SAP PS Overview

Welcome to Project System(PS)

Overview

Project Definition
Numbering
Project
Numbering
& Coding
Masks

Project Definition

Settings
Field Requirements
Project
Profile

Responsibilities
Dates

Organisational
Data

What are Work Breakdown Structures used for?

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

Work Breakdown Structure

Organisation
&
Responsibilities

Work Breakdown Structures

Operative
Indicators

Structure
Objects

Documentation

Operative Indicators and Attributes

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
For planning costs
Plan/actual cost comparison

Account assignment element

For posting actual costs
Network / Maintenance Order
assignments

WBS 1.4.2
Released

Activities and Networks - Functions

Internal Activity
Milestones:
Milestone Trend
Analysis

Costs Activity:
Dates
Costs

Dec
12

Internal Work
Dates, Capacities
Costs

External Activity /
Service:
Dates
Costs
Commitments

Material:
Network

Periodic Processing:
Overheads
Settlement

Mar
April

Dates
Costs
Commitments

System Status and User Status control

CRTD
CRTD

PREL
CRTD

CRTD CRTD CRTD CRTD

What is Status control used for?

PREL
REL
CRTD REL REL REL

To allow or forbid certain business

transactions.

How?
Status are activated manually or
automatically by the system.

Which elements?
Project definition and WBS
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)

TECO (Manual)

Planning versus Budgeting

Planning
Externally Financed Projects
Cost-oriented (cost elements,
plan versions, period values)

Budgeting
Internally Financed Projects
Funds-oriented (original,
supplements, returns, annual values)

Easily changed; line items

created if desired

Binding values; line items for

each change

No availability check

Availability check: For eg.

Warning at 95%
Error 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
Activity //
Network
Network Costing
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:

External Processing:

Work / Services
performed inhouse

Purchasing of work /
services

Costs Activity:

Services:

Planning of additional
primary costs

Purchasing of services
with service specifications

Activities and Activity Elements

Four Types of Activities

Internal Processing
External Processing

Internal

External

Costs, services
General Cost Activities

Reference Dates from Activity

Start or Finish

Activity Elements
Work
External
Costs
Service

General
Costs

Service

Activity Assignment to WBS

Date Planning

Cost Planning

Generating Settlement rules

Activity Elements

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

Integration with MM
2000

3000

1000

6000
4000

Definition
Material required for performing
an activity or for manufacturing
a product.

5000

Materials
Materials
Materials

Item Category

Project Stock

Plant Stock

Stock Item
L

Stock Item
L

Non-Stock
Item N

Reservation

Purchase Req.

Purchase Req.

Non Stock

MM
MM

Services

2000

3000

1000

6000
4000

5000

Services

Services
Allows you to define services to be procured.
Individual service specifications can be
created for each planned procurement in the
Purchasing document.

Service Number

Description
Material Group
Purchasing Group
Service Specifications

Planned
Services

Unplanned
Services

Service Master
Or text / value

Value
Limit

Vendor 1000
Purchase
Order

Purchase
Requisition

Value
Check

External Services Management

2000
3000
1000

6000
4000

Actual
Costs

Services

PR
Commitments

5000
Invoice
Verification
Services
Finally
Complete

Purchase
Requisition
Bid
Invitation

Item
Category
D

Service Entry
Sheet
PO
Processing

Quotation
Entry

Vendor
Selection

PO
Commitments

Project Dates
Project Definition
BASIC DATES

WBS Elements

BASIC DATES
FORECAST DATES
Scheduled Dates
Actual Dates

Network Header

BASIC DATES
Scheduled Dates
Actual Dates

Network Header

Network Activity

Project Definitions

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
P1

P2

20
10

30

Network 1

P1

50

70

P2

10

60
40

Extrapolate
Dates
Automatically

80

Network 2

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

Example of scheduling6 D
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
Start Date

20

Earliest Finish
Date

10
1
1

30

2D
2
2

40
Latest Start
Date

50
1

10 11 12 13

Days

Latest Finish
Date

Legend

Time Constraints
Start
1

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:

Budget Updates

Against Current

Budget
Against Budget
Releases

Budget Carryforward

2002

2003

Release Budget

Commitment Management
MM
MM

Purchase
Requisition

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

4000000

Committed
6000

Actual
5000

Assigned
11000

WBS
WBS Element
Element DS-0310001:
DS-0310001: Server
Server
C/Elem
Goods
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
WBS 1.1.1

No more Funds
available!!

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

Budget

Actual

Assigned 101
76 000
Assigned

80 000

80 000
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 reservation)

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
CO

MM
MM

PS
PS

PM
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

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

SAP PS Overview

Thank You