sap ps overview

Project Management using SAP Project System

SAP Project System Overview

SAP University AlliancesVersion 1.0

Authors: Andres DiazMartin Wassmann

Tom Wilder

ProductSAP ERP ECC 6.0

GBI and IDES

LevelUndergraduate

Beginner

FocusPS

AbstractProject Systems within SAP allows the management of projects with the ability to tie into other functional areas, including but not limited to FI, CO, SD, QM, and PM.

This course overviews the basics of Project Systems

PS Introduction

SAP University Alliances

Overview of SAP Project System module

Project Management has moved to the forefront of the business spectrum as a way to compete better, faster and cheaper

There are a lot of Project Management Software solutions available Microsoft Project is an industry standard for general project management SAP Project Systems has an advantage in large projects as it is integrated

into the SAP ERP landscape Projects can be tied to many of the SAP modules, including FI, CO, HCM

(HR), PM, SD, QM, SM There are some basic differences between SAP PS and MS Project

PS Introduction

Microsoft Project

Benefits Easy to use Effective Robust Templates are available Widely used

Constraints Difficult with multi-users Can have size limitations

Not fully integrated into the ERP System

PS Introduction

SAP Project Systems

More comprehensive Ties in multiple

areas of the organization

Dependent on complete data

Works well in large projects

Can have a Microsoft Project component

PS Introduction

Overview of SAP PS

Structure of SAP PS

Types of Projects Components of

the system Field details Multiple entry

methods Icon definitions Required data Using IDES Using GBI

PS Introduction

Project Types

• The hierarchical nature of PS allows for multiple project types. – Cost Projects

– Investment Projects

– Sales Projects

– Maintenance Projects

– And more

• The nature of the project dictates which structure types are used– Work breakdown structure

– Networks

PS Introduction

Structure of SAP PS

• Project Systems is designed in a Work Breakdown Structure (WBS) format

• Hierarchical in nature, the WBS lends itself to easier budgeting• Typically the top level in the WBS is where the budget resides,

with lower level having allocations– Controlling (Costing) is easily done in PS

PS Introduction

Hierarchical Breakdown of the WBS

PS Introduction

Networks

A flow chart that graphically depicts the sequence, interdependencies, and start and finish times of the project tasks/activities Provides the basis for scheduling labor and equipment Provides an estimate of the project’s duration Provides a basis for budgeting cash flow Highlights activities that are “critical” and should not be delayed Help managers get and stay on plan AON format Allows for ES/EF LS/LF

PS Introduction

Networks

PS Introduction

Creating Projects

• There are two methods to create a project within PS• Project Builder

– Main method

– Create WBS and/or Networks

• Project Planning Board– Used to change project, however a project can be created here

PS Introduction

Project Builder

PS Introduction

Project Builder

PS Introduction

Project Builder

PS Introduction

Project Definition

The first step in creating a project is to create the Project Definition

24 characters max. You can search for next

available Control the structure using the

Coding Mask Specify a start and end date,

or… System will use current date Can change that later

PS Introduction

Project Profile

A Project Profile must be specified at the same time as the Project Definition

The Project Profile will set default values and control data for the project

You can add to the list of Project Profiles

PS Introduction

Project Profile cont.

• The Project Profile will populate the control data based on the selected profile

• Once saved, the project definition is locked in with the project profile and cannot be changed

• Control aspects, however, can be modified

PS Introduction

Coding Mask

Coding Masks are a way to identify project structures easily

The Mask ID’s should be created when Project Systems is first implemented

The Mask’s are based on keys They are alpha numeric You can create masks as long

as an object does not exist for the key

You can lock for operative or standard structures, or no lock

PS Introduction

Responsibilities

The Person Responsible is the employee number for the Person Responsible for the project.

The Applicant Number is the number for the Person applying for the project

Applicant can be someone who is not yet an employee of the company.

PS Introduction

Start date actual, end date actual, forecast start date and forecast end date

The factory calendar defines which days are available to work

Most of IDES development has been done in Germany, so you will see the German Calendar

GBI in the works, also done in Germany however has a US version

PS Introduction

Organization

Standard Org components are pre-defined by the Project Profile

Location is a subordinate entity in a plant, not the location of the project

Functional Area is required if you are using cost-of-sales accounting

Can also be required for Funds Management in Government

Notice that the currency cannot be changed once the project is defined

PS Introduction

Project WBS Element Network Overview Network Activity Milestone PS Text Material Component

PS Introduction

More Icons

Display < - - > Change (SHFT F1) Project Planning Board Hierarchy Graphic Mass Change Easy Cost Planning Conditions

PS Introduction

Project Planning Board

Gantt style layout Project can be modified within the

Project Planning Board Icon intensive Different from MS Project

Did you know that there are almost 1200 icons in SAP ERP 6.04? Use t-code ICON to

see them all!

Connect selected activities

Edit Relationships

Filter Grouping Sort Order

Highlight Object

Position on

Highlight

Switch connect mode on/off

Scheduling Comparison

Zoom in on Graphic

Adapt Graphic Area

Adapt Time Scale

Delete Object

Detailed Information for Object

Confirm Activity

Schedule

Calculate Costs

System/User Status

Network Header

Planning Board Assistant

Time Scale Assistant

Set of Dates / Views

Options Field Selection

Legend

Logs and Lists Undo User Settings

Component Overview

Capacity Overview Maintenance Orders

Cost Overview

Milestone Trend Analysis

Predecessor / Successor

Show All Hide All Dependant Objects

Move WBS Element Level Up / Down

Create

Services for Object

Select all/ Deselect All

PS Introduction

Project Builder: Hierarchy Graphic View

Visual representation of the WBS for the project

Easy to see and/or set operatives for each element

Double click on element to edit properties

Create links between elements with graphic tools

Create new elements and set properties

PS Introduction

Operative Indicators Bill, Plan, AcAs

• Operative indicators are used to specify what tasks will be performed when the WBS element is executed. – Elements where you will plan costs are marked plan– Elements which have actual costs are flagged Account

Assignment elements– Elements which you will post revenues are Billing elements.

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