SAP PS Overview

Welcome to Project System(PS) Overview

Project Definition

Project Numbering & Coding

Masks

Project Profile

ResponsibilitiesDates

OrganisationalData

Project Definition

Field Requirements

Settings

Numbering

Actual Costs

Basic Dates Scheduled Dates Actual Dates

Original Budget Budget Updates Release Budgets Availability Control

Purchase Requisition Purchase Order

What are Work Breakdown Structures used for?

Dates:

Budget:

Commitments:

Execution:

“WBS Structure”

Planned Costs

Planning:

Overheads Settlement Earned Value Analysis

Periodic Processing:

Work Breakdown Structures

Work Breakdown StructureOrganisation

& Responsibilities

Operative Indicators

StructureObjects

Documentation

Operative Indicators and Attributes

Key Account assignment element

For posting actual costs Network / Maintenance Order

assignments

Planning Element For planning costs Plan/actual cost comparison

WBS 1.2 WBS 1.3 WBS 1.4

WBS 1

ReleasedPartially Rel

Released Released

Released Released

Partially Rel

WBS 1.2.1 WBS 1.2.2 WBS 1.4.1 WBS 1.4.2

Milestone Trend Analysis

Internal Work Dates, Capacities Costs

Dates Costs Commitments

Dates Costs Commitments

Overheads Settlement

Dates Costs

Activities and Networks - FunctionsInternal Activity

External Activity / Service:

Material:

Periodic Processing:

Costs Activity:

Milestones:

“Network”

Dec12

Mar

April

System Status and User Status control

CRTD

CRTD CRTD

CRTD CRTD CRTD CRTD

PREL

PREL REL

CRTD REL REL REL

What is Status control used for?

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 throughIts 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 Budgeting

Cost-oriented (cost elements, plan versions, period values)

Easily changed; line itemscreated if desired

"FUNDS REQUESTED"

Funds-oriented (original, supplements, returns, annual values)

Binding values; line items for each change

Availability check: For eg.Warning at 95%Error message at 110%

"APPROVED FUNDS"

No availability check

Externally Financed Projects Internally Financed Projects

Cost Planning in Projects

Cost Element Planning

Easy Cost Planning

WBS 1.2

WBS 1

WBS 1.3WBS 1.1

Activity / Activity / Network CostingNetwork Costing

1200

Cost CenterCost Center

Internal ProcessingWork: 500hrs

Work: 500hrs Output provided to complete activities

Work CenterWork Center

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

Scheduling Data Capacity Available

Cost Center DataResponsible Persons

1300

Purchasing GroupPurchasing Group

External Processing

DescriptionDescription

Material GroupMaterial Group

Work Performed by a third party (Vendor)

Price per UnitPrice per Unit

Quantity & UnitQuantity & Unit

Purchase Order

Vendor 1000

Purchase Requisition

Bid Invitation

QuotationEntry

VendorSelectionPO

Processing

Entry ofServices performed

Good Receipt /Service Receipt

InvoiceVerfication

PR Committments

PO Committments

ActualCosts

Network Activities

Work / Services performed inhouse

Internal Processing:

Purchasing of work / services

External Processing:

Planning of additional primary costs

Costs Activity: Purchasing of services with service specifications

Services:

Activities and Activity Elements

Reference Dates from Activity

Start or Finish

Activity Elements

Work

External

Costs

Service

Four Types of Activities

Internal Processing

External Processing

Costs, services

General Cost Activities

Internal External

General Costs

Service

WBS 1.4

WBS 1

WBS 1.5WBS 1.3

Activity Assignment to WBS

1000

1200

5000 Network

WBS 1.3.1 WBS 1.3.2 WBS 1.5.1 WBS 1.5.2

1100

Date Planning

Cost Planning

Generating Settlement rules

Activity Elements

Logical Sequence Time Sequence

FS Relationship

SS Relationship

FF Relationship

SF Relationship

Relationships

Definition

Material required for performing

an activity or for manufacturing

a product.

Item Category

Non-Stock Item “N”

Non-Stock Item “N”

MMMM

Integration with MM

Stock Item“L”

Stock Item“L”

1000

4000 5000

30002000

6000

MaterialsMaterials

Materials

Stock Item“L”

Stock Item“L”

“Project Stock” “Plant Stock” “Non Stock”

Reservation Purchase Req.Purchase Req.

ServicesAllows you to define services to be procured.

Individual service specifications can be

created for each planned procurement in the

Purchasing document.

Value Limit

Services

Unplanned Services

Unplanned Services

Service MasterOr text / value

Planned ServicesPlanned Services

Vendor 1000Vendor 1000Purchase Order

1000

4000 5000

30002000

6000

Purchase Requisition

Value Check

“Service Number”DescriptionDescription

Material GroupMaterial Group

Purchasing GroupPurchasing Group

Service SpecificationsService Specifications

Services

External Services Management

ItemCategory

“D”

Purchase Requisition

Bid Invitation

QuotationEntry

Vendor Selection

POProcessing

Service Entry Sheet

ServicesFinally

Complete

InvoiceVerification

PR Commitments

PO Commitments

ActualCosts

1000

4000 5000

30002000

6000

Services

Project DefinitionsProject Dates

Network Header

BOLD – Manual Planning Dates Italics – Automatic Dates

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

Network 1 Network 2

Project planning board

PP

P1P1 P2P2

303030 707070505050 808080

WBS

101010202020 6060

404040

Basic dates in project definitionBasic dates in project definition

10

20

30

40

50

60

70

80

P1P1P2P2

PP

Bottom-Up planning

ExtrapolateDates

Automatically

2020 6 D6 D

333 88833 88

3030 2 D2 D

444 55533 44

4040 3 D3 D

666 88855 77

1010 2 D2 D

111 22211 22

5050 3 D3 D

999 11111199 1111

50

40

30

20

10

1 2 3 4 5 6 7 8 9 10 11 12 13 Days

Example of scheduling

1010 2 D2 D

111 22211 22

Earliest

Start Date

Latest Start

Date

Earliest Finish

Date

Latest Finish

Date

Legend

After

Before

Start Start Finish

After

Before

1 2

For activities, time constraints set

1. An exact start / finish ( = must)

2. The earliest value limit ( = not before)

Time Constraints

Approvedbudget

Budget

Top-downdistribution

Budgetapplied for

Annual plan value

Bottom-upextrapolation

--13991399--13991399--11--13991399--11--11--13991399--11--22

--13991399--22......

ORIGINAL

PLND

TOTAL

DISTRBT

TotalTotal

...

...

...

...

20002000

20012001

Cost Planning Cost Budgeting

Cost Planning and Budgeting

Approval

1 IT2 IT3 IT3 IT2 IT

20032002

Budget ValuesBudget Updates

Budgeting Overview

Availability Control: Against Current

Budget

Against Budget

ReleasesBudget Carryforward Release Budget

Commitment Management

WBS Element DS-0310001: ServerWBS Element DS-0310001: Server

PurchaseRequisition

PurchaseOrder

GoodsReceipt

MMMM

C/Elem Committed Actual Assigned

4000000 0 11000 11000

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

C/Elem Committed Actual Assigned

4000000 6000 5000 11000

WBS Element DS-0310001: ServerWBS Element DS-0310001: Server

Invoice

Business Events

Purchase order

check

Budget

Total 50

2003 302004 20

WBS 1.1.1

Availability Control

Availability

No more Funds available!!

Comm Actual

10 4055

2515

Purchase Requisition

Checks overall funds available

Budget 80 000

Budget 200 000

Budget 120 000

Availability Control Animation

Activities

76 000

Assigned 76 000

Actual costs

80,000

Commitments(purchase order,

purchase requisition,funds reservation)

25,000

COCO MMMM PMPMPSPS

Networks / Orders

76,000

Assigned 101 000

Commitments

25 000At 95% budget completion,A warning message is Posted by the system. NOTE: Percentages differ across project processes

At 110% budget completion,An error message is Posted by the system and mailSent to the responsible person.

Items within budget are Successfully posted.

Actual 80 000

Deriving Settlement Rules

Proposed by default rule

To assigned WBS

2

1

Settlement Strategies

Manually for Assets and Cost Centers

Periodic Settlement Processing

Asset Under

Construction

Final Asset

Periodic Settlement to AUC

Final Settlement to Fixed Assets

1 2

Final Settlement from AUC to Assets

Reduce released budget

Return Original Budget

Perform Budget Return check

Close project definition

Update all WBS Elements to TECO

Delete unused WBSElements

Project Closing Case Flow Diagram

Clear Project Stock

SAP PS Overview

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