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SAP PS Overview

SAP PS Overview. Welcome to Project System(PS) Overview. Project Definition. Project Numbering & Coding Masks. Project Definition. Numbering. Settings. Field Requirements. Project Profile. Responsibilities. Organisational Data. Dates. What are Work Breakdown Structures used for?.

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SAP PS Overview

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  1. SAP PS Overview Welcome to Project System(PS) Overview

  2. Project Definition Project Numbering & Coding Masks Project Definition Numbering Settings Field Requirements Project Profile Responsibilities Organisational Data Dates

  3. What are Work Breakdown Structures used for? Dates: Planning: • Basic Dates • Scheduled Dates • Actual Dates • Planned Costs Periodic Processing: • Overheads • Settlement • Earned Value Analysis Budget: “WBS Structure” • Original Budget • Budget Updates • Release Budgets • Availability Control Execution: • Actual Costs Commitments: • Purchase Requisition • Purchase Order

  4. Work Breakdown Structure Organisation & Responsibilities Work Breakdown Structures Operative Indicators Structure Objects Documentation

  5. 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 1.4.1 WBS 1.2.2 WBS 1.4.2 Released Released Released Released Key • Planning Element • For planning costs • Plan/actual cost comparison • Account assignment element • For posting actual costs • Network / Maintenance Order assignments

  6. Activities and Networks - Functions April Dec Mar 12 Internal Activity • Internal Work • Dates, Capacities • Costs External Activity / Service: Milestones: • Milestone Trend Analysis • Dates • Costs • Commitments Material: Costs Activity: “Network” • Dates • Costs • Commitments • Dates • Costs Periodic Processing: • Overheads • Settlement

  7. System Status and User Status control • What is Status control used for? • To allow or forbid certain business transactions. • Which elements? • Project definition and WBS elements are affected. • How? • Status are activated manually or automatically by the system. • Why system and user status? • User status adds detail to the system Status.

  8. 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)

  9. 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)  Binding values ; line items for  Easily changed ; line items each change created if desired Availability check: For eg. Warning at 95% Error message at 110%   No availability check "FUNDS REQUESTED" "APPROVED FUNDS" è è

  10. Cost Planning in Projects WBS 1 WBS 1.1 WBS 1.2 WBS 1.3 Cost Element Planning Activity / Easy Cost Planning Network Costing

  11. Internal Processing Work: 500hrs Output provided to complete activities 1200 Organisational unit Where an activity is carried out or work output is provided. Work Center Scheduling Data Capacity Available Cost Center Responsible Persons Cost Center Data

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

  13. Network Activities External Processing: Internal Processing: • Purchasing of work / services • Work / Services performed inhouse Services: Costs Activity: • Purchasing of services with service specifications • Planning of additional primary costs

  14. Activities and Activity Elements • Four Types of Activities • Internal Processing • External Processing • Costs, services • General Cost Activities Internal External • Reference Dates from Activity • Start or Finish • Activity Elements • Work • External • Costs • Service General Costs Service

  15. Activity Assignment to WBS Network WBS 1 • Date Planning • Cost Planning • Generating Settlement rules • Activity Elements WBS 1.3 WBS 1.4 WBS 1.5 WBS 1.3.1 WBS 1.3.2 WBS 1.5.1 WBS 1.5.2 1100 1000 5000 1200

  16. Relationships Logical Sequence Time Sequence FS Relationship SS Relationship FF Relationship SF Relationship

  17. Integration with MM MM Definition Material required for performing an activity or for manufacturing a product. 2000 3000 1000 6000 4000 5000 Item Category “Project Stock” “Plant Stock” “Non Stock” Materials Materials Materials Stock Item “L” Stock Item “L” Non-Stock Item “N” Purchase Req. Reservation Purchase Req.

  18. Services Purchase Order 2000 3000 Services Allows you to define services to be procured. Individual service specifications can be created for each planned procurement in the Purchasing document. 1000 6000 4000 5000 Services “Service Number” Description Planned Services Unplanned Services Material Group Purchasing Group Service Specifications Service Master Or text / value Value Limit Vendor 1000 Purchase Requisition Value Check

  19. External Services Management 2000 3000 1000 6000 PR Commitments 4000 5000 Actual Costs Purchase Requisition Invoice Verification Bid Invitation Item Category “D” Services Services Finally Complete Quotation Entry Service Entry Sheet Vendor Selection PO Processing PO Commitments

  20. Project Dates Project Definitions Network Header • Project Definition • BASIC DATES • WBS Elements • BASIC DATES • FORECAST DATES • Scheduled Dates • Actual Dates • Network Header • BASIC DATES • Scheduled Dates • 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

  21. Bottom-Up planning WBS P P P1 P2 P1 P2 20 20 60 20 60 80 10 40 50 80 10 40 50 80 10 40 50 30 70 30 70 30 70 Project planning board P P Extrapolate Dates Automatically P1 P1 P2 P2 10 20 30 40 Network 1 Network 2 50 60 70 80 Basic dates in project definition Basic dates in project definition

  22. Example of scheduling 3 D 50 3 D 50 9 11 9 11 9 11 9 11 9 11 6 D 20 6 D 20 3 8 3 8 3 8 3 8 3 8 2 D 10 2 D 10 1 2 1 2 1 2 1 2 1 2 2 D 3 D 30 40 2 D 3 D 30 40 3 4 5 7 3 4 5 7 4 5 6 8 4 5 6 8 4 5 6 8 Earliest Start Date Earliest Finish Date 10 20 2 D 10 2 D 10 1 2 1 2 30 1 2 1 2 1 2 40 Latest Start Date Latest Finish Date 50 Days 1 2 3 4 5 6 7 8 9 10 11 12 13 Legend

  23. Time Constraints 1 2 Start Start Finish Before Before After After For activities, time constraints set 1. An exact start / finish ( = must) 2. The earliest value limit ( = not before)

  24. Cost Planning and Budgeting Approval Budget Approved applied for budget 2001 2001 2000 Cost Budgeting 2000 Cost Planning Total Total 1 IT - 1399 - 1399 O P ... D Annual plan value Budget 2 IT - 1399 - 1 - 1399 - 1 R L I ... 3 IT - 1399 - 1 - 1 - 1399 - 1 - 1 I N S 3 IT - 1399 - 1 - 2 - 1399 - 1 - 2 G D T ... 2 IT - 1399 - 2 - 1399 - 2 I R ... . . N T B . . A O T Bottom - up Top - down . . L T A extrapolation distribution L

  25. Budgeting Overview Budget Updates • Availability Control: • Against Current Budget • Against Budget Releases Budget Values Budget Carryforward Release Budget 2002 2003

  26. MM Commitment Management PurchaseRequisition • Commitment management allows you an early recording and analysis of such commitments for their cost and financial effects. WBS Element DS-0310001: Server C/Elem Committed Actual Assigned 4000000 6000 5000 11000 PurchaseOrder WBS Element DS-0310001: Server C/Elem Committed Actual Assigned GoodsReceipt 4000000 0 11000 11000

  27. Availability Control Invoice No more Funds available!! WBS 1.1.1 Business Events Comm Actual Budget Total 50 10 40 25 5 2003 30 15 2004 20 5 Availability check Checks overall funds available Purchase order Purchase Requisition

  28. Availability Control Animation MM PM PS Assigned 76 000 Assigned 101 000 At 110% budget completion, An error message is Posted by the system and mail Sent to the responsible person. Commitments 25 000 Activities 76 000 At 95% budget completion, A warning message is Posted by the system. NOTE: Percentages differ across project processes CO Commitments (purchase order, Items within budget are Successfully posted. Actual costs purchase requisition, Networks / Orders funds reservation) 80,000 25,000 76,000 Budget 200 000 Budget 120 000 Budget 80 000 Actual 80 000

  29. Deriving Settlement Rules Settlement Strategies 2 Manually for Assets and Cost Centers 1 Proposed by default rule To assigned WBS

  30. Periodic Settlement Processing 1 Periodic Settlement to AUC Final Settlement to Fixed Assets 2 Final Asset Asset Under Construction

  31. Project Closing Case Flow Diagram Final Settlement from AUC to Assets Reduce released budget Return Original Budget Delete unused WBS Elements Update all WBS Elements to TECO Clear Project Stock Close project definition Perform Budget Return check

  32. SAP PS Overview Thank You

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