include user-friendly functions that enable you to work online in these lists. Using the drilldown functions, you can navigate from the basic list to the various levels in the report. You can also change the sequence of characteristics as you go. You can select individual elements and analyze their costs in greater detail using drilldown lists. For example, you could start by displaying the planned costs for the entire project and then how the planned costs are distributed among the various value categories for WBS element WBS 2. You could then analyze the planned costs of WBS element WBS 2 for value category 620 according to cost distribution to the various periods.
Figure 25: Hierarchy Reports
In hierarchy reports, you can sort columns and rows, compress or expand hierarchical displays to the required level, use exceptions to highlight values in a different color, or call up other reports. You can also carry out conversions to different currencies, use graphical display options, send and print data, and use export functions in hierarchy reports.
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Cost element reports display costs by cost element. In a navigation panel in the cost element reports, for example, you can go to a structure and choose the object whose costs you want to analyze or call up an appropriate list and choose the period you want to evaluate. You can use sort and filter functions here, as well as different currencies to display the data. You can also print, send, and export data from cost element reports. In the report itself, you can output the data in Microsoft Excel or Lotus 123 format if you want to use a spreadsheet to calculate average values, for example. You can call up other reports, such as line item reports, from cost element reports. In expert mode, you can refresh your data.
Figure 26: Cost Element Reports
All line items are evaluated using the SAP List Viewer. This tool standardizes and simplifies the procedure for working with lists in the R/3 System. In addition to typical list functions, such as flexible column selection and automatic adjustment of the column width, sorting and filtering data by column, as well as calculating totals and subtotals, the SAP List Viewer also allows you to print, send, and export data. You can store the settings you have made to the SAP List Viewer as layouts either just for yourself (user-specific) or make them generally available. In the line item report, you can also call up and analyze the original documents as well as the account documents for the original documents. You can call up the reports for the line items directly or use report interfaces between the various cost reports.
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Figure 27: Line Item Reports
You can go from the hierarchy report you are in to other hierarchy reports or cost element reports by choosing the Goto menu (or the appropriate icon). These report interfaces enable you to go from hierarchy reports and cost element reports to line item reports. You can then branch from the line item reports to the original documents and, in the case of actual line items, to the various accounting documents. This allows you, for example, to drill down the cost structure of the hierarchy report so that you can analyze the actual costs in your project. You can select fields in the report and go to a cost element report to carry out further analyses. You can call up the line item report you require from the cost element report to display the accounting documents.
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Figure 28: Evaluation Using Cost Reports
SAP Business Information Warehouse With SAP BW, you can evaluate data from transactional SAP applications, such as SAP PS, as well as from any other business applications and external data sources, such as databases, online services and the Internet. The descriptions of the data (metadata) are stored separately from the source in a common metadata repository, which means that data from a wide range of sources can be combined so that it can be analyzed further. The Administrator Workbench is responsible for controlling, monitoring, and maintaining the data procurement processes.
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Figure 29: SAP Business Information Warehouse
SAP BW supports Online Analytical Processing (OLAP) for preparing large volumes of operative and historical data. OLAP technologies allow multidimensional analyses to be performed according to various business criteria. InfoCubes describe a self-contained dataset (from a reporting perspective) that can be evaluated. (In contrast to multidimensional data stores for InfoCubes, data in ODS objects is stored in transparent, flat database tables.) You analyze data in SAP BW using Business Explorer tools (BEx tools). The Business Explorer includes the following BEx tools: • • • •
BEx Analyzer for defining queries, retrieving data from the BW database, and for analyzing and presenting data in Microsoft Excel or on the Web BEx Browser for organizing and managing workbooks and documents BEx Map for visualizing data on geographical maps BEx Web Application Designer for generating HTML pages, for example, that contain BW-specific content such as tables, charts or maps.
The Business Explorer provides a wide range of different users with access to the information stored in SAP BW. The information can be accessed via the Enterprise Portal, for example using an iView that you can call up in addition to the applications from which the data was extracted, via the intranet (Web
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Application Design), and via mobile devices, such as WAP or i-Mode-capable cellular phones, personal digital assistants, and so on). Additional interfaces are also available for connecting frontend tools from third-party vendors. “Business Content” is the term used to describe predefined role and task-related information models. The Business Content for SAP PS contains predefined roles, InfoCubes, and queries for example. You can use Business Content without making any modifications to it. You can, however, change it or even use it as a template for creating your own content, thereby speeding up the implementation of SAP BW.
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Exercise 5: Project Information System Exercise Objectives After completing this exercise, you will be able to: • Use the structure overview in the structure information system • Carry out evaluations using a cost element report • Use line item reports for evaluations • Optional: Analyze data in a hierarchy report according to various criteria
Business Example Familiarize yourself with the various reports from the structure and controlling information systems in order to analyze the project data. Use project E-9990 to do this. This project has reached the execution phase and, therefore, already contains planned and actual data.
Task 1: Structure Information System Use the structure overview in the structure information system to evaluate project E-9990. 1.
Call up the structure overview in the structure information system in Project System. Select the data in project E-9990. Use the field selection function to hide the Project Revenue Plan 000 and Actual Revenues columns and select the Work and Work Center fields instead as additional columns. Adjust the settings so that the values are not aggregated. In the structure overview, the project definition, WBS elements, network header, activities, milestones, and documents are displayed for project E-9990. Go from the report to the detail screen of the only general costs activity in the project. Go back to the structure overview and then to the SAP menu without saving the data you have selected.
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Task 2: Controlling Information System Analyze the costs in project E-9990 using the controlling information system. Use a cost element report for the evaluation and a line item report to analyze the actual costs in detail. Optional: Use a hierarchy report to evaluate the project costs according to various characteristics. 1.
Call up the plan-based cost element report Actual/Commitment/Total/Plan in CO Area Currency in the controlling information system in Project System. Select project E-9990. Because the project began in a previous fiscal year, you have to adjust the selection criteria. On the selection screen, enter the fiscal years 1995 to the current year. Then execute the report. To which cost elements were actual costs posted in the project?
2.
Go from the cost element report to a line item report for the actual costs in project E-9990. Adjust the layout of the report temporarily so that the appropriate partner object is displayed in a column. From which cost center does the project use activities? Exit the line item and cost element reports and go back to the SAP menu without saving the data.
3.
Optional: Evaluate the costs in project E-9990 using the plan-based hierarchy report Plan/Actual/Commitment/Rem.Plan/Assigned in the controlling information system in Project System. Use the graphical report output as the output type when you execute the report. Drill down the data according to the characteristic Business Transaction. Then analyze how the planned costs for the business transaction Standard Costing (Primary) are distributed over various periods (drill down). Finally, return to the SAP menu.
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Solution 5: Project Information System Task 1: Structure Information System Use the structure overview in the structure information system to evaluate project E-9990. 1.
Call up the structure overview in the structure information system in Project System. Select the data in project E-9990. Use the field selection function to hide the Project Revenue Plan 000 and Actual Revenues columns and select the Work and Work Center fields instead as additional columns. Adjust the settings so that the values are not aggregated. In the structure overview, the project definition, WBS elements, network header, activities, milestones, and documents are displayed for project E-9990. Go from the report to the detail screen of the only general costs activity in the project. Go back to the structure overview and then to the SAP menu without saving the data you have selected. a)
To call up the structure overview, choose SAP Menu → Accounting → Project System → Information System → Structures → Structure Overview. Enter E-9990 in the Project field and choose
Execute.
Hint: Using the multiple selection function, you can evaluate several projects at the same time. You can, however, also use appropriate selection criteria, a status profile or dynamic selections to restrict the data selected to specific objects. You can save your selection criteria as a variant. To display and hide columns, choose Choose Fields. Go to the Selected Fields area on the left of the dialog box, select the two lines Project Revenue Plan 000 and Actual Revenues and choose Do Not Choose. In the area on the right, now select the lines Work and Work Choose. Confirm your selection with Enter. Center and choose The new fields are displayed in the overview in the appropriate columns.
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b)
c)
The values for the planned work for the activities, and the planned or actual costs are aggregated in the project structure. To change the values to non-aggregated values, choose Settings → Value Display → Not Aggregated. The values are now only displayed for the individual activities. In the structure overview, the various objects in the project are displayed together. In the Object Type column, you can see that activity 3000 is a general costs activity. To call up the detail screen for this activity, double-click activity number 3000 in the Project Object column. The system calls up the transaction for displaying the detail data of the costs activity. To go back to the structure overview, choose Back in the detail screen, and then Back twice. Hint: In the structure overview, you can display assigned orders from other applications, such as production, maintenance, and internal orders, as well as sales documents, such as customer inquiries and sales orders, in addition to the objects from Project System, documents and assigned material components. You can call up the transaction for displaying and editing these objects from the structure overview. By refreshing the data in the report, you can display the changes made to the objects directly in the structure overview. To exit the overview without saving your data, choose Back and No in the dialog box. To return to the SAP menu, choose Back again.
Task 2: Controlling Information System Analyze the costs in project E-9990 using the controlling information system. Use a cost element report for the evaluation and a line item report to analyze the actual costs in detail. Optional: Use a hierarchy report to evaluate the project costs according to various characteristics. 1.
Call up the plan-based cost element report Actual/Commitment/Total/Plan in CO Area Currency in the controlling information system in Project System. Select project E-9990. Because the project began in a previous
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fiscal year, you have to adjust the selection criteria. On the selection screen, enter the fiscal years 1995 to the current year. Then execute the report. To which cost elements were actual costs posted in the project? a)
To evaluate project E-9990 in the cost element report, go to the Project System menu and choose Project System → Information System → Financials → Costs → Plan-Based → By Cost Element → Actual/Commitment/Total/Plan in CO Area Currency. On the initial screen, enter the following selection criteria: Field Name
Values
Project
E-9990
From Fiscal Year
1995
To Fiscal Year
Current year Leave other fields as they are
To start the report, choose
Execute.
Hint: In the Variation area on the left, you can choose the object whose costs you want to evaluate on the right. In addition to the planned costs and actual costs of the various objects, you can also evaluate commitment costs, if necessary, in the report on the basis of purchase requisitions or purchase orders. Actual costs are displayed in the report for the following cost elements: • • 2.
619000 DAA Production 620000 DAA Machine Costs
Go from the cost element report to a line item report for the actual costs in project E-9990. Adjust the layout of the report temporarily so that the appropriate partner object is displayed in a column. From which cost center does the project use activities?
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Exit the line item and cost element reports and go back to the SAP menu without saving the data. a)
You are still in the transaction for evaluating project E-9990 in the cost element report Actual/Commitment/Total/Plan in CO Area Currency. To call up the line item report for all the actual costs displayed, Call Report. select the total value in the Actual column and choose To add an additional column, choose Change Layout... in the line item report. In the dialog box, go to the Column Set on the Columns tab page and select Partner Object. Copy the field to Columns by Show Selected Fields and confirm your selection with choosing Enter. In the Partner Object column, the cost center and activity types are displayed that were used for activity allocation. So far, only costs from the cost center 4290 have been allocated to project E-9990. Hint: Using the Environment menu of the line item report, you can also call up the source document for a line item. If other accounting documents have been created (for example, cost accounting documents, profit center documents, financial accounting documents, and so on), you can display these by choosing Environment → Accounting Documents. To return to the cost element report, choose the dialog box to exit the line item list.
Back. Choose Yes in
To return to the SAP menu, choose Back and then confirm the dialog box for exiting the report with Yes. 3.
Optional: Evaluate the costs in project E-9990 using the plan-based hierarchy report Plan/Actual/Commitment/Rem.Plan/Assigned in the controlling information system in Project System. Use the graphical report output as the output type when you execute the report. Drill down the data according to the characteristic Business Transaction.
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Then analyze how the planned costs for the business transaction Standard Costing (Primary) are distributed over various periods (drill down). Finally, return to the SAP menu. a)
In the Project System menu, choose Project System → Information System → Financials → Costs → Plan-Based → Hierarchical → Plan/Actual/Commitment/Rem.Plan/Assigned. On the initial screen, enter E-9990 in the Project field if this has not been defaulted by the system. Choose Graphical Report Output as the output type. Execute Execute. the report with The costs are displayed in the report in accordance with the project structure. To drill down the data according to the characteristic Business Transaction, double-click the characteristic on the left in the navigation panel. The cost display is then adjusted accordingly.
b)
To analyze the periodic distribution of just the planned primary costs, use your cursor to drag the line containing the business transaction Standard Costing (Primary) from right to left to the characteristic Period/Year in the navigation panel. The drilldown list of the costs for this business transaction is then displayed. Hint: In the navigation panel, Standard Costing (Primary) is displayed as the current value of the characteristic Business Previous Value and Next Value in the Transaction. Using navigation panel, you can choose a different characteristic value. Only the costs for this characteristic value are then displayed in the drilldown list. Back and To return to the SAP menu from the report, choose confirm the dialog box for exiting the report with Yes.
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Lesson Summary You should now be able to: • List various reporting options for project-specific data • Name the functions of the structure information system and cost reports
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Unit Summary You should now be able to: • List various reporting options for project-specific data • Name the functions of the structure information system and cost reports
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Unit 4 Planning Unit Overview During the planning phase of a project, dates must be set, resources made available, and material and funds consumption planned. This unit provides you with an overview of the various planning options available using work breakdown structures, networks, and activities.
Unit Objectives After completing this unit, you will be able to: • • • • • • • • • • •
Plan basic dates for WBS elements by means of the project planning board Name the basic characteristics of scheduling Explain the concept behind planning internal and external activities by means of network activities Distribute work among the workforce Explain the material planning functions in SAP Project System (SAP PS) Name the benefits of transferring BOMs Name different methods for planning project costs and revenues Plan costs using Easy Cost Planning for a work breakdown structure Explain the concept behind network costing Name the sales pricing functions Carry out project revenue planning using sales orders
Unit Contents Lesson: Date Planning .............................................................. 91 Exercise 6: Date Planning...................................................... 97 Lesson: Resource Planning ....................................................... 105 Exercise 7: Resource Planning............................................... 111 Lesson: Material Planning ......................................................... 119 Exercise 8: Material Planning................................................. 123
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Lesson: Cost and Revenue Planning ............................................ 130 Exercise 9: Cost and Revenue Planning .................................... 139
Figure 30: Aspects of Planning
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Lesson: Date Planning
Lesson: Date Planning Lesson Overview This lesson provides an overview of the date planning options with WBS elements and networks. The project planning board, which is particularly useful for planning and evaluating dates, will be used.
Lesson Objectives After completing this lesson, you will be able to: • •
Plan basic dates for WBS elements by means of the project planning board Name the basic characteristics of scheduling
Business Example You want to plan dates manually for the individual work packages in your project E-99##. To plan dates for project T-200##, carry out scheduling on the basis of the network or activity information.
Project Planning Board The project planning board is a tool in SAP Project System (SAP PS) that enables you to process the entire project structure (WBS elements, activities, and the different objects assigned to them; see figure “Project Planning Board: Objects”) in an integrated environment. The project planning board is based on an interactive SAP Gantt chart. The Gantt chart comprises a table and diagram area, and shows not only the hierarchical structure of your project but also the corresponding situation with regard to dates. By choosing different points on the project planning board, you can call up detail screens for objects or change the field selection and time settings. When you click the right-hand mouse button, all the functions available at the cursor position are displayed. When using the project planning board, you can display or hide specific objects (activities, relationships, or milestones), as well as use different filter, sort, or grouping functions. You can configure the project planning board in such a way that it only displays what you need.
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Figure 31: Project Planning Board: Objects
You can use the project planning board to create and edit the project definition, WBS elements, activities, relationships, milestones, material components, documents, and PS texts. The project planning board is also particularly useful for planning dates and resources (work, external processing), as well as determining and planning costs using activities.
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Figure 32: Project Planning Board: Integration
In addition to the scheduling overview, you can display the following project overviews: •
• • •
Capacity overview: The system displays the work centers along with their capacity load utilization for the activities selected. Green bars indicate that capacity is still available, while red bars indicate that the available capacity has been exceeded. Materials overview: The system displays the components (and the corresponding requirements dates) assigned to the activities selected. Cost/revenue overview: The system displays the development of the costs/revenues for the WBS elements or activities selected. Maintenance orders: In a further sub-screen, the system displays the maintenance orders that have been assigned to an activity.
From the project planning board (and the Project Builder), you can call up the hierarchy graphic for WBS elements or the network graphic for activities where you can then work interactively.
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WBS Date Planning In projects without networks, dates can be planned manually for the WBS elements (basic dates). You can use the project planning board to plan basic dates for the WBS elements, for example, simply by dragging your mouse. Using structure planning, you can plan these dates in a table in the Project Builder in the detailed data for the WBS elements. To reduce the time and effort involved in planning, a range of functions are available to support WBS date planning. Basic dates can be extrapolated from lower to higher-level WBS elements, for example, or passed on from higher to lower-level WBS elements. You can check the consistency of date planning within the WBS structure. In the execution phase, you can also enter actual dates in the project planning board by dragging your mouse, and then compare them directly with the planned basic dates.
Figure 33: Basic Dates for WBS Elements
Scheduling In projects with networks, you can carry out scheduling to automatically derive the activity dates and WBS element dates. The scheduling parameters determine how scheduling is carried out. Networks are always scheduled forwards and backwards. The scheduling type in the scheduling parameters specifies the direction in which you begin scheduling. The system determines the earliest dates of the activities by means of forward scheduling, and the latest dates by means of backward scheduling. The difference between the earliest and the latest dates of an activity are referred to as floats. Floats can be zero or negative, which means that the activity in question is “critical”.
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In the project planning board, you can select WBS elements and schedule the assigned activities. The dates of the assigned activities are summarized to determine the scheduled dates of the WBS elements (thin time bars in the project planning board) and can be copied as planned basic dates. The dates scheduled in the work breakdown structure can then be extrapolated within the project structure. In the implementation guide, you can configure the appropriate scheduling parameters or use predefined scheduling scenarios. You can use the project planning board to change these settings for a particular project.
Figure 34: Scheduling
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Exercise 6: Date Planning Exercise Objectives After completing this exercise, you will be able to: • Plan basic dates for WBS elements by means of the project planning board • Carry out scheduling in the project planning board
Business Example Plan basic dates for the individual WBS elements manually for investment project E-99##. In customer project T-200##, planned dates are determined automatically by scheduling the activities and displayed in aggregated form in the WBS elements. Hint: In the following tasks, ## indicates your group number (## = 01, 02, and so on).
Task 1: Planning Basic Dates for WBS Elements – Project E-99## Use the project planning board to plan basic dates for the WBS elements manually in project E-99##. 1.
Change project E-99## in the project planning board. In the diagram area of the project planning board, plan feasible basic dates for all the WBS elements (apart from E-99## Elevator Gr##, E-99##-1 Engineering, and E-99##-2 Procurement) by dragging the time bars using your mouse. The entire project should last around 6 months. Determine the dates of the higher-level WBS elements using the Extrapolate Dates function. Save your changes.
2.
Optional: The procurement phase of project E-99## has to be postponed by 10 days. In the project planning board, shift the planned dates for the entire subtree of WBS element E-99##-2 Procurement (and the lower-level WBS elements) by 10 days. The assembly and acceptance phases also have to be postponed by 5 days as a result of the procurement phase being postponed. Use the cursor to shift the time bars for WBS elements E-99##-3 Assembly and E-99##-4 Acceptance accordingly. Continued on next page
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Determine the new end date for the level-1 WBS element E-99## Elevator Gr## by extrapolating the basic dates. Save the modified date planning data for your project.
Task 2: Scheduling – Project T-200## Use the scheduling function to plan dates for the activities and WBS elements of project T-200## in the project planning board. 1.
Now plan dates for project T-200##. To do so, open the project in the project planning board and display all the dependent objects. Extend the duration of activity 1000 (Engineering of Drawing/Calculation/Design) to 25 days. Also take a look at the fields relevant to scheduling in the detailed screen for the activity. Determine the dates of all the objects using the Schedule function. The scheduling parameters are set in such a way that the basic dates for the WBS elements to which the activities are assigned are also determined automatically. To determine the basic dates for the level-1 WBS element as well, extrapolate the dates in the project structure afterwards. Save your date planning data and return to the SAP menu.
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Solution 6: Date Planning Task 1: Planning Basic Dates for WBS Elements – Project E-99## Use the project planning board to plan basic dates for the WBS elements manually in project E-99##. 1.
Change project E-99## in the project planning board. In the diagram area of the project planning board, plan feasible basic dates for all the WBS elements (apart from E-99## Elevator Gr##, E-99##-1 Engineering, and E-99##-2 Procurement) by dragging the time bars using your mouse. The entire project should last around 6 months. Determine the dates of the higher-level WBS elements using the Extrapolate Dates function. Save your changes. a)
Open project E-99## in the project planning board. To do so, choose SAP Menu → Accounting → Project System → Project → Project Planning Board → Change Project and then choose the project E-99## Elevator Gr##. So far, you have only defined a basic start date for the project definition. The date is shown in the diagram. Under the diagram area, the date is displayed in accordance with the position of the cursor. You can now use this information to plan dates for WBS elements graphically and yet, at the same time, for specific days. To do so, position your cursor in the diagram area on the row of the appropriate WBS element so that the required date is displayed below. Press and hold down the left-hand mouse button to drag a time bar across to the planned finish date. Use this method to plan the following dates, for example (MM+1 means next month, MM+2 the month after next, and so on): WBS Element
From (basic start date)
To (basic finish date)
E-99##-1-1
01.MM+1
MM+1/15
E-99##-1-2
01.MM+1
MM+1/25
E-99## E-99##-1
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b)
E-99##-2-1
MM+1/10
MM+2/10
E-99##-2-2
MM+1/26
MM+3/26
E-99##-2-3
MM+3/01
MM+4/01
E-99##-3
MM+4/02
MM+5/15
E-99##-4
MM+5/20
MM+6/01
To determine the basic dates for the higher-level WBS elements, choose Edit → Reconcile/Check Dates → Extrapolate Dates. Hint: If you make the appropriate settings, the dates can be extrapolated automatically when you save your data. Save. If you have made any To save your date planning, choose changes to the layout of the project planning board, the system prompts you to save these changes. In this case, confirm that you want to save the user-dependent data by choosing Yes.
2.
Optional: The procurement phase of project E-99## has to be postponed by 10 days. In the project planning board, shift the planned dates for the entire subtree of WBS element E-99##-2 Procurement (and the lower-level WBS elements) by 10 days. The assembly and acceptance phases also have to be postponed by 5 days as a result of the procurement phase being postponed. Use the cursor to shift the time bars for WBS elements E-99##-3 Assembly and E-99##-4 Acceptance accordingly.
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Determine the new end date for the level-1 WBS element E-99## Elevator Gr## by extrapolating the basic dates. Save the modified date planning data for your project. a)
Open your project in the project planning board by choosing E-99## Elevator Gr## in the worklist. Select WBS element E-99##-2 Procurement on the left in the table area. To shift the dates of the entire subtree, choose Edit → Shift Dates → Subtree. In the dialog box, enter the new start date (postponed by 10 days) Enter. and confirm your entry with
b)
To shift the planned dates for the assembly phase as well, position the cursor on the time bar of WBS element E-99##-3 Assembly in the diagram area and shift the time bar along 5 days by holding down the left-hand mouse button. Repeat this procedure for WBS element E-99##-4 Acceptance. Hint: When the cursor appears as a four-way arrow, this means that you can move the time bar. When the cursor appears as a two-way arrow, this means that you can extend or shorten the time bar.
c)
To determine the new finish date for the level-1 WBS element E-99## Deselect All and then Edit → Reconcile/Check Elevator Gr##, choose Save. Dates → Extrapolate Dates. Save your changes by choosing
Task 2: Scheduling – Project T-200## Use the scheduling function to plan dates for the activities and WBS elements of project T-200## in the project planning board. 1.
Now plan dates for project T-200##. To do so, open the project in the project planning board and display all the dependent objects. Extend the duration of activity 1000 (Engineering of Drawing/Calculation/Design) to 25 days. Also take a look at the fields relevant to scheduling in the detailed screen for the activity. Determine the dates of all the objects using the Schedule function. The scheduling parameters are set in such a way that the basic dates for the WBS elements to which the activities are assigned are also determined automatically. Continued on next page
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To determine the basic dates for the level-1 WBS element as well, extrapolate the dates in the project structure afterwards. Save your date planning data and return to the SAP menu. a)
Open project T-200## in the project planning board by choosing T-200## Turbine Gr## in the worklist. To display all the dependent objects (including the project Select milestones, for example) select all the objects by choosing Show All Dependent Objects. All and then Choose activity 1000 (Engineering of Drawing/Calculation/Design). In the detail screen, note the fields Normal Duration, Factory Cal.ID, Work Center, and Control Key on the Internal tab page. All these fields are relevant for scheduling. Increase the value in the Normal Duration field to 25 days. Call up the Dates tab page. In the lower part of this detail screen, you can see the earliest and latest dates defined for the activity. In the upper part, you can define constraints to fix dates for activities. To return to the project planning board, choose Back.
b)
The change you have made will also affect the dates defined for subsequent activities. To determine the new dates of these activities, Select All and then Schedule. choose Hint: Depending on the scheduling parameters used and the start date originally planned for your project, the system displays a window at the bottom of the screen containing warning messages about scheduling. The warning message Start Date is in the Past: Today Scheduling, for example, means that the system has used today’s date for scheduling instead of the original start date. Close the window by choosing Open/Close Bottom Window.
c)
When you do this, the dates for all activities are redetermined. The system also extrapolates activity dates for the assigned WBS elements. These dates can also be extrapolated further in the project
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structure to determine the duration of the entire project. To do so, Deselect All and then Edit → Reconcile/Check Dates → choose Extrapoloate Dates. Hint: You can configure the system in such a way that the dates are scheduled and extrapolated automatically when you save your data. To save your changes, choose choose Back.
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Save. To return to the SAP menu,
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Lesson Summary You should now be able to: • Plan basic dates for WBS elements by means of the project planning board • Name the basic characteristics of scheduling
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Lesson: Resource Planning Lesson Overview This lesson shows you how to use activities to plan internal activities and services. Planning internal activities involves evaluating capacity requirements and distributing the work to be carried out among the employees. In the case of externally-procured services, purchase requisitions for the purchasing department are generated.
Lesson Objectives After completing this lesson, you will be able to: • •
Explain the concept behind planning internal and external activities by means of network activities Distribute work among the workforce
Business Example You will use the network activities in project T-200## to plan activities that are to be carried out by employees at your own company and check the availability of the appropriate capacities. You then distribute the planned work among the employees. You also plan services that are to be procured by Purchasing using appropriate activities in your network and trigger their procurement via Purchasing.
Resource Planning: Overview You use activities in a network to plan the resources required for a project. Project System distinguishes between the following resources: Internally-processed activities define the work to be carried out by machines or persons. You can evaluate the capacities of the various work centers involved, reschedule these capacities as necessary, and distribute work among employees. You can use externally-processed activities to define which services are required by other companies. External processing is carried out by the Purchasing department.
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Service activities are also used to procure services externally. Unlike externally-processed activities, this activity type enables you to define service specifications and value limits for unplanned services rendered by the service provider. Service processing (including entry and acceptance of services performed) is also carried out by the Purchasing department.
Figure 35: Resource Planning
Internal Processing Internally-processed activities are used as a basis for planning work carried out within the company. You must enter work data for an activity so that the system can plan capacities for a project and calculate costs for activities. You need to specify the amount of work involved and the work center that is to perform the work. Work is the output to be provided by machines or personnel in order to complete an activity. A work center is the place where an activity is carried out or work output is produced. Work centers contain data for costing activities. Work centers also contain the scheduling and capacity data required for scheduling and capacity planning. You can determine how much of the work center capacity is used for the activities (in the project planning board too, for example). If necessary, you can use the project planning board or graphical/tabular capacity planning table to level
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capacities. You can also distribute the work among employees. When you confirm activities during the project execution phase, you consume capacity requirements and enter actual dates and costs.
Figure 36: Internal Processing
When you distribute work among employees, you assign persons to activities. To distribute work, you can set up project teams and select HR organizational units, positions, or persons. You can also schedule the personnel who are assigned to the work center for the activity. A project and work center view are available to help you distribute work among the employees (see Fig. “Workforce Planning”). In both views, you can quickly and easily assign persons to activities and use various data (availability of the person from Human Resources, the total work planned for that person, or the activity data, for example).
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Figure 37: Workforce Planning
External Processing Service procurement via Purchasing is mapped in networks by means of the activity types external processing and service. If you commission an engineering office to design a machine, for example, you can create an externally-processed activity (or externally-processed element). When you create an activity such as this, a purchase requisition is also created that is processed further in Purchasing (see Fig. “External Processing”). You can use data from Purchasing for external processing (a purchasing info record, for example, that contains prices and delivery times for external processing). A service activity triggers a similar purchasing process, but can also contain a hierarchy of planned services to be purchased, and value limits for unplanned services. The “goods receipt” for services involves two steps: entering the service and accepting the service. Control keys are used to define externally-processed activities and service activities (as well as other activity types).
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Figure 38: External Processing
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Exercise 7: Resource Planning Exercise Objectives After completing this exercise, you will be able to: • Plan capacity requirements for internally-processed activities • Distribute work among the workforce • Generate purchase requisitions for externally-processed activities
Business Example In customer project T-200##, you will use activities to plan resources. In the case of internally-processed activities, capacity requirements are generated for the assigned work centers. These requirements can be evaluated and, if necessary, levelled. You distribute planned work to individual employees. In the case of externally-processed activities, purchase requisitions are generated and passed on to the Purchasing department. Hint: In the following tasks, ## indicates your group number (## = 01, 02, and so on).
Task 1: Internal Processing – Project T-200## For the internally-processed activities in project T-200##, check the capacity load utilization for the assigned work centers. Distribute the planned work for an activity to different employees. This distribution can be used when you come to record the activities carried out by the employees as a default value for the Cross-Application Time Sheet. 1.
Change activity 1200 (Engineering of Case) in project T-200## in the project planning board. The activity is now to be processed by employees assigned to work center 2700. Activate the capacity requirements for your project for the assigned work centers and carry out scheduling again. Use the capacity overview on the project planning board to check the situation with regard to capacity for the assigned work centers. Display the capacity load utilization in this overview in a histogram and then call up an explanatory legend. Save the project.
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2.
Use the project view for the distribution of work to employees and profile 1302 to assign persons for activity 1200 (Engineering of Case) in project T-200##. To do so, choose person 1920+## from the list of proposed persons (for exercise group 01: 1921; for ## = 02 personnel number 1922, and so on). Display the availability of the person you assigned too. Schedule a total of 60 hours for the activity in the planned period (you may have to scroll the table to the right). Save the work distribution data and return to the SAP menu.
Task 2: External Processing – Project T-200## Check the externally-processed activity data in project T-200##. Generate a purchase requisition from this activity. Optional: Check the purchase requisition data using the appropriate report.
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1.
To procure an external service, you created activity 1400 (Engineering of Rotating Blades) in project T-200## as an externally-processed activity. External processing data was copied from purchasing info record 5500000093. In the project planning board, check which vendor has been proposed for the procurement. Change the activity in such a way that the associated purchase requisition is generated when you save the project. Save your project and return to the SAP menu.
2.
Optional: Use Purchase Requisitions for Project in the information system of the project system to display a list of purchase requisitions for project T-200##. Then return to the SAP menu.
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Solution 7: Resource Planning Task 1: Internal Processing – Project T-200## For the internally-processed activities in project T-200##, check the capacity load utilization for the assigned work centers. Distribute the planned work for an activity to different employees. This distribution can be used when you come to record the activities carried out by the employees as a default value for the Cross-Application Time Sheet. 1.
Change activity 1200 (Engineering of Case) in project T-200## in the project planning board. The activity is now to be processed by employees assigned to work center 2700. Activate the capacity requirements for your project for the assigned work centers and carry out scheduling again.
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Use the capacity overview on the project planning board to check the situation with regard to capacity for the assigned work centers. Display the capacity load utilization in this overview in a histogram and then call up an explanatory legend. Save the project. a)
Open project T-200## in the project planning board. To do so, choose SAP Menu → Logistics → Project System → Project → Project Planning Board → Change Project and then choose T-200## Turbine Gr## in the worklist (under Last Projects Processed). To call up the detail screen for activity 1200 (Engineering of Case), double-click the activity. Enter the new value 2700 in the Work Back. Center field and then choose To activate the capacity requirements for your project at the assigned Select All and then Edit → Functions → work centers, choose Activate Capacities. Then reschedule your project by choosing Schedule.
b)
Call up the capacity overview in the project planning board to analyze the situation with regard to capacities at the work centers. Capacity Overview. An overview window is To do so, choose displayed in the lower part of the screen. Hint: The capacity overview shows the situation with regard to the capacities available in the work centers assigned to the project. Green bars show that the work center’s capacity is not used up, whereas red bars show that the work center’s capacity has been exceeded. You can also display a histogram showing the capacity requirements and the available capacity of individual work centers. To display the capacity load utilization as a histogram, select a work center (if possible, one with a red bar) on the left of the capacity overview and choose Load as Histogram from the context menu (right-click). To display a legend for the capacity overview, choose Display Legend from the context menu. Close the legend and save your changes by choosing Back. the project planning board by choosing
Save. Exit
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Lesson: Resource Planning
2.
Use the project view for the distribution of work to employees and profile 1302 to assign persons for activity 1200 (Engineering of Case) in project T-200##. To do so, choose person 1920+## from the list of proposed persons (for exercise group 01: 1921; for ## = 02 personnel number 1922, and so on). Display the availability of the person you assigned too.
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Schedule a total of 60 hours for the activity in the planned period (you may have to scroll the table to the right). Save the work distribution data and return to the SAP menu. a)
In the Project System menu, choose Project System → Resources → Workforce Planning → Project View. Enter the following data on the Execute. selection screen and then choose Field Name
Values
Project
T-200##
Profile
1302
The Workforce Planning: Project View screen is now displayed. To create the assignment, select activity 1200 Engineering of Case on the left in the table and choose Create Assignment (bottom left). The system displays a list of persons who are available in work center 2700, which is assigned to activity 1200. In the list, select the person with personnel number 1920+## (for exercise group 01: 1921; for ## = 02, personnel number 1922, and so on) and then choose Enter. The assigned person is displayed under the activity. To display the availability of that person, select the person on the left in the table Availability Pers. Resource and choose To distribute the planned work, scroll the table to the right until you can enter hours for the periods (period in white). For some of the periods, enter hours and confirm your entries by choosing Enter. Schedule a total of 60 hours for the person so that the remaining work to be distributed for the activity (To Be Distributed column) is reduced to 170 hours. Hint: To distribute all of the work, one person is not enough in our example. We would normally have to schedule more persons (either persons belonging to the work center in question, or persons not belonging to the work center in question). To save your work distribution data, choose the SAP menu, choose Back.
Save. To return to Continued on next page
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Task 2: External Processing – Project T-200## Check the externally-processed activity data in project T-200##. Generate a purchase requisition from this activity. Optional: Check the purchase requisition data using the appropriate report. 1.
To procure an external service, you created activity 1400 (Engineering of Rotating Blades) in project T-200## as an externally-processed activity. External processing data was copied from purchasing info record 5500000093. In the project planning board, check which vendor has been proposed for the procurement. Change the activity in such a way that the associated purchase requisition is generated when you save the project. Save your project and return to the SAP menu. a)
Open project T-200## in the project planning board. To do so, choose Project System → Project → Project Planning Board → Change Project T-200## Turbine Gr## in the worklist. and choose To call up the detail screen for activity 1400 (Engineering of Rotating Blades, double-click the activity. At present, external processing is to be carried out by vendor 1000 (data read from the purchasing info record). With the current settings, the purchase requisition for this activity would be generated when the activity is released. To ensure that the purchase requisition is generated as soon as you save the project, set Res./Purc.Req. to Immediately. Return to the overview of the project planning board by choosing Back and save your changes by choosing Save. Exit the project planning board by choosing Back.
2.
Optional: Use Purchase Requisitions for Project in the information system of the project system to display a list of purchase requisitions for project T-200##. Then return to the SAP menu. a)
To start the report, choose Project System → Information System → Material → Purchase Requisitions → For Project. In the selection screen, Execute. enter project T-200## in the Project field and choose The list contains data for the purchase requisition you created earlier. Further purchase requisitions have not yet been created for your project. Exit the report by choosing
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Back (twice).
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Lesson Summary You should now be able to: • Explain the concept behind planning internal and external activities by means of network activities • Distribute work among the workforce
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Lesson: Material Planning
Lesson: Material Planning Lesson Overview This lesson shows you how to plan materials in projects by means of networks. To plan material requirements, you have to assign material components to activities. This lesson shows you how to use the BOM transfer function so that BOM components can be assigned automatically to activities.
Lesson Objectives After completing this lesson, you will be able to: • •
Explain the material planning functions in SAP Project System (SAP PS) Name the benefits of transferring BOMs
Business Example You will plan the on-time procurement and consumption of materials for manufacturing the turbine system. To reduce the time and effort involved in material planning, particularly if subsequent changes are made to the product structure, use the BOM transfer function.
Materials in Projects Materials establish the link between SAP Project System and Sales and Distribution (SD), Materials Management (MM), and Production Planning and Control (PP). A suitable material in a sales document item, for example, can be used to generate project structures automatically (assembly processing). Material requirements in projects form the basis for procurement, whether the material is produced in-house (production) or procured externally (purchasing).
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Figure 39: Materials in Projects
By assigning materials to activities, you can plan the necessary material requirements for a project. A distinction is made between stock items and non-stock items. The item category stock item is used for materials that are kept in stock (warehouse stock, project stock, or sales order stock). Reservations are created for stock items. Independent requirements (requirements for finished products, salable assemblies, trading goods, and spare parts), trigger requirements planning. To cover the requirements, you have to determine order quantities and dates, as well as schedule the corresponding procurement elements. The procurement element for requirements planning is a planned order and, for external procurement, a purchase requisition. In addition, the dependent requirements for materials produced in-house (in other words, the quantity of components required to manufacture a finished product or assembly) are determined by exploding the bill of material. Planned orders are created at each BOM level to cover requirements when a material shortage occurs. Once quantities and dates have been planned in requirements planning, these planned procurement elements are converted to exact procurement elements: for production, this is the production order and, for external procurement, the purchase order.
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The item category non-stock item is used for components that are not procured via warehouse stock, project stock, or sales order stock, but are instead procured directly by means of the network activity. Purchase requisitions for Purchasing are created for these components directly. When the goods are received, they are posted to the activity rather than placed into stock. Non-stock items, among other things, cannot be managed as project stock or sales order stock.
Figure 40: Integration with MM and PP
Transferring BOMs In projects with low material requirements, you can assign individual material components to the network activities. You can also assign a material with a BOM to an activity and then explode it step by step. The BOM transfer function makes it easier for you to assign material components in one or more BOMs to network activities. When you assign material components using the BOM transfer function, the system uses the Reference Point field in the BOM items and activities to establish a logical connection between the individual BOM items and the network activities. In contrast to when you assign individual components manually, you can update subsequent changes to the BOM automatically in the network activity. The BOM transfer function is particularly useful for engineering projects involving
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BOMs that are created during the course of the project or changed frequently. When the BOM is transferred, assignments are made on a project-specific basis and may also be made for different project networks simultaneously. You can assign individual components, individual BOM assemblies, or a multi-level BOM. You can assign components manually without reference points when transferring BOMs.
Figure 41: Transferring BOMs
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Exercise 8: Material Planning Exercise Objectives After completing this exercise, you will be able to: • Assign material components to activities by transferring BOMs • Analyze material requirements dates in the project planning board
Business Example You want to plan material requirements in customer project T-200##. The engineering and design department uses CAD systems to map the product structure in the form of bills of material (BOMs). You activate procurement of the material by assigning material components to project network activities. The materials are assigned automatically by means of the BOM transfer function. Hint: In the following tasks, ## indicates your group number (## = 01, 02, and so on).
Task: BOM Transfer – Project T-200## Use the BOM transfer tool to assign BOM items to activities for project T-200## (via the common reference points). Use the component overview in the project planning board to check that the BOM items have been properly assigned and the planned requirements dates. Optional: Call up the material components for your project in the Project Builder. 1.
Call up the BOM Transfer tool in the Project System menu. Select project T-200## and the BOM for material T-20000 in plant 1300 with usage 3 (Universal). Use profile 1300 for the selection. Use these selection parameters to transfer the bill of material. Save the assignments and return to the SAP menu.
2.
Open project T-200## in the project planning board and check that the material components have been assigned properly in the Component Overview. Choose the General Data and Procurement Parameters tab pages in the detail screen for component T-20210. Then exit the project planning board. Continued on next page
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3.
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Optional: Open project T-200## in the Project Builder. Call up the overview of all the assigned components and the detail screen for component T-20600. To which activity is this component assigned? Then exit the Project Builder.
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Lesson: Material Planning
Solution 8: Material Planning Task: BOM Transfer – Project T-200## Use the BOM transfer tool to assign BOM items to activities for project T-200## (via the common reference points). Use the component overview in the project planning board to check that the BOM items have been properly assigned and the planned requirements dates. Optional: Call up the material components for your project in the Project Builder. 1.
Call up the BOM Transfer tool in the Project System menu. Select project T-200## and the BOM for material T-20000 in plant 1300 with usage 3 (Universal). Use profile 1300 for the selection. Use these selection parameters to transfer the bill of material. Save the assignments and return to the SAP menu. a)
In the SAP menu, choose, SAP Menu → Logistics → Project System → Material → Planning → Bill of Material Transfer. In the initial screen, enter the following selection criteria: Field Name
Values
Project Definition
T-200##
Profile
1300
Material
T-20000
Plant
1300
BOM Usage
3
To start the transfer, choose
Execute.
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The results overview shows the components of the (multi-level) BOM that were assigned to the activities in your project because they had the same reference points. The components are assigned Save, and exit the BOM when you save your data. Choose transfer tool by choosing Back. Hint: Other ways are also available for assigning material components to activities: • •
By copying a template (that is, components have already been assigned to the other project). By assigning components manually using, for example, the Project Builder or project planning board.
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2.
Open project T-200## in the project planning board and check that the material components have been assigned properly in the Component Overview. Choose the General Data and Procurement Parameters tab pages in the detail screen for component T-20210. Then exit the project planning board. a)
Open project T-200## in the project planning board. To do so, choose Project System → Project → Project Planning Board → Change Project T-200## Turbine Gr## in the worklist. and choose To check that the material components have been assigned properly, Select All and then Component Overview in the project choose planning board. The overview screen displays the assigned components along with their requirements dates. Hint: You can display additional information about the components, such as the detail screen or a goods receipt/issue list (GR/GI List), via the context menu (right click your mouse). To call up the detail screen for component T-20210, choose T-20210 in the component overview. In the detail screen, call up the General Data tab page. The system not only displays the requirements date for the component but also the reservation number. Call up the Procurement Parameters tab page. In addition to data from the component material master, this tab page displays important data about the quantity and value flow (account assignment categories, special stock and consumption posting indicator, for example). Exit the detail screen for the component and the project planning Back and Back (twice). board by choosing
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3.
Optional: Open project T-200## in the Project Builder. Call up the overview of all the assigned components and the detail screen for component T-20600. To which activity is this component assigned? Then exit the Project Builder. a)
Call up the Project Builder from the Project System menu: Project System → Project → Project Builder. To open project T-200## double-click project T-200## Turbine Gr## in the worklist. If necessary, expand the structure so that the assigned material components are also displayed in the Project Builder structure. To display a list of all the material components that have been assigned in the structure tree to your network, choose the network header Component Overview. The system displays a list and then choose of all the assigned components. To display details for component T-20600, select the row for material General. The detail screen T-20600 in the overview and choose is displayed and the components are highlighted in the structure. Material T-20600 is assigned to activity 4000. Exit the project and the Project Builder by choosing Exit.
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Back and
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Lesson Summary You should now be able to: • Explain the material planning functions in SAP Project System (SAP PS) • Name the benefits of transferring BOMs
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Lesson: Cost and Revenue Planning Lesson Overview This lesson gives you an overview of the different ways for planning costs and revenues for projects. In particular, you will learn how to use the Easy Cost Planning tool to plan costs for WBS elements and network costing. This lesson also looks at the Sales Pricing tool, which you can use to determine sales prices from the planned costs for your project, plan revenues, or create customer quotations. You will also be shown how to plan revenues for projects using billing plans in sales orders.
Lesson Objectives After completing this lesson, you will be able to: • • • • •
Name different methods for planning project costs and revenues Plan costs using Easy Cost Planning for a work breakdown structure Explain the concept behind network costing Name the sales pricing functions Carry out project revenue planning using sales orders
Business Example You want to manually plan the material costs, activity allocations, and so on, for your elevator construction project (investment project E-99##). The costs for project T-200## are determined automatically by means of network costing. Use a general costs activity to plan further project costs. Use sales pricing to plan the revenues for the project on the basis of these planned costs and create a customer quotation. The sold-to party accepts your quotation for constructing the turbine system. Sales and Distribution will create a sales order that will be used to plan revenues and then carry out billing.
Cost Planning You can plan costs for a project in SAP Project System (SAP PS) using two different methods: • •
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Manual cost planning in the work breakdown structure Cost planning using activities (network costing)
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Lesson: Cost and Revenue Planning
Manual planning in the WBS involves: •
• •
•
Overall planning: The most basic form of cost planning whereby the costs for each WBS element are entered. You can break down your figures by fiscal year if you wish. Detailed planning of primary costs and activity inputs: This type of planning is based on cost elements and periods. Unit costing: For each WBS element, you use a scheme for entering quantities (materials, internal activities, external activities, variable items, and so on). This type of planning is based on cost elements. Easy Cost Planning: Easy Cost Planning is a user-friendly method for carrying out cost element-based cost planning by means of a quantity structure. You can then use Execution Services to enter commitment and actual data relating to the planned costs.
In addition to manual planning in the WBS, you can assign different types of order (internal orders or maintenance orders, for example) to WBS elements that are flagged as account assignment elements. This assignment can then be used to display the planned costs of the orders for the project. You can also assign activities to WBS elements and plan costs using these activities. The benefit of this planning method is that it can be copied to a new project and, if parts of the project are moved, cost planning is moved automatically along with the activities. In addition, planning by means of network activities is cost element and period based.
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Figure 42: Cost Planning in Projects
Easy Cost Planning is a user-friendly tool that enables you to plan costs for WBS elements. You can access Easy Cost Planning for projects from the Project Builder. You choose a WBS element from the structure and then create costing items for this WBS element. Cost planning by means of Easy Cost Planning is cost element based. The cost planning periods are determined from the basic start date of the WBS element. To enter costing items, you can also use planning forms (see Fig. “Easy Cost Planning”). When you do this, characteristics (work in hours, for example) are valuated (with 100, for example). The characteristic values from the planning form are linked to quantities, values, or actions in the costing items (in Fig. “Easy Cost Planning”, for example, to the quantity of an internal activity). Once you have transferred the values, the costing items appear under the relevant WBS elements in the structure. Easy Cost Planning can be used as a simple preliminary costing for projects. The pre-planned costs are then replaced, for example, by a quantity structure of networks/activities. You can also use Easy Cost Planning to create plan data for the project execution phase. In this case, you can then use Execution Services to enter commitment and actual costs for the planned costs. In Customizing, you define the plan version in which values planned by Easy Cost Planning are stored.
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Figure 43: Easy Cost Planning
When you plan dates and resources in network activities, the system automatically determines the corresponding planned costs as part of network costing. Planned costs are determined for the following objects: • • • •
Activity inputs for internally-processed activities (internal activity) Primary costs for externally-processed activities and service activities (external service) Primary costs for general costs activities Primary costs for material components
Activity elements are costed as if they were activities.
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Figure 44: Network Costing
Sales Pricing You can use the sales pricing function to determine sales prices for a customer inquiry on the basis of the project cost plan. When doing so, you can also save different cost estimates and process them later. You can also save sales pricing data as customer quotations and create more than one quotation. In the standard system, document type AP is used for project quotations. As an alternative or in addition to the above, you can transfer the sales pricing data to a billing plan in the project so that it can be used for revenue planning.
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Figure 45: Sales Pricing
Revenue Planning The following methods can be used to plan revenues in your project: • • •
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Manual revenue planning (structure-oriented, or on the basis of revenue elements). The latter of the two is revenue element and period based. Revenue planning using PS billing plans. This type of planning is revenue element and period based. Revenue planning using SD documents (sales order items or even quotation items). This type of planning is revenue element and period based.
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Figure 46: Revenue Planning
The “Sales Order and Billing Plan” diagram illustrates how revenues are planned with SD documents. The customer has placed an order for project T-200##. You have agreed a sales price of EUR 880,000 with the customer. Partial payments are due once production (activity 4000) and assembly (activity 5000) are complete. You enter this information in the system by defining billing milestones for the activities. You then create a sales order in the system and a billing plan for the item. You copy the billing milestones for activities 4000 and 5000 to the billing plan. You assign the sales order item to the project billing element. This assignment forms the basis for planning revenues in your project. In the project execution phase, the locks for the individual items in the billing plan are lifted automatically when activities 4000 and 5000 are confirmed. After a billing run, actual project revenues can also be updated in this way automatically (see lesson “Milestone Billing and PS Cash Management”).
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Figure 47: Sales Order and Billing Plan
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Lesson: Cost and Revenue Planning
Exercise 9: Cost and Revenue Planning Exercise Objectives After completing this exercise, you will be able to: • Plan costs using Easy Cost Planning for WBS elements • Plan costs using network activities and analyze them in the project planning board. • Optional: Carry out sales pricing. • Plan revenues for projects using sales documents. • Optional: Analyze costs and revenues with hierarchy reports.
Business Example You will plan costs manually for investment project E-99## using Easy Cost Planning. To facilitate the planning process, planning forms are used that have already been maintained in the system. For customer project T-200##, the costs are planned using the quantity structure for the activities. The quotation is created on the basis of the project cost planning data. This involves rearranging the planned costs according to cost elements/activity types and copying them as items in the quotation. The customer accepts your quotation. In SD, a sales order is then created and assigned to project T-200##. In a billing plan for the order item, you store the dates on which payment is due from the customer. You can evaluate the values in the order as planned project revenue. Hint: In the following tasks, ## indicates your group number (## = 01, 02, and so on).
Task 1: Easy Cost Planning – Project E-99## Plan costs for WBS elements at level 2 of investment project E-99##. To do so, use Easy Cost Planning and, if necessary, planning forms maintained in the system. Optional: Analyze the costs using a hierarchy report. 1.
Open project E-99## in the Project Builder. Call up Easy Cost Planning and create a cost estimate using the proposed costing variant. Continued on next page
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Display the item view. Plan costs for WBS elements E-99##-1 Engineering, E-99##-2 Procurement, and E-99##-3 Assembly. To do so, select the relevant WBS element in the costing structure and choose a suitable planning form (for example, display the list of all the planning forms and choose the appropriate planning form for elevators, ZPS101, ZPS102, or ZPS103). For Engineering (WBS element E-99##-1), use the planning form to plan costs for 100 internal labor hours and additional costs of EUR 6,700. For WBS element E-99##-2, plan procurement costs for an elevator with a labor capacity 10, elevator location USA, and elevator cabin walls made of Metal. For WBS element E-99##-3, use the planning form to plan costs for 120 assembly hours. A planning form does not exist in the system for Acceptance (WBS element E-99##-4). For this WBS element, plan two items in the item view manually. Use item category E (internal activity) to plan costs for an activity input of 10 hours from cost center (resource) 4295 for activity type 1463. Plan material costs (item category M) for 10 pieces of the material (resource) B-1000 (Office Material - Folders) from plant 1000. Copy the items to your cost estimate. Then return to the Project Builder and save your cost planning data. 2.
Optional: Use the hierarchy report Plan/Actual/Commitment/Rem.Plan/Assigned, which is based on the planned costs, in the Project System information system to analyze the costs that you have planned for project E-99##. Expand the data according to value categories and period/year. Then exit the report.
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Task 2: Cost Planning via Activities – Project T-200## Costs for customer project T-200## are planned by means of the quantity structure for the project activities. In addition to costs for internal/external activities and materials, you now want to plan additional primary costs using a further general costs activity and analyze the calculated costs in the project planning board. Optional: Use a hierarchy report to analyze the planned costs for project T-200##. 1.
Open project T-200## in the project planning board. Create a costs activity with the activity number 1050 and the description Additional Costs for WBS element T-200##.1 Engineering and Design. Use this activity to plan costs amounting to EUR 4,000 for the proposed cost element (466000). Redetermine the costs for the entire project (with new dates). Analyze the aggregated costs for the level-1 WBS element (T-200## Turbine) using the graphical cost overview in the project planning board. Save the changes you have made to your project and return to the SAP menu.
2.
Optional: Use the hierarchy report Plan/Actual/Commitment/Rem.Plan/Assigned, which is based on the planned costs, in the Project System information system to analyze the updated costs for project T-200##. Expand the data according to value categories and period/year. Then exit the report.
Task 3: Optional: Customer Inquiry and Sales Pricing – Project T-200## Optional: In SD, create a customer inquiry and link the document to project T-200##. Use the planned costs for the project to create sales pricing data and a customer quotation. Hint: You normally create the customer inquiry in SD before creating suitable project structures in Project System. 1.
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In Sales in SD, create a customer inquiry. In the initial screen, enter inquiry type IN (Inquiry), sales organization 1000, distribution channel 10, and division 00. The sold-to party has the customer number 1600. The inquiry is to be valid for one month from today. Enter an item for material S-1300. Enter Turbine System as the description and order quantity 1. Continued on next page
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Assign this inquiry item to project T-200##. To do so, enter WBS element T-200## on the Account Assignment tab page in the detailed data for this item. On the Sales B tab page, enter DIP profile 13000001. This profile is later used to control your sales pricing. Save the inquiry and return to the SAP menu. 2.
Now use the sale pricing data to create a customer quotation. To do so, create sales pricing data for customer project T-200## in the Project System menu. First call up the sales price basis. In this screen, expand all the nodes in the structure and double-click Primary Costs to display details on them. Then call up the Sales Price screen. Display the conditions for the quotation header (Project Quotation) and enter a transfer price surcharge of 10 % with condition type HA00. To conclude, create a corresponding quotation. When doing so, enter Quotation Gr## as the short text for sales pricing. Finally, return to the SAP menu.
Task 4: Sales Order and Revenue Planning – Project T-200## The customer accepts your quotation. Create an appropriate sales order in SD and assign the SD document to project T-200##. Enter different payment dates in a billing plan for the sales order items. Use your project milestones when doing so. Analyze the order values as planned project revenues in the Project System information system. 1.
Create a sales order in SD. Enter the following data: order type PS1, sales organization 1000, distribution channel 10, and division 00. The sold-to party number is 1600 with the order number Gr##. The required delivery date is today + 8 months. Enter an item for material T-20000 with an order quantity of 1. Hint: When creating the sales order, you can use existing quotations as a template. In this exercise, however, you will not use a template to create the sales order. Assign the order item in the detailed data for the item to WBS element T-200## (Account Assignment tab page). On the Conditions tab page, change the item sales price manually by increasing the amount for condition type PR00 to EUR 880,000. Continued on next page
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Then create a billing plan (Billing Plan tab page) for the item. To do so, select all the milestones that are selected via WBS element T-200## and copy the milestone dates to the billing plan. Note the dates and values in the billing plan in the following table so that you can compare them later with the planned revenues in the information system. Billing Date
Billing Value
Return to the item overview and save the sales order. Exit the screen for processing sales orders. 2.
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Optional: Use the hierarchy revenue report (Planned Contribution Margin) in the Project System information system to analyze the planned revenues for project T-200## (if necessary, delete the sales order number from the selection screen). Expand the data according to Period/Year and then compare the displayed data with the dates and values in the billing plan for the sales order item that you noted in the previous step. Then return to the SAP menu.
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Solution 9: Cost and Revenue Planning Task 1: Easy Cost Planning – Project E-99## Plan costs for WBS elements at level 2 of investment project E-99##. To do so, use Easy Cost Planning and, if necessary, planning forms maintained in the system. Optional: Analyze the costs using a hierarchy report. 1.
Open project E-99## in the Project Builder. Call up Easy Cost Planning and create a cost estimate using the proposed costing variant. Display the item view. Plan costs for WBS elements E-99##-1 Engineering, E-99##-2 Procurement, and E-99##-3 Assembly. To do so, select the relevant WBS element in the costing structure and choose a suitable planning form (for example, display the list of all the planning forms and choose the appropriate planning form for elevators, ZPS101, ZPS102, or ZPS103). For Engineering (WBS element E-99##-1), use the planning form to plan costs for 100 internal labor hours and additional costs of EUR 6,700. For WBS element E-99##-2, plan procurement costs for an elevator with a labor capacity 10, elevator location USA, and elevator cabin walls made of Metal. For WBS element E-99##-3, use the planning form to plan costs for 120 assembly hours. A planning form does not exist in the system for Acceptance (WBS element E-99##-4). For this WBS element, plan two items in the item view manually. Use item category E (internal activity) to plan costs for an activity input of 10 hours from cost center (resource) 4295 for activity type 1463. Plan material costs (item category M) for 10 pieces of the material (resource) B-1000 (Office Material - Folders) from plant 1000. Copy the items to your cost estimate. Then return to the Project Builder and save your cost planning data. a)
Open project E-99## in the Project Builder. To do so, choose SAP Menu → Accounting → Project System → Project → Project Builder E-99## Elevator Gr## in the worklist. To and then choose project display all of the WBS elements, choose Expand All.
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Easy Cost Planning. To call up Easy Cost Planning, choose Create Confirm the data in the following dialog box by choosing Cost Estimate. The costing structure is displayed on the left of the screen. Planned values do not exist yet. To enable you to analyze details on costing Show/Hide Item View. items at a later stage, choose Hint: In the following steps, you can only plan costs for WBS elements that have been flagged as planning elements. If you have not flagged all of the level 2 WBS elements as planning elements, you first have to return to the Project Builder and select the Planning Element operative indicator for these WBS elements. b)
Select WBS element E-99##-1 (Engineering) in the costing structure and choose Choose Planning Form. To display a list of all the planning forms, choose Start Search. In the list, select costing model ZPS101 Elevator: Engineering and confirm your selection by choosing Copy. Then enter the following characteristic values in the planning form: Field Name
Values
Internal Labor Hours
100
Additional Costs (Euros):
6,700
Choose Confirm. In the costing structure on the left, various items are displayed under the WBS element along with the different planned values. Detailed data for the individual items is displayed in the item view in the bottom right of the screen. Hint: In the item view, you can add further items manually and copy them to the cost estimate. c)
Following the same procedure as before, create a cost estimate for WBS element E-99##-2 (Procurement). Select the WBS element in the costing structure and choose planning form ZPS102 Elevator: Procurement. Continued on next page
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Then enter the following characteristic values in the planning form: Field Name
Values
Labor Capacity
10
Elevator Location
USA
Elevator Cabin Walls
Metal
Choose Confirm. d)
Following the same procedure as before, create a cost estimate for WBS element E-99##-3 (Assembly). Select the WBS element in the costing structure and choose planning form ZPS103 Elevator: Assembly. Then enter the following characteristic value in the planning form: Field Name
Values
Assembly Hours
120
Choose Confirm. e)
A predefined planning form does not exist for WBS element E-99##-4 (Acceptance). To plan costs for Acceptance, select the WBS element Append Row on the right in the in the costing structure and choose Show/Hide Item View) item view (if necessary, display by choosing . Enter the following data in the two empty rows in the item view: Item Category
Quantity
Resource
Plant/Activity Type
E
10
4295
1463
M
10
B-1000
1000
Confirm your entries with
Enter and then choose
Confirm.
Exit Easy Cost Planning and save the changes you have made to Back and Save. To exit the Project your project by choosing Exit. Builder, choose
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2.
Optional: Use the hierarchy report Plan/Actual/Commitment/Rem.Plan/Assigned, which is based on the planned costs, in the Project System information system to analyze the costs that you have planned for project E-99##. Expand the data according to value categories and period/year. Then exit the report. a)
To start the hierarchy report, choose Project System → Information System → Financials → Costs → Plan-Based → Hierarchical → Plan/Actual/Commitment/Rem.Plan/Assigned. Enter E-99## in the Execute. Project field on the selection screen and choose The planned costs are displayed sorted according to the individual WBS elements. To carry out an analysis according to value categories, choose Value Category on the left in the navigation panel. To expand the display according to periods, choose Period/Year in the navigation panel. To exit the report, choose Yes.
Back and confirm the dialog box with
Task 2: Cost Planning via Activities – Project T-200## Costs for customer project T-200## are planned by means of the quantity structure for the project activities. In addition to costs for internal/external activities and materials, you now want to plan additional primary costs using a further general costs activity and analyze the calculated costs in the project planning board. Optional: Use a hierarchy report to analyze the planned costs for project T-200##. 1.
Open project T-200## in the project planning board. Create a costs activity with the activity number 1050 and the description Additional Costs for WBS element T-200##.1 Engineering and Design. Use this activity to plan costs amounting to EUR 4,000 for the proposed cost element (466000). Redetermine the costs for the entire project (with new dates). Analyze the aggregated costs for the level-1 WBS element (T-200## Turbine) using the graphical cost overview in the project planning board. Save the changes you have made to your project and return to the SAP menu. a)
Open project T-200## in the project planning board. To do so, choose Project System → Project → Project Planning Board → Change Project T-200## Turbine Gr## in the worklist. and choose Continued on next page
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To create a new activity for WBS element T-200##.1, select WBS element T-200##.1 Engineering and Design on the left in the table area Create. of the project planning board and then choose The system displays a window on the left containing different templates. Choose the activity (not the activity element) Individual Costs. In the project planning board Objects → Activity → overview, a new activity has been created under WBS element T-200##.1 Engineering and Design. Close the template area by Open/Close Left-Hand Window. choosing To call up the detail screen, choose the new activity in the table area. Change the costs activity data as follows: Field Name
Values
Activity
1050
Text (without caption)
Additional Costs
Amount
4,000 Leave other fields as they are
To return to the overview in the project planning board, choose Back. b)
Calculate the project costs again. To do so, select all the WBS Select All and then choose elements and activities with Calculate Costs. When doing so, update the project dates by choosing Yes in the dialog box for cost calculation. Hint: In the table area of the project planning board, you can already see the calculated costs for the activities in the Project Cost Plan column. When activities are assigned to WBS elements, the planned costs for the WBS elements are displayed in aggregated form, which means that the level-1 WBS element shows the planned costs for the entire project. From the detail screen for activities, you can call up a planned/actual comparison for the activities. You can run a cost report for selected WBS elements via the Extras menu.
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You can also use the Cost Overview in the project planning board to carry out a graphical analysis of the distribution of the planned costs with regard to time. To analyze the aggregated planned costs of the level-1 WBS element graphically, select WBS element T-200## Turbine only on the left in the table area, and choose Cost Overview. In the lower part of the project planning board, the planned costs are displayed in the Cost/Revenue Overview and aggregated for the individual periods. Save the changes you made to your project and exit the project Save and Back. planning board by choosing 2.
Optional: Use the hierarchy report Plan/Actual/Commitment/Rem.Plan/Assigned, which is based on the planned costs, in the Project System information system to analyze the updated costs for project T-200##. Expand the data according to value categories and period/year. Then exit the report. a)
To start the hierarchy report, choose Project System → Information System → Financials → Costs → Plan-Based → Hierarchical → Plan/Actual/Commitment/Rem.Plan/Assigned. Enter project T-200## in the selection screen and choose Execute. The planned costs are displayed sorted according to the individual WBS elements. To analyze the individual activities, expand the structure in the report. To carry out an analysis according to value categories, choose Value Category on the left in the navigation panel. To expand the display according to periods, choose Period/Year in the navigation panel. To exit the report, choose Yes.
Back and confirm the dialog box with
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Task 3: Optional: Customer Inquiry and Sales Pricing – Project T-200## Optional: In SD, create a customer inquiry and link the document to project T-200##. Use the planned costs for the project to create sales pricing data and a customer quotation. Hint: You normally create the customer inquiry in SD before creating suitable project structures in Project System. 1.
In Sales in SD, create a customer inquiry. In the initial screen, enter inquiry type IN (Inquiry), sales organization 1000, distribution channel 10, and division 00. The sold-to party has the customer number 1600. The inquiry is to be valid for one month from today. Enter an item for material S-1300. Enter Turbine System as the description and order quantity 1. Assign this inquiry item to project T-200##. To do so, enter WBS element T-200## on the Account Assignment tab page in the detailed data for this item. On the Sales B tab page, enter DIP profile 13000001. This profile is later used to control your sales pricing. Save the inquiry and return to the SAP menu. a)
To create a customer inquiry, choose SAP Menu → Logistics → Sales and Distribution → Sales → Inquiry → Create. Enter the following data on the initial screen: Field Name
Values
Inquiry Type
IN
Sales organization
1000
Distribution channel
10
Division
00
Confirm your entries with
Enter.
In the inquiry overview screen, enter the following data: Field Name
Values
Sold-to party
1600
Valid From
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Valid To
Today + 1 month
Material
S-1300
Order quantity
1
Description
Turbine system
Confirm your entries with b)
Enter.
To call up the details for this item, choose item number 10. The Item Data screen is now displayed. Choose the Account Assignment tab page and enter T-200## in the WBS Element field. Now call up the Sales B tab page and enter DIP profile 13000001 for subsequent sales pricing. Save. The inquiry number is displayed To save the inquiry, choose below in the status bar. Return to the SAP menu by choosing Back (twice).
2.
Now use the sale pricing data to create a customer quotation. To do so, create sales pricing data for customer project T-200## in the Project System menu. First call up the sales price basis. In this screen, expand all the nodes in the structure and double-click Primary Costs to display details on them. Then call up the Sales Price screen. Display the conditions for the quotation header (Project Quotation) and enter a transfer price surcharge of 10 % with condition type HA00. To conclude, create a corresponding quotation. When doing so, enter Quotation Gr## as the short text for sales pricing. Finally, return to the SAP menu. a)
To create the sales pricing data, choose SAP Menu → Logistics → Project System → Financials → Planning → Sales Pricing. In the initial screen, enter T-200## in the Project Definition field for the selection. Sales Price Basis. Then choose
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Expand All Nodes. Then To expand the structure, first choose double-click Primary Costs in the structure. If required, move the line between the structure and the lower area so that you can see everything you need to. Hint: In the lower area, you can now analyze the planned amounts, the transfer amounts, and the sales price. You can change the transfer amount here with regard to the amount, percentage, or quantity and then block it. The Sales Price Basis screen enables you to process quotation items dynamically. The sales price screen, however, enables you to process the subsequent quotation. b)
To call up the sales price screen, choose
Sales Price.
Hint: You can now see the structure of the quotation (along with the quotation header, item, and sub-item). A condition schema is located in the lower part of the screen. You can display and, if necessary, change the conditions for the individual levels in the structure by double-clicking them. Choose Project Quotation of the Item column in the structure. Different conditions for the quotation header are displayed in the lower part of the screen. To add a new condition, enter the following data in a new row at the bottom of the table: CnTy HA00
Amount 10
Confirm your entries with Enter. The condition value is determined and the sale price is adapted accordingly. c)
To create a quotation, choose Quotation. Confirm the prompt to Yes. Then enter Quotation create the quotation by choosing Gr## as the sales pricing short text and confirm your entry with Enter.
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The system creates and then displays a quotation. To return to the SAP menu, choose Back (twice). Hint: You can create as much sales pricing data as you require for a project. The values determined during sales pricing can also be updated to a PS billing plan for revenue planning purposes.
Task 4: Sales Order and Revenue Planning – Project T-200## The customer accepts your quotation. Create an appropriate sales order in SD and assign the SD document to project T-200##. Enter different payment dates in a billing plan for the sales order items. Use your project milestones when doing so. Analyze the order values as planned project revenues in the Project System information system. 1.
Create a sales order in SD. Enter the following data: order type PS1, sales organization 1000, distribution channel 10, and division 00. The sold-to party number is 1600 with the order number Gr##. The required delivery date is today + 8 months. Enter an item for material T-20000 with an order quantity of 1. Hint: When creating the sales order, you can use existing quotations as a template. In this exercise, however, you will not use a template to create the sales order. Assign the order item in the detailed data for the item to WBS element T-200## (Account Assignment tab page). On the Conditions tab page, change the item sales price manually by increasing the amount for condition type PR00 to EUR 880,000. Then create a billing plan (Billing Plan tab page) for the item. To do so, select all the milestones that are selected via WBS element T-200## and copy the milestone dates to the billing plan. Note the dates and values in the billing plan in the following table so that you can compare them later with the planned revenues in the information system.
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Billing Date
Billing Value
Return to the item overview and save the sales order. Exit the screen for processing sales orders. a)
To create the sales order, choose SAP Menu → Logistics → Sales and Distribution → Sales → Order → Create. Enter the following data on the initial screen: Field Name
Values
Order Type
PS1
Sales organization
1000
Distribution channel
10
Division
00
Confirm your entries with
Enter.
In the order overview screen, enter the following data: Field Name
Values
Sold-to party
1600
Purchase Order Number
Gr##
Required Delivery Date
Today + 1 year
Material
T-20000
Order quantity
1
Confirm your entries with Enter. If necessary, confirm the prompt to reschedule the invoice date with Enter. Create the order without using quotation templates. To do so, choose Continue in the Open Quotations for Item dialog box. Confirm the following Enter. information windows with b)
To assign the order item to your project, choose item number 10 in the overview and call up the item data on the Account Assignment tab page. Enter T-200## in the WBS Element field. Continued on next page
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Call up the Conditions tab page and increase the amount in the condition type row (CnType) PR00 to EUR 880,000. Confirm your changes with Enter so that the condition values are adapted. c)
To create a billing plan for the item, call up the Billing Plan tab page. WBS element T-200## is then proposed as the selection criterion for Enter. The two selecting milestones. Confirm the dialog box with milestones for your project are now displayed in a list. Choose Select All and then Copy. Hint: The dates of the two milestones for your project are displayed in the Billing Date column. The associated billing values are determined from the percentages of the milestones and the net item value. The milestones are assigned to activities. If the activity dates are changed, the dates of the milestones also change along with the dates in the billing plan. When you assign the order item to your project, the billing values are copied as planned revenues for the milestone date periods to project revenue planning. Note the dates and billing values of the billing plan in the table provided. Back and then Save. The sales To save the sales order, choose order number is displayed in the status bar. Finally, return to the SAP menu. To do so, choose Back twice.
2.
Optional: Use the hierarchy revenue report (Planned Contribution Margin) in the Project System information system to analyze the planned revenues for project T-200## (if necessary, delete the sales order number from the selection screen). Expand the data according to Period/Year and
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then compare the displayed data with the dates and values in the billing plan for the sales order item that you noted in the previous step. Then return to the SAP menu. a)
Choose, for example, SAP Menu → Logistics → Project System → Information System → Financials → Revenues and Earnings → Hierarchical → Planned Contribution Margin. Enter T-200## in the Project Definition field and, if necessary, delete the content of the Sales Document field. To start the report, choose Execute. The planned revenues are displayed for billing element T-200## of the project. The list is currently sorted by object. To expand the data according to period/year, choose Period/Year in the navigation panel. Compare the periods of the planned revenues and their amounts with the dates and values in the billing plan for the sales order item. To exit the report, choose with Yes.
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Lesson Summary You should now be able to: • Name different methods for planning project costs and revenues • Plan costs using Easy Cost Planning for a work breakdown structure • Explain the concept behind network costing • Name the sales pricing functions • Carry out project revenue planning using sales orders
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Unit Summary You should now be able to: • Plan basic dates for WBS elements by means of the project planning board • Name the basic characteristics of scheduling • Explain the concept behind planning internal and external activities by means of network activities • Distribute work among the workforce • Explain the material planning functions in SAP Project System (SAP PS) • Name the benefits of transferring BOMs • Name different methods for planning project costs and revenues • Plan costs using Easy Cost Planning for a work breakdown structure • Explain the concept behind network costing • Name the sales pricing functions • Carry out project revenue planning using sales orders
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Unit 5 Budget Unit Overview The budget is the approved and binding cost framework for a project within a particular period of time. This unit provides you with an introduction to managing project budgets with SAP Project System.
Unit Objectives After completing this unit, you will be able to: • • •
Budget WBS elements Name the budgeting functions in Project System Explain how project budgeting can be integrated in investment management
Unit Contents Lesson: Budget ..................................................................... 160 Exercise 10: Budget............................................................ 167
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Lesson: Budget Lesson Overview Using investment project E-99## as an example, this lesson shows you how to manage the project budget using SAP Project System (SAP PS). It also provides an overview of how you can integrate SAP PS in the SAP R/3 investment management system.
Lesson Objectives After completing this lesson, you will be able to: • • •
Budget WBS elements Name the budgeting functions in Project System Explain how project budgeting can be integrated in investment management
Business Example Since you are the person responsible for investment project E-99##, you assign budgets to work packages and subtrees of your project. Cost planning for this project is used as a basis for assigning the budgets.
Cost Planning and Budgeting Whereas you must estimate your project costs as accurately as possible during the planning phase, it is in the approval phase that funds are actually allocated in the form of a budget. The budget is the approved cost framework for a project. It differs from the cost plan in that it is binding.
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Figure 48: Cost Planning and Budgeting
Cost planning is normally carried out before project budgeting and forms the basis for proposing and approving the budget. Once the planning phase is complete, the project is approved and budgeted (assigned an original budget) by a decision-making committee (management, for example). The project manager then distributes the budget to the individual WBS elements at subordinate levels according to the top-down principle. Since SAP PS supports detailed planning of project costs, some or all of the values defined in planning will most likely be adopted as the budget.
Budgeting Functions: Overview The “Budgeting Overview” diagram shows the different budget management functions available in SAP PS.
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You can use the Maintain Original Budget transaction to allocate funds for a project or part of a project. In the budget profile, you can specify whether funds should be assigned as overall values or distributed by year. Different budgeting views are available for displaying different values and checking the consistency of a budget: •
•
•
You can use the Distributed/Distributable views to check the distribution of the budget throughout the project structure. The budgets within the project must be distributed consistently, that is, the budget of a WBS element must be greater than or equal to the budgets of the lower-level WBS elements assigned directly to it. You use the Cumulative/Remaining views to check the distribution of the budget over fiscal years. The total budget of each WBS element must be greater than or equal to the total of the annual values. The planned total is derived from cost planning, and can be transferred to budgeting in this view.
You can prevent users from maintaining the overall budget for a project by assigning appropriate user statuses. If you lock (freeze) the original budget in this way, you can only change it by defining supplements, returns, and transfers (referred to collectively as budget updates). You can use the budget release function to make funds available at various points within a fiscal year. You can use the budget carryforward function to transfer any funds not used up in the previous fiscal year to the budget of the new fiscal year.
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Figure 49: Budgeting Overview
When a project is being executed, various centers use the available funds. Commitments are created, and actual costs are incurred. Together with the costs of apportioned orders, both these forms of fund commitments result in what are referred to as assigned funds. The funds overview can be regarded as a passive availability control, although Project System also provides an active availability control. During the availability control, the corresponding assigned funds are calculated and checked against the budget. If certain tolerance thresholds are breached (shortfall in budget, budget exceeded), this can trigger various system reactions (a warning, for example, or an error message). In Customizing for the tolerance limits, you can specify which reaction should be triggered and when. Once activated, availability control is run for each subsequent posting in the project. During the availability control: • • •
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The budget-bearing WBS elements (called controlling elements) are determined The corresponding assigned funds are determined The assigned funds are checked against the budgets of the controlling elements. The assigned funds can be found in the budget-bearing WBS element itself and in the lower-level assignable WBS elements (account assignment elements)
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Figure 50: Assigned Funds and Availability Control
Distributing Budget from an Investment Program An investment program provides you with a complete overview of the planned company investments. You can structure it in hierarchical form according to your requirements and assign orders and projects (your investment tasks) to the required hierarchy nodes (investment program items). You create investment programs with reference to an approval year in the SAP R/3 investment management system. You can use the Default Plan Value transaction to copy the cost planning data of investment measures (investment projects and investment orders) to the cost planning data of the investment program items. You can copy the plan versions of your choice here. The items are budgeted in the investment program. You can use the cost planning data of the investment program as a proposal for budgeting. The investment program budget values can then be distributed (control parameter: program type) among the investment measures (in our example, the level-1 WBS element of the investment project). In SAP PS, you can then distribute the budget values further from the level-1 WBS element to lower-level WBS elements. If the investment management system has not been implemented, you can budget your projects directly in SAP PS as described earlier.
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Figure 51: Budget Distribution from Investment Management
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Lesson: Budget
Exercise 10: Budget Exercise Objectives After completing this exercise, you will be able to: • Distribute the original budget to WBS elements • Optional: Analyze budgets in the project information system
Business Example You have planned costs for executing investment project E-99##. As the project manager, you now use these planned values as default values for distributing the budget to the WBS elements in your project. You then check the assigned funds (costs of assigned orders, commitments, and actual costs for WBS elements) against these budget values. If any tolerance limits are exceeded, the system can react in different ways (warning messages, e-mails to project manager, error messages) when you try to post the data. You do not need to budget the level-3 WBS elements. The funds assigned for these WBS elements are checked against the funds of the corresponding level-2 WBS elements. Hint: In the following exercises, ## indicates your group number (## = 01, 02, and so on).
Task: Budget Distribution – Project E-99## You distribute the original budget to the WBS elements at level 1 and 2 of investment project E-99##. Optional: Analyze the project budget in the information system of Project System. 1.
In the Project System menu, enter the original budget for the WBS elements at levels 1 and 2 in project E-99##. To copy the planned values, which are displayed in the Planned Total view, for level 2 WBS elements as budget values for these WBS elements, use the Copy View function. Copy the planned total for the current fiscal year and, if your project lasts until next year, for the next fiscal year too. The planned costs should be copied in their entirety (that is, 100 %).
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To determine the required budget for the WBS element E-99## at level 1, total up the budget values for the relevant fiscal years. Enter Original Budget Gr## as the document text. Save the distribution of the original budget and exit the transaction. Hint: When WBS elements are assigned to an investment program item, budgeting for these WBS elements can also be carried out in the investment management system. The project manager then distributes the budget made available in investment management for these investment measures to lower-level WBS elements in Project System. 2.
Optional: Analyze the original budget for project E-99## in the information system of Project System. To do so, use the budget-based report Budget/Actual/Commitment/Rem.Plan/Assigned. From the report, call up the screen displaying the line items for the project budget values. Adjust the layout of the line item report in such a way that the document number, document date, and text of the report are also displayed. Then return to the SAP menu.
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Solution 10: Budget Task: Budget Distribution – Project E-99## You distribute the original budget to the WBS elements at level 1 and 2 of investment project E-99##. Optional: Analyze the project budget in the information system of Project System. 1.
In the Project System menu, enter the original budget for the WBS elements at levels 1 and 2 in project E-99##. To copy the planned values, which are displayed in the Planned Total view, for level 2 WBS elements as budget values for these WBS elements, use the Copy View function. Copy the planned total for the current fiscal year and, if your project lasts until next year, for the next fiscal year too. The planned costs should be copied in their entirety (that is, 100 %). To determine the required budget for the WBS element E-99## at level 1, total up the budget values for the relevant fiscal years. Enter Original Budget Gr## as the document text. Save the distribution of the original budget and exit the transaction. Hint: When WBS elements are assigned to an investment program item, budgeting for these WBS elements can also be carried out in the investment management system. The project manager then distributes the budget made available in investment management for these investment measures to lower-level WBS elements in Project System. a)
To distribute the original budget in the Project System, choose SAP Menu → Accounting → Project System → Financials → Budgeting → Original Budget → Change. Enter project E-99## in the Project Definition field and choose Original Budget. Hint: In the table area, you can maintain budget values for the individual WBS elements in the entry column on the left. The columns on the right show different views (distributed budget or planned costs). You can define the fiscal year for the budget distribution in the Period field above the table area. Continued on next page
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Choose the current fiscal year in the Period field. To copy the planned costs of the level-2 WBS elements as the original budget, Select All. Then select select all WBS elements by choosing the Planned Total column by clicking the column header once. Then choose Edit → Copy View and confirm the dialog box with Enter. The the proposed percentage of 100 % by choosing corresponding values are displayed in the Budget column. If necessary, call up the overview of the next fiscal year and copy the values in the Planned Values view to the Budget column in the same way. b)
To determine the budget for the level-1 WBS element, choose Edit → Total Up and confirm the dialog box with the proposed annual values by choosing Enter. The required budget for WBS element E-99## is displayed in the Budget column. To enter a document text, choose Document Text. In the dialog box, enter Original budget Gr## in the Text field and confirm this by choosing Enter. To save the budget distribution, choose Save. Then exit the transaction by choosing Back.
2.
Optional: Analyze the original budget for project E-99## in the information system of Project System. To do so, use the budget-based report Budget/Actual/Commitment/Rem.Plan/Assigned.
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Lesson: Budget
From the report, call up the screen displaying the line items for the project budget values. Adjust the layout of the line item report in such a way that the document number, document date, and text of the report are also displayed. Then return to the SAP menu. a)
b)
To execute the report, choose Project System → Information System → Financials → Costs → Budget-Related → Budget/Actual/Commitment/Assigned. Enter project E-99## in the Execute to start the report. The system Project field and choose displays the original budget for the various WBS elements at level 1 and 2 in your project. Actual costs, commitment costs, and other assigned values have not been generated for your project. To branch to the line item report, select the column with the budget values by clicking the column header Total Budget once, and then choose Goto → Line Items. Change Adjust the layout of the line item display by choosing Layout.... Under Column Set in the dialog box, select the Document Number row and copy it to the list of columns by choosing Show Selected Fields. To copy the Document Date and Text fields to the list of columns, proceed in the same way. Then choose Enter to confirm your selection. The system displays the additional columns. To return to the SAP Back twice, and confirm the dialog boxes with Yes. menu, choose
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Lesson Summary You should now be able to: • Budget WBS elements • Name the budgeting functions in Project System • Explain how project budgeting can be integrated in investment management
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Unit Summary
Unit Summary You should now be able to: • Budget WBS elements • Name the budgeting functions in Project System • Explain how project budgeting can be integrated in investment management
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Unit 6 Execution Unit Overview The activities and processes planned at the beginning of the project are carried out during the execution phase. This includes, for example, entering the actual dates for starting and finishing work packages. The activities carried out by the employees in your company are documented using confirmations. Processes for procuring materials and services are triggered and the documents that result from this are assigned to project structures. Where appropriate, invoices are created and unplanned variances documented. The actual data generated is compared with the planned dates, costs, and so on. This unit gives you an overview of the functions supported by SAP Project System that help you execute your projects. Processes typical to the execution phase of projects are also discussed.
Unit Objectives After completing this unit, you will be able to: • • • • • • • • •
Enter actual dates for WBS elements Explain the function of confirmations and name different confirmation methods Confirm time data by means of CATS Use Execution Services for posting documents Demonstrate the various ProMan functions Explain the purchasing process Explain the role of Claims Describe the process and benefits of milestone billing Explain the purpose of PS Cash Management
Unit Contents Lesson: Actual Dates and Confirmations ........................................ 177
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Exercise 11: Actual Dates and Confirmations .............................. 181 Lesson: Assigning Documents, Procurement Processes, and Claim Management......................................................................... 195 Exercise 12: Execution Services, Procurement Process, and Claim Management .................................................................... 203 Lesson: Milestone Billing and PS Cash Management ......................... 219 Exercise 13: Milestone Billing................................................. 223
Figure 52: Aspects of Project Execution
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Lesson: Actual Dates and Confirmations Lesson Overview This lesson shows you how to enter actual dates for the different project structures in SAP Project System (SAP PS) and compare them with the planned dates. To enter time data for networks, you will use the Cross-Application Time Sheet as well as other confirmation methods.
Lesson Objectives After completing this lesson, you will be able to: • • •
Enter actual dates for WBS elements Explain the function of confirmations and name different confirmation methods Confirm time data by means of CATS
Business Example Once project E-99## has been budgeted, it is released and ready to be executed. The actual dates are compared with the dates that were originally planned. You can also start designing and building the turbine system for project T-200## after the order has been received. The employees enter the work carried out for this project using confirmations.
Actual Dates for WBS Elements During the planning phase, you entered basic dates for WBS elements by creating graphical time bars in the project planning board, for example. In the execution phase, you can set actual dates in the same way in the project planing board. The status Partially Released or Released must be set before you can enter actual start and actual end dates for WBS elements. To monitor dates in the project, you compare the basic dates with the actual dates, that is, you compare the planned dates with the actual dates or forecasted completion dates. You can use the project planning board or structure information system for analysis purposes.
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Figure 53: Actual Dates for WBS Elements
Confirmations Confirmations document the processing status of activities and activity elements in a network, and enable you to make forecasts as to how the project will progress. Various functions are carried out automatically by means of confirmations, such as posting actual costs, actual dates, actual labor and, if necessary, changing the activity status. The “Confirmation Options” diagram shows different methods for entering confirmations.
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Figure 54: Confirmation Options
While you use individual confirmations to enter confirmation data for a network, activity, activity element, or capacity split only, you can create confirmations for more than one object in a collective confirmation. You can create individual or collective confirmations in the R/3 System or on the Internet. In the structure information system, you can also select more than one activity or activity element and send them to another user or organizational unit as a confirmation workflow. You can also use the Cross-Application Time Sheet (CATS) to enter time data. You can enter data using the appropriate transactions in the R/3 System, via the Internet, as well as offline using the “Mobile Time and Travel” solution. You can also use a Palm Pilot and the Open Project System (Open PS) interface to enter confirmation data offline, that is, without a direct connection to an R/3 System, and then transfer it to SAP R/3. You can also import data from other PDC systems via standardized interfaces and use it to create confirmations. CATS is a cross-component transaction for entering activities carried out in Human Resources (HR), Project System (PS), Plant Maintenance (PM), Customer Service (CS), Controlling (CO), and external services (MM-SRV). You can use data entry profiles to define the layout of the Cross-Application Time Sheet yourself. In a worklist, you can display assignments made
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when the work was distributed among the employees as a set of proposals for entering time data. Reports transfer the released (and, in some cases, approved) data to the different applications. The actual time data may be important for various applications simultaneously. In this case, the data is transferred to all applications in question.
Figure 55: Cross Application Time Sheet (CATS)
You cannot use CATS to enter confirmations for production orders because production confirmations deal primarily with yields and scrap quantities. You can, however, use CATS to enter hours and assign them to the receiver object “production order” (Order field). When transferred to CO, the hours are posted as an internal activity allocation in the production order.
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Exercise 11: Actual Dates and Confirmations Exercise Objectives After completing this exercise, you will be able to: • Enter actual dates for WBS elements • Create individual confirmations in the project planning board • Optional: use CATS for entering time data • Analyze the actual data in a cost element report
Business Example You now want to execute investment project E-99##. To do so, release the project and enter actual dates for starting and finishing work packages (WBS elements). You compare these actual dates with the planned dates in order to see if there are any delays. You will also release customer project T-200## once the sales order has been received. The work carried out for the project activities is entered using confirmations. This involves determining both actual dates and actual costs for the activities, which are then displayed in aggregated form in the project structure. In the information system, the actual data generated during the project execution phase is compared with the original planned values so that the project can be tracked and any deviations analyzed. Hint: In the following tasks, ## indicates your group number (## = 01, 02, and so on).
Task 1: Preparation: Cost Element Report To analyze the commitment and actual costs incurred during the execution phase for projects E-99## and T-200##, use a cost element report. 1.
Open a second session (session 2). You will use this session to analyze data in all the project execution exercises. In this session, call up the plan-based cost element report Actual/Commitment/Total/Plan in CO Area Currency in the information system in Project System. Select investment project E-99## and customer project T-200##. The selection is to
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include both the current and the following two fiscal years. Save your selection as a variant with the variant name Gr## and description Variant Gr##. Execute the report. Adapt the report options in such a way that further functions are available via expert mode. Stay in session 2 in this cost element report for the following exercises.
Task 2: Actual Dates for WBS Elements – Project E-99## Once you have released investment project E-99##, enter actual start and actual end dates in the project planning board for various WBS elements in this project. In the project planning board, compare the actual dates with the planned dates. 1.
Switch to session 1 to continue processing the data. In this session, change project E-99## in the project planning board. First, set the status of all the objects in this project to Release. To enter actual dates on the graph in the diagram area of the project planning board, display the set of actual dates. Use your mouse to create time bars for the actual dates of all the WBS elements at level three and for WBS element E-99##-3 Assembly. Determine the actual dates of the higher-level WBS elements too. To do so, use the Extrapolate Dates function. Why has only an actual start date been set for the level-1 WBS element E-99## Elevator Gr##? Save your changes. Hint: In the following exercise steps, actual project data is updated. For the purpose of the exercises, we will presume that we are already well into the future.
Task 3: Confirming Activities – Project T-200## Once you have released project T-200##, enter confirmations for the project activities in the project planning board. In the cost element report, you analyze the actual costs incurred by the confirmations for the activities. Optional: Use the CATS to enter time data for project T-200##. Transferring this data to Project System generates confirmations for activities. 1.
Open project T-200## in the project planning board (session 1) and select the status Release for all the objects. Continued on next page
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In the project planning board, enter final confirmations for activities 1000 Engineering of Drawing/Calculation/Design and 1100 Engineering of Running Gear. In the confirmations, enter actual start and actual end dates that are later than the earliest planned dates for the activities. In the confirmations, use actual labor values that are slightly different to the planned values. If necessary, display the actual dates in the project planning board to compare the confirmed dates with the planned dates. Save the changes and return to the SAP menu. 2.
Optional: Use CATS classic in the Project System menu to enter time data. In the initial screen, enter 1301 as the data entry profile and the personnel number 1920+## (for exercise group 01: 1921, for ## = 02: personnel number 1922, and so on). Hint: During resource planning, you assigned the person with the personnel number 1920+## to activity 1200 Engineering of Case in project T-200## and distributed work to this employee. This assignment is displayed along with the planned data in the Worklist in the CATS entry screen. Navigate in the data entry period until the hours planned in workforce planning are displayed in the Worklist in individual periods. Copy the account assignment data in the worklist to the data entry section and enter time data for certain days. When you are doing this, it is assumed that the relevant period in the future has already been reached and that the work for activity 1200 has been carried out. Save your time data and return to the SAP menu. To ensure that the time data you have entered is available in other applications, you have to transfer it to the appropriate target applications. To do so, carry out a cross-component transfer. For the selection criteria, enter personnel number 1920+## and Project System as the target application. Before executing this process, ensure that the Test Run indicator is not selected. Then return to the SAP menu.
3.
Use the cost element report in session 2 to analyze the actual costs that were updated to the activities in project T-200## as a result of the confirmations. To do so, refresh the report data.
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From the report, call up the screen displaying the line items for the actual costs. Adjust the layout of the line item report in such a way that the document number and user are also displayed in the appropriate columns. Call up a source document for one of the line items. Then return to the cost element report.
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Solution 11: Actual Dates and Confirmations Task 1: Preparation: Cost Element Report To analyze the commitment and actual costs incurred during the execution phase for projects E-99## and T-200##, use a cost element report. 1.
Open a second session (session 2). You will use this session to analyze data in all the project execution exercises. In this session, call up the plan-based cost element report Actual/Commitment/Total/Plan in CO Area Currency in the information system in Project System. Select investment project E-99## and customer project T-200##. The selection is to include both the current and the following two fiscal years. Save your selection as a variant with the variant name Gr## and description Variant Gr##. Execute the report. Adapt the report options in such a way that further functions are available via expert mode. Stay in session 2 in this cost element report for the following exercises. a)
To create a new session, choose Create a New Session. In session 2, call up the cost element report, for example, by choosing SAP Menu → Accounting → Project System → Information System → Financials → Costs → Plan-Based → By Cost Elements → Actual/Commitment/Total/Plan in CO Currency. Enter the following data in the selection screen: Field Name
Values
Project
E-99##
Plan Version
0
To Fiscal Year
Current year + 2 years Leave other fields as they are
To select project T-200##, choose right in the Project row.
Multiple Selection on the far
In the dialog box containing the list of single values, enter project Copy. T-200## and confirm your selection by choosing Before you execute the report, create a variant for your selection by Save as Variant... Now enter the following data: choosing Continued on next page
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Field Name
b)
Values
Variant Name
Gr##
Description
Variant Gr##
To save the variant, choose
Save.
To start the report, choose
Execute.
Hint: In the Variation area on the left, you can choose the object whose costs you want to evaluate on the right. The report may already display commitment costs that arose as a result of the purchase requisition for activity 1400 (Engineering of Rotating Blades). To adapt report options, choose Options/Office Integration. In the dialog box, select the Expert Mode indicator under General Settings and confirm your settings by choosing Enter. In expert mode, you can refresh the selected data in the following exercises by choosing Report → Refresh. To do so, leave the report open in session 2.
Task 2: Actual Dates for WBS Elements – Project E-99## Once you have released investment project E-99##, enter actual start and actual end dates in the project planning board for various WBS elements in this project. In the project planning board, compare the actual dates with the planned dates. 1.
Switch to session 1 to continue processing the data. In this session, change project E-99## in the project planning board. First, set the status of all the objects in this project to Release. To enter actual dates on the graph in the diagram area of the project planning board, display the set of actual dates. Use your mouse to create time bars for the actual dates of all the WBS elements at level three and for WBS element E-99##-3 Assembly. Determine the actual dates of the higher-level WBS elements too. To do so, use the Extrapolate Dates function. Why has only an actual start date been set for the level-1 WBS element E-99## Elevator Gr##? Continued on next page
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Save your changes. Hint: In the following exercise steps, actual project data is updated. For the purpose of the exercises, we will presume that we are already well into the future. a)
To change project E-99## in the project planning board, choose SAP Menu → Accounting → Project System → Project → Project Planning Board → Change Project and choose project E-99## Elevator Gr## in the worklist. Hint: In the diagram area of the project planning board, only the planned basic project dates are currently displayed. According to the schedule, the project will last for another six months or so. To release all objects, choose → Release.
b)
Select All and then Edit → Status
To ensure that actual dates are also displayed and can be entered Set of Dates/View. In the from now on in the diagram area, choose dialog box, also select the Actual Dates indicator and confirm your Enter. entry with To enter actual dates for WBS element E-99##-1-1 Electrical Engineering at level 3, position your cursor in the diagram area just below the basic date bar for this WBS element. Keeping the left-hand mouse button down, drag a time bar from the actual start date to the actual end date. Set the actual start and actual end dates so that they are later than the planned dates. To help you, the relevant date is always displayed under the diagram area according to the position of the cursor. In the dialog box, choose Actual Dates as the set of dates. A time bar for the actual dates is now displayed under the time bar for the basic dates of the WBS element so that you can compare the dates with each other. Following the same procedure as before, enter actual dates for the following WBS elements: E-99##-1-2 Mechanical Engineering Continued on next page
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E-99##-2-1 Procurement Motor E-99##-2-2 Procurement Cabin E-99##-2-3 Procurement Equipment c)
E-99##-3 Assembly To determine the actual dates of the higher-level WBS elements, choose Deselect All and then Edit → Reconcile/Check Dates → Extrapolate Dates. In the dialog box, choose Actual Dates as the set of dates. Only an actual start date is displayed for the level-1 WBS element E-99## Elevator Gr## because not all of the lower-level WBS elements have been assigned an actual end date. You have not yet entered any actual dates for WBS element E-99##-4 Acceptance. Save your changes. Confirm that you want to save the user-specific data with Yes.
Task 3: Confirming Activities – Project T-200## Once you have released project T-200##, enter confirmations for the project activities in the project planning board. In the cost element report, you analyze the actual costs incurred by the confirmations for the activities. Optional: Use the CATS to enter time data for project T-200##. Transferring this data to Project System generates confirmations for activities. 1.
Open project T-200## in the project planning board (session 1) and select the status Release for all the objects. In the project planning board, enter final confirmations for activities 1000 Engineering of Drawing/Calculation/Design and 1100 Engineering of Running Gear. In the confirmations, enter actual start and actual end dates that are later than the earliest planned dates for the activities. In the confirmations, use actual labor values that are slightly different to the planned values.
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If necessary, display the actual dates in the project planning board to compare the confirmed dates with the planned dates. Save the changes and return to the SAP menu. a)
You are in the initial screen for the project planning board (session T-200## Turbine 1). To open project T-200##, choose the project Gr## in the worklist. To release all objects in the project planning board, choose All and then Edit → Status → Release.
b)
Select
Holding down the Ctrl key, select activities 1000 Engineering of Drawing/Calculation/Design and 1100 Engineering of Running Gear in the table area of the project planning board. To enter confirmations, Confirm Activity. choose In the detail screen of the confirmation for activity 1000, enter the following data: Field
Values
Actual Start
Earliest scheduled start date
Actual Finish
7 days later than the earliest finish date
Actual Work
More than the planned work Leave other fields as they are
To call up the confirmation for activity 1100, choose Next Activity. In the detail screen for the confirmation, enter data in the same way Back. as before and then choose If the confirmed dates are not shown in the diagram area, choose Set of Dates/View. In the dialog box, also select the Actual Dates indicator and confirm your entry with Enter. To save your changes, choose choose Back.
Save. To return to the SAP menu,
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Optional: Use CATS classic in the Project System menu to enter time data. In the initial screen, enter 1301 as the data entry profile and the personnel number 1920+## (for exercise group 01: 1921, for ## = 02: personnel number 1922, and so on). Hint: During resource planning, you assigned the person with the personnel number 1920+## to activity 1200 Engineering of Case in project T-200## and distributed work to this employee. This assignment is displayed along with the planned data in the Worklist in the CATS entry screen. Navigate in the data entry period until the hours planned in workforce planning are displayed in the Worklist in individual periods. Copy the account assignment data in the worklist to the data entry section and enter time data for certain days. When you are doing this, it is assumed that the relevant period in the future has already been reached and that the work for activity 1200 has been carried out. Save your time data and return to the SAP menu. To ensure that the time data you have entered is available in other applications, you have to transfer it to the appropriate target applications. To do so, carry out a cross-component transfer. For the selection criteria, enter personnel number 1920+## and Project System as the target application. Before executing this process, ensure that the Test Run indicator is not selected. Then return to the SAP menu. a)
In the Project System menu, choose Project System → Progress → Confirmation → Time Sheet → CATS Classic → Record Working Times. In the initial screen, enter the following data (1920+## is for exercise group 01 for 1921, for ## = 02 for personnel number 1922, and so on): Field Name
Values
Data Entry Profile
1301
Key Date
1st of next month
Personnel Number
1920+##
To confirm your entries, choose Times.
Enter and then choose
Enter
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Lesson: Actual Dates and Confirmations
The system now displays the screen for entering data in the time sheet. In the Worklist, you can see activity 1200 Engineering of Case of project T-200## with a total of 60 hours, which you distributed to your group’s personnel number when distributing the work. If no distributed hours are displayed in the data entry period fields, you may have to change the data entry period. To do so, choose Next Screen. Hint: When you distributed work among the employees, 60 hours were distributed in the “Weeks” period pattern. In the CATS, these planned hours are set for the first day of the week. You can use the data entry profile to define whether the planned hours are also copied to the data entry section or whether just the working days can be entered. To copy the data from the worklist to the data entry section, select Copy Row. the row with activity 1200 in the worklist and choose Then enter hours for different days in the row for activity 1200. The required hours from Personnel Time Management (row ) should not be exceeded. Save the data you have just entered by choosing Save and exit the CATS by choosing Back. Hint: Before transferring data to the target application, you normally have to release the time data you have entered and have it authorized by a superior. In data entry profile 1301, however, the system has been set in such a way that: 1. 2. b)
The data is released automatically when you save Authorization is not required
To transfer the time data to the Project System, choose Project System → Progress → Confirmation → Time Sheet → Transfer → All Components. Under Selection, enter 1920+## (1920+## is for exercise group 01 again for 1921, for ## = 02 for personnel number 1922, and so on) in the Personnel Number field. Activate the Project System indicator to select the Target Components and deactivate the Test Run indicator under Control Parameters. To start the transfer, choose Execute. Exit the transfer log and return to the SAP menu by choosing
Back.
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Use the cost element report in session 2 to analyze the actual costs that were updated to the activities in project T-200## as a result of the confirmations. To do so, refresh the report data.
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From the report, call up the screen displaying the line items for the actual costs. Adjust the layout of the line item report in such a way that the document number and user are also displayed in the appropriate columns. Call up a source document for one of the line items. Then return to the cost element report. a)
Switch to session 2. In this session, the cost element report Actual/Commitment/Total/Plan in CO Area Currency containing the cost data for projects T-200## and E-99## is already open. To update the data, choose Report → Refresh (the Expert Mode indicator must be activated in the options). Hint: When you released project T-200##, material purchase requisitions were generated automatically. The corresponding commitment costs are displayed in the report. Actual costs for the project are also displayed because of the confirmations you entered earlier.
b)
To call up the line item report for the actual costs, select the total value in the Actual column and then choose Call Up Report. To Change Layout... in the line item add additional columns, choose report. In the dialog box, go to the Column Set on the Columns tab page, hold down the Ctrl key and select Document Number and User. Show Selected Fields and Copy the fields to Columns by choosing confirm your selection with Enter. Hint: A separate document has been written for each confirmation. By choosing Environment → Accounting Documents, you can not only call up the source document for an actual line item but also the associated accounting documents (cost accounting documents, profit-center documents, financial accounting documents, and so on). To display a source document, select a line item and choose Document. The system displays detailed confirmation data. To exit the document and the line item report, choose Back and Back. Choose Yes in the dialog box to exit the line item list. Stay in session 2 in the cost element report.
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Lesson Summary You should now be able to: • Enter actual dates for WBS elements • Explain the function of confirmations and name different confirmation methods • Confirm time data by means of CATS
Related Information •
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For more information on CATS, see the SAP Service Marketplace at service.sap.com/cats.
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Lesson: Assigning Documents, Procurement Processes, and Claim Management
Lesson: Assigning Documents, Procurement Processes, and Claim Management Lesson Overview This lesson looks at a number of business transactions and processes that are typically carried out during the project execution phase and that result in commitments and costs being updated to projects. Claim Management in SAP Project System (SAP PS) enables you to document variances from the project plan, as well as trigger and monitor follow-up actions.
Lesson Objectives After completing this lesson, you will be able to: • • • •
Use Execution Services for posting documents Demonstrate the various ProMan functions Explain the purchasing process Explain the role of Claims
Business Example In the project execution phase, commitments and actual costs are updated to your projects by assigning various documents. You will use Execution Services to post internal activity allocations and purchase requisitions, and get to know the procurement process carried out by Purchasing in your company. You will create claims to document unplanned variances from the original project plan, plan variance costs and, if necessary, trigger the appropriate measures.
Assigning Documents The diagram “CO Assignment of Documents” shows business transactions that establish a connection to WBS elements or activities via an assignment. By assigning the appropriate documents, the resulting commitment or actual costs are posted directly to a WBS element or the network/activity. During the project planning phase, these costs were planned accordingly. In this way, you can plan the costs for purchase requisitions, purchase orders, and goods receipts at network or activity level using externally-processed activities, service activities, or material components that are procured directly,
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withdraw stock from the warehouse using the appropriate stock items, post invoices using cost activities and costs arising as a result of confirmations using internally-processed activities. Actual costs and revenues arising from purchase requisitions, purchase orders, goods receipts, activity allocations, or invoices for WBS elements match the values of the primary costs, activity input, or revenue planning data for the work breakdown structure.
Figure 56: CO Assignment of Documents
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You can use Execution Services to enter commitment and actual costs for items that you planned using Easy Cost Planning. The following postings are possible: • • • • • •
Internal activity allocation Direct process allocation (for processes) Reservations (for material items) Goods issues (for material items) Purchase requisition (for material items, external activity items, service items, variable items) Purchase order (for material items, external activity items, service items, variable items)
Figure 57: Execution Services
Procurement Processes Purchase requisitions are generated by the network for externally-processed activities, service activities, and materials that are procured externally. These purchase requisitions are passed on to the Purchasing department for further processing. The purchasing process involves issuing a request for quotation to vendors (if applicable), entering these quotations in the system, selecting vendors, converting the purchase requisitions to purchase orders, and monitoring the orders until the goods and invoices are received.
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A service activity triggers a similar purchasing process, but can also contain a hierarchy of planned services to be purchased, as well as value limits for unplanned services. The “goods receipt” for services involves two steps: entering services performed, and accepting them. The purchase requisition results in purchase requisition commitments for the account assignment object (activity or WBS element). When the purchase requisition is converted to a purchase order, this results in purchase order commitments for the account assignment object (this is a different value type than purchase requisition commitments). Depending on the account assignment category of the purchase order, actual costs are posted when the goods or invoice is received (valuated, non-valuated goods receipt). They are passed on to the network activity or WBS element depending on the account assignment. Instead of having the network generate purchase requisitions automatically, you can create purchase requisitions and purchase orders manually, and assign them to WBS elements.
Figure 58: The Purchasing Process
ProMan is a tool that helps you carry out project-oriented procurement. ProMan enables you to access data in SAP PS, purchasing, production, requirements planning, and inventory management. Procurement-related information from these components is structured in ProMan and displayed in summarized form. Individual steps in the procurement process, such as
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creating reservations, purchase requisitions, and purchase orders or entering deliveries from projects, goods issues, or balance sheet transfers can be carried out directly in ProMan. The status and progress of internal and external procurement processes can be monitored and controlled within a single transaction. Hint: To ensure that components or documents are displayed in ProMan, an assignment or account assignment for an object in the project must have been made (WBS element or network activity, for example). The link can also be made manually, such as the manual assignment of a production order or manual account assignment of a purchase requisition. Requirements that are not related to the project and that relate instead to the make-to-stock inventory cannot be evaluated in ProMan.
Figure 59: Project-Oriented Procurement - ProMan
Claim Management While your project is being executed, you may experience delivery problems, price variations, unforeseeable bottlenecks, and so on, that result in variances from the project plan. If this occurs, you must document these variances and clarify which contractual partners are responsible. Claim Management ensures that a claim arising from variances is prepared and lodged against the contractual partners at the right time or deflected if it is in the other direction. You can use the Claim notification category in Claim Management in Project
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System to document any variances from your project plan, identify the party responsible, and initiate follow-up activities. Variances often incur increased costs. You can enter the costs that may have occurred either when creating the claim or at a later stage (for example, when more detailed information about the claim becomes available). You can create claims either in SAP R/3 or on the Internet. The Claim Overview and Claim Hierarchy in SAP PS provide two reports that you can use to evaluate claims.
Figure 60: Claims
You can integrate the data for estimated variance costs from claims in cost planning for the relevant projects. The system automatically creates an internal order for this purpose as a cost collector when you save the claim and then transfers the estimated costs to the cost collector. The internal order is automatically assigned to the same WBS element as the claim and can be evaluated in the appropriate SAP PS reports.
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Figure 61: Cost Integration of Claims
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Exercise 12: Execution Services, Procurement Process, and Claim Management Exercise Objectives After completing this exercise, you will be able to: • Use Execution Services for posting documents • Analyze commitments in a cost element report • Optional: Analyze project-related procurement processes in ProMan • Optional: Create claims
Business Example For investment project E-99##, you will use the Execution Services function to post different documents for the costs planned with Easy Cost Planning. When you assign the documents to the WBS elements in the project, commitment and actual costs are charged to the project. In the information system of Project System, you can monitor the costs incurred. To process customer project T-200##, you procure the required external services and material components via Purchasing. An MRP planning run is used to determine secondary requirements for the in-house production of materials. You track the status of the procurement process and the changes to the costs in Project System. If any variances occur from the original project plan, you can use claim management to document and plan the costs incurred by the variances and, if necessary, plan and control the necessary measures. Hint: In the following tasks, ## indicates your group number (## = 01, 02, and so on).
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Task 1: Execution Services – Project E-99## Using Execution Services, post different documents for the costs that you have planned with Easy Cost Planning for project E-99##. Analyze the commitment and actual costs for project E-99## in the cost element report. 1.
Open project E-99##, which has been released, in Project Builder in session 1 and expand the entire structure. Call up Easy Cost Planning and display the item view and Execution Services. First post an internal activity allocation for the two planned internal activities for WBS element E-99##-1 Engineering. Use the planned data when posting the document. Then display a list of documents that have been posted. For WBS element E-99##-2 Procurement, use the appropriate Execution Service to create a purchase requisition for the planned material components. The delivery date is to be about 14 days from now. Update the list of documents that have been posted to display the purchase requisition. Return to the Project Builder and exit the function for processing your project.
2.
Use the cost element report Actual/Commitment/Total/Plan in CO Area Currency in session 2 to analyze the commitment costs for project E-99## incurred by the purchase requisition for WBS element E-99##-2 Procurement. To do so, refresh the report data. From the report, call up the screen displaying the line items for the commitment costs. Call up the source document for the line item. Then return to the cost element report.
Task 2: Optional: ProMan – Project T-200## Optional: Use ProMan to gain an overview of the current status of procurement for material components in project T-200##. 1.
Switch to session 1. In this session, open ProMan (Project-Oriented Procurement) in the Project System menu and select project T-200## before executing it. Expand the entire project structure in ProMan. Use ProMan to answer the following questions: Which orders/documents exist for level-1 WBS element T-200## Turbine?
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Take a look at the details for material component T-20600, which is assigned to activity 4000 Production of Running Gear, Bearing, Valves. What is the requirements quantity that you have planned for material component T-20600? Return to the SAP menu.
Task 3: Purchasing Process (to be carried out by instructor) In this task, external activities and material components required for customer project T-200## are purchased from vendors. The instructor will adopt the roles of MRP and Purchasing and will enter the appropriate goods receipts for the purchase order. Caution: This task is carried out by the instructor and not the course participants. 1.
Instructor only: Material T-20600 (Bearing (Complete) is manufactured in house. In session 1, carry out an online MRP planning run for all materials in plant 1300 to determine secondary requirements and, if necessary, planning procurement elements for production. For the planning run, enter plant 1300, processing key NETCH as the parameters and 1 (Purchase Requisitions) as the key for creating purchase requisitions. Then return to the SAP menu.
2.
Instructor only: Use the report Purchase Requisitions for Project to automatically assign vendor 1000 to the purchase requisitions for the customer projects to which no vendor has been assigned. Save the changes and return to the SAP menu. Hint: To make matters simpler, we will assume that all goods to be procured externally will be procured from one vendor. You will not need to issue a request for quotation either.
3.
Instructor only: In Purchasing, create a purchase order for the vendor using Via Requisition Assignment List. When doing so, select all the open purchase requisitions for vendor 1000 and purchasing organization 1000 and copy them to a purchase order (order type NB). Save this purchase order, note the purchase order number, and return to the SAP menu. Continued on next page
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Purchase order number: ____________________ 4.
Instructor only: To conclude, enter the goods receipt for the purchase order in Inventory Management. To do so, alter the default values for goods receipts in such a way that all the items, storage location 0001, plant 1300, and the OK indicator are defaulted. Copy the data from the purchase order you created in the previous step and post the goods receipt. Then return to the SAP menu.
Task 4: Optional: Claim Management – Project T-200## Optional: You create a claim by customer or vendor for project T-200## to document defects regarding the material components supplied and estimate the costs incurred by the variance. Take a look at the changes to the planned project costs using the cost element report. 1.
Parts of the steam pipe supplied by the vendor for the turbine in customer project T-200## are defective. In session 1 in the Project system menu, create a Claim by Customer or Vendor with the partner category Vendor. Specify Defective Material T-20810 as the description and enter New Procurement Required as a long text describing the consequence. Assign the claim to your level-1 WBS element T-200## and specify 1000 as the vendor number. Plan project costs incurred as a result of the variance. To do so, create a cost estimate in the claim with costing variant PNOT. Enter a costing item with item category M (Material), resource T-20810 (Steam Pipe for Turbine) from plant 1300, and quantity 10 meters. Copy the costing data as Estimated Costs. Approve and save the claim. In the background, the system automatically creates a CO order as a cost collector. Finally, return to the SAP menu.
2.
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Use cost element report Actual/Commitment/Total/Plan in CO Area Currency in session 2 to evaluate the new planned costs for project T-200##. To do so, refresh the report data and select the CO order, which was created as a cost collector via the claim, in the navigation panel.
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Lesson: Assigning Documents, Procurement Processes, and Claim Management
Solution 12: Execution Services, Procurement Process, and Claim Management Task 1: Execution Services – Project E-99## Using Execution Services, post different documents for the costs that you have planned with Easy Cost Planning for project E-99##. Analyze the commitment and actual costs for project E-99## in the cost element report. 1.
Open project E-99##, which has been released, in Project Builder in session 1 and expand the entire structure. Call up Easy Cost Planning and display the item view and Execution Services. First post an internal activity allocation for the two planned internal activities for WBS element E-99##-1 Engineering. Use the planned data when posting the document. Then display a list of documents that have been posted. For WBS element E-99##-2 Procurement, use the appropriate Execution Service to create a purchase requisition for the planned material components. The delivery date is to be about 14 days from now. Update the list of documents that have been posted to display the purchase requisition. Return to the Project Builder and exit the function for processing your project. a)
Open project E-99## in the Project Builder in session 1. To do so, choose SAP Menu → Accounting → Project System → Project → Project Builder and choose E-99## Elevator Gr## in the worklist. To Expand All. Your project display all of the WBS elements, choose should be assigned the status REL. To call up Easy Cost Planning, choose Easy Cost Planning. To Show/Hide display the item view and Execution Services, choose Item View and then Show Execution Services.
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b)
In the Costing Structure, select WBS element E-99##-1 (Engineering). To post an internal activity allocation for this WBS element, choose Internal Activity Allocation from the list of Execution Services. Hint: The overview of costing items now only shows the items for item category E along with the planned data. You can change this data before making any posting (for example, different quantity or activity type). To post an internal activity allocation for the planned internal activities, choose Select All and then Post in the overview of costing items. To display a list of posted documents in the upper section of the screen, choose List On/Off (top right).
c)
To post a purchase requisition for WBS element Procurement, select WBS element E-99##-2 (Procurement) in the costing structure. Then choose the Execution Service Purchase Requisition. Hint: The overview of costing items now only displays the items with item categories M/F/N/V/L along with the planned data. In our case, these are different material components. Purchasing data still has to be maintained before material components can be procured externally. Define a delivery date for all the items in the overview. To do so, enter Today + 14 Days for the date in the Delivery Date field. Select all the items with Select All, position the cursor on the field with the date you have Fill just entered (not on the column header) and then choose Enter. All the items now Column. Confirm your entries with have a delivery date and are selected for transfer to the purchase Post. To requisition. To post the purchase requsition, choose display the document in the upper section, choose Refresh. Hint: If the system outputs a warning or error message (due to missing data, for example), an error log is written. You Log. can call up this log by choosing To return to the Project Builder, choose and exit the Project Builder by choosing
Back. Save your project Save and Exit. Continued on next page
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2.
Use the cost element report Actual/Commitment/Total/Plan in CO Area Currency in session 2 to analyze the commitment costs for project E-99## incurred by the purchase requisition for WBS element E-99##-2 Procurement. To do so, refresh the report data. From the report, call up the screen displaying the line items for the commitment costs. Call up the source document for the line item. Then return to the cost element report. a)
Switch to session 2. In this session, the cost element report Actual/Commitment/Total/Plan in CO Area Currency containing the cost data for projects T-200## and E-99## is already open. To update the data choose Report → Refresh (the Expert Mode indicator must be set in the report options). To evaluate just the commitment costs for project E-99##, choose the PRO E-99## Elevator Gr## in the navigation panel. The object report now displays the aggregated costs for investment project E-99##.
b)
To call up the line item report for the commitment costs, select the Call Up total value in the Commitments column and then choose Report. To display the source document, select a row in the list of line items Document. and choose Hint: The display shows the purchase requisition created using Execution Services. The items in the purchase requisition are assigned to WBS element E-99##-2 Procurement. Back. Choose Yes Exit the document and line item report with in the dialog box to exit the line item list. Stay in session 2 in the cost element report.
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Task 2: Optional: ProMan – Project T-200## Optional: Use ProMan to gain an overview of the current status of procurement for material components in project T-200##. 1.
Switch to session 1. In this session, open ProMan (Project-Oriented Procurement) in the Project System menu and select project T-200## before executing it. Expand the entire project structure in ProMan. Use ProMan to answer the following questions: Which orders/documents exist for level-1 WBS element T-200## Turbine? Take a look at the details for material component T-20600, which is assigned to activity 4000 Production of Running Gear, Bearing, Valves. What is the requirements quantity that you have planned for material component T-20600? Return to the SAP menu. a)
To open ProMan, choose the following menu path in Project System in session 1: Project System → Material → Execution → Project-Oriented Procurement (ProMan). In the selection screen, enter T-200## in the Project Definition field and then choose Execute. Hint: In the main screen of ProMan, the project hierarchy is displayed on the left and the different overviews on the right (Components, Quantities, Dates, and so on) as tab pages. Various documents (purchase requisitions or material documents) and orders (planned or production orders) can be displayed in the overviews. By choosing the appropriate icons or choosing either the main menu or a context menu, you can display further data or execute other functions (creating purchase requisitions or purchase orders, posting different goods movements). To expand the entire project hierarchy, select the project definition Turbine Gr## T-200## in the project structure and choose Expand Subtree.
b)
Take a look at the documents that have been assigned to the level-1 Turbine T-200## WBS element T-200##. To do so, select the row in the project structure and choose Views → Orders/Documents from the context menu (right-click). In the sub-screen on the right, the corresponding overview is now displayed. Various purchase Continued on next page
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c)
requisitions for material components, which are to be listed in the project stock (stock for WBS element T-200##), are assigned to the WBS element. The material components were assigned to the project activities using the BOM transfer function, and the purchase requisitions were generated automatically when the activities were released. To analyze the details for material component T-20600, choose the row Bearing (Complete) 0060 T-20600 in the project structure. The material component is assigned to activity 4000 Production of Running Gear, Bearing, Valves (if necessary, use Search). Then choose Views → Components from the context menu (right-click).. In the sub-screen on the right, the corresponding overview is now displayed with information about the requirements quantity and requirements date, for example. A requirements quantity of 2 was planned for this material during BOM transfer. A corresponding reservation was created automatically when the project was released. To return to the SAP menu, choose
Back (twice).
Task 3: Purchasing Process (to be carried out by instructor) In this task, external activities and material components required for customer project T-200## are purchased from vendors. The instructor will adopt the roles of MRP and Purchasing and will enter the appropriate goods receipts for the purchase order. Caution: This task is carried out by the instructor and not the course participants. 1.
Instructor only: Material T-20600 (Bearing (Complete) is manufactured in house. In session 1, carry out an online MRP planning run for all materials in plant 1300 to determine secondary requirements and, if necessary, planning procurement elements for production. For the
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planning run, enter plant 1300, processing key NETCH as the parameters and 1 (Purchase Requisitions) as the key for creating purchase requisitions. Then return to the SAP menu. a)
In session 1, choose SAP Menu → Logistics → Production → MRP → Planning → Total Planning → Online. Enter the following data on the initial screen: Field Name
Values
Plant
1300
Processing Key
NETCH
Create Purchase Requisition
1 Leave other fields as they are
To start the planning run, confirm your entries, the warning messages, and the dialog box with Enter. To return to the SAP menu, choose
Back (twice).
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2.
Instructor only: Use the report Purchase Requisitions for Project to automatically assign vendor 1000 to the purchase requisitions for the customer projects to which no vendor has been assigned. Save the changes and return to the SAP menu. Hint: To make matters simpler, we will assume that all goods to be procured externally will be procured from one vendor. You will not need to issue a request for quotation either. a)
In session 1, choose, for example, SAP Menu → Logistics → Project System → Information System → Material → Purchase Requisitions → For Project. In the selection screen, enter projects T-20001 to T-20020 and deselect the Assigned Purchase Requisitions indicator. To display the list of purchase requisitions, choose Execute. Specify that you want the purchase requisitions to be assigned automatically to vendors using existing purchasing info records. To do so, choose Edit → Select → Select All and then Assign Automatically. Hint: If more than one purchasing info record exists, the system displays a list from which you can select one. For purchase requisitions for which no source of supply could be determined, you can still make an assignment by choosing Assign Manually. To save the changes and to return to the SAP menu, choose Change Requisitions, confirm the messages issued by the system with Back. Enter, and exit the report with
3.
Instructor only: In Purchasing, create a purchase order for the vendor using Via Requisition Assignment List. When doing so, select all the open purchase requisitions for vendor 1000 and purchasing organization 1000 and copy them to a purchase order (order type NB). Save this purchase order, note the purchase order number, and return to the SAP menu.
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Purchase order number: ____________________ a)
Choose SAP Menu → Logistics → Materials Management → Purchasing → Purchase Order → Create → Via Requisition Assignment List. Enter the following data on the initial screen: Field Name
Values
Purchasing Organization
1000
Vendor
1000 Leave other fields as they are
Then choose
Execute.
In the assignment overview, select the row Without Outline Agreement and choose Process Assignment. Confirm the proposed data for creating the purchase order with Enter. To close the explanatory window in the center part of the screen, Close. choose Move the line between the document overview and purchase order data to the right so that you can see the list of open purchase requisitions on the left in its entirety. To copy the purchase Open requisition data to the new purchase order, select the row Adopt. Requisitions in the document overview and choose Save. Make a note of the To save the purchase order, choose number of the standard purchase order, which is displayed in the Back twice to return to the SAP menu. status bar. Then choose 4.
Instructor only: To conclude, enter the goods receipt for the purchase order in Inventory Management. To do so, alter the default values for goods receipts in such a way that all the items, storage location 0001,
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plant 1300, and the OK indicator are defaulted. Copy the data from the purchase order you created in the previous step and post the goods receipt. Then return to the SAP menu. a)
To enter the goods receipt, choose SAP Menu → Logistics → Materials Management → Inventory Management → Goods Movement → Goods Receipt → For Purchase Order → GR for Purchase Order (MIGO). To check the default values, and, if necessary, to adapt them, choose Settings → Default Values. Enter the following data under General Default Values: Field Name
Values
Storage Location
0001
In Plant
1300
Propose the OK Function in Future x Propose All Items
x
Choose Adopt and confirm the dialog box to confirm that you Enter. want to change the default values by choosing Enter the purchase order number in the field to the right of Goods Execute (Enter) to copy the data. Receipt Purchase Order and choose Then choose menu, choose
Post to save the document. To return to the SAP Back.
Task 4: Optional: Claim Management – Project T-200## Optional: You create a claim by customer or vendor for project T-200## to document defects regarding the material components supplied and estimate the costs incurred by the variance. Take a look at the changes to the planned project costs using the cost element report. 1.
Parts of the steam pipe supplied by the vendor for the turbine in customer project T-200## are defective. In session 1 in the Project system menu, create a Claim by Customer or Vendor with the partner category Vendor. Specify Defective Material T-20810 as the description and enter New Procurement Required as a long text describing the consequence. Assign the claim to your level-1 WBS element T-200## and specify 1000 as the vendor number. Continued on next page
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Plan project costs incurred as a result of the variance. To do so, create a cost estimate in the claim with costing variant PNOT. Enter a costing item with item category M (Material), resource T-20810 (Steam Pipe for Turbine) from plant 1300, and quantity 10 meters. Copy the costing data as Estimated Costs. Approve and save the claim. In the background, the system automatically creates a CO order as a cost collector. Finally, return to the SAP menu. a)
If necessary, switch to session 1. In the Project System menu, choose Project System → Notifications → Claim → Create. Enter the following data on the initial screen: Field Name
Values
Notification Type
External claim
Partner Type
Vendor
Confirm your entries with
Enter.
On the Subject tab page for the claim, enter Defective Material T-20810 in the Description field. To enter a long text for Edit Text → Long Text for Consequences. In consequences, choose the dialog box, enter, for example, New Procurement Required as the text, and confirm your entry with Continue (Enter). Call up the Assignment tab page. Enter the level-1 WBS element T-200## as the reference object in the WBS Element field and 1000 in the Vendor field. Confirm your entry and the next dialog box Enter. with b)
To plan costs incurred as a result of variances, call up the Costs tab page. Confirm the costing variant PNOT in the dialog box with Enter. In the item overview for the cost estimate, enter the following data: Item Category M
Quantity 10
Resource T-20810
Plant/Activity Type 1300
Enter. To copy the item costs as Confirm your entries with Confirm. estimated costs, choose Continued on next page
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To ensure that the system automatically generates a cost collector when you save the data, you have to approve the claim. To do so, Give Approval. choose Hint: On the Tasks and Activities tab pages, you can document various follow-up activities and, for the tasks, use the status for control purposes. On the DMS tab page, you can assign documents from document management. From the activity box, you can call up different functions directly that can be defined automatically by the system as tasks or activities. To save your claim, choose Save. The number of the cost collector that was created when you saved the data is now displayed in the status bar. To return to the SAP menu, choose Back. 2.
Use cost element report Actual/Commitment/Total/Plan in CO Area Currency in session 2 to evaluate the new planned costs for project T-200##. To do so, refresh the report data and select the CO order, which was created as a cost collector via the claim, in the navigation panel. a)
Switch to session 2. In this session, the cost element report Actual/Commitment/Total/Plan in CO Area Currency containing the cost data for projects T-200## and E-99## is already open. To update the data, choose Report → Refresh. To evaluate just the planned costs for the CO order, select the object ORD on the left in the navigation panel with the description Notif.: Defective Material T-20810 that is assigned to WBS element T-200##. The estimated costs of the claim are displayed as planned order costs. Stay in session 2 in the cost element report.
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Lesson Summary You should now be able to: • Use Execution Services for posting documents • Demonstrate the various ProMan functions • Explain the purchasing process • Explain the role of Claims
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Lesson: Milestone Billing and PS Cash Management
Lesson: Milestone Billing and PS Cash Management Lesson Overview This lesson shows you how to carry out milestone billing to control billing processes for sales orders using project milestones. This lesson also provides an overview of PS Cash Management, which you can use to monitor payment flows in projects.
Lesson Objectives After completing this lesson, you will be able to: • •
Describe the process and benefits of milestone billing Explain the purpose of PS Cash Management
Business Example Once the most important assembly components have been manufactured for the turbine system, invoices are to be created automatically and the initial actual revenues updated to project T-200##. To do so, use milestone billing.
Milestone Billing The starting point for milestone billing is a sales order item with a billing plan whose dates stem from milestones of the assigned project (see “Cost and Revenue Planning”). If you enter actual dates in the billing milestones (by confirming the assigned activity, for example), the billing lock imposed on the corresponding date in the billing plan is lifted.
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Figure 62: Milestone Billing (1)
The unlocked date of the sales order item is then billed during the next billing run. Like the sales order item, the invoice document is assigned to a WBS element. This means that the actual revenues are posted in the project. The system flags the date in the billing plan as Fully Processed (billing status C).
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Figure 63: Milestone Billing (2)
PS Cash Management During the course of the project, project costs that affect receipts and expenditures (incoming and outgoing payments) are incurred as a result of purchasing or sales documents. To identify early on when payments are due during the project, you have to plan and monitor payments. The aim of PS Cash Management is to optimize cashflows to maximize project profits and reduce project costs. The “PS Cash Management” diagram shows the sort of questions that those responsible for PS Cash Management should ask in order to monitor payment flows effectively.
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Figure 64: PS Cash Management
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Exercise 13: Milestone Billing Exercise Objectives After completing this exercise, you will be able to: • Carry out milestone billing
Business Example When further activities in customer project T-200## are confirmed, billing milestones assigned to the activities are activated. This unlocks the appropriate dates in the sales order billing plan for your project. In SD, a billing program creates customer invoices for the unblocked dates in the sales order. In the project, the invoices are displayed as revenues for the assigned billing elements. Hint: In the following tasks, ## indicates your group number (## = 01, 02, and so on).
Task: Milestone Billing – Project T-200## You use the structure information system to create a confirmation for activity 4000 of project T-200##. In SD, you then create a billing document for the sales order assigned to your project. Analyze the actual revenues in your project in the structure information system and cost element report. 1.
Two sessions are currently open. Use session 1 for posting your data and session 2 for analyses with the plan-based cost element report Actual/Commitment/Total/Plan in CO Area Currency. Open a new session (referred to as session 3 from now on). In session 3, open the Structure Overview in the structure information system. Select the data for customer project T-200##. In the structure overview, enter an individual confirmation for activity 4000 Production of Running Gear, Bearing, Valves. Enter the earliest scheduled activity dates for the confirmation. Save the confirmation and refresh the structure overview. An actual finish date, which unblocks the appropriate date in the sales order billing plan, is displayed for the activity and assigned billing milestone.
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2.
Switch to session 1 and create a billing document for the project sales order in the SD menu (note the sales order number in the structure overview). Execute and then save the billing document. Then return to the SAP menu.
3.
Return to the structure overview in session 3 and refresh the report. For which object are the actual revenues displayed? Call up further details for the actual revenues in project T-200## in the cost element report. To do so, call up session 2 and refresh the report. Call up the source document for the actual revenues from the line item report. Then return to the cost element report.
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Solution 13: Milestone Billing Task: Milestone Billing – Project T-200## You use the structure information system to create a confirmation for activity 4000 of project T-200##. In SD, you then create a billing document for the sales order assigned to your project. Analyze the actual revenues in your project in the structure information system and cost element report. 1.
Two sessions are currently open. Use session 1 for posting your data and session 2 for analyses with the plan-based cost element report Actual/Commitment/Total/Plan in CO Area Currency. Open a new session (referred to as session 3 from now on). In session 3, open the Structure Overview in the structure information system. Select the data for customer project T-200##. In the structure overview, enter an individual confirmation for activity 4000 Production of Running Gear, Bearing, Valves. Enter the earliest scheduled activity dates for the confirmation. Save the confirmation and refresh the structure overview. An actual finish date, which unblocks the appropriate date in the sales order billing plan, is displayed for the activity and assigned billing milestone. a)
To create a new session, choose Create a New Session. In session 3, call up the structure overview by choosing SAP Menu → Logistics → Project System → Information System → Structures → Structure Overview. In the selection screen, enter project T-200## in the Project field and choose Execute. Hint: The structure overview displays the various project elements. The planned and actual costs (that result from confirmations and the purchase of services and materials) are aggregated and displayed for the level-1 WBS element T-200##. When the sales order is assigned, planned revenues for the WBS element are also displayed. The sales order and other sales documents (customer inquiry or customer quotation) or assigned orders (planned orders or CO orders) are also displayed in the structure overview under the level-1 WBS element. You can display objects by double-clicking them.
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b)
To enter an individual confirmation for activity 4000 Production of Deselect All and then select Running Gear, Bearing, Valves, choose activity 4000 on the left of the structure overview. Then choose Extras/Environment → Confirm → Individual Confirmation. Enter the following data in the detail screen for the confirmation: Field Name
Values
Actual Start
Same as earliest scheduled start date
Actual Finish
Same as earliest scheduled finish date Leave other fields as they are
To save the confirmation and return to the structure overview, Save. Refresh the data in the structure overview by choose choosing Refresh. Hint: Actual dates are displayed for activity 4000 and the assigned milestone. This unlocks the billing date in the billing plan of the sales order. A billing document can now be created in SD.
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2.
Switch to session 1 and create a billing document for the project sales order in the SD menu (note the sales order number in the structure overview). Execute and then save the billing document. Then return to the SAP menu. a)
Switch to session 1. In this session, choose SAP Menu → Logistics → Sales and Distribution → Billing → Billing Document → Create. In the list of documents to be processed, enter your sales order number in the Document column. Hint: The sales order number is displayed in the structure overview for project T-200## in session 3. As a result of the document type, your sales order is assigned to the number range from 000001 to 199999. Any other sales documents, customer inquiries, and quotations that may be displayed use different number ranges. To create a billing document, choose Execute. Save the billing document with Save. To return to the SAP menu, choose Back.
3.
Return to the structure overview in session 3 and refresh the report. For which object are the actual revenues displayed? Call up further details for the actual revenues in project T-200## in the cost element report. To do so, call up session 2 and refresh the report.
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Call up the source document for the actual revenues from the line item report. Then return to the cost element report. a)
b)
c)
Switch to session 3. To refresh the structure overview for project Refresh. Because the sales order item has been T-200##, choose assigned to billing element T-200## in your project, the actual revenues for WBS element T-200## are displayed in the Actual Revenues column. Call up the cost element report in session 2. To evaluate all the costs and revenues for project T-200##, select the object PRO T-200## Turbine Gr## in the navigation panel on the left. To refresh the report, choose Report → Refresh (the Expert Mode indicator must be set in the report options). Actual project revenues are displayed for revenue element 800000 Sales Revenues - Domestic. To call up the source document for the actual revenues, select the field (not the column) with the actual revenues and choose Call Up Report. Then select the document line in the line item report and choose Document. The system now displays the invoice. Back twice and To return to the cost element report, choose choose Yes to confirm that you want to exit the line item list.
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Lesson Summary You should now be able to: • Describe the process and benefits of milestone billing • Explain the purpose of PS Cash Management
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Unit Summary You should now be able to: • Enter actual dates for WBS elements • Explain the function of confirmations and name different confirmation methods • Confirm time data by means of CATS • Use Execution Services for posting documents • Demonstrate the various ProMan functions • Explain the purchasing process • Explain the role of Claims • Describe the process and benefits of milestone billing • Explain the purpose of PS Cash Management
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Unit 7 Period-End Closing Unit Overview Period-end closing involves various period-based business activities such as overhead application, results analysis, and settlement. These activities help you make sure that all the data that belongs to a period is determined and, where appropriate, made available to Enterprise Controlling. This unit provides you with a brief introduction to various functions performed as part of period-end closing for projects.
Unit Objectives After completing this unit, you will be able to: • •
Name various period-end closing procedures Describe the scenarios for settling the two example projects
Unit Contents Lesson: Period-End Closing and Settlement.................................... 232 Exercise 14: Period-End Closing ............................................. 237
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Lesson: Period-End Closing and Settlement Lesson Overview This lesson provides you with an overview of the various procedures you can carry out as part of period-end closing for projects. Investment project E-99## and sales project T-200## will be used to illustrate typical settlement scenarios. You will also be introduced to the Schedule Manager as a tool for carrying out period-end closing activities.
Lesson Objectives After completing this lesson, you will be able to: • •
Name various period-end closing procedures Describe the scenarios for settling the two example projects
Business Example At the end of a period, you have to carry out various period-end closing activities for your projects. First, you run a results analysis for your sales project T-200## after you have calculated the overhead costs, and then settle to a profitability segment. You settle investment project E-99## to an asset under construction (AUC) or to an asset after the overheads have been applied.
Period-End Closing Activities You carry out period-based business transactions as part of period-end closing. This enables you to make sure that all the data that belongs to a period is determined and that it is made available to Enterprise Controlling. An overview of the most important period-end closing procedures can be seen in the “Period-End Closing Procedures” diagram. They are dealt with in detail in the courses PLM230 (Project Controlling with Networks) and PLM235 (Project Controlling with Work Breakdown Structures).
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Figure 65: Period-End Closing Procedures
Overhead costing is used to allocate the overhead costs for supplying materials, machines, and labor by means of percentage or quantity-based overheads. Template allocation is another method for allocating overheads. This method does not allocate costs, but determines the quantities used by the receiver object. The costs are then calculated by valuating the quantities with a price. This enables costs to be determined according to cause. Interest calculation plays an important role in long-running, cost-intensive projects. In SAP Project System, planned and actual interest calculation can be used to calculate and update interest. With cost forecasts, you can adjust cost planning to changing circumstances during the execution phase of the project. In a cost forecast, the system determines and valuates the remaining activities on the basis of the planned, forecast, and actual values in the network. You use the progress analysis to compare the planned and actual progress of your project with the results actually achieved. Results analysis carries out a period valuation of the project results. Data such as stock values, cost of sales, and reserves are calculated here.
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Using the “project-related incoming orders” function, the system determines key figures for incoming orders and open orders from sales orders assigned to the project. This enables you to draw conclusions at an early stage regarding the anticipated result of a customer project. You use project settlement to allocate the costs and revenues in the projects, or the results analysis data to one or more receivers.
Project Settlement When you settle your project, costs and revenues are transferred to Financial Accounting (G/L account), Asset Accounting (fixed asset), Cost Accounting/Profitability Analysis (order, cost center, profitability segment) or Project System (WBS elements, network, activities). Settlement rules determine which portions of a sender’s costs are allocated to which receivers. Settlement rules are stored in the sender objects and contain distribution rules and settlement parameters. They are required in order to settle the project. Typical scenarios for settling the projects used in this course are shown in the “Settlement Scenarios” diagram.
Figure 66: Settlement Scenarios
The WBS elements for investment project E-99## are settled to assets under construction (AUC). The AUC were created automatically when the WBS elements were released (this is controlled by the investment profile). Rules prescribing settlement to AUC can be generated automatically when the WBS
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elements are settled for the first time. When the project is technically closed, the WBS elements are settled to an asset master record, and the values are transferred from the AUC to the asset. In the sales project T-200##, only the billing element is settled because results analysis is generally carried out at the billing element level. The results analysis data contains not only the costs and revenues for the billing elements, but also for all the WBS elements and activities subordinate to the billing elements. This being the case, only the billing element has a settlement rule. All other objects are assigned the settlement profile Do not settle.
Schedule Manager The Schedule Manager is a user-friendly tool that enables you to plan and edit all period-end closing actions performed in SAP R/3. The top organizational object in the Schedule Manager is the task list. It contains a hierarchical representation of tasks in the form of a task list from the various applications (for example, Financial Accounting, Cost Center Accounting, Project System, and so on). You schedule the tasks in the task list by dragging and dropping them on the calendar (if you schedule for a point in time in the past, you will be able to start immediately). The tasks can cover the following functions: • • • •
ABAP reports (example: Generate Settlement Rules in Collective Processing) Transactions (example: Set Period Lock) Memory joggers (example: the note “Upon completion, inform those involved”) Flow definitions
A flow definition is created in the Workflow Builder and comprises individual flow steps. These steps include scheduling programs with variants in job control in the R/3 System and user interactions involving a user being sent information by e-mail. The flow definition in the “Schedule Manager” diagram shows the overhead application step followed by the results analysis step followed by the settlement step. You can view all the information on an active or completed job that was scheduled in the Scheduler by calling up a monitor. Any errors that occur can be displayed in the monitor, investigated and, if necessary, corrected. When you restart the procedure, only the records that contained errors are processed.
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Figure 67: Schedule Manager
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Exercise 14: Period-End Closing Exercise Objectives After completing this exercise, you will be able to: • Evaluate the result of the period-end closing activities carried out for your projects
Business Example At the beginning of a new fiscal year period, various periodic procedures, such as overhead application, results analysis and settlement, are normally carried out for investment and customer projects for the period that has just come to an end. To schedule, execute, and monitor the jobs, which in certain cases may affect all components, you use the Schedule Manager. Hint: In the following tasks, ## indicates your group number (## = 01, 02, and so on).
Task 1: Period-End Closing – Projects E-99## and T-200## (to be carried out by instructor) To carry out period-end closing for projects E-99## and T-200## using the Schedule Manager, you have to run a number of periodic procedures. First, you create a selection variant, which will be used later on for collective processing, as well as settlement rules and results analysis keys for the customer projects. In the Schedule Manager, you create a simple task list and a flow definition in order to carry out these procedures.
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1.
Instructor only: Procedures that are performed periodically (such as overhead calculation, results analysis or settlement) are usually processed collectively for a large number of projects in the background. The projects are selected for collective processing by means of a selection variant. In the Project System menu, create a selection variant PLM200 with which all the projects in the course, that is T-20001 to T-20020 and E-9901 to E-9920 are selected. If necessary, test the scope of your selection. Enter Selection Variant PLM200 as the attribute. Save the variant and return to the SAP menu.
2.
Instructor only: You will require results analysis keys and settlement rules for analyzing the results and settling the projects. You can either enter this master data manually for the WBS elements/activities, or you Continued on next page
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can derive it in collective processing. Generate settlement rules and results analysis keys for the customer projects in collective processing. Use the selection variant PLM200 and the current period of the current fiscal year. Display the details of the objects processed and return to the SAP menu. 3.
Instructor only: In the Schedule Manager, all periodic procedures from the various components of the R/3 System can be executed and monitored together. In the Schedule Manager, create a flow definition that includes the three periodic procedures overhead calculation, results analysis and settlement. To do this, copy the existing flow definition Z-131. Use Z-131-20 and Period-End Closing PS PLM200 as the new identification and description. Modify your flow definition in the Workflow Builder by changing the name to Select Projects PLM200 for the PS Object List Selection list and create a new variant SV-131-20. In this variant, enter your selection variant PLM200, the current period, current fiscal year and Select Objects PLM200, for example, as the description in the attributes. Save the variant, and go back to the Workflow Builder. Also change the Check the Objects in the Worklist step by entering your R/3 user name as the message recipient (for example, PLM200-20). Go back to the Workflow Builder graphic and save your flow definition as a local object. Then activate the flow definition and return to the initial screen of the Schedule Manager.
4.
Instructor only: In the Schedule Manager, create a new task list with the identification Z-20. Enter Periodic Procedure PLM200 as the name and save your task list. Change the task list Z-20 by creating the flow definition Z-131-20 you defined earlier as a task for the task list. Save your changes and return to the initial screen of the Schedule Manager. Hint: A task list usually comprises different flow definitions (for periodic procedures in Financial Accounting, Cost Center Accounting, and so on). It is also possible to assign individual ABAP reports, transactions, memory-joggers, and documents. The task list covers all of the periodic procedures in an organization (FI, CO, PS, and so on). Continued on next page
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5.
Instructor only: In the following step, you will carry out and monitor the periodic procedures for the investment and customer projects using the Schedule Manager. First, specify the time at which the task Period-End Closing PS PLM200 is to be executed using Drag&Drop in the daily overview of the Schedule Manager. When you schedule the task, use a time earlier than the current point in time so that you can start the task immediately. Use the job monitor to track the progress of the various steps in the task. Refresh the data displayed at regular intervals until a message appears on the express work item Check the Objects in the Worklist. Then go from the monitor to the object list containing all the objects edited in the task. Display the legend for the processing status and, where appropriate, object messages on objects that were not processed properly. Then go back to the basic screen of the Schedule Manager.
6.
Instructor only: You changed the step Check the Objects in the Worklist in your flow definition so that you will receive a workflow as the person responsible after the periodic procedure has been completed. Create a new session to display the appropriate workflow work item in the Business Workplace. Finish processing the worklist if no errors occurred. Go back to the Schedule Manager session. Refresh the calendar, and check over the status of your flow in the daily overview. Then return to the SAP menu.
Task 2: Optional: Evaluate Period-End Closing – Projects E-99## and T-200## Optional: Analyze the changes to the two projects E-99## and T-200## as a result of the period-end closing procedures using a cost element report. 1.
Use the plan-based cost element report called Actual/Commitment/Total/Plan in CO Area Currency to analyze the costs of the two projects E-99## and T-200## following period-end closing. What changes have been made as a result of the periodic procedures?
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Solution 14: Period-End Closing Task 1: Period-End Closing – Projects E-99## and T-200## (to be carried out by instructor) To carry out period-end closing for projects E-99## and T-200## using the Schedule Manager, you have to run a number of periodic procedures. First, you create a selection variant, which will be used later on for collective processing, as well as settlement rules and results analysis keys for the customer projects. In the Schedule Manager, you create a simple task list and a flow definition in order to carry out these procedures. 1.
Instructor only: Procedures that are performed periodically (such as overhead calculation, results analysis or settlement) are usually processed collectively for a large number of projects in the background. The projects are selected for collective processing by means of a selection variant. In the Project System menu, create a selection variant PLM200 with which all the projects in the course, that is T-20001 to T-20020
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and E-9901 to E-9920 are selected. If necessary, test the scope of your selection. Enter Selection Variant PLM200 as the attribute. Save the variant and return to the SAP menu. a)
In the SAP menu, choose Accounting → Project System → Financials → Period-End Closing → Current Settings → Create Selection Variant for Collective Processing. On the initial screen, enter PLM200 in the Variant field and choose Create. Multiple To select several projects on the selection screen, choose Selection in the Project row. In the dialog box, choose Ranges and enter the following two ranges (for 20 participant groups, for example): E-9901
to
E-9920
T-20001
to
T-20020
Then choose
Copy.
Test the scope of your selection by choosing Text Selection. The number of project definitions found should be approximately twice the number of groups participating in the course. Return to the Enter. selection screen by choosing To enter attributes for your variant, choose Attributes. In the Description field, enter Selection Variant PLM200. To save the variant, choose Save. To return to the SAP menu, choose Back (twice). 2.
Instructor only: You will require results analysis keys and settlement rules for analyzing the results and settling the projects. You can either enter this master data manually for the WBS elements/activities, or you can derive it in collective processing. Generate settlement rules and results analysis keys for the customer projects in collective processing. Use the selection variant PLM200 and the current period of the current fiscal year. Display the details of the objects processed and return to the SAP menu. a)
In the Project System menu, choose Project System → Financials → Period-End Closing → Single Functions → Settlement Rule → Collective Processing. Enter the following data on the initial screen:
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Field Name
Values
Selection variant
PLM200
Period
Current month
Fiscal year
Current year
Background Processing
No
Test Run
No
Detail Lists
Yes
Choose
Execute.
To call up the detail list, choose
Next List Level.
Hint: No settlement rules have been generated for the investment projects E-99##. Reason: When the investment projects were released, assets under construction (AUC) were generated for all WBS elements (this was controlled by the investment profile). During the first settlement, the system generates an AUC settlement rule internally. When (and only when) the project is technically closed, the WBS elements are settled to an asset master record, and the values are transferred from the AUC to the asset. In the case of the customer projects, a profitability segment settlement rule was generated for billing elements T-200##. At the same time, results analysis key 130001 was assigned for these WBS elements. No settlement rules were generated for any other WBS elements. Instead, a settlement profile 130002 (Do not settle) was assigned. Reason: Results analysis at billing element level includes all of the planned and actual values of any lower-level WBS elements, orders and activities. Consequently, only the billing element is settled. To return to the SAP menu, choose 3.
Back (three times).
Instructor only: In the Schedule Manager, all periodic procedures from the various components of the R/3 System can be executed and monitored together.
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In the Schedule Manager, create a flow definition that includes the three periodic procedures overhead calculation, results analysis and settlement. To do this, copy the existing flow definition Z-131. Use Z-131-20 and Period-End Closing PS PLM200 as the new identification and description. Modify your flow definition in the Workflow Builder by changing the name to Select Projects PLM200 for the PS Object List Selection list and create a new variant SV-131-20. In this variant, enter your selection variant PLM200, the current period, current fiscal year and Select Objects PLM200, for example, as the description in the attributes. Save the variant, and go back to the Workflow Builder. Also change the Check the Objects in the Worklist step by entering your R/3 user name as the message recipient (for example, PLM200-20). Go back to the Workflow Builder graphic and save your flow definition as a local object. Then activate the flow definition and return to the initial screen of the Schedule Manager. a)
Call up the Schedule Manager by choosing Project System → Financials → Period-End Closing → Schedule Manager, for example. To make the data on the screen easier to read, close the window with User Notes Off. Choose Extras → Flow the user notes by choosing Definition → Process the Flow Definition. In the dialog box, enter Z-131 in the Flow Definition field and Copy. choose Enter the following data in the dialog box: Field Name
Values
Flow Definition
Z-131-20
Description
Period-End Closing PS PLM200
Confirm your entries with
Enter.
. The If necessary, close the dialog box containing the legend Workflow Builder then appears in which you can edit your periodic procedures graphically. b)
To adjust the object selection, double-click the Selection step in the center of the work area.
PS Object List
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Enter Select Projects PLM200 as the new name for this step. To create a new variant for the selection, enter SV-131-20 in the Variant field and choose Create Variant. Confirm the dialog box Continue. with Enter the following data: Field Name
Values
Selection variant
PLM200
Period
Current month
Fiscal year
Current year
To enter attributes for your variant, choose Attributes. In the Description field, enter Select Objects PLM200. Hint: On this screen, you can define selection variables for individual selection objects (such as period, fiscal year). The advantage of this is that once defined, the process remains unchanged. The system merely assigns different values to the selection variables using table TVARV (for example, modified periods or fiscal years). To save the variant, choose Save. To return to the graphic overview in the Workflow Builder, choose Back twice. c)
To enable your SAP R/3 user to be informed later on once the Check periodic procedure has been completed, double-click the Objects in the Worklist in the center of the work area and enter your user (for example, PLM200-20) in the Message Recipient User field. To return to the graphic overview in the Workflow Builder, choose Back. To save your flow definition, choose dialog box that appears.
Save and Local Object in the
Then activate the flow definition with Activate and return to the Back. initial screen of the Schedule Manager with 4.
Instructor only: In the Schedule Manager, create a new task list with the identification Z-20. Enter Periodic Procedure PLM200 as the name and save your task list. Continued on next page
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Change the task list Z-20 by creating the flow definition Z-131-20 you defined earlier as a task for the task list. Save your changes and return to the initial screen of the Schedule Manager. Hint: A task list usually comprises different flow definitions (for periodic procedures in Financial Accounting, Cost Center Accounting, and so on). It is also possible to assign individual ABAP reports, transactions, memory-joggers, and documents. The task list covers all of the periodic procedures in an organization (FI, CO, PS, and so on). a)
You are still in the Schedule Manager. Choose Task List → Create. In the Task List field, enter Z-20 and confirm your entry with Enter. Enter the following data: Field Name Text in the row Task List Z-20
Values Periodic Procedure PLM200 Leave other fields as they are
To save the task list and return to the screen for editing the task Save and Back. list, choose You are now in a screen for changing the task list. To include your flow definition Z-131-20 as a task in the task list, select the task list Periodic Procedure PLM200 and then choose Insert Task. In the dialog box, choose Flow Definition as the Type of Task and use Z-131-20 in the appropriate field. Confirm your entry with Enter. Expand Subtree, your flow definition Period-End If you choose Closing PS PLM200 is displayed as a task in the task list. To save your changes and return to the initial screen of the Schedule Manager, choose Save and then Return to Scheduling. 5.
Instructor only: In the following step, you will carry out and monitor the periodic procedures for the investment and customer projects using the Schedule Manager. First, specify the time at which the task Period-End Closing PS PLM200 is to be executed using Drag&Drop in the daily Continued on next page
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overview of the Schedule Manager. When you schedule the task, use a time earlier than the current point in time so that you can start the task immediately. Use the job monitor to track the progress of the various steps in the task. Refresh the data displayed at regular intervals until a message appears on the express work item Check the Objects in the Worklist. Then go from the monitor to the object list containing all the objects edited in the task. Display the legend for the processing status and, where appropriate, object messages on objects that were not processed properly. Then go back to the basic screen of the Schedule Manager. a)
You are still in the initial screen of the Schedule Manager. To start Period-End Closing PS PLM200 the periodic procedure, drag the task to the right of the daily overview to the time 8:00, for example. In the dialog box that appears, Immediately is defaulted as the Enter. execution time. Confirm the dialog box with Hint: In the daily overview for the current time, the Period-End Closing PS PLM200 task is scheduled and active . In the monthly overview, the day on which the task has been scheduled appears in yellow.
b)
To call up the job monitor, choose
Monitor.
Hint: The monitor shows you whether, and if so when, individual steps have been completed, and what the status of the various steps is (no errors detected, errors detected, and so on). You can enlarge the chart on the left or scroll to the right in the list to display the number of objects with errors detected in each step. If you click any line in this overview, and then click the right-hand mouse button, you can display and call up the various functions that are available. Refresh the list in the job monitor a few times. To do this, choose Refresh. When doing so, watch how the system handles the various process in the flow definition. A dialog box then appears regarding receipt of the express work item Check the Objects in the Worklist. Confirm the information with Enter. Continued on next page
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c)
To display further information on the objects processed, position Period-End Closing PS PLM200 and choose your cursor on the line Object List in the context menu (right-click). Select all the statuses Select All and confirm the filter criteria displayed by choosing with Enter. Hint: The rows in the object list show the objects processed, and the columns contain the various processing steps (overheads, results analysis, settlement). The icons indicate the processing status of the objects. You can: • • • •
Set statuses manually (if, for example, you still want to go ahead despite errors) Go directly to master data maintenance Call up cost reports for the objects Analyze the error log for the objects
To display the legend for the processing status, choose Legend. Choose Enter to close the legend again.
Icon
Check the status of the objects displayed. Make any necessary corrections using the tools mentioned above (master data maintenance, for example). Select a line in the object list with the Error, choose Object Messages, and take a look at the status log. You can change the master data of an object by choosing Edit Master Data. Go back to the initial screen of the Schedule Manager by choosing Back. In the daily overview, the task is still displayed with the Processing is Active. status 6.
Instructor only: You changed the step Check the Objects in the Worklist in your flow definition so that you will receive a workflow as the person responsible after the periodic procedure has been completed. Create a new session to display the appropriate workflow work item in the Business Workplace. Finish processing the worklist if no errors occurred.
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Go back to the Schedule Manager session. Refresh the calendar, and check over the status of your flow in the daily overview. Then return to the SAP menu. a)
Create New Session. In this session, To create a new session, choose call up the list of your workflow work items by choosing SAP Menu → Office → Workplace and then Inbox → Workflow. Double-click the line Check the Objects in the Worklist in the workflow list. You can use the workflow to reprocess objects with errors or to finish processing the worklist if no errors occurred. Choose the appropriate alternative depending on the result.
b)
Go to the session in which the Schedule Manager is still open. To refresh the data displayed in the daily overview of the Schedule Refresh Calendar. Once the flow has been Manager, choose processed - and no errors were detected - and completed (alternative 1 in the workflow), the status is set to Processing Completed Without Errors. To return to the SAP menu, choose
Back.
Task 2: Optional: Evaluate Period-End Closing – Projects E-99## and T-200## Optional: Analyze the changes to the two projects E-99## and T-200## as a result of the period-end closing procedures using a cost element report. 1.
Use the plan-based cost element report called Actual/Commitment/Total/Plan in CO Area Currency to analyze the costs of the two projects E-99## and T-200## following period-end closing. What changes have been made as a result of the periodic procedures? a)
If you have opened the cost element report Actual/Commitment/Total/Plan in CO Area Currency in a separate session, go to this session and refresh the report with Report → Refresh (in the report options, the Expert Mode must be set). Otherwise, choose SAP Menu → Accounting → Project System → Information System → Financials → Costs → Plan-Based → By Cost Element → Actual/Commitment/Total/Plan in CO Area Currency. Enter the following data in the selection screen:
Continued on next page
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Lesson: Period-End Closing and Settlement
Field Name
Values
Project
E-99##
Plan Version
0
To Fiscal Year
Current year + 2 years Leave other fields as they are
To select project T-200##, choose right in the Project row.
Multiple Selection on the far
In the dialog box containing the list of single values, enter project Copy. T-200## and confirm your selection by choosing To start the report, choose
Execute.
To evaluate investment project E-99##, go to the navigation panel on the left and select the object PRO E-99## Elevator Gr##. Only the costs of project E-99## are displayed. Hint: As a result of the period-end closing activities carried out, actual costs are displayed for various cost elements for overheads (for example 655200 Overhead Surcharge Personnel). Settlement of the WBS elements to an asset under construction is indicated in the cost element row 811000 Capitalized Activity. To evaluate customer project T-200##, go to the navigation panel on the left and select the project PRO T-200## Turbine Gr##. Only the costs of project T-200## are displayed. Hint: Actual costs are also displayed for this project on the basis of the overhead costs applied. Settlement of the results analysis costs to the profitability segment is indicated accordingly for the actual costs.
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Unit 7: Period-End Closing
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Lesson Summary You should now be able to: • Name various period-end closing procedures • Describe the scenarios for settling the two example projects
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Unit Summary
Unit Summary You should now be able to: • Name various period-end closing procedures • Describe the scenarios for settling the two example projects
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Course Summary
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Course Summary You should now be able to: • • • • • •
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Use work breakdown structures, activities, and networks to structure projects Discuss aspects of planning dates, resources, materials, costs, and revenues Name the functions used for budgeting Explain aspects and processes used for executing projects Explain various period-end closing activities in Project Management Use reporting options for monitoring project data
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Appendix 1 mySAP PLM Program and Project Management
Program and Project Management is a key area of the enterprise solution mySAP Product Lifecycle Management (PLM). mySAP PLM Program and Project Management not only includes project management (SAP Project System) but also provides the Life-Cycle Profitability Analysis and Strategic Program Management tools for forecasting the cost of new products throughout their entire lifecycle and analyzing existing and planned product portfolios. The evaluations are carried out in the SAP Business Information Warehouse, which means that all the necessary information, for example from SAP Strategic Enterprise Management and non-SAP applications, can be integrated.
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Appendix 1: mySAP PLM Program and Project Management
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Figure 68: mySAP PLM Program and Project Management
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Appendix 2 Versions
Simulation versions in SAP Project System are modifiable versions of a project. You create them, for example, during the quotation phase before an operative project has been created, or for alternative planning of existing operative projects or parts of these. You can simulate and save changes to a project without them affecting the operative version. If necessary, you can create several simulation versions, compare them with each other, and transfer the changes back to the operative project.
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Appendix 2: Versions
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Figure 69: Simulation Versions
Project versions are snapshots of a project and are used to record a history of the project itself. You can create project versions manually (time controlled) or on the basis of a particular status (action controlled). You cannot change project versions.
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Appendix 2: Versions
Figure 70: Project Versions
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Appendix 2: Versions
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Appendix 3 Subnetworks
Subnetworks allow you to specify a network in greater detail during the course of a project. Subnetworks can be nested to any required depth, in other words, you can create a subnetwork for a subnetwork.You can also create maintenance orders as subnetworks for a higher-level network.
Figure 71: Subnetworks
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Appendix 3: Subnetworks
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Appendix 4 Network Configuration
In Project System, you can use the network configuration function if you want to create different variants of a complex product. The networks and work breakdown structures are basically the same for the different variants, but have specific characteristics, such as alternative or additional activities or different quantities (number of material components, work, duration). When you use the configuration function, you normally start with a maximum standard structure as a template, that is, the standard network and standard work breakdown structure contain all the objects (WBS elements, activities, materials, and so on) that are required for every possible variant of the product. When you create an operative network using a configurable standard network as a template, you specify the variant to be manufactured (characteristic value assignment). Using object dependencies, you specify which activities and material components from the standard network are to be copied to the network. Only those elements that have been assigned to the activities selected by the configuration are taken from the standard work breakdown structure together with the higher-level WBS elements.
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Appendix 4: Network Configuration
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Figure 72: Configuring Project Structures
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Appendix 5 Using Milestones
Milestones are events that are of particular relevance to a project. You can assign milestones to activities or WBS elements. If you want to use particular milestones several times in project planning, you can create standard milestones, and use these as templates to copy from. You can analyze milestones and their respective dates in Reporting. Milestones are also used in Project System for the tasks and functions shown in the “Using Milestones” diagram (the milestones can be used more than once). The following milestone functions are available: • • • • • •
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Release subsequent activities Release up to release milestone Include standard network Create network Include subnetwork Start workflow task
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Appendix 5: Using Milestones
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Figure 73: Using Milestones
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Appendix 6 Documents@web
You can assign documents to projects directly over the Internet or use a browser to view documents that have already been assigned without accessing the SAP GUI. The Internet scenario “Creating Project Documents on the Web” is illustrated in the “Documents@web” diagram.
Figure 74: Documents@web
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Appendix 6: Documents@web
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To carry out searches on the Web for documents from the Document Management System, you can also use the “Document Search” Internet scenario. With this type of search, you can enter data from the document environment, such as an assigned WBS element, as well as data from the content of the original file (full text search).
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Appendix 7 Project Portals
SAP Enterprise Portal offers companies a Web-based platform that allows employees, vendors, business partners, customers, and investors to collaborate with each other. Using the Enterprise Portal, you can access internal and external information, as well as applications and services that are relevant to your role within your company. mySAP Product Lifecycle Management provides you with Business Packages for the individual key areas to help you set up your portal. The Business Package for projects contains short programs (iViews) that you can use to retrieve data from projects and to compile content pages for your portal. The “Project Portals I” and “Project Portals II” diagrams show an example of a project portal.
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Appendix 7: Project Portals
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Figure 75: Project Portals I
The work area of the Enterprise Portal comprises a title area and a number of pages. The title area contains the company’s corporate header, search and personalization options, as well as a navigation panel with various tab pages. The pages on the tab pages themselves can be either Web pages or different iViews. The iViews are not completely separate from each other; they support detailed navigation and exchange data with each other. For example, the “Master Data” iView shows the data for the object that was just selected using the “Project Structure” iView.
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Appendix 7: Project Portals
Figure 76: Project Portals II
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Appendix 7: Project Portals
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Appendix 8 Progress Analysis
If you want to control your project effectively, you will need to do more than just look at costs, resources, and schedules in isolation. You will only be able to draw informed conclusions as to the progress and current status of your project if you compare these values with the results actually achieved. Progress analysis enables you to do just that. It is suitable both for the internal control of a project and for external reporting. You can estimate the percentage of completion (POC) of the WBS elements, activities and activity elements, or you can have it calculated automatically on the basis of existing data. In each case, a planned POC (expected progress at a specific point in time) and an actual POC (progress actually made at a specific point in time) are determined. By specifying a weighting factor (planned costs, for example), you can aggregate these values in the WBS. The system uses a factor such as planned costs to calculate the progress values from the POCs: • • •
BCWS: Costs as per planned progress BCWP: Target costs as per actual progress Actual costs: Costs actually incurred
By comparing the earned values, you can collect some very important information. By comparing BCWS with BCWP, you can see if there are any deviations from the schedule (the project is progressing too slowly); by comparing the BCWP with the actual costs, you can see if there are any cost variances (project is too expensive).
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Appendix 8: Progress Analysis
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Figure 77: Progress Analysis: Functions
Measurement techniques determine how the progress value (planned and actual) is calculated. The measurement techniques available in the SAP Project System are shown in the “Progress Analysis: Measurement Techniques” figure. A user exit is also available to allow you to enter your own progress values. In Customizing, you define default measurement techniques for each object (WBS element, activity, project orders). If necessary, you can always overwrite these defaults in the project structures. The system uses specific weighting factors to summarize progress values in the project structure. One such weighting factor is the project cost plan.
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Appendix 8: Progress Analysis
Figure 78: Progress Analysis: Measurement Techniques
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Appendix 9 Cross-Project Evaluations
It is very important that you should be able to evaluate key figures across projects. There are various ways in which you can do just that: •
•
•
In project summarization, you can define as many summarization hierarchies as you require. Summarization runs aggregate costs, revenues and payment data for the various nodes in the summarization hierarchies. Summarization reports are an effective means of reporting across projects. In project reports, you can display data in a range of views - you are not restricted to the project structure view. These alternative views mean that you can evaluate both commercial and logistical key figures in a cost center hierarchy, profit center hierarchy, investment program hierarchy, or a summarization hierarchy that you have defined yourself. In Profit Center Accounting and Profitability Analysis, you can evaluate key figures for profit centers and profitability segments.
In project summarization, you can evaluate costs, revenues, and payment data across projects. Summarization hierarchies form the basis for project summarization. In Customizing, you can define as many of these hierarchies as you require. You define summarization hierarchies using master data characteristics of the WBS elements or activities. Example of a summarization hierarchy (in IDES: 1301): • • •
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1. level is always the controlling area 2. level is the Project Type field (sales projects, investment projects, cost projects, and so on) 3. level is the Person Responsible field (Smith, Green, Johnson, and so on)
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Appendix 9: Cross-Project Evaluations
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During an inheritance run, the characteristic values of higher-level WBS elements are passed on to any lower-level WBS elements and activities that do not have any characteristic values of their own.
Figure 79: Project Summarization: Inheritance
During the summarization run, the key figures of the project (costs, revenues and payment data) are totaled up for the various nodes in the summarization hierarchy. Once the summarization run is complete, you can use summarization reports to analyze the quantity structure (objects at a summarization node) and values in the entire summarization hierarchy. You can also use the structure information system or controlling information system to display selected projects in the order of the summarization hierarchy.
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Appendix 9: Cross-Project Evaluations
Figure 80: Project Summarization: Summarization and Evaluation
The Project System logical database (PSJ) forms the basis for reporting in the information system. You can display the data retrieved from the database in a range of different views (the project structure view, for example, or a profit center hierarchy view). You define a hierarchy type for each view and, if necessary, you define a hierarchy or a set for summarization. A user exit is also available for defining views of your own. You can use the structure information system and the controlling information system to display data in the project views shown in the diagram.
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Figure 81: Project Views
Whereas project controlling involves planning and monitoring one or more projects, Profitability Analysis and Profit Center Accounting are used for different purposes. Profitability Analysis allows you to monitor the external market and individual market segments. In Profitability Analysis, reporting is performed on the basis of profitability segments. Project data is posted to Profitability Analysis when you settle a project. Profit Center Accounting allows you to monitor the success of your company’s organizational units. Reporting is performed at the profit center level. Project data can be posted to Profit Center Accounting if data is written to a profit center document when CO and FI postings are made to the project.
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Appendix 9: Cross-Project Evaluations
Figure 82: Project Controlling - Enterprise Controlling
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Appendix 9: Cross-Project Evaluations
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Appendix 10 Evaluations with SAP Business Information Warehouse
The Catalog Browser in the Business Explorer enables you to group reports to suit your requirements and quickly access the reports you use most often. You can group your favorites into bundles, giving them any name you like and maintaining them as you want. You can use the Business Explorer to display reports in Microsoft Excel (with Business Information Warehouse enhancements). In Internet and intranet environments, the Business Explorer runs in a Web browser allowing you to page through report catalogs and execute reports. The Business Information Warehouse (BW) permits the use of both predefined standard reports and ad-hoc evaluations, both with detailed (drilldown) and multidimensional views ("slice and dice"). You can assign reports to single roles. Slice-and-dice operations are possible because the data is stored multidimensionally in InfoCubes. These contain characteristics and key figures. The OLAP (Online Analytical Processing) processor uses the characteristics to display different views of key figures and dynamically calculated figures (derived key figures) in accordance with your requirements. We deliver the following characteristics and key figures in Project System: project definitions, WBS elements, network activities, activity elements, material components, milestones, status information on all relevant objects, budget, statistical key figures for WBS elements, networks, dates, durations and floats, cost information and payment data for relevant objects, results analysis data.
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Appendix 10: Evaluations with SAP Business Information Warehouse
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Figure 83: Evaluations with SAP Business Information Warehouse
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Appendix 11 Scheduling Scenarios
When planning dates in projects, you can define the scheduling parameters yourself. You can also use predefined scheduling scenarios. In the bottom-up scheduling scenario, the earliest activity dates and the finish date of the network are initially determined, for example, from the start date in the network header. Following this, backward scheduling is carried out to determine the latest dates. The dates that have been determined in this way are copied as planned dates to the WBS elements to which the activities are assigned and then extrapolated within the structure. This scenario is illustrated in the “Scheduling” diagram in the “Date Planning” lesson. In the top-down scheduling scenario, you plan dates for WBS elements manually and define the project in such a way that the different phases are to be carried out within specified periods. The consistency is checked automatically by the system when you save your data. When scheduling the assigned activities, you can then use the planned dates of the WBS elements as a basis for forward and backward scheduling. This scenario is illustrated in the “Top-Down Scenario” diagram.
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Appendix 11: Scheduling Scenarios
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Figure 84: Top-Down Scenario
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Appendix 12 Service
Service activities (or service activity elements) trigger similar purchasing procedures for external services to externally-processed activities. For service activities, however, you create service specifications, which generally not only contain a service to be procured but also a complete hierarchy of planned services. You can use value limits to limit unplanned services. With service activities, you establish a connection to the MM-SRV component, which supports everything from issuing a request for quotation and awarding the service to entering and accepting services. In contrast to externally-processed activities, “goods receipt” for services involves the following two steps: • •
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Entering the services performed Accepting the services performed
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Appendix 12: Service
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Figure 85: Service
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Appendix 13 OCI Interface
The standard Open Catalog Interface (OCI) is available to help you select and assign material components to network activities. You can use this interface to integrate the component selection function for an internal or external catalog, which conforms with the OCI specification, from a network activity. You can then select material components within the catalog. The components are assigned to the network activity from which the the catalog was accessed.
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Appendix 13: OCI Interface
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Figure 86: OCI Interface
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Appendix 14 In-House Production Process
To plan the material requirements for a project, you assign material components to activities. Depending on the item category of the component assignment and a range of other settings, the material is either purchased or manufactured internally. The “In-House Production Process” diagram shows the procedure involved in producing a material in house along with the BOM for its subsequent use in the project.
Figure 87: In-House Production Process
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Appendix 14: In-House Production Process
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In the example shown, material T-20600 is assigned to activity 4000. To procure the material along with the secondary requirements (T-20610, T-20620, T-20630), requirements planning is carried out (MRP run). In the MRP run, planned orders and purchase requisitions are generated as planning procurement elements for the material and the secondary requirements. The planning procurement elements are converted to a production order for material T-20600 and purchase orders for the secondary requirements. The secondary components are then purchased and used in the production order. The production order is processed and the finished material is posted to stock. The process concludes when material T-20600 is withdrawn from stock for use in the network. When the valuated project stock is used for inventory management for the material components, all values at all production levels are displayed and can be analyzed in the project information system.
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Appendix 15 Progress Tracking
You can use Progress Tracking to track the progress of material components in Project System networks and purchase orders in Materials Management by monitoring the dates of events you have defined. For example, you can define goods issue or goods receipt events to track components. You can enter or schedule the dates of the events manually or use customer enhancements to determine them from system dates or external data. Progress Tracking is a new function available with SAP R/3 Enterprise. Progress Tracking encompasses the entire range of functions for tracking the dates for material components in Project System. It also provides a more flexible Customizing tool for making default settings, as well as a range of additional functions (status information, mass change, copying, filtering, printing, and analysis functions, for example). The “Progress Tracking: Analysis” figure shows the interface you use to analyze Progress Tracking data. In the analysis, you can analyze the events along with the dates for the selected objects. You can configure the Progress Tracking profile in such a way that variances are displayed automatically. By defining user-specific layouts, you can adapt the interface in accordance with your requirements.
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Appendix 15: Progress Tracking
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Figure 88: Progress Tracking: Analysis
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Appendix 16 Delivery from Projects
You can select material components that are to be delivered to the customer and automatically create a delivery note that can then be processed by the shipping department. You can select the components by specifying the project definition, the WBS element, a sales order, or a network. You can refine your selection by specifying further criteria (delivery date, ship-to party, requirements date, activity number, purchase requisition number, and so on). When you deliver from the project, detail screens for each component display the various quantities related to a component (requirement quantities, item quantities, quantity in delivery, open quantities, available open quantities, for example). Once you have selected the material, the delivery note is created with a reference to the network components.
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Appendix 16: Delivery from Projects
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Figure 89: Delivery from Projects
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Appendix 17 Workflows and Mails in Project System
The SAP Business Workflow comprises various tools and functions for controlling and processing cross-application processes automatically and for modelling general business processes. You can also use workflows in Project System to access automated and integrated processes in cross-area and cross-departmental processes so that you can optimize the information flow. SAP Office in Project System is generally used for the following functions: • • • • • •
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Sending PS texts (no workflow) Taking measures if the budget is exceeded (no workflow) Making subsequent changes to purchase order-relevant data in the network (standard task) Handling variances in confirmations (standard task) Sending pools of confirmations (standard task) Executing the milestone function Start Workflow Tasks (user-defined task)
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Appendix 17: Workflows and Mails in Project System
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Figure 90: Workflows and Mails in Project System
You can also use workflows in Project System for configuration change management during variant configuration and predefined workflows for claim management.
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Appendix 18 Assembly Processing
Assembly processing in Project System is used to execute customer projects that have a similar structure. To trigger assembly processing, create a sales document (customer inquiry or sales order, for example) for a material. Depending on the sales document type and the material, the system automatically creates an operative network for the sales document item. When you save the sales document, the system may create a new work breakdown structure that can be identified using the sales document number. In this case, standard structures are used as templates. Due to the direct link between the sales document and the project, data relating to quantities, dates, costs, and revenues, for example is exchanged between the documents. In this way, assembly processing enables you to exchange data between your sales department and the project team more effectively. To cover different product options, you can also carry out variant configuration alongside assembly processing.
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Appendix 18: Assembly Processing
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Figure 91: Assembly Processing in Project System
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Appendix 19 Archiving
You can archive your projects and delete operative data from the database. You can use the structure information system to evaluate your archive versions at a later point in time. Hierarchy reports, cost element reports, and line item reports are also available for this. Using the Project System menu, you can archive the following objects: • • •
Operative project structures and project versions (archiving object PS_PROJECT) Standard networks (archiving object PS_PLAN) Settlement documents, documents on funds reservations, fixed price agreements, and fixed price allocation (archiving objects CO_KABR, FM_FUNRES and CO_FIXEDPR)
Objects are often archived and deleted in General Archiving. You can use archiving object CM_QMEL to archive claims. Before deleting operative project structures, you should normally carry out the steps shown in the “Archiving Steps” diagram. The following prerequisites must be fulfilled for the various steps: •
• •
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Deletion indicator: the balance in the object must be zero. There must not be any open purchase requisitions or purchase orders. Assigned orders must also be flagged for deletion. Deletion indicator: the object must already be flagged for deletion. The deletion indicator must also be set in assigned orders. Delete: the deletion indicator must be set in the objects you want to delete.
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Appendix 19: Archiving
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Figure 92: Archiving Steps
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Glossary Activity Task in a network that has a defined start and finish. The Project System has the following activity types: Internal processing, external processing, costs, service Billing Plan A list of dates from which down payment requests and sales-relevant invoices are sent to customers. The planned revenues and planned incoming payments are automatically derived from the billing plan and recorded in the relevant WBS element. BOM A complete, structured list of the components that comprise an object. The list contains a description, the quantity, and unit of measure. The components are known as BOM items. Budget Predefined cost framework for a task or project within a specific period. Budgeting differs from cost planning in that it is binding. Whereas you must estimate your project costs as accurately as possible during project cost planning, it is in the approval phase that funds are actually allocated in the form of a budget. Claim Project-specific notification category A claim is used to document variances from the project plan. You can use claims to plan costs incurred by variances, as well as initiate and monitor follow-up activities. Company Code The smallest organizational unit of Financial Accounting for which a complete self-contained set of accounts can be drawn up for purposes of external reporting. Controlling Area An organizational unit within a company, used to represent a closed system for cost accounting purposes. A controlling area may include single or multiple company codes that may use different currencies.
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Glossary
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Cost Center An organizational unit within a controlling area that represents a defined location of cost incurrence. The definition can be based on functional requirements, allocation criteria, physical locations, or responsibility for costs. Customer Inquiry A customer request to a company for a quotation or sales information that is not binding. The request is received by a sales area that is then responsible for processing it further. Goods Issue A term from Inventory Management denoting a reduction in warehouse stock due to a withdrawal of stock or the delivery of goods to a customer. Goods Receipt A term from Inventory Management denoting a physical inward movement of goods or materials from a company, usually with reference to a purchase order or production order. Internal Activity Allocation Internal cost allocation procedure whereby the valuated activities (allocation bases) carried out by cost centers are reallocated to the cost receiver according to the cause. In internal activity allocation, the service carried out by the cost center is multiplied by the planned price for the activity type. This results in the costs that have to be cleared. The sender cost center is credited by this amount and the receiver object debited. Internal Order Order category in Controlling. Internal orders are normally used for planning, collecting, monitoring, and settling costs incurred by internal measures and tasks. Investment Program Hierarchical structuring of a company’s undertaking to create tangible assets or render services for an approval year. Maintenance Order Order for detailed planning and associated documentation of measures during maintenance. Milestones Objects representing events that are particularly important for the progress of the project or are of special interest. You can assign milestones to individual activities or WBS elements. Network Describes the chronological sequence of and dependencies between events and activities in a project, and maps the actual flow of the project.
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Glossary
Production Order A production order used in discrete manufacturing. Profit Center An organizational unit in Accounting that reflects a management-oriented structure of the organization for the purpose of internal control. Project Definition A binding framework for all the organizational elements created in a project. The project definition contains default and control values. When you create a work breakdown structure, you automatically create a project definition. Purchase Order A request or instruction from a purchasing organization to a vendor (external supplier) or a plant to deliver a quantity of material or render a service at a certain point in time. Purchase Requisition A request or instruction to Purchasing to procure a quantity of a material or service so that it is available at a certain point in time. Purchasing A component of Materials Management with the following tasks: procuring materials and services externally, determining possible sources of supply for a requirement, monitoring goods deliveries and payment. Relationship A way of describing the link between the start and finish points of two activities in a network. Relationships determine the sequence of activities. Reservation A request to material requirements planning to keep a material ready for issue at a future date for a certain purpose. The purpose of a reservation is to ensure that a material is available when required. Sales Order A customer request to a company for the delivery of goods or services at a certain time. The request is received by a sales area that is then responsible for fulfilling the contract. Standard Network The network structures that are not directly associated with a project and can be used as templates for creating other standard networks or operative networks. Standard Work Breakdown Structure A neutral work breakdown structure that can be used several times over and only serves as a template for creating operative work breakdown structures.
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Glossary
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WBS Element A structure element of the work breakdown structure. It describes a concrete task or a partial task that can be further subdivided. Planned and actual values for a project are defined and aggregated in WBS elements. Work Breakdown Structure (WBS) A model of the project that shows the project activities to be fulfilled in hierarchical form. It divides the project into clearly-structured sections. The individual elements of the work breakdown structure are called WBS elements. Work Center An organizational unit that defines where and by whom an activity is to be carried out. The data in the work center can be used for scheduling, costing, and capacity planning.
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Index A
H
Activity, 5, 36, 52, 94, 120–121, 131, 133, 178, 195, 235 Availability Control, 163
Hierarchy Graphic, 25, 71, 93
B Basic Date, 94–95, 132, 177 Billing Plan, 135, 219 Budget, 160–164, 295
C Capacity Requirements, 106 CATS, 179–180 Claim, 199–200, 299 Confirmation, 107, 136, 178, 219, 295 Cost Activity, 133, 195 Customer Inquiry, 7, 134, 297
D Document Management, 51, 266
E Easy Cost Planning, 131–132, 197 Execution Services, 131–132, 197 Externally-Processed Activity, 105, 108, 133, 195, 197
G Goods Issue, 195, 197–198, 291 Goods Receipt, 195, 197, 291
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I Internal Activity Allocation, 196–197 Internal Order, 131, 200 Internally-Processed Activities, 105–106, 195 Internally-Processed Activity, 133 Investment Program, 164 Item Category, 120
M Maintenance Order, 93, 131, 179, 259 Mass Change, 52 Material, 119, 121, 133, 195, 197–198, 287, 289, 291, 293 Milestone, 37, 52, 136, 219, 263, 295 mySAP PLM, 4, 253, 267
N Network, 5, 36, 52, 94, 195, 235 Network Costing, 106, 130, 133 Network Header, 37 Network Structure Graphic, 40, 71, 93
O Open PS, 53, 179 Operative Indicators, 23
© 2004 SAP AG. All rights reserved.
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Index
PLM200
P
S
Production Order, 120, 180, 199, 290 Project Builder, 22, 36, 132 Project Definition, 20, 52 Project Planning Board, 23, 36, 91, 95, 106, 177 PS Cash Management, 221 PS Text, 51, 295 Purchase Order, 120, 195, 197–198, 291, 295 Purchase Requisition, 108, 120–121, 195, 197–198
Sales Order, 7, 135–136, 219, 297 Sales Pricing, 134 Scheduling, 94, 106, 283 Service, 105, 108, 133, 195, 197, 285
Q Quotation, 134–135
R Reference Point, 121 Relationship, 5, 36, 40, 52, 91
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© 2004 SAP AG. All rights reserved.
T Transferring BOMs, 121
W WBS Element, 5, 20, 23, 37, 52, 94, 131–132, 161, 177, 195, 200, 220, 234 Work Breakdown Structure, 5, 20, 94, 131, 161 Work Center, 106–107 Workforce Planning, 107, 179
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Feedback SAP AG has made every effort in the preparation of this course to ensure the accuracy and completeness of the materials. If you have any corrections or suggestions for improvement, please record them in the appropriate place in the course evaluation.
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