Pr o j e c t Sy s t e m
1. Organizational Units & Project Cycle 2. Project Structures 3 Planning and Budgeting 4. Materials and Services 5. Scheduling 6. Execution 7. Period End Closing 8. Information System
FINANCE
PS
LOGISTICS
SD
HUMAN RESOURCES
Project System
Sales & Distribution
MM
PP
Materials Mgmt.
Product Planning
QM
Quality Mgmt.
FI
Financial Accounting
R3
CO Controlling
AM
Fixed Asset Mgmt.
Client/Server ABAP/4 IM PM
Plant Maint.
HR
Human Resources
IS
PS Project System
Investment Mgt.
Industry Solutions
Execution Execution
Development Development Phase 1
Phase 2
Phase 3
Phase 4
Phase 5
Phase 6
Idea Generation To Concept Approval & Basic design
Detailed Engineering
Procurement
Construction
Commissioning & Start-up
Close out
Idea Ideainitiation. initiation. Idea Ideascreening. screening. Concept Concept design design Concept approval. Concept approval.
IMA11 Create AR IMA11 Plan AR Costs IMA11 Status Chg IMA11 Cre Create ate Pro Projj Def
Fund Fund approval approval
Detailed DetailedDesign. Design. Engineering Engineering Engineerin g Pkg. Pkg. Procurement ProcurementPkg. Pkg. Construction Pkg. Construction Pkg.
Procurement. Procurement. Materials. Materials. Services. Services.
CN25 Enter Confirmation
CJ20N Create Proj Stru Structure cture CJ20N Plan Ph 1-6 WBS IM52 Distribute Full Budget
ME21N Create PO’s CN25 Enter Time Confs ML81 Service Entry
Installation. Installation. Pre-commissioning. Pre-commissioning. Turn-over Turn-over to to owner. owner.
Commissing Commissing && Startup Startup plan. plan. Training. Training. Pre-startup Pre-startup
Project Project close close out out ..
CJ88 Final Settlement CJ20N Close Project CJ20N Plan Resources CJ20N Schedule Network CN25 Enter Time Conf’s CN25 Enter Time Conf’s ML81 Service Entry ML81 Service Entry CJ20N TECO WBS’s
II M M
Inv. Prog
“Investment Positions”
Idea
Appropriation Request
Planning Master Data “Pre-Investment”
Business Planning
Investment Measure
Approval Budgeting
PS PS
Fiscal Year Change Detailed Engineering Settlement & Capitalisation Procurement
Investment Program Budget Distributed Plan
110 110 130
II M M
Investment Position
Investment Position
Investment Position
Budget Distributed Plan
Budget Distributed Plan
Budget Distributed Plan
80 80 100
20 20
Budget Approval
Appropriation Request
Plan
Project Required
Plan Plan Ver Ver 0
100 10 0
ACTUAL VALUES
AUC
10 10
Cost Center Plan Actual
PS PS
Investment Measure “Project” Budget 80 100
CO CO
FI-AA FI-AA
Depreciation Simulation “Asset Class” Asset 1
Settlement Settlement
Investment Position Budget Distributed Plan PS PS
Investment Measure / Appropriation Request WBS 1.1
100 100 100
II M M
CO CO
Budget Plan Comm Act Assign 100 100 20 40 65 20 45 60 Cost Center
Settlement
System Processing status
Actual / Plan
CRTD BUDG AVAC REL
FI-AA FI-AA
1100
1400
1500
1000
1700 Settlement
1200
1300 PM PM
1600
60%
AUC 40%
Asset 1
Projects are planned and implemented using a phase approach. These are further summarized as Development and Execution. Cost planning, budgeting, approval, resource planning are some of the activities that are done for each phase separately. Main project is represented under the execution phase where the planning, budgeting, scheduling is carried out.
Data that is stored in the database for long periods of time is referred to as master data
Accurate master data reduces: Creation time for controlling documents Amount of errors in the controlling process
WBS elements
Network / Activities
ResponsibilityResponsibility- oriented
Process Process-- oriented oriented
Assignments WBS elements and activities
13-1
Note: ALL CCA MASTER DATA IS MAINTAINED CENTRALLY
Work Breakdown Structure Individual structural element in a work breakdown structure (WBS) representing the hierarchical organization of an R/3 project. Describes either a discrete task or a partial one that can be further subdivided. WBS Elements
Networks A network represents the flow of a project or of a task within a project.
Network / Activities
During the life of a project, networks are used as a basis for planning, analyzing, controlling and monitoring schedules, dates and resources (such as people, machines, materials, documents and drawings). You can assign networks to a project. A network is a special type of work order that has the same structure as production orders, maintenance orders, and inspection orders in the R/3 System.
Cost Center
Profit Center
Cost Center The cost center master record represents the main organizational unit in Controlling. Each department units will have their own Cost center number. Each department will plan and monitor their yearly budget / expenditure on their respective cost centers. Profit Center Is an organizational unit in Accounting that reflects a management-oriented structure of the organization for the purpose of internal control. control. Profit Center groups are collections of Profit centers with similar characteristics.
Activity Types Activity types define the type of activity that can be prov rovided by a c cost ost center center (work (work activi activity, ty, machin machine e hour hours, s, and so on). on).
Investment
Programs
Investment Program
II M M
Capital Expense Appropriation
II M M “Investment Positions” Appropriation Requests
“Investment Measures” PS PS WBS Elements
Investment Projects WBS Elements
Requests Work
Breakdown
Structures WBS Elements Maintenance
Orders PS PS
PM PM “Activities”
M/Ord
Hierarchy of Parts
Accounting
Purchasing
Controlling
Resources
Costs & Revenues
Dates
Budgeting
Master Data in Project Systems: Work Breakdown Structures Networks and Activities
Status Control
Tools Table controls
Project Versions
Planning: Dates: Planned Costs
Basic Dates Scheduled Dates Actual Dates
Periodic Processing: Overheads Settlement Earned Value Analysis
Budget: “WBS Structure”
Execution: Actual Costs
Commitments: Purchase Requisition Purchase Order
Original Budget Budget Updates Release Budgets Availability Control
Project Definitions Project Definitions
Work Breakdown Structures
WBS Elements
Numbering
Project Numbering & Coding Masks
Project Definition
Settings Field Requirements
Project Profile
Responsibilities Dates
Organisational Data
System Business Number Logic You can tell a lot about a project by its number!
Approval Year 2006
Project Running Number WBS-Structure
V-06 0691 91001 001..00.00.00.00 Capital projects
Company Code 9100 A Ltd 9200 A1 Ltd
PrjID V
I
Coding mask
Description
- 000000 0000000.0 0.00.0 0.00.0 0.00.0 0.00 0 A Grp. Operative Project
Lck
LkS
Control Field Key Simulation Status Profile
Organization
Controlling
Controlling Area
Planner Profile
Company Code
Budget Profile
Business Area
Settle Settlemem mement ent Profil Profile e …
Project Profile
Planning Board / Dates WBS Scheduling
Project Definition Project Definition Description Person Responsible Applicant number Plant Finish Dates
Organisation & Responsibilities
Work Breakdown Structures Operative Indicators
Structure Objects
Documentation
WBS 1 Project Definition
WBS 1.1
WBS 1.1.1
WBS 1.2
WBS 1.1.2
WBS 1.2.1
Key Profit Center
Responsible Cost Center
WBS 1.2.2
WBS 1
WBS 1.2
WBS 1.3
Partially Rel
WBS 1.2.1
Released
Partially Rel
WBS 1.4.1
WBS 1.2.2
Released
WBS 1.4
Released
Released
Key
Planning Element
Account assignment element
WBS 1.4.2 Released
WBS 1 Partially Rel
WBS 1.2
WBS 1.4
Partially Rel
WBS 1.2.1 Released
Project Milestone
Partially Rel
WBS 1.4.1
WBS 1.2.2 Released
WBS 1.4.2
Released
Key
Investment Program item
Released
WBS 1
approval
WBS 1.2
WBS 1.2.1
WBS 1.4
WBS 1.4.1
WBS 1.2.2
WBS 1.4.2
Key
Milestone Trend Analysis
For Informational / Reporting Purposes
WBS 1
WBS 1.2
WBS 1.2.1
W
WBS 1.2.2
Key
W
PS Text E.g.. Word Documents
W
WBS 1.4
WBS 1.4.1
WBS 1.4.2
Long Texts
Automatic derivation 1 V-0691001 2
Entries
2
V-0691001.01
3
V-0691001.01.01
3
V-0691001.01.02 V-0691001.02
Goal
1 V-0691001 1 V-0691001.01 1 V-0691001.02 1 V-0691001.01.01 1 V-0691001.01.02
V-0691001
V-0691001.01
Hierarchy Key
V-0691001.02
Project Levels: Each project must have a single Level 1 WBS Allows Allows for ease ease of reporting reporting at a project project level Structure below Level 1 is determined by phase and other reporting
requirements
INDIRECT Transfer from Appropriation Requests Transfer Simulation
PROCEDURE Copy a template
Include (used most commonly)
Template
V-1111111
V-1111111.02
V-1111111.03
Operative
V-0691001
V-0691001.02
V-0691001.03
Start
Include Template
Finish
Selected Project Project Definition & Structure
Worklist & Templates
Master Data in Project Systems: Work Breakdown Structures Networks and Activities
Status Control
Tools Table controls
Project Versions
A key step in project planning is determining the sequence in which the activities will be performed.
This involves determining which activities are dependent on each other and which activities require additional work or must be broken down even further.
In Project Systems, this planning of processes and sequencing of activities is done using networks.
A network consists of a network header and a series of activities either with relationships and, optionally milestones
Internal Activity: Internal Work Dates, Capacities Costs
Milestones: Milestone Trend
April 7
Dates Costs Commitments
Analysis
Costs Activity:
External Activity / Service:
Material: “Network”
Dates Costs Commitments
Dates Costs
Periodic Processing:
Network Header Network Header
Network
Network Activities
Network Header Description MRP Controller
Four Types of Activities Internal Processing
Internal
External
External Processing Costs, services General Cost Activities
Reference Dates from Activity Start or Finish
Activity Elements Work External Costs Service
General Costs
Service
Logical Sequence
Time Sequence FS Relationship
SS Relationship
FF Relationship
SF Relationship
Control key
Activity Activity number Days
Specification 16.02.2000 34 04.04.2000 0
Duration
Days
FS
Mechanical Layout
18.02.2000
21.02.2000
06.04.2000
07.04.2000
34 0
Days
FS
Procurement
17.05.2000 07.07.2000
FS
Description
18.05.2000 10.07.2000
34 34
08.06.2000 28.07.2000
Earliest finish
FS
Relationship
Days
Electronic Layout 21.02.2000 24.05.2000
64 30
31.03.2000 07.07.2000
Floats
Latest finish
WBS 1
WBS
WBS 1.3
WBS 1.4
WBS 1.5
Cost Control and Reporting Reflects Ownership
WBS 1.3.1
WBS 1.3.2
W B S 1 .5 .1
WBS 1.5.2
Versus
NETWORK Work Control
1100
Reflects Execution
1000
5000 1200
Network
WBS 1
Date Planning
Cost Planning
Generating Settlement rules
WBS 1.3
WBS 1.3.1
WBS 1.4
WBS 1.3.2
WBS 1.5
W B S 1 .5 .1
WBS 1.5.2
1100 1000
5000 1200
Network
DIRECT METHODS “Create” “Create” netw network ork directly directly Create via Project Builder
INDIRECT Project Planning Board and Simulation “Create WBS with Activities”.
PROCEDURE Create manually or copy a template
Drop here Click here
Result
Result Drop here Click here
Master Data in Project Systems: Work Breakdown Structures Networks and Activities
Status Control
Tools Table controls
Project Versions
CRTD
PREL
CRTD
CRTD
CRTD
CRTD
CRTD
PREL
CRTD
What is Status control used for?
CRTD
To allow or forbid certain business
How? Status are activated manually or
automatically by the system.
REL
RE L
REL
Which elements? Project definition and WBS
transactions.
REL
elements are affected.
Why system and user status? User status adds detail to the
system Status.
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)
USER STATUS The following status are set by the user as the project goes through its different stages:
10 Initial i s created The appropriation request has this status when it is (Automatic). 20 A Grp Grp Appr Approv oval al (Automatic on approval)
Note : User status configuration and usage is totally based on client requirement and is optional
Created (CRTD) CREATED
Use
Initial system status for new WBS elements
Allows project structuring, date and cost planning.
Allows Budgeting
Prerequisites
The superior WBS element MUST have status Created
Released (REL)
RELEASED
Use
Allows costs and revenues to be posted to the project
Passed onto lower level WBS elements
Prerequisites
Created must have been set
Technically Complete (TECO)
TECHNICALLY COMPLETE
Use
For projects completed from a technical point of view.
Allows costs and revenues to be posted to the project.
Prerequisites
Created or Released must have been set.
Closed (CLSD)
CLOSED
Use
Prevents actual postings.
Prevents network creation.
Prerequisites
Released or Technically complete must have been set.
Deletion Flag (DLFL)
FLAGGED FOR DELETION
Use
Objects are deleted logically, but not physically.
Master Data in Project Systems: Work Breakdown Structures Networks and Activities
Status Control
Tools Table controls
Project Versions
1
2 3
Click Here
1
Column Width
Master Data in Project Systems: Work Breakdown Structures Networks and Activities
Status Control
Tools Table controls
Project Versions
Project Version
Versions
“Project Snapshot” Can’t be changed!!!
CO Plan Version
Simulation Version
January
February
March
v e i t r a e O p
Project V-0691001 Version 001
Project V-0691001 Version 002
April
Update Operative Project
Comparisons
SIM 001
Create
SIM 002
S IM 0 03
Cost planning is carried out during the planning phases and is reviewed through reports during subsequent review.
Planning
Budgeting
Cost-or Cost-orien iented ted (cost (cost elements, elements, plan versions, period values) ,
Funds-orie riente nted d (origi (original nal,, Funds-o
Easily Easily chang changed; ed; line line items items created if desired
Bindin Binding g values; values; line line items items for
No availability check
Availability check: Warning at 95%
supplements, supplements, returns, returns, annual values) values)
each change
Error message at 105%
"FUNDS REQUESTED" "APPROVED FUNDS"
Project Structures:
Costs:
Dates:
Resources:
WBS Cost Element Planning.
Planned Costs in Networks.
Budgeting.
Commitment Management & Availability Control.
WBS 1
WBS 1.1
WBS 1.2
WBS 1.3
Cost Element Planning Activity Activity // Network Network Costing Costing
WBS Cost Element Planning.
Planned Costs in Networks.
Budgeting.
Commitment Management & Availability Control.
Internal Processing: Work / Services
performed inhouse
Costs Activity:
External Processing: Purchasing of work /
services
Services:
Work: 500hrs
Output provided to complete activities
1200
Work Center
Organizational unit Where an activity is carried out or work output is provided.
Scheduling Data
Responsible Persons
Cost Center
Cost Center Data
Work Performed by a third party (Vendor) 1300
PR Commitments 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
WBS Cost Element Planning.
Planned Costs in Networks.
Budgeting.
Commitment Management & Availability Control.
Budget applied for
Approved budget 2001
Cost Planning Annual plan value
Bottom-up extrapolation
2000
Cost Budgeting
Total 1 EE-1399 2 E-1399 1399--1 3 E-1399 1399--1-1 3 E-1399 1399--1-2 2 E-1399 1399--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
Budget Values
Availability Control:
Budget Updates
Against Current Budget
Against Budget
Releases
Budget Carryforward
2001
2002
Release Budget
Years 2002 2001 Overall
Structure
1 Concept 2 Feasability 3 Plan 4 Design . . . . .
Updates O R I G B U D G E T
R E T U R N S
S U P P L E M E N T S
T R A N S F E R S
Budget supplement
Budget return
To project
From project
t e c j o p r I n
t e c j o p r I n
Budget transfer From project +- 100
-100
+100
WBS: V-06910001 Original Budget
Current Budget
Overall
5,000
7,000
2002 2003
2,000 3,000
3,000 4,000
Budget Line Items Order
400010 Trade Fair
Document Year
Activity
Amount
030000001 2002
Original
2,000
030000200 2002
Supplement
3,000
030000306 2002
Return
(2,000)
Total
2002
3,000
