sap - ps user guide

SAP: Project System

TATA TECHNOLOGIES Page 1 of 41

Version2: Arpita

20.01.2005

SAP

PROJECT SYSTEM HANDBOOK

FOR NPI PLANNERS

SAP: Project System


Version2: Arpita

20.01.2005

General Login Information

Double Click on SAP LOGON Icon Select development server of SAP 4.6C Select Client 250 Enter User id & Password

Master Data Requirements Controlling Area Company Code Business Area Plant Cost Center Activity Type Cost Element GL Account Purchasing Organisation Purchasing Group Material Group Profit Center

Project Management Transactional Steps

Project Definition creation WBS Creation Network & Activity creation Component Planning Plant Approval Corporate Planning Approval Budget Creation Board Approval Budget Release WBS Release Purchase order release Procurement cycle starts Production cycle starts Labour hour confirmation Settlement of Cost WBS completion AUC converts to Asset

SAP: Project System


Version2: Arpita

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Project Definition

The project definition is the binding framework for all organizational elements within a project. You can also define non-binding start and finish dates for the project

Menu Path: Logistics -> Project System -> Project -> Special Maintenance Functions -> Structure Planning -> Work Breakdown Structure -> Project Definition -> Create Transaction: CJ01 This transaction is carried out for the creation of Project Definition by the Coordinator or the NPI office after he receives the approved proposals from the respective cost centers.

Person Responsible: Coordinator / NPI Office

Refer to the Project Coding Mask for TATA Motors as explained below

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T.00.X1X2X3.000.000.00.00

T Represents projects in Tata Motors

00 Year of Project Commencement e.g. 03 ,04

X1X2X3 X1 : C = CVBU ; M = MUV ; K = CAR X2 : A = HCV ; B = MCV ; C = LCV ; D = SUB FOUR TONNE-CUB ; E = BUS-HCV ; F = BUS-MCV ; G = BUS-LCV ; H = ENGINES ; I = TRANSMISSION ; J = AXLE ; K = CAB ; L = SUMO/SPACIO ; M = SAFARI ; N = 207 ; O = INDICA ; P = SEDAN ; Q = ESTATE X3 : N = NEW GENERATION ; D = DERIVATIVE ; E = ENHANCEMENT ; F = FACELIFT ; U = UPGRADE ; V = VERSION

000 Running Serial number for given project category 001 to 500 = PCBU & CAR 501 to 999 = CVBU

000 Level 1 WBS element serial number to be standardized as follows: Characters Work breakdown (alternate characters) 001 ERC(Inhouse) ERI 002 ERC(Outsource) ERO 003 PE (Inhouse) PET 004 PE(Outsource) PEO 005 SQIG /ADD SQI and ADD 006 Plant and Machinery PAM 007 PO,PP Trials TRI 008 Marketing(Launch) MKT 009 Others(not known) MSC

00 Level 2 WBS element serial number to be standardized as follows (for PE toolings only) : Characters Activity (alternate characters) (Toolings reqd for) 01 ENGINE AE 02 GEAR BOX AG 03 BIW AB 04 PRESS/FRAME AF 05 VEH ASSY AV 06 STEERING AS 07 AXLE AA 08 PAINT AP

0 Level 3 WBS element serial number to be standardized as follows (for PE toolings only) : Characters Activity (alternate characters) (Toolings reqd for) 1 Non Foundry toolings N 8 Foundry toolings F

All projects for TATA Motors will be defined as per above coding mask. In TATA Motors WBS can be created up to level 4.

SAP: Project System


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Field Definitions: Field Name Mandatory Remarks

Project def Yes Enter new project number System help is available to search next available number, using OPEN NUMBER Push Button

Project Profile

Yes Profile determines which kind of project it is and based on settings fields are displayed on the screen

Template Optional Data will be copied from reference template

SAP: Project System


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Project Definition Details Screen: Basic Data Tab:

Field Definitions: Field Name Mandatory Remarks

Description Yes Enter Project Description

Start Yes Enter Start Date of overall project

End Yes Enter End Date of overall project

Controlling Area

Yes Use '0100' for Tata Motors

Company Code

Yes Use '0100' for Tata Motors

Business Area

Yes Based on Location select BA from drop down box

Plant Optional Based on Location select

Click here to see the Project Status

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Plant from drop down box

Profit Center Yes Enter the Correct Profit Center from drop down box

Mask ID Optional Free field helps you to search project

Factory Calendar

Optional Select calendar for location where work is going to get exceeded

Enter in all the relevant data. TATA Motors TAB:

Field Name Mandatory Remarks

Market Classification

Yes Select from Drop Down

Project Type No Select from Drop Down

Launch Date No Enter Launch date

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NPV No To be put by User

IRR No To be put by User

EVA No To be put by User

Life Cycle Volume

No To be put by User

Pay Back No To be put by User

Project Status Management: The current status of a project or an object in a project determines which business transactions can be executed. Statuses document the current processing stage of an object

When the different stages of the project are completed, the relevant gate status is ticked by the project office.

SAP: Project System


Version2: Arpita

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Work Breakdown Structure It is the functional basis for further planning steps in a project, for example, for process planning, cost planning, scheduling, capacity planning or costing as well as projects control. It gives you a clear picture of the project and facilitates the coordination and implementation of the project from a management standpoint.

Menu Path: Logistics -> Project Systems -> Project -> Special Maintenance Functions -> Structure Planning -> Change Project Transaction: CJ20 This transaction is carried out by the Project Planner, Coordinator / NPI Office, Department Head for creating WBS for each cost center. Person Responsible: Project Planner, Coordinator / NPI Office, Department Head


Project def Yes Use drop down menu to select existing project number

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Press Enter.

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Short Cut: Use ' .01 to generate new WBS. Field Name Mandatory Remarks

WBS element

Yes Based on Masking system allows to create running WBS number

Description Yes Enter WBS description

Short id No You can change default number to identify WBS by different name

Note: To Create a lower level WBS change the level to 2 instead of 1 and follow the same steps as that of creating the first level wbs element.

SAP: Project System


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Double Click on WBS Element for Details Screen: Tata Motors Tab:


Supply Source Yes Select from drop down box

Basis of Estimate Yes Select from drop down box

Primary Category Yes Select from drop down box

Secondary Category No Select from drop down box

Aggregate No Select from drop down box

Business Unit Yes Select from drop down box

Inv. Classification Yes Select from drop down box

NPI Process Yes Select from drop down box

WBS Element description

Yes Appropriate description to be put

Go to next tab WBS Basic Data

SAP: Project System


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WBS Basic Data:


Project type

No Select from drop down box

Priority No Select from drop down box

Responsible Person

No Select from drop down box

Resp. Cost Center

Yes Cost Center where asset will be capitalised

Req. Cost Center

No Who is going to consume

Billing Element

Optional If WBS is billable to customer then check this option

User Status

Detail explanation on another page

System Status

System based on different business transaction maintains different statuses

Go to next tab Dates.

SAP: Project System


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Dates Tab:


Basic Start Date

Yes Plan Start date

Duration Yes Duration of the activity

Basic End Date

No Plan End date

Forecast Start No

Forecast End No

Calendar Yes Select Calendar

SAP: Project System


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Addition of PS Text to a WBS Element In the CJ20 Screen go to Details -> PS texts as shown below:

This will give the following screen:

SAP: Project System


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Select the type of PS text like in the example Z1 has been selected and give a Description and press Enter which will give the following screen where one can enter the text in detail.

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Back and Save.

SAP: Project System


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NETWORK

A network can represent the sequence of activities in a project or the sequence of a single activity within a project.

Menu Path: Logistics -> Project Systems -> Project -> Special Maintenance Functions -> Network -> Create Transaction: CJ20 This Transaction is carried out by the Planner who creates separate Network activities for each WBS. Person Responsible: Project Planner Select the WBS element and click on Activity Data Tab. This will bring us to the detail screen for creating Network Activity.

Click on Activity data tab

SAP: Project System


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Type: Internal Activity (Mainly for Internal Labor usage)


Activity Yes System defaults number

Description No Activity Description

Duration Unit No E.g. Hours/ Day

Plan Duration Yes Plan Duration

Work Center Yes Resource group within Cost Center

Plant Yes Facility where activity is going to be perform

Activity type Yes Skill set from cost center / Work Center

For selecting the Activity Type, follow the process wherein the dates for the activity are to be put in. Double click on activity and then go to Dates tab where the dates can be put in. Save.

SAP: Project System


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This will enable us to select the relevant Activity Type.

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Type: External Activity (Mainly for Material)

External Activity can be Material and Services. For Components: Select Activity and click on the Component Overview Icon to go to the component overview screen.

Select the Activity and click on the Component Overview icon

SAP: Project System


Version2: Arpita

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Component Overview Screen:

If Material was procured before or if it is Stock item then select material code from drop down list else for new Capital Material procurement use Generic material CAPITAL_DOM for domestic procurement and CAPITAL_IMP for imports. Double click on the item number and enter the price for the component.

SAP: Project System


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Click here for Invoice Plan.

SAP: Project System


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Invoice Plan: Click on the Button Invoice Plan as shown above to get the following screen:

Save. Field Name Mandatory Remarks


Description No Description of the activity

Purchasing Org No Who is going to perform procurement activity

Cost Element Yes Where cost to get booked

Vendor No Required at the time of WBS release

Material Group Required at the time of WBS release

Price Yes Expected price of the material

Activity Qty Yes Plan Quantity

Enter the Details as shown

SAP: Project System


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Type: External Activity (Mainly for Services)

Select Service tab & enter description of activity. Press Enter to get to the next screen.

Tick the Services Box for creation of Service

SAP: Project System


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Enter the Contract number where relevant. If Service is coded then pick up number from drop down else enter short text manually. Enter all the relevant info including Qty and Price and press F3 twice.

SAP: Project System


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Type: Primary Cost Activity (Mainly General Expenses)



Description No Description of the activity

Amount Yes Total Plan amount

Currency Yes

Cost Element Yes While using search, put TATA in the chart of accounts.

Press Enter to fill up Details.

SAP: Project System


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Save after having filled up the details in the respective Tabs.

SAP: Project System


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WBS Status Management The current status of a project or an object in a project determines which business transactions can be executed. Statuses document the current processing stage of an object

To check the WBS Status Select the WBS Element or the Activity and the click on the Status Button

SAP: Project System


Version2: Arpita

20.01.2005

Based on Status certain business transactions will be allowed: Draft Capex: By Default WBS will have this status. Deferred Capex: If the WBS is not approved, it is put on hold and this status is set. (Plant Head / Corporate Planning) Project Manager Approved: This Status is set by Project Manager Project Office Approved: This Status is set by Project Office HO Clarification requested: This status is set when the Head Office asks for any clarification. (Corporate Planning) Management Approved: When Management Approves the Budget, this status is set. (Corporate Planning) Budget Closed: In case the work was dropped in the middle and the budget is no longer required then this status is set. (Planner) Budget Not Required: This status is set in case planner wants to return approved budget. Budget Carry Forward: This Status is set in case the excess budget for the year is to be carried forward to the next financial year. (Corporate Planning)

SAP: Project System


Version2: Arpita

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To use Template for creating new proposals. For including Standard Network as an activity set in the WBS Element. Go to Activity screen then go to menu Network -> Include Std. Network which will give the following screen.

Select a Standard Network from the List and press Enter

SAP: Project System


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Standard Network has been included which contains these three activities

SAP: Project System


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To attach a document to a WBS Element Select the WBS and then click on the Services for object button -> Create -> Create attachment as shown below.

Click here and follow the path

SAP: Project System


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Which then gives us the option of selecting which ever document we want to attach from the directory as needed.

SAP: Project System


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Create Standard Network

Menu Path: Logistics -> Project Systems -> Basic Data -> Templates -> Standard Network Transaction: CN01 This transaction is carried out by the Project Planner, Coordinator / NPI Office, or Corporate Planning for creating Standard Network. Person Responsible: Project Planner, Coordinator / NPI Office, Corporate Planning

Fill up the Profile and press Enter.

To be left blank system generated number

SAP: Project System


Version2: Arpita

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Network Usage No Select from drop down

Planner Group No Select from Match Code

Network Status No Select from drop down

Std. WBS Element

No Select from Match Code

Predefined Plant


Click on activities button to go to the next screen.

Click on Activities Button

SAP: Project System


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Click on the External Activities Tab and create the Activity as follows:

Press Enter to go to the details screen.

SAP: Project System


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Work Center / Plant

Yes Select from Match code

Material Group Yes Select from Match Code

Purchasing Group

Yes Select from Match Code

Purchase Organisation


Net Price No Enter the Price of the Component

SAP: Project System


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Click on the Internal Activities Tab and create the Activity as follows:

Press Enter to go to the Details Screen.

SAP: Project System


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Work Center / Plant

Yes Select from Match code

Work No No. of days to be filled up

Click on tick which takes you back to the previous screen and save the internal number gets generated as shown below.

SAP: Project System


Version2: Arpita

20.01.2005

The Standard Network with the system generated number has been created.

Internal Number Generated by the system

sap - ps user guide

Documents

project category

creation of project

sap project system handbook

project coding mask

project menu path

year of project commencement

tata motors wbs

wbs element serial number