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Integrated Financial and Capacity Management
in RPM
Purpose
This scenario leads you through the process of managing IT projects with RPM with respect to the
integrated financial and capacity planning. It starts with the creation of a new initiative and underlying
projects, covers financial and capacity planning, the transfer of capacity demand to roles in an
assigned operational project in cProjects, the staffing of resources, time confirmation with CATS, the
integration of financials back into RPM and the roll up from items to initiatives and buckets for a
comprehensive overview.
This scenario focuses on the new features provided with release 4.5 of SAP Resource and Portfolio
Management.
SAP Resource and Portfolio Management is a comprehensive solution designed to improve the
execution of complex projects in research & development (R&D) and IT organizations. SAP RPM
integrates information from existing project management, human resource, financial, and time tracking
systems to provide an overview of the project portfolio, with easy drill down to details for portfolio
managers, executives, project managers, resource managers, and employees.
SAP RPM pulls and organizes scattered data into a collaborative "dashboard" for project and
executive leaders as well as resource managers and team members. By putting more information and
advanced tools at their fingertips, SAP RPM helps portfolio managers more effectively choose and
execute new sources of revenue. It helps them answer questions such as:
- Is the project aligned with corporate goals?
- Are the most skilled employees involved?
- What are the risks or impact of a delay?
SAP RPM is designed around roles within an organization, ranging from individual contributors on
projects through to executive management.
Key benefits:
- Improve productivity by effectively monitoring, analyzing and managing major enterprise
projects
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- Improve time-to-market by speeding up project delivery cycles for strategic initiatives and get
the right resources to the right projects
- Reduce project failure rates by identifying and addressing at-risk projects earlier
- Reduce integration costs by leveraging pre-built integration with FI/CO, HCM and PLM
- Reduce personnel costs by improving utilization, reduce turnover and associated new-hire
costs
System Access Information
This paragraph gives you the generic system access information needed to run this process.
System Landscape
System Landscape, this Process is built in
This scenario was built in the IDES Cross-Industrie ECC master and therfore this scenario can be
run out of any IDES landscape refreshed from ID3/800.
Please see the the Demo@SAP landscape viewer for available systems landscape information.
Solution Components used in this Process
SAP RPM 4.5
SAP cProjects 4.5
SAP Netweaver 2004S
mySAP ERP with Enhancement Pack 3
Please check the currently valid system ids and active clients on the tab strip SYSTEMS of this
process in the Demo Database.
Users
Predefined User (Role) Password Components
IT-PO WELCOME Portal / RPM/ cProjects
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Process Flow
1. Planning
a. Do Financial and Capacity Planning on Initiative Level
b. Do Financial and Capacity Planning on Item Level
c. Show integration between Capacity and Financial Planning
d. Detailed task-based demand planning for cProjects roles
e. Roll-Up role demand to RPM Capacity Planning
f. Do Cost Planning in PS
i. Prepare accounting in cProjects
ii. Perform calculation
iii. Look at the planning results
iv. Make additional planning with Easy Cost Planning
g. Upload planned cost data from PS to RPM Financial Planning
h. Roll-Up financial planning information to initiative and bucket
2. Actuals during project lifecycle
a. Do staffing for cProjects role
b. Report time in ESS/CATS
c. Transfer confirmed working time from CATS to cProjects and Accounting
i. Upload Recorded hours to cProjects with report DPR_CATS_Trans
ii. Upload evaluated hours to Accounting Object (based on activity type from infotype
0315 and planning information from cost center assignment of employee - KP26)
d. Upload Actuals from Accounting to RPM Financial Planning
e. Roll-Up financial planning information to initiative and bucket
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Procedure
Strategy: The IT department of Robotic Solutions Inc. has an overall budget of 30 million Euros per
year. Their portfolio is subdivided in Application development projects and Infrastructure projects. The
Application development bucket contains projects that focus on developing new functionality. The
bucket is subdivided into an “Innovation” bucket and a “Miscellaneous” bucket.
The Infrastructure bucket contains the projects for maintaining and improving the current
infrastructure. They are subdivided further into Must-Have and Maintenance Projects. One of the
strategic goals of the IT portfolio manager is to increase his budget for “Application development” and
especially for “Innovation”. Those are the reasons to choose this portfolio structure.
Scenario content: This scenario is based on the assumption to use the automated integration from
cProjects to PS using the task based automatic replication of WBS elements.
Nevertheless, you can use this scenario as master for the other six existing integration scenario types.
We indicated in the steps at which point there will be a difference to the standard script and give some
hints to handle the difference in the scenario.
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Master Data
The following master data has been created in RPM. There are existing initiatives with related items
and with the respective cProjects projects linked to them.
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TOP
NAVIGATION
LEFT
NAVIGATION
PANALE
The scenario description is based on the existing master data in the system. In the example we use
the integration functionality from cProjects to the Accounting with PS and an automatically created
structure based on the cProjects tasks.
In case you need to work with a different integration type, please see section for ‘Preparation of new
Master data for the execution’.
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Preparation of new Master data
You will need to create at least a new initiative and a new item that is assigned to this initiative. The
item must be created with an assigned cProjects project.
The creation of the master itself is not part of this scenario but if you create it please use the following
settings to be sure the process runs properly.
Initiative:
Field Data
Initiative type 3500 – IT Initiative New
Currency American Dollar
Financial Period Breakdown: Monthly
Capacity Period Breakdown Monthly
Unit Person day
Item:
Field Data
Item type IT Project (cProjects Integration) New
Automatically create a cProjects project
when this item is created
X (checked)
cProjects Template Choose one from these 7 templates.
The templates are based on 7 different project types in
cProjects. The main difference between these project
types is the integration to the Accounting. The
difference is also related in the name:
- 3500 - PS automatically role based
- 3500 - PS automatically task based
- 3500 - PS manually role based
- 3500 - PS manually task based
- 3500 - Internal order automatically
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- 3500 - Internal order manually role based
- 3500 - Internal order manually task based
Show Portfolio Structure
Portfolio:
A portfolio reflects the strategic structure of a company. There could either be one portfolio for the
overall company, or different portfolios, reflecting independently managed areas. One portfolio is a
single entity and not related to other portfolios.
Logon to the Portal as Portfolio Manager named IT-PO with password welcome (case sensitive).
1. Select Portfolio Management -> Portfolio Management in the TOP NAVIGATION
2. If the portfolio Portfolio for IT Projects is not selected and shown in the top area of NAVIGATION
PANEL, click on Other Portfolio in the NAVIGATION PANEL and tick the check box
and select the portfolio Portfolio for IT Projects.
Graphic 1: Select Portfolio
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Buckets:
An administrator defines the portfolio header and its underlying buckets. The overall structure of a
portfolio is reflected in the hierarchy of buckets, which allows a flexible categorization of portfolios.
The bucket hierarchy can be structured into any level of detail. Each bucket can have several sub-
buckets. The bucket hierarchy can be flexibly defined based on the set up of the company.
Each bucket can have its own planning timelines and field services (questionnaires, scoring models),
1. Select Portfolio Management -> Portfolio Management in the TOP NAVIGATION
2. Select Portfolio Structure of buckets in the NAVIGATION PANEL
3. Open the Portfolio Structure by clicking on the arrows in front of the buckets
4. Optional: Click on the bucket “3510 Projects” and navigate to the bucket settings. Explain the
settings.
5. Navigate into FINANCIAL PLANNING in the NAVIGATION PANEL. Show budget for bucket
“3510 Projects”. For this you must select the radio button FINANCIAL VIEW. This should be
30 Million USD for 2008. To show the budget choose the view.
6. Click on other bucket and select the bucket “3511-1 Innovation”.
7. Navigate into FINANCIAL PLANNING for bucket “3511-1 Innovation”. Show budget for bucket
“3511-1 Innovation”. This should be 6 Million USD for 2007.
8. Explain Top Down distribution and Bottom-up aggregation based on the views
Details on the integration settings are given in the section Explanation – Integration of financial
views.
the view “Budget Bucket” has been maintained manually on bucket level
the view “Bugdet Initiative” has been maintained manually at the level of the initiative and
roll-up automatically on the bucket level
the view “Budget Items” has been maintained manually on the item level and roll-up
automatically on the bucket level
the view “Plan.Cost.Roles (Role functions)” has been integrated from roles in assigned
cProjects project taking into account the demand of the assigned role functions
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the view “Plan.Labor.Cost (Cost Rate)” has been integrated from the capacity management
in RPM using generic cost rates for the evaluation
the view “Plan.Cost.Proj.” should be maintained automatically on the item level for planned
project costs (value type 01) with the cost upload between RPM and cProjects or ERP cost
objects (internal order or wbs elements) and roll-up automatically on the bucket level
the view “Actual Cost.Proj.” should be maintained automatically on the item level for actual
project costs (value type 04) with the cost upload between RPM and cProjects or ERP cost
objects (internal order or wbs elements) and roll-up automatically on the bucket level
9. Navigate into CAPACITY PLANNING in the NAVIGATION PANEL. Show budget for bucket
“3510 Projects”. For this you must select the radio button CAPACITY VIEW. This should be
2400 days. To show the budget choose the view.
10. Explain Top Down distribution and Bottom-up aggregation based on the views
Details on the integration settings are given in the section Explanation – Integration of financial
views.
the view “Budget Bucket” has been maintained manually on bucket level
the view “Bugdet Initiative” has been maintained manually at the level of the initiative and
roll-up automatically on the bucket level
the view “Forecast” has been maintained manually on the item level and roll-up automatically
on the bucket level; this view is integrated to the financial view “ Plan.Labor.Cost (Cost
Rate)”
the view “Planned” has been integrated from cProjects using the planned demand for the
cProjects roles assigned to role functions
the view “Allocated” has been integrated from cProjects using the already allocated resource
capacity of the roles assigned to role functions
the view “Actual” should be maintained automatically on the item level for actual project time
confirmation (value type AT) with the cost upload between RPM and cProjects or ERP cost
objects (internal order or wbs elements) and roll-up automatically on the bucket level
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Explanation / Information
Planning Integration – Bottom up Procedure
Graphic 2: Graphical overview of the rollup procedure from item to bucket
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General Integration settings of financial and capacity views
Graphic 3: General Integration settings - Overview
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Graphic 4: View oriented integration settings
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Planning
Do Financial and Capacity Planning on Initiative Level
Initiative:
The initiative is used in the process of discovering, designing, and developing new products within a
company, and introducing these products to the market. This innovation process follows predefined
innovation process templates where decision gates and phases are defined.
This initiative is intended to complement the Portfolio (XAP-RPM) and Project (PLM-CPR) components
to support additional program management requirements and related decision flows (with the decision
flow management).
1. Select Portfolio Management -> Portfolio Management in the TOP NAVIGATION
2. Select Initiative Dashboard in the NAVIGATION PANEL
3. Select the initiative that you just created
Financial Planning:
In the financial and capacity planning sheet of the portfolio initiative, several financial and capacity
categories and category groups are specified to reflect cost categories. There are different views on
the financial data: e.g. Budget item and Actual cost values support the analysis of variances between
initially estimated and actual values.
Data from underlying Items can be rolled-up to allow a comparison of forecasted program information
(entered within the initiative) with aggregated bottom-up information from the assigned items.
The category groups view allows to change e.g. the forecasted cost data. Any changes are summed
up to the different views on category level.
1. Select Financial Planning in the NAVIGATION PANEL.
2. Please note that the dates in “Current Planning Period” are inherited from the bucket settings.
3. Select the radio button Financial Views to explain the five different views.
4. Explain the view Budget initiative.
5. In the field Timeline Displayed, put in the following values:
Field Data
Plan Start Date 01/01/2008
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Plan Finish Date 31/12/2009
6. Click on
7. Open up view Budget Initiative.
8. Expand all by clicking on
9. Click on Financial Category “General” to drill down.
10. Click on ‘Distribution’. Enter the following:
Field names Values
Valid from 01/01/2008
Valid to 31/12/2009
Required
amount
900.000
Action type Set required
financial amount
Calculation
base
Complete interval
11. Click on confirm and see that the value has been spread over the period.
12. Save your data by clicking on .
Capacity Planning
The capacity planning sheet supports a long-term, strategic resource demand planning. The capacity
planning view specifies how many resources will be needed for the given planning period, based on
capacity categories. For the initiative the demand of resources for the complete program is planned on
a high level basis. Information from the single items of the initiative are roll-up for comparison reasons.
Within the portfolio, the demand is planned on this aggregated level to get an idea of the future
demand for the portfolio item and identify potential bottlenecks. The portfolio demand is aggregated
from operational systems (cProjects operational role demand) or defined in the portfolio itself
(forecasted demand).
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By clicking on a capacity category, the demand for the corresponding category group is shown. Any
changes made within the detailed groups will be aggregated up to category level.
1. Select Capacity Planning in the NAVIGATION PANEL.
2. Please note that the dates in “Current Planning Period” are inherited from the bucket settings.
3. Select the radio button Capacity Views to explain the different views.
a. Budget Initiative – high level manual planning for initiative
b. Forecast – rolled up information from the assigned items
c. Planned – Planned demand based on cProjects roles – rolled up from the items
d. Allocated – Allocated resources to cProjects roles – rolled up from the items
e. Actual – Actual bookings integrated from Accounting application
4. In the field Timeline Displayed, put in your project start and end date.
Field Data
Plan Start Date Today’s date
Plan Finish Date Today’s date + eight months
5. Click on
6. Open up view Forecast.
7. Expand all by clicking on
8. Click on Capacity Category “Internal IT” to drill down.
9. Maintain the following data depending on what the current month is (values are all in PDA
(=Consulting Day):
If you use a multiple of 6 you will get a round sum in the end.
MonthCapacity Category Groups (PDA)
Project
Manager
Software
Engineering
Developmen
t
Technology
Engineering Quality Support
January 60
February 60
March 60 60
April 60 60 48 60
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May 60 60 48 60
June 60 60 48 60 12
July 60 18 18
August 60 48 48 24
Septemb
er 60 48 36
October 60 48 48 48
Novemb
er 60 48 48 48
Decembe
r 60 48 48 48
10. Save your data by clicking on .
Do Financial and Capacity Planning on Item Level
Item:
RPM works with Portfolio Items – generic objects representing e.g. proposals, projects, concepts
(anything that should be analyzed within a portfolio). Each portfolio item is assigned to a bucket or an
initiative.
The portfolio item details show general information on item type, name, ID, description, portfolio area,
etc.
The portfolio manager creates a new proposal item that should be analyzed within the portfolio of
existing initiatives, projects and other proposals. Basic data is filled in (description, schedules, location,
etc.), planning units are specified (e.g. monthly planning) and corresponding stakeholders are granted
access to this proposal.
1. Select Portfolio Management -> Portfolio Management in the TOP NAVIGATION
2. Select Initiative Dashboard in the NAVIGATION PANEL
3. Select the Initiative you created
4. Select Item Dashboard in the NAVIGATION PANEL.
5. Create a new item with
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6. Select Bucket 3511-2 Miscellaneous and click
7. Select item type IT Project (cProjects Integration) New and click
8. Enter the following parameters:
Field name Values
Name FI/CO Implementation
External ID 3511-2_Exx 1
cProjects Template 3500 – PS automatically task based
Plan Start Date Beginning of current month (DD/MM/YYYY)
Plan Finish Date Plus 12 month
Area, Location Select from the dropdown
Category, Subcategory, Group, technology type and stage
Select from the dropdown
Automatically create a cProjects project when this item is created
Make sure that checkbox is activated
9. Save your data by clicking on
Now item is stored in the database and the according cProjects project is created from the selected
template.
Financial Planning
In the financial and capacity planning sheet of the portfolio item the same financial and capacity
categories and category groups as in the initiative (or also buckets) are specified to reflect cost
categories. There are also the same views.
Operational data from underlying Financial Systems (FI/CO) can be mapped to e.g. planned and
actual financial category groups to allow a comparison of forecasted portfolio information (entered
within the portfolio) with aggregated bottom-up information (e.g. uploaded from financial base system).
The category groups view allows to change e.g. the forecasted cost data. Any changes are summed
up to the different views on category level.
By using the versioning functionality, base lining and versioning of financial and capacity data (and any
other portfolio item key performance indicators) is available.
1 xx stands for a consecutive number that needs to be typed in
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1. Select Financial Planning in the NAVIGATION PANEL.
2. Please note that the dates in “Current Planning Period” are inherited from the bucket settings.
3. Select the radio button Financial Views to explain the different views.
4. Explain the view Budget initiative.
5. In the field Timeline Displayed, put in your project start and end date.
Field Data
Plan Start Date Today’s date
Plan Finish Date Today’s date + eight months
6. Click on
7. Open up view Budget Items.
8. Expand all by clicking on
9. Click on Financial Category “General” to drill down.
10. Click on ‘Distribution’. Enter the following:
Field names Values
Valid from Project start date
Valid to Project end date
Required
amount
900.000
Action type Set required
financial amount
Calculation
base
Complete interval
11. Save your data by clicking on .
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Capacity Planning
The capacity planning sheet supports a long-term, strategic resource demand planning. The capacity
planning view specifies how many resources will be needed for the given planning period, based on
capacity categories.
Within the portfolio, the demand is planned on this aggregated level to get an idea of the future
demand for the portfolio item and identify potential bottlenecks. The portfolio demand is aggregated
from operational systems (cProjects operational role demand) or defined in the portfolio itself
(forecasted demand).
By clicking on a capacity category, the demand for the corresponding category group is shown. Any
changes made within the detailed groups will be aggregated up to category level.
1. In the item dashboard open the item you created
2. Select Capacity Planning in the NAVIGATION PANEL.
3. Please note that the dates in “Current Planning Period” are inherited from the bucket settings.
4. Select the radio button Capacity Views to explain the different views.
a. Forecast – Manual planning high level on item
b. Planned – Planned demand based on cProjects roles (integration via role functions)
c. Allocated – Allocated resources to cProjects roles (integration via role functions)
d. Actual – Actual bookings integrated from Accounting application
5. In the field Timeline Displayed, put in your project start and end date.
Field Data
Plan Start Date Today’s date
Plan Finish Date Today’s date + eight months
6. Click on
7. Open up view Forecast.
8. Expand all by clicking on
9. Click on Capacity Category “Internal IT” to drill down.
10. Maintain the following data depending on what the current month is (values are all in PDA
(=Consulting Day)):
If you use a multiple of 6 you will get a round sum in the end.
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MonthCapacity Category Groups (PDA)
Project
Manager
Software
Engineering
Developmen
t
Technology
Engineering Quality Support
Actual 6
Actual + 1 6
Actual + 2 6 6
Actual + 3 6 6 12 6
Actual + 4 6 6 12 6
Actual + 5 6 6 12 6
Actual + 6 6 6
Actual + 7 6 12 6
Actual + 8 6 12 6
Actual + 9 6 6
Actual +
106 6
Actual +
116 6
11. Save your data by clicking on
Show integration between capacity and financial planning
Both in the item and in the initiative the labor costs in the financial planning category labor costs are
determined from the integration to the capacity planning. The financial figures are evaluated from the
corresponding resource demands that are maintained in the capacity planning.
In the financial planning there are two different views that determine the costs with different methods
and are also different in terms of granularity.
The views planned labor cost (role functions) and planned labor cost (cost rates) are only used for the
planning of the labor costs and the values are determined the following way:
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The view Planned Labor Cost (Cost Rate) in the financial planning is evaluated from the manually
entered Forecast of the capacity management.
Financial View Groups of Financial Cat. Labor Costs
Cost/Revenue Rate Capacity View
Groups of Capacity Cat. Internal IT
Planned Labor Cost (Cost Rate)
3541 1 Project Management 35PM IT Project Manager (new) Forecast 3511 Project Manager
Planned Labor Cost (Cost Rate)
3542 2 Software Engineering 34SE IT Software Engineer Forecast 3512 Software Engineering
Planned Labor Cost (Cost Rate)
3543 3 Development 35DE IT Developer (new) Forecast 3513 Development
Planned Labor Cost (Cost Rate)
3544 4 Technology Engineering
35TE IT Technology Engineer (new)
Forecast 3514 Technology Engineering
Planned Labor Cost (Cost Rate)
3545 5 Quality 35QE IT Quality Expert (new) Forecast 3515 Quality
Planned Labor Cost (Cost Rate)
3546 6 Support 35SU IT Support Consultant (new) Forecast 3516 Support
Cost/Revenue Rate Cost Rate
35PM IT Project Manager (new) $ 200,00
35SE IT Software Engineer $ 180,00
35DE IT Developer (new) $ 150,00
35TE IT Technology Engineer (new) $ 170,00
35QE IT Quality Expert (new) $ 140,00
35SU IT Support Consultant (new) $ 160,00
The view Planned Labor Cost (Role function) is filled with a calculated value of the demand on the
roles with this role function and their cost rate.
Financial View Groups of Financial Cat. Labor Costs
Amount Cost/Revenue Role Function
Planned Labor Cost (Role functions)
3541 1 Project Management 1 Role Demand 1 Cost 340000000000001
Planned Labor Cost (Role functions)
3542 2 Software Engineering 1 Role Demand 1 Cost 340000000000002
Planned Labor Cost (Role functions)
3543 3 Development 1 Role Demand 1 Cost 340000000000003
Planned Labor Cost (Role functions)
3544 4 Technology Engineering 1 Role Demand 1 Cost 340000000000004
Planned Labor Cost (Role functions)
3545 5 Quality 1 Role Demand 1 Cost 340000000000005
Planned Labor Cost (Role functions)
3546 6 Support 1 Role Demand 1 Cost 340000000000006
For the item FI/CO Implementation it the following
1. Select Financial Planning in the NAVIGATION PANEL.
2. Select the radio button Financial Categories and open the financial category Human
Resources Cost with the button.
3. In the field Timeline Displayed, put in your project start and end date.
4. Show that the maintained capacity values have been transferred into the financial figures
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Month
Capacity Category Groups (PDA)Project Manager
Software Engineering
Development
Technology Engineering Quality Support
January $9.600,00
February $9.600,00
March $9.600,00
$ 8.160,00
April $9.600,00
$ 8.640,00
$ 4.400,00
$ 8.160,00
May $9.600,00
$ 8.640,00
$ 4.400,00
$ 8.160,00
June $9.600,00
$ 8.640,00
$ 4.400,00
$ 8.160,00
July $9.600,00
$ 7.200,00
August $9.600,00
$ 13.440,00
$ 7.680,00
September $9.600,00
$ 13.440,00
$ 7.680,00
October $9.600,00
$ 7.680,00
November $9.600,00
$ 7.680,00
December $9.600,00
$ 7.680,00
Attention: There might be some differences due to the fact that the conversion from capacity
planning to financial planning is based on fixed days per month and the conversion can include
conversion calculation differences.
Transfer demand from item capacity planning to cProjects
roles
After planning your project on a high level basis in the SAP RPM you want to start the planning and
execution of your operational project in cProjects.
In the cProjects you will do the scheduling and the planning of resources according to roles that are
assigned to the task representing the work packages.
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In the RPM you have already planned resource demands based on the capacity categories and
groups. Now you wish to use this data for your first draft planning of the more detailed planning in the
cProjects.
So, once the capacity in RPM planning is finalized, you can transfer this planning data to the
operational cProjects project roles. In general you can choose between two different options:
Creation of new roles in the underlying cProjects project for the capacity category/group and
transfer the planning data to the operational data in the role.
Transfer planning data in the portfolio item to the already existing role for the linked cProjects
project.
As in our project we already have the roles created form the template in cProjects related to the item
type in RPM we do not need to create new roles but we will transfer the demand to the existing roles in
our assigned cProjects project.
1. Select Transfer Demand in the NAVIGATION PANEL.
Graphic 5: Sample of Role Demand transfer
2. Use the following values to fill the screen:
Category Category
Group
Capacity View Related
Action
Role name Role function Role type
1 Internal IT Project manager Forecast Create Project Manager IT Project Manager
IT Project Manager
1 Internal IT Software Engineering
Forecast Create Software Engineer IT Software Engineering
IT Software Engineer
1 Internal IT Development Forecast Create ABAP Developer IT Development IT Developer
1 Internal IT Technology Engineering
Forecast Create Tech. Engineer IT Technology Engineering
IT Technology Engineer
1 Internal IT Quality Forecast Create Quality Expert IT Quality IT Quality Expert
1 Internal IT Support Forecast Create Support IT Support IT Support Consultant
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3. Click button
4. Click button
Now the roles are created in the assigned cProjects project and the information is stored as demand
on the project role Project Manager for example.
You can show the created roles in the assigned cProjects:
1. Select Roles in the NAVIGATION PANEL
2. You see all roles that have been created
Detailed task-based demand planning for cProjects roles
When you have done the transfer of the high level planned resource demand information to cProjects
roles you are able to plan costs with this information with the accounting integration to PS or CO. You
will mainly use this when you are working with a scenario that is using a role based integration into
Controlling or PS.
Further this information gives the project manager of the cProjects a first glimpse of the resource
demand and the number of people he needs to staff for his project.
But the real planning of the role based resource demand is derived from the tasks that the role needs
to fulfill. Therefore the project manager will plan the projects with tasks and phases and plan the effort
for each task. Then he assigns the role to the tasks and can determine the resource requirement in the
role by reading it from the tasks assigned to the role.
1. Select Tasks in the NAVIGATION PANEL
2. Open the project structure with the button
3. Select task Introduction & Clearing
4. Go to tab
5. Enter 5 days for Effort.
6. Select task Technical Requirements
7. Enter 15 days for Effort
8. Select task IT Project Preparation
9. Enter 10 days for Effort
10. Select task Solution Scope
11. Enter 30 days for Effort
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12. Select task Process Analysis
13. Enter 5 days for Effort
14. Select task Blue Print
15. Enter 20 days for Effort
16. Select task Blue Print Review
17. Enter 2 days for Effort
18. Select task Consolidation & Release
19. Enter 2 days for Effort
20. Select task Cutover to Productive System
21. Enter 5 days for Effort
22. Save your data by clicking on
23. Go to tab
24. Select role Project Manager
25. Go to tab Tasks
Now we assign the tasks to the roles.
1. Select Tab Tasks
2. Select the following tasks from the task list (multiple selection with CTRL key):
Introduction & Clearing Technical Requirements IT Project preparation Solution Scope Process Analysis Blue Print Blue Print Review Consolidation & Release Cutover to Productive System
3. Assign the selected tasks with button
4. Go to tab General
5. Click on button and see the effort updated by the assigned
tasks
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Show role demand integrated in RPM capacity planning
The now more accurate planning of the role demand is stored in the cProjects project. The portfolio
manager also needs this information in the capacity planning of the item. With this information he can
compare his original estimation with the planning of the project manager.
The demand planning from the cProjects roles is integrated into the capacity management on view
different from the one where the portfolio manager did his initial planning.
Steps 1 – 6 can be done “hidden” from the audience as this is usually performed as a background
activity in the system that is scheduled to be executed automatically.
Make sure you have the system where you perform the Demo as an entry in your SAP Logon
application. If not please add it.
1. Go to the RPM start page by selecting the portfolio name in the NAVIGATION PANEL (this is
needed to prevent locked project in the rollup)
2. Logon to the SAP system with user IT-PO and password welcome
3. Enter SA38 in the field for the transaction code
4. Enter the report name /RPM/CAP_PLAN_INT and execute
5. Enter the following values
Field Value
Portfolio ID 3500
Bucket ID 3512
Item/Item of Initiative ID 3511-2_Exx
Test Mode Make sure that checkbox is activated
The other values can remain as they are
6. Execute the report
7. Go to the RPM Portal again
8. Select Item Dashboard in the NAVIGATION PANEL
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9. Open the item you created
10. Select Capacity Planning in the NAVIGATION PANEL
11. Select the radio button Capacity Views to explain the different views.
12. Open up view Planned
13. Expand all by clicking on
14. Click on Capacity Category “Internal IT” to drill down.
15. You see the values integrated to the RPM capacity management based on the role functions
in cProjects
Do Cost Planning in PS
Prepare accounting in cProjects
After the initial planning in the financial and capacity management in RPM you have transferred the
forecasted workload to cProjects and already performed the detailed project plan by scheduling the
work packages with the cProjects tasks and assigning the roles to the tasks.
With this information you can now calculate the project costs. This cost calculation is much more
accurate as it is not an assumption but based on real and detailed planning data.
To use the accounting in cProjects you need an accounting object from the ERP that stores the
planned values and is used for the cost calculation. The project type of this cProjects project is set to
automatic task based integration to PS. That means that according to the structure in cProjects
(Project header, phases and tasks) a corresponding PS project with the WBS structure is created and
the single items of cProjects and PS are linked.
1. Select Capacity Planning in the NAVIGATION PANEL
2. Check the total required capacity, there should be the following values:
Role Total Req Capacity Unit
Project Manager 94 Pers. Day 8H
3. Show the costing rate in the TAB Costing.
Role Cost/Revenue Rate
Project Manager IT Project Manager
Software Engineer IT Software Engineer
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Developer IT Developer
Technology Engineering IT Technology Engineering
Quality Expert IT Quality Expert
Support Consultant IT Support Consultant
4. Click on tab Structure in the TAB BAR.
5. Select the project definition and click on the tab Additional Data
6. Enter the Organisation responsible: 50004100 (PLM PO) then click
Perform calculation
1. Select the project definition then click tab Status .
2. Change Status from “Created” to “Flag for transfer”
Graphic 6: Set "Flag For Transfer"
3. Save your data by clicking on
4. Click on tab in the TAB BAR
5. Click on Costing
6. Explain that a PS project has been created and show the structure and the calculated plan
costs
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Attention: If the error message “0INMITEM…” appears when you change the status of the
cProjects project and click on , please click on once again. The error will disappear and
the status change is saved.
At last, release the project to prepare for the further steps.
1. Click on tab Structure in the TAB BAR.
2. Select the project definition then click tab Status .
3. Change Status to “Flag for transfer”
4. Change Status to “Released”
5. Save your data by clicking on
Make additional planning with Easy Cost Planning
After you have now planned the project costs according to the resource demands and tasks based on
the assigned cost/revenue rates you may need to plan additional costs for the project like new
hardware, travel costs or material in general.
You can plan these costs with the Easy Cost Planning module directly from the cProjects in the
Accounting tab for each single WBS element.
1. Click on the Accounting tab .
2. Click on Account Assignment
3. You see the assignment of the cProjects planning elements (phases and tasks) to the WBS
elements from PS
4. Click on WBS element which has the same name as your project
5. Click on link Edit Easy Cost Planning (Project) The ECP popup screen shows up
6. Select the 2nd level object from the costing structure that is also called like the top level WBS
7. Click on the to display the planning details
At this time only the planned values from cProjects are shown in the item list aggregated to
the next level (cProjects phases)
8. Click on Choose Planning Form to choose planning form
9. Select costing model “ZSP-PRSV01” for ProfSvcs: Additional Costs
10. Enter the following values
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Field Value
Estimated Travel Costs 5000
Estimated Other Costs 5000
11. Click “Confirm”
Now you can see that the new cost planning values have been introduced automatically into
the item list.
12. Save your changes
13. Close the pop up window
14. Click on Costing
15. Click on Calculate
16. Explain that the additional 10.000 USD are seen as non aggregated costs in the table
Upload planned cost data from PS to RPM Financial
Planning
Steps 1 – 14 can be done “hidden” from the audience as this is usually performed as a
background activity in the system that is scheduled to be executed automatically. You will find an
overview of the reports that need to be run in the appendix.
Make sure you have the system where you perform the Demo as an entry in your SAP Logon
application. If not please add it.
1. Go to the RPM start page by selecting the portfolio name in the NAVIGATION PANEL (this is
needed to prevent locked project in the rollup)
2. Logon to the SAP system with user IT-PO and password welcome
3. Enter SA38 in the field for the transaction code
4. Enter the report name RPM_FIN02 and execute
5. Enter the following values
Field Value
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Destination System ECCXRPM800
Range of Controlling Area 2000
Range of Project ID 3511-2_Exx
Section Plan Versions
Actual Cost IM
Planned Cost IM
Budget IM
Commitment IM
The other values can remain as they are
6. Execute the report
It can take some time to process the created IDoc. Please give the system at least one minute
to finish the IDoc booking.
7. Go back and select the next report
8. Enter the report name /RPM/PLAN_INT_PREP and execute
9. Enter the following values
Field Value
Portfolio ID 3500
Bucket ID 3512
Item/Item of Initiative ID 3511-2_Exx
Test Mode Make sure that checkbox is activated
The other values can remain as they are
10. Execute the report
11. Go back and select the next report
12. Enter the report name /RPM/FIN_PLAN_INT and execute
13. Enter the following values
Field Value
Portfolio ID 3500
Bucket ID 3512
Item/Item of Initiative ID 3511-2_Exx
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Test Mode Make sure that checkbox is activated
The other values can remain as they are
14. Execute the report
15. Go to the RPM Portal again
16. Select Item Dashboard in the NAVIGATION PANEL
17. Open the item you created
18. Select Financial Planning in the NAVIGATION PANEL
19. Select the radio button Financial Views to explain the different views.
20. Open up view Plan.Cost.Proj
21. You see in Category Overhead the additionally planned 10.000 USD
22. You see in Category Human Ressources Costs the cost planned according to the planning of
the cProjects from PS.
Actual values
Do staffing for cProjects role
The recording of time for cProjects projects can be done with the SAP application CATS in the ERP
system. The recorded times can later be transferred to the cProjects and the evaluated hours are
stored on the accounting object.
The staffing is done for the cProjects role and the staffed resource is assigned to the tasks that he
should perform.
1. Select Roles in the NAVIGATION PANEL
2. Select the role project manager
3. Click on Tab Staffing
4. Enter the ID 1548 in the field “resource”
5. Click on
6. Click on Tab Tasks
7. Select the resource “Chris Robertson” in the right lower box
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8. Select the tasks Introduction & Clearing, Technical Requirements and IT Project preparation
(multiple selection with CTRL key)
9. Click on
10. Save your data by clicking on
Time Confirmation in CATS
After the planning of the work packages and the assignment of the resources the project tasks is now
is its operational phase. The tasks that are due to be executed are released by the project manager
and the team members are doing their work. After performing the work the team members will need to
record the time spend on the task.
From cProjects the work list in CATS is automatically created once the project is released. All released
tasks are shown in the work list.
Make sure you have the system where you perform the Demo as an entry in your SAP Logon
application. If not please add it.
1. Go to the RPM start page by selecting the portfolio name in the NAVIGATION PANEL (this is
needed to prevent locked project in the rollup)
2. Logon to the SAP system with user IT-PO and password welcome
3. Enter CAT2 in the field for the transaction code
4. Enter the following values
Field Value
Data Entry Profile 3300_IDES
Key-Date Begin Date of Task “Introduction & Clearing”
Personnel Number 80508
5. Click to enter time
6. Select the line with task “Introduction & Clearing”
7. Click “Copy”
8. Enter 8 hours for each day in the week
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9. Save your data by clicking on
Transfer working time to cProjects
On one hand the evaluated hours are automatically transferred into the accounting object after the
time confirmation is saved. The evaluation is done with the plan data for the activity type from cost
center 30200.
On the other hand the reported times can be transferred to the cProjects task. There they will be
accumulated for all recorded times for this task.
Make sure you have the system where you perform the Demo as an entry in your SAP Logon
application. If not please add it.
1. Go to the RPM start page by selecting the portfolio name in the NAVIGATION PANEL (this is
needed to prevent locked project in the rollup)
2. Logon to the SAP system with user IT-PO and password welcome
3. Enter SA38 in the field for the transaction code
4. Enter the report name DPR_CATS_CPR_TRANSF and execute
5. Enter the following values
Field Value
Project 3511-2-Exx
Parameters
Test Blank
Reconstruct Blank
Log Checked
6. Execute the report
Actual Posting on accounting object
During the project life cycle also postings for e.g. invoices are booked on the accounting object. Also
those costs can be uploaded to RPM to view the comparison between the former planned values and
all actuals of the project, time confirmation and other postings.
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For the project we will post 12.000 USD on the accounting object with cost element 476000 for Office
Supplies. This posting is done from the master cost center of the project -30200- to the accounting
object.
Make sure you have the system where you perform the Demo as an entry in your SAP Logon
application. If not please add it.
1. Go to the RPM start page by selecting the portfolio name in the NAVIGATION PANEL (this is
needed to prevent locked project in the rollup)
2. Logon to the SAP system with user IT-PO and password welcome
3. Enter KB15N in the field for the transaction code
4. Enter the following values
Field Value Graphic 7: Example Actual Posting
Doc. Date Start date of project + 1 month
Postg. Date Start date of project + 1 month
Scrn. VariantZAP09 SAP: Cost Center / cost object
Document Item
Cost Element 476000
Amount 12.000
Currency USD
Sender
Cost Ctr 30200
Sender
WBS Elem.3511-2_Exx (your project number)
5. Click on
6. Save your data by clicking on
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These costs will be uploaded to the RPM as well as the postings that were automatically done by the
CATS time confirmation.
Show comparison between Plan and Actual for Accounting
Objects cost element-based
Before we upload the posted actual values we will take a look at the cost element based accounting
reporting to view the values that are booked on the accounting object.
Here the project accountant can see the detailed postings per project.
Make sure you have the system where you perform the Demo as an entry in your SAP Logon
application. If not please add it.
1. Go to the RPM start page by selecting the portfolio name in the NAVIGATION PANEL (this is
needed to prevent locked project in the rollup)
2. Logon to the SAP system with user IT-PO and password welcome
3. Enter S_ALR_87013544 in the field for the transaction code
a. Alternatively you can access the report via the menu in
Accounting -> Project System -> Information system -> Costs -> Plan-Based -> By
Cost Element -> Actual/Plan Comparison: Periods
4. If you are asked for a database profile select 000000000001
5. Enter the following values
Field Value
Project 3511-2-Exx
Selection Values
Controlling Area 2000
Plan Version IM
Actual Valuation BLANK
Fiscal Year Year of the posting
Period Year of the posting
6. Execute the report
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In the result you will see the comparison between the actual and plan values.
Upload Actual Values to RPM
Steps 1 – 14 can be done “hidden” from the audience as this is usually performed as a
background activity in the system that is scheduled to be executed automatically. You will find an
overview of the reports that need to be run in the appendix.
Make sure you have the system where you perform the Demo as an entry in your SAP Logon
application. If not please add it.
1. Go to the RPM start page by selecting the portfolio name in the NAVIGATION PANEL (this is
needed to prevent locked project in the rollup)
2. Logon to the SAP system with user IT-PO and password welcome
3. Enter SA38 in the field for the transaction code
4. Enter the report name RPM_FIN02 and execute
5. Enter the following values
Field Value
Destination System ECCXRPM800
Range of Controlling Area 2000
Range of Project ID 3511-2_Exx
Section Plan Versions
Actual Cost 0
Planned Cost IM
Budget IM
Commitment IM
The other values can remain as they are
6. Execute the report
It can take some time to process the created IDoc. Please give the system at least one minute
to finish the IDoc booking.
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7. Go back and select the next report
8. Enter the report name /RPM/PLAN_INT_PREP and execute
9. Enter the following values
Field Value
Portfolio ID 3500
Bucket ID 3512
Item/Item of Initiative ID 3511-2_Exx
Test Mode Make sure that checkbox is activated
The other values can remain as they are
10. Execute the report
11. Go back and select the next report
12. Enter the report name /RPM/FIN_PLAN_INT and execute
13. Enter the following values
Field Value
Portfolio ID 3500
Bucket ID 3512
Item/Item of Initiative ID 3511-2_Exx
Test Mode Make sure that checkbox is activated
The other values can remain as they are
14. Execute the report
15. Go to the RPM Portal again
16. Select Item Dashboard in the NAVIGATION PANEL
17. Open the item you created
18. Select Financial Planning in the NAVIGATION PANEL
19. Select the radio button Financial Views to explain the different views.
20. Open up view Plan.Cost.Proj
21. You see in Category Overhead the additionally planned 10.000 USD
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22. You see in Category Human Ressources Costs the cost planned according to the planning of
the cProjects from PS.
23. You see in the view Actuals
a. The actual posting of 12.000 USD
b. The evaluated time confirmation of 2.800 USD
Roll-Up Plan and Actual to initiative and bucket
Steps can be done “hidden” from the audience as this is usually performed as a background
activity in the system that is scheduled to be executed automatically. You will find an overview of the
reports that need to be run in the appendix.
Make sure you have the system where you perform the Demo as an entry in your SAP Logon
application. If not please add it.
1. Go to the RPM start page by selecting the portfolio name in the NAVIGATION PANEL (this is
needed to prevent locked project in the rollup)
2. Logon to the SAP system with user IT-PO and password welcome
3. Enter SA38 in the field for the transaction code
4. Enter the report name /RPM/ROLLUP and execute
5. Enter the following values
Field Value
Portfolio ID 3500
Test Mode Make sure that checkbox is activated
The other values can remain as they are
6. Execute the report
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Check budget availability for bucket Miscellaneous
1. Go to Portfolio Management Portfolio Management.
2. In the navigation panel on the left click on Portfolio Structure of Buckets.
3. Drill down to bucket 3511-2 Miscellaneous. Click on the bucket name.
4. Go to Financial Planning to check the budget availability on the bucket level.
5. Set the radio button to Financial Views.
6. Explain that the view Budget Bucket shows the available budget on bucket level. The view
Budget Items shows the summed up budget of items.
7. Explain that the values from the item have been rolled up to the bucket.
Check budget availability for initiative where item belongs to
1. In the navigation panel on the left click on Portfolio Structure of Buckets.
2. Drill down to bucket 3511-1 Innovation. Click on the bucket name.
3. Go to the Initiative Dashboard and open the initiative you created.
4. Go to Financial Planning to check the budget availability on the bucket level.
5. Set the radio button to Financial Views.
6. Explain that the view Budget Initiative shows the available budget on initiative level. The view
Budget Items shows the summed up budget of items within this initiative.
7. Explain that the values from the item have been rolled up to the initiative.
Appendix
1) List of reports to be executed:
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