ps project manager 2013

PS Project Manager Training Work Instruction Guide

November 2013 SAP Project Systems (PS) Module 1/59

PS Project Manager Training

Project Systems - Project Manager Training

Course Purpose

Project Manager Training demonstrates how to plan,

monitor and manage capital project costs.



Course Map

Project Manager Training Overview



Project Systems Process Flow

1 - The capitalized costs of capital projects during construction, assembly, or customization.

2 - The asset(s) to which the costs in an Asset Under Construction (AUC) are capitalized when a capital

project is completed.

3 - Deliverables, or tangible products, structured in descending levels to provide increasingly detailed

definitions of the top element. Components of the Work Breakdown Structure. Costs and revenues

post to WBS elements.

1 2

3



Roles and Responsibilities

Financials - Inputs and Outputs

1 - The capital projects capitalized costs during construction, assembly, or customization.



Financials - Inputs

When you buy something, work on project related

tasks, or move inventory for use on a project,

those costs are posted to the related WBS element

within the defined project.

Time Entry (labor) costs post automatically during

the payroll posting process.

The costs then display as an expenditure for the

overall project.

Financials - Posting



Financials - Inputs

Inputs may also come from periodic costs incurred through

project planning corrections and any overhead interest charged.

Financials - Outputs

Rendered costs are then capitalized through

settlements to Assets Under Construction (AUCs).

The total of all AUCs represent the balance in the

Construction-in-Progress account at the end of an

accounting period.

At the end of a project, AUCs are capitalized to

Final Depreciating Assets (FDAs). FDAs depreciate

over their useful life for full-accrual accounting

purposes.



Capital Project Manager Tasks

Work Breakdown Structure and Elements



Work Breakdown Structure Purpose

The Work Breakdown Structure (WBS) is a hierarchy of

tasks and deliverables that must be performed to

complete a project.

Work Breakdown Structure role:

Partition the major project deliverables into smaller

components to improve the accuracy of cost estimates

Provide a mechanism for collecting and organizing actual

costs

Capital Project Structure

1 - The project definition contains dates and organizational information that are binding for the entire

project.



Display Project Structure Overview - CN41

Work Breakdown Structure

Use transaction CN41 to view the project structure.

This transaction displays the structure and numbering

system in a tree format allowing the display of single

elements as well as the ability to add and subtract

specific details.



CN41 - Enter Profile

CN41 - Enter Profile



CN41 - Display Structure

CN41 - Enter Project Number



CN41 - Execute the Report

CN41 - Structure Overview



CN41 - Add Reporting Fields

CN41 - Select Display Fields



CN41 - Structure Overview

WBS Elements

Individual tasks and deliverables in the Work

Breakdown Structure are called WBS elements.

There are two types of WBS elements:

Parent Nodes - elements that roll-up data

Children Nodes - elements that contain data,

including: budgets, plans, encumbrances and

actual costs



CN43N - WBS Element Overview





CN43N - Enter WBS Element(s)



CN43N - Enter WBS Element(s)

CN43N - WBS Element Overview Report



CN43N - WBS Element Overview Report

CN43N - Report Column Review



CN43N - Report Column Review

CN43N - System Status

The Status column displays the current system status for each WBS

element. These status are set only by the Project Accountant:

CRTD = WBS element created, but not released for accounting

REL = WBS element released for accounting

SETC = settlement rule created



CN43N - Additional Report Functionality



Project Cost Planning and Reporting

Project Cost Planning

Project cost planning allows financial planning at

any level of the work breakdown structure over

any number of years.

Entering project cost planning equal to the total

current year project budget enables the Project

Manager to track the incoming costs against the

allocated project costs. These inputs can be

distributed throughout the entire work

breakdown structure for the life of the project.

Use transaction CJ40 to enter a project cost plan.



CJ40 - Initial Screen

CJ40 - Initial Screen



CJ40 - WBS Element Overivew

CJ40 - WBS Element Overivew



CJ40 - Cost plan

CJ40 - Enter cost plan



CJ40 - Enter cost plan

CJ40 - Next Year



CJ40 - Enter next year's cost plan

CJ40 - Total Up



CJ40 - Total Up

CJ40 - Total Up



CJ40 - Total Up

CJ40 - Cost plan 2010 Total Up



CJ40 - Column Review: Distributed

1 - The distributed value is the result of the plan values in the subordinate objects. In the cost planning

of projects, the distributed value is the total of structure plan values, cost element plan values and

unit costings in WBS elements directly subordinate to the one displayed.

1



CJ40 - Column Review: Distributable

1 - The distributable value is the difference between the plan value and the distributed value.



CJ40 - Column Review: Planned Total

1 - Plan total is the annual or overall plan value including existing values from unit costing and

cost element planning. In the cost planning of projects, the plan total also includes the plan total

for all orders and networks assigned to the chosen WBS element and those subordinate to it.



CJ40 - Column Review

CJ40 - Column Review: Previous year



CJ40 - Column Review: Cumulative

CJ40 - Annual Overview



CJ40 - Annual Overview

Project Cost Reporting

An important task for all Project Managers is to

monitor project costs. With SAP, Project Managers

can compare planned costs to actual costs and

commitments in order to ensure that projects are

delivered within budget.

To run a project cost report, use transaction

S_ALR_87013533.



S_ALR_87013533 - Run Project Cost Report





S_ALR_87013533 - Overview



S_ALR_87013533 - Year Review





S_ALR_87013533 - Column Review: Plan



S_ALR_87013533 - Column Review: Actual

S_ALR_87013533 - Column Review: Commitment



S_ALR_87013533 - Column Review: RemOrd

S_ALR_87013533 - Column Review: Assigned



S_ALR_87013533 - Column Review: Available

S_ALR_87013533 - Report Detail: Call Up Report



S_ALR_87013533 - Call Up Report: Viewing Actuals





S_ALR_87013533 - Call Up Report: Viewing Commitments




S_ALR_87013533 - Call Up Report: Viewing the Plan




Additional Information

To learn more about Costing reports and how to

manipulate these reports, visit the SAP Learning Center

website:

www.portlandoregon.gov/saplc

http://www.portlandoregon.gov/saplc



System Status

Capital project activities and postings are controlled by

system and user status.

System status determines which business transactions

can be performed within the work breakdown structure

and when WBS elements can be used. Only Project

Accountants can set the system status.



User Status

Project Managers set the user status which

complements the system status.

User status flags the project for a specific purpose.

Use status CMPL - Project Complete to signal to

the Project Accountant that the project is complete

and ready to transfer assets under construction

(AUC) to final depreciating assets (FDA).

To set the user status, use transaction CJ20N.

CJ20N - Set User Status



CJ20N - Enter Project Number

CJ20N - Project Builder



CJ20N - Saving User Status

ps project manager 2013

Documents

project definition

defined project

overall project

entire project

capital project costs

sap project systems

project related tasks

major project deliverables