PS Project Manager 2018 PDF

PS Project Manager Training Work Instruction Guide
PS Project Manager Training

Project Systems - Project Manager Training
Course Purpose
Project Manager Training demonstrates how to plan,
monitor and manage capital project costs.
November 2013 SAP Project Systems (PS) Module 1/59

Course Map
Project Manager Training Overview

Project Systems Process Flow
1
2
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.

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.

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

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

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PS Project Manager Training Work Instruction Guide

PS Project Manager Training

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

Project Manager Training Overview

November 2013 SAP Project Systems (PS) Module 2/59

Project Systems Process Flow

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

November 2013 SAP Project Systems (PS) Module 3/59

Roles and Responsibilities

Financials - Inputs and Outputs

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

November 2013 SAP Project Systems (PS) Module 4/59

November 2013 SAP Project Systems (PS) Module 5/59

November 2013 SAP Project Systems (PS) Module 6/59

Capital Project Manager Tasks

Work Breakdown Structure and Elements

November 2013 SAP Project Systems (PS) Module 7/59

Work Breakdown Structure Purpose

Capital Project Structure

November 2013 SAP Project Systems (PS) Module 8/59

Capital Project Structure

Capital Project Structure

November 2013 SAP Project Systems (PS) Module 9/59

Display Project Structure Overview - CN41

Work Breakdown Structure

November 2013 SAP Project Systems (PS) Module 10/59

CN41 - Enter Profile

CN41 - Enter Profile

November 2013 SAP Project Systems (PS) Module 11/59

CN41 - Display Structure

CN41 - Enter Project Number

November 2013 SAP Project Systems (PS) Module 12/59

CN41 - Execute the Report

CN41 - Structure Overview

November 2013 SAP Project Systems (PS) Module 13/59

CN41 - Add Reporting Fields

CN41 - Select Display Fields

November 2013 SAP Project Systems (PS) Module 14/59

CN41 - Select Display Fields

CN41 - Select Display Fields

November 2013 SAP Project Systems (PS) Module 15/59

CN41 - Select Display Fields

CN41 - Select Display Fields

November 2013 SAP Project Systems (PS) Module 16/59

CN41 - Structure Overview

Parent Nodes - elements that roll-up data

November 2013 SAP Project Systems (PS) Module 17/59

CN43N - WBS Element Overview

CN43N - WBS Element Overview

November 2013 SAP Project Systems (PS) Module 18/59

CN43N - WBS Element Overview

CN43N - Enter WBS Element(s)

November 2013 SAP Project Systems (PS) Module 19/59

CN43N - Enter WBS Element(s)

CN43N - WBS Element Overview Report

November 2013 SAP Project Systems (PS) Module 20/59

CN43N - WBS Element Overview Report

CN43N - Report Column Review

November 2013 SAP Project Systems (PS) Module 21/59

CN43N - Report Column Review

CN43N - System Status

November 2013 SAP Project Systems (PS) Module 22/59

CN43N - Additional Report Functionality