Presentation PS (Overview of SAP PS 1Module)

SAP PS Overview

Welcome to Project System(PS) System(PS) Overview

Project Definition Numbering  Project Numbering & Coding Masks

Project Definition

Settings Field Requirements Project Profile

Responsibilities Dates

Organisational Data

Project Definition Numbering  Project Numbering & Coding Masks

Project Definition

Settings Field Requirements Project Profile

Responsibilities Dates

Organisational Data

Wha t are W ork Breakdown

Structures used for?

Planning:

Dates:

 Planned Costs

 Basic Dates  Scheduled Dates  Actual Dates

Periodic Processing:  Overheads  Settlement  Earned Value Analysis

Budget: ³WBS Structure´

 Original Budget  Budget Updates  Release Budgets  Availability Control

Execution:  Actual Costs

Commitments:  Purchase Requisition  Purchase Order 

W ork

Breakdown Structure Organisation & Responsibilities

Work Breakdown Structures Operative Indicators

Structure Objects

Documentation

Oper ative Indicators and Attributes WBS 1

WBS 1.2

WBS 1.3

Partially Rel

WBS 1.2.1



Released

Released

Planning Element  For planning costs  Plan/actual cost comparison

Partially Rel

WBS 1.4.1

WBS 1.2.2

Released

WBS 1.4

WBS 1.4.2

Released

Key  Account assignment

element

 For posting actual costs  Network / Maintenance Order  assignments

Released

 Activities and Networks - Functions Internal Activity Milestones:  Milestone Trend

Dec 12

 Internal Work  Dates, Capacities  Costs

External Activity / Service:  Dates  Costs  Commitments

Analysis

Costs Activity:  Dates  Costs

Material: ³Network´

Periodic Processing:  Overheads  Settlement

Mar  April

 Dates  Costs  Commitments

System Status and User Status control CRTD PREL

CRTD

CRTD



CRTD

CRTD

CRTD

PREL

CRTD

What is Status control used for?

CRTD



 To allow or forbid certain business

REL

REL

Which elements? elements are affected.

How?



 Status are activated manually or  automatically

REL

 Project definition and W BS

tr ansactions.



REL

by the system.

Why yst

ser st t s?

 User stat s a

system

tat s.

s etail t the

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)

Planning versus Budgeting Planning  Externally Financed Pr oj ects  Cost- oriented (c ost elements,

 plan versi ons, peri od values)  Easily changed; line items

created if desired   N o availability check 

Budgeting  Internally Financed Pr oj ects

Funds- oriented ( original, supplements, returns, annual values)  Binding values; line items f or 

each change  Availability check: F or eg.

Warning at 95% Err or message at 110%

 "FUNDS REQUESTED"   "APPROVED FUNDS" 

Cost Planning in Projects WBS 1

WBS 1.1

WBS 1.2

WBS 1.3

Cost Element Planning Activity / Network Costing

Easy Cost Planning

Internal Processing

Work: 500hrs

Output provided to complete activities

1200

Work Center 

Organisational unit Where an activity is carried out or work output is provided.

Scheduling Data

Capacity Available

Cost Center  Responsible Persons

Cost Center Data

External Processing Work Performed by a third party (Vendor) 1300

PR Committments Description Material Group Purchasing Group

Invoice Verfication

Purchase Requisition Bid Invitation

Actual Costs Good Receipt / Service Receipt

Quotation Entry

Quantity & Unit Price per Unit

Vendor Purchase Order 

1000

Entry of  Services performed PO Processing

Vendor  Selection

PO Committments

Network Activities Internal Processing:  Work / Services

performed inhouse

External Processing:  Purchasing of work /

services

Costs Activity:

Services:

 Planning of additional

 Purchasing of services

primary costs

with service specifications



Four

 Activities and Activity Elements

Types of Activities

 Internal Processing

Internal

External

 Extern al Processing  Costs, services  Gener al Cost Activities



Reference Dates from Activity  Start or Finish



Activity Elements  W ork  Extern al  Costs  Service

General Costs

Service

 Activity Assignment to 

Date Planning



Cost Planning



Generating Settlement rules



Activity Elements

W BS

WBS 1

WBS 1.3

WBS 1.3.1

WBS 1.4

WBS 1.3.2

WBS 1.5

WBS 1.5.1

WBS 1.5.2

1100 1000

5000 1200

Network

Logical Sequence

Relationships

FS

Relationship

SS Relationship

FF

Relationship

SF Relationship

Time Sequence

Integr ation with MM 2000

3000

Definition Material required for performing an activity or for manufacturing

1000

6000 4000

a product.

5000

Item Category

Pr oj ect St ock´ 

³  

Materials Materials Materials

Stock Item ³L´

Purchase Req.

Plant St ock´ 

N on St ock´ 

³  

³  

Stock Item ³L´

Non-Stock Item ³N´

Reservation

Purchase Req.

MM

Services

2000

3000

1000

6000

Services Allows you to define services to be procured.

4000

5000

Individual service specifications can be created for each planned procurement in the Purchasing document.

Services

³Service Number´

Description Material Group Purchasing Group

Planned Services

Unplanned Services

Service Master  Or text / value

Value Limit

Service Specifications

Vendor 1000 Purchase Order 

Purchase Requisition

Value Check

External Services Management 2000 3000 1000

6000 4000

PR Commitments

5000 Actual Costs Invoice Verification

Services

Services Finally Complete

Purchase Requisition Bid Invitation

Item Category ³D´

Service Entry Sheet PO Processing

Quotation Entry

Vendor  Selection

PO Commitments



Project Dates Project Definition  BASIC



BASIC DATES FORECAST DATES Scheduled Dates Actual Dates

Network Header   BASIC DATES  Scheduled Dates  Actual Dates



Network Header 

Network Activity    



Project Definitions

WBS Elements    



DATES

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

Bottom-Up planning

Project planning board

WBS

P

P P1

P2

20 10 30

Network 1

80

50

P2

10

60 40

Extrapolate Dates Automatically

P1

70

Network 2

20 30 40 50 60 70 80 Basic dates in project definition

Example of scheduling 20 3 3

2D 2 2

10 1 1

30 3 4

2D 4 5

6D 8 8

40 5 6

10

3D 11 11

50 9 9

3D 7 8

Earliest

Earliest Finish

Start Date

Date

20

10 1 1

30

2D 2 2

40 50 1

2

3

4

5

6

7

8

9

10 11 12 13

Days

Latest Start

Latest Finish

Date

Date

Legend

Time Constr aints

1

2

Start

Before

Before

After 

After 

For

activities, time constraints set

1. An exact start / finish

(

2. The earliest value limit

(

= must) = not before)

Start

Finish

Cost Planning and Budgeting  Approval Budget applied for 

Approved budget 2001

Cost Planning Annual plan value

Bottom-up extrapolation

2000

Cost Budgeting

Total 1 IT -1399 2 IT -13991399-1 3 IT -13991399-1-1 3 IT -13991399-1-2 2 IT -13991399-2 . . .

O R I G I N A L

P L N D T O T A L

D I S T R B T

... ... ... ...

Budget

Top-down distribution

Budgeting Overview



Budget Values

Availability Control:  Against

Budget Updates

Current

Budget  Against Budget

Releases

Budget Carryforward

2002

2003

Release Budget

Commitment Management MM Purchase Requisiti on

WBS Element DS-0310001: Server  C/Elem Purchase Order 

4000000

Committed 6000

Actual

Assigned

5000

11000

WBS Element DS-0310001: Server  C/Elem G oods Receipt 



4000000

Committed 0

Actual

11000

Assigned

11000

Commitment management allows you an early recording and analysis of  such commitments for their cost and financial effects.

 Availability Control

No more Funds available!!

WBS 1.1.1

Business Events

Budget Comm Actual Total 2003 2004

50 30 20

10 5 5

Checks overall funds available

40 25 15

Invoice

Availability check

Purchase order  Purchase Requisition

Availability Control Animation Budget

200 000

Budget 120 000 Actual

Budget

80 000

80 000

Assigned 101 76 000 Assigned At 110% budget completion, An error message is Posted by the system and mail Sent to the responsible person.

Commitments

Activities

25 000

76 000

Actual costs 80,000

Commitments (purchase order, purchase requisition, funds reserv ation)

At 95% budget completion, A warning message is Posted by the system. NOTE: Percentages differ  across project processes

Networks / Orders Items within budget are Successfully posted.

76,000

25,000

CO

MM

PS

PM

Deriving Settlement Rules Settlement Strategies

2 Manually for Assets and Cost Centers

1 Proposed by default rule To assigned WBS

Periodic Settlement Processing 1 Periodic Settlement to AUC

Asset Under  Construction

2

Final

Settlement to Fixed Assets

Final

Asset

Project Closing Case Flow Diagram Final

Settlement from AUC to Assets

Reduce released budget

Return Original Budget

Delete unused WBS Elements

Close project definition

Clear Project Stock

Update all WBS Elements to TECO

Perform Budget Return check