SAP PS Overview

Welcome to Project System(PS)

Overview
 Project Definition
Numbering Project Definition
Project
Numbering
& Coding
Masks
Settings
Field Requirements

Project
Profile

Responsibilities
Organisational
Dates Data
 What are Work Breakdown Structures used for?
Planning: Dates:

 Planned Costs  Basic Dates

 Scheduled Dates
 Actual Dates
Periodic Processing:
 Overheads
 Settlement Budget:
 Earned Value Analysis “WBS Structure”

 Original Budget
 Budget Updates
 Release Budgets
Execution:  Availability Control

 Actual Costs Commitments:

 Purchase Requisition
 Purchase Order
 Work Breakdown Structure
Organisation
&
Responsibilities
Work Breakdown Structures

Operative
Indicators

Structure
Objects

Documentation
 Operative Indicators and Attributes
WBS 1

WBS 1.2 WBS 1.3 WBS 1.4

Partially Rel Released Partially Rel

WBS 1.2.1 WBS 1.2.2 WBS 1.4.1 WBS 1.4.2

Released Released Released Released

Key
 Planning Element  Account assignment element
 For planning costs  For posting actual costs
 Plan/actual cost comparison
 Network / Maintenance Order
assignments
 Activities and Networks - Functions
Internal Activity
 Internal Work External Activity /
Milestones:  Dates, Capacities
Dec
 Costs Service:
12
 Milestone Trend  Dates
Analysis  Costs
 Commitments

Material:
Costs Activity: “Network”
 Dates
 Dates  Costs
 Costs Periodic Processing:  Commitments

Mar
 Overheads
 Settlement April
 System Status and User Status control
CRTD
PREL

CRTD CRTD
PREL REL

CRTD CRTD CRTD CRTD CRTD REL REL REL

 What is Status control used for?  Which elements?

 To allow or forbid certain business  Project definition and WBS
transactions. elements are affected.

 How?  Why system and user status?

 Status are activated manually or  User status adds detail to the
automatically by the system. system Status.
 System Status

The following status are set by the system/user as the project goes through
Its different stages:

 CRTD Created (Automatic)

 REL Released (Manual)

 LKD Locked (Manual)
 UNLK Unlock (Manual)
 BUDG Project Budgeted (Automatic)
 AVAC Availability Control Activated (Automatic)
 TECO (Manual)
 Planning versus Budgeting
Planning Budgeting
 Externally Financed Projects  Internally Financed Projects

 Cost-oriented (cost elements, Funds-oriented (original,

plan versions, period values) supplements, returns, annual values)

 Easily changed; line items  Binding values; line items for

created if desired each change

 No availability check  Availability check: For eg.

Warning at 95%
Error message at 110%
"FUNDS REQUESTED" "APPROVED FUNDS"
 Cost Planning in Projects

WBS 1

WBS 1.1 WBS 1.2 WBS 1.3

Cost Element Planning

Activity /
Network Costing Easy Cost Planning
Internal Processing
Work: 500hrs Output provided to complete activities
Work: 500hrs

1200

Organisational unit Where an activity is

carried out or work output is provided.
Work Center
Work Center

Scheduling Data Capacity Available

Cost Center
Cost Center
Responsible Persons Cost Center Data
External Processing
Work Performed by a third
party (Vendor)
1300 PR
Committments
Purchase
Description Invoice Requisition
Description
Verfication
Bid
Material Group Actual Invitation
Material Group
Costs
Purchasing Group Good Receipt /
Purchasing Group
Service Receipt Quotation
Quantity & Unit Entry
Quantity & Unit
Entry of
Price per Unit Services
Price per Unit performed Vendor
PO Selection
Vendor 1000 Processing

Purchase
Order
PO
Committments
 Network Activities
Internal Processing: External Processing:
 Work / Services  Purchasing of work /
performed inhouse services

Costs Activity: Services:

 Planning of additional  Purchasing of services
primary costs with service specifications

Activities and
Four Types of Activities
Activity Elements
 Internal Processing Internal External

 External Processing
 Costs, services
 General Cost Activities

 Reference Dates from Activity

 Start or Finish

 Activity Elements
 Work
 External
 Costs General Service
Costs
 Service
 Activity Assignment to WBS WBS 1

 Date Planning
WBS 1.3 WBS 1.4 WBS 1.5
 Cost Planning
 Generating Settlement rules
WBS 1.3.1 WBS 1.3.2 WBS 1.5.1 WBS 1.5.2
 Activity Elements

1100

1000 5000 Network

1200
Logical Sequence
Relationships Time Sequence

FS Relationship

SS Relationship

FF Relationship

SF Relationship
 Integration with MM Definition
2000 3000 Material required for performing
an activity or for manufacturing
1000 6000 a product.

4000 5000
Item Category

“Project Stock” “Plant Stock” “Non Stock”

Materials
Materials
Materials
Stock Item Stock Item Non-Stock
“L” “L” Item “N”

Purchase Req. Reservation Purchase Req.

MM
 Services
2000 3000

1000 6000 Services

Allows you to define services to be procured.
4000 5000 Individual service specifications can be
created for each planned procurement in the
Purchasing document.
Services
Description “Service Number”
Material Group Planned Unplanned
Purchasing Group Services Services

Service Specifications
Service Master Value
Or text / value Limit
Vendor 1000
Purchase
Order Purchase Value
Requisition Check
 External Services Management
2000 3000

1000 6000

4000 5000 PR
Commitments
Actual
Costs Purchase
Invoice Requisition
Verification
Bid
Invitation

Services Services
Finally
Item
Complete Category Quotation
Entry
“D”
Service Entry
Sheet Vendor
Selection
PO
Processing

PO
Commitments
 Project Dates
 Project Definition
Project Definitions
 BASIC DATES

 WBS Elements
 BASIC DATES
 FORECAST DATES
 Scheduled Dates
 Actual Dates

 Network Header
 BASIC DATES
 Scheduled Dates Network Header
 Actual Dates

 Network Activity
 CONSTRAINTS
 Earliest scheduled dates
 Latest scheduled dates
 Actual Dates
 Activity Element
 Earliest scheduled dates
 Latest scheduled dates
 Actual Dates

BOLD – Manual Planning Dates Italics – Automatic Dates

 Bottom-Up planning Project planning board
WBS
P
P

Extrapolate
P1 P2 P1 Dates
Automatically P2

10
20 60
20
10 40 50 80
30 70 30
40
Network 1 Network 2
50
60
70
80
Basic dates in project definition
 Example of scheduling
20 6D
3 8
3 8
10 2D 50 3D
1 2 9 11
1 2 9 11
30 2D 40 3D
3 4 5 7
4 5 6 8

10 Earliest Earliest Finish

Start Date Date
20
10 2D
1 2
30
1 2
40
Latest Start Latest Finish
50
Date Date
1 2 3 4 5 6 7 8 9 10 11 12 13 Days
Legend
 Time Constraints
1 Start 2 Start Finish

Before Before

After After

For activities, time constraints set

1. An exact start / finish ( = must)
2. The earliest value limit ( = not before)
 Cost Planning and Budgeting

Approval

Budget Approved
applied for budget
2001
2000
Cost Planning Total
Cost Budgeting

1 IT -1399 O P D
...
Annual plan value 2 IT -1399-
1399-1
3 IT -1399-
1399-1-1
R
I
L
N
I
S ... Budget
3 IT -1399-
1399-1-2 G D T
2 IT -1399-
1399-2 I R ...
.
.
N T B ...
A O T
Bottom-up . L T Top-down
A
extrapolation L distribution
 Budgeting Overview

 Availability Control: Budget Updates

Budget Values
 Against Current

Budget
 Against Budget
Releases
Budget Carryforward Release Budget

2002 2003
 Commitment Management
MM
Purchase
Requisition
WBS
WBS Element
Element DS-0310001:
DS-0310001: Server
Server
C/Elem Committed Actual Assigned
4000000 6000 5000 11000
Purchase
Order

WBS
WBS Element
Element DS-0310001:
DS-0310001: Server
Server
C/Elem Committed Actual Assigned
Goods
Receipt 4000000 0 11000 11000

 Commitment management allows you an early recording and analysis of

such commitments for their cost and financial effects.
 Availability Control No more Funds
available!!
WBS 1.1.1 Business
Events
Budget Comm Actual
Invoice
Total 50 10 40
2003 30 5 25
2004 20 5 15 Availability
check

Checks overall
funds available
Purchase
order
Purchase
Requisition
 Availability Control Animation
Budget 200 000

Budget 120 000 Budget 80 000

Actual 80 000 Assigned 101
Assigned 76 000
At 110% budget completion,
An error message is
Posted by the system and mail
Sent to the responsible person.
Commitments Activities
25 000 76 000
At 95% budget completion,
A warning message is
Posted by the system.
NOTE: Percentages differ
across project processes

Actual costs Commitments Networks / Orders

(purchase order,
purchase requisition, Items within budget are
80,000 funds reservation)
76,000 Successfully posted.
25,000

CO MM PS PM
Deriving Settlement Rules
Settlement Strategies

2
Manually for Assets
and Cost Centers

1
Proposed by default
rule
To assigned WBS
 Periodic Settlement Processing
1 Periodic Settlement to 2 Final Settlement to Fixed
AUC Assets

Asset Final
Under Asset
Construction
Project Closing Case Flow Diagram
Final Settlement
from AUC to Assets

Reduce released
budget

Return Original Budget

Delete unused WBS Clear Project Update all WBS

Elements Stock Elements to TECO

Close project Perform Budget

definition Return check
SAP PS Overview

Thank You