Project System Module (PS)
Presented by:
Greg Martinez
Paula Erickson
CSU Chico
SAP AG
Overview
Review of Organizational Elements and Master Data
Overview of Projects using the PS module and how it is integrated with other modules in the R/3 System
Become familiar with the basic functions in the PS module
CSU Chico
SAP AG
Organizational Areas in R/3
Sales
Sales organization Sales area Company code Business area
Accounting
Purchasing
Purc.organization Warehouse
Cost accounting
Plant Maintenance/ Service
Production
PS
Controlling area
Prof.segment
Human resources
Treasury
Planning Plant
CSU Plant Chico
SAP AG
Personnel area
FM area
Organizational Structures: Accounting
Operating concern IDEA Controlling area 1000
Fin.mgt area 1000
Company code 1000
Company code 1000
Company code 2000
Business area 4000
Business area 6000
Business area 1000
Business area 2000
Business area 4000
CSU Chico
SAP AG
Organizational Structure: Logistics
Controlling area 1000 Company code 1000 Purchasing organization 1000 Sales organization 0001 Sales path 01 Division 06 Division 08
Valuation level Plant 1200 Shipping point 0006 Shipping point 1200
SAP AG
Plant 1300 Storage location 0001 Storage location 0002 Storage loc.003 (WMS store)
CSU Chico
Organizational Elements and Master Data
Operating Concern - (CO) Part of organization for which the sales market is structured in a uniform manner (product group, customer group) can contain >1 controlling area Controlling Area - (CO) Identifies a self-contained, organizational unit within a group, for which cost accounting can be performed Company Code - (FI) Smallest organ unit for which a complete self-contained set of accounts can be drawn up for purposes of external reporting
CSU Chico
SAP AG
Organizational Elements and Master Data
Division -(SD) Based on responsibility for sales or profits from salable materials or services Plant - (LO) Within Logistics, a place where either materials are produced or goods and services are provided. Assumes variety of roles (Maintenance Plant, retail or wholesale site) Storage Location - (LO) Allows the differentiation of materials stocks within a plant
Shipping Points - (SD) Fixed location that carries out shipping activities (companys mail department)
CSU Chico
SAP AG
Business Area - (FI) Represents a separate area of operations or responsibilities within an organization. Can have several Company Codes Purchasing Organization - (MM) Procures materials and services, negotiates conditions of purchase with vendors, and bear responsibilities for such transaction Sales Organization - (SD) Sells and distributes products, negotiates terms of sales, and is responsible for these transaction Organizational Structure is prerequisite for making correct application CSU- specific system setting in customizing - it is the framework
Organizational Elements and Master Data
Chico
SAP AG
Master Data
Central Functions
Classes Characteristics Object dependencies Documents
Accounting
Capital investment management
G/L account Chart of accounts Asset CI program Cost center Cost element Activity type Profit Center
Cost Acctg
Purchasing
Material Activity master Vendor Purc.info record
WBS
Treasury
Commt item
Network
Plant Maintenance/ Service Equipment
Production
Human Resources
CSU Chico
SAP AG
Work center BOM PRT
Person Qualification profile
Controlling Levels Management
Result
Controlling
Execution
Resources Time
Capital Investment Production Materials Costs Revenues
Value
Vendor Personnel
Procurement Assets
S&D
Departments
Customer
CSU Chico
SAP AG
Project Tasks
Cross-department
Purchasing Sales Accounting Production
Hierarchy of tasks
Agreements
Planning and Controlling
Dates
Resources
Budget Costs
CSU Chico
SAP AG
Overview of Projects
Tasks with particular characteristics
Complex, unique, and involve a high degree of risk
Limited duration, and cost and capital intensive
To execute a project:
Need a project-specific organizational form Must describe the project objective Structure the project activities you want to perform
Structured according to:
How it is organized using Work Breakdown Structure (WBS)
The processes involved using Networks
CSU Chico
SAP AG
Project System
PS
Use
- Investment - Marketing - Make-to-order production - Asset construction - Shutdown - Services - Plant maintenance -R&D - EDP projects
Functions
- Structures - Time scheduling - Project plannimg board - Cost planning - Financial data - Budget - Info system
Views
- Materials Management - Cash Management - Resources - Operating results - Controlling - Periodic processing - Configuration - Workflow - Investment Management
CSU Chico
SAP AG
Integration
SD Quotation Order Billing document
PP
Plan order Production order Settlement
MM Purchase requisition Purchase order Goods receipt Invoice receipt Material issue
CO Order Surcharges Distribution Assessment Activity allocation
PM
Plant maintenance order Settlement
FI
AM Asset under construction Settlement
CSU Chico
Invoice
SAP AG
Integration of Financial Data
MM FI
Purchase requisition
> 3.0
Purchase order
Down payment request Down payment
Goods issue Invoice receipt
Bank clearing
Payment
Expenditure PS Financial budget
Revenue > 3.0
Quotation
Sales order Down payment request Down payment Delivery Invoice issue Bank clearing Payment
> 3.0
CSU Chico
SAP AG
SD
FI
Integration Example: Vendor Down Purchase Payment order item
Payment Difference between invoice and down payment clearing
Down payment request
Down payment clearing Invoice checked against down payment document
Down payment
CSU Chico
SAP AG
Invoice
Integration Example: Purchasing
Purchase requisition
BE
? = Invoice verification
Bid invitation
Goods receipt
Entry of quotation
Purchase order monitoring
Vendor selection
CSU Chico
SAP AG
Ordering
Function Model (5)
Status/ Phase Structuring
Concept
Structuring
Structure
Planning
Costs Dates
Approval
Budget
Execution
Actual data
Closing
Settlement
Project definition
Commitment, costs, revenues
...
Work breakdown structure
Budget Costs Dates
Release
...
Network
PP order
Confirmmation
CSU Chico
SAP AG
TIME
Settlement
Settlement
...
...
Operative Structures in Projects
WBS
Network
Project definition
CSU Chico
SAP AG
Operative Structures in Projects
Project definition
Defines task to carry Contains data which is binding on the whole project such as start and finish dates and organization data
WBS is the model of the project
Project services to be rendered in graphical form Operative basis for cost planning, time scheduling, and budget allocation in projects
Network reproduces the activities from the project
Operative basis for the planning and control of dates, costs and
resources (personnel, machines, PRTs, materials)
CSU Chico
SAP AG
Master Data
Project definition
Work breakdown structure
Responsibility-oriented organization
Network
Process-oriented organization
1:N
Budget Costs Basic dates Basic dates Organizational units
Dates
Resources
Resource costs
CSU Chico
SAP AG
Project Definition
March 31
April 6
Dates Basic dates for entire project
April 7
Default values Company code Currency Settlement rule
Planning parameters For dates For costs
CSU Chico
SAP AG
Organizational outline
Controlling area
Projection Definition
First Step in creating a project
Outline connecting all objects created within a project
Contains data used for the entire project
Default values that are copied into the new WBS elements
you create for this project
CSU Chico
SAP AG
Work Breakdown Structure
Dates Basic dates Scheduled dates Actual dates Costs Planned costs Actual costs
April 7
Budget Original budget Release budget
Purchase order
Financial data Customer Vendor
Commitment Purchase requisition Purchase order
CSU Chico
SAP AG
Periodic processing Surcharges Settlement
Work Breakdown Structure
Focus is on planning, analysis, description, control and monitoring costs, basic dates and budgets
It forms the basis for organization and coordination in the project
Shows amount of work, time required, and cost involved Operative basis for further steps Structured according to different criteria depending on level detail Tasks and Activities are describe as individual elements
CSU Chico
SAP AG
Work Breakdown Structure
WBS Elements
Can be:
Tasks Partial Tasks which are subdivided further Work Packages
Start and finished dates Text describing the work to be performed
Responsible cost centers
Cost centers carrying out the project
CSU Chico
SAP AG
Structure of a WBS
Currency
Milestones
PS texts
Documents
Subproject
SAP AG
CSU Chico
Network
Internal processing
Work Dates Costs
April 7
Scheduling
Relationships Constraints Floats Critical activities
External processing
Services Dates Costs
Controlling
Material
Earned value reports Capacity load
Purch. parts / assemblies Dates Costs, commitment
CSU Chico
SAP AG
Periodic processing
Surcharges Settlement
Network
Networks represent processes or task in a project
Essential elements of a network are:
Activities
Work Center, Duration, S&F, Resources Required, Texts
Activity elements Relationship
The Network Header contains data required for the entire network
CSU Chico
SAP AG
Network
Question that are answered using network information
Where are we unclear?
Where are the Scheduling uncertainties?
When and what amount are cost incurred? When and what quantity do resources are made available?
Relationships
FS (finish-start)
FF (finish-finish)
SS (start - start)
SF (start-finish)
CSU Chico
SAP AG
Structure of a Network Network header
External processing General costs activity Documents Services PS texts Internal processing
Int. processed element Ext. processed element Gen. costs element
External processing
Milestones Internal processing Material components Production resources/tools Qualification
CSU Chico
SAP AG
Relationships
Production Assembly
FS relationship
Design SS relationship
Purc.order
Purc.order
BOM
FF relationship
Design
Work scheduling
SF relationship
CSU Chico
Acceptance
Start -up
SAP AG
Work Breakdown Structures and Networks WBS Network
13 1000 1100 13-1 13-2 13-3 13-4 1050 1060 1140 13-1-1 13-1-2 13-2-1 13-2-2 1170 1000 1000 1080 1140 1170 1170 3000
2000
1050 1030 1060 1080 3000 1100 1120 1030 1120 2000
13 Elevator 13-1 Engineering 13-1-1 Elec.parts 13-1-2 Mech.parts
13-2 Procurement 13-3 Assembly 13-2-1 Elec.parts 13-4 Insurance 13-2-2 Mech.parts
1000 Layout 1030 Engineering: Mech.parts 1050 Engineering: Elec.parts 1120 Procurement:: Car 1080 Procurement: Mech.parts
1060 Procurement::Motor 1100 Procurement: Elec. parts 1140 Assembly 2000 Acceptance 1170 Release 3000 Insurance
CSU Chico
SAP AG
Planning (Cost and Dates)
Various ways of planning dates
Plan dates in the WBS, binding on any further planning
Dates in the network are determined by the system or manually Plan dates in lists, or using the various PS graphic interfaces.
Types of dates
Basic Dates - Binding basis of time schedule in the WBS elements Forecast Dates - Expected dates for WBS elements
CSU Chico
SAP AG
Planning (Cost and Dates)
Plan cost at different levels of cost planning
Structure planning (by WBS)
Plan cost without the reference to a cost element
Cost element planning (detailed planning)
Plan cost with reference to a cost element
Unit Costing
If information on sources of supply, quantities, and prices is available, you can use unit costing to produce a project cost plan
CSU Chico
SAP AG
Approval (Budget)
Approval Phase
Prescribe the project funds in the form of a budget
Budget differs from the cost plan in that it is binding
Starts with defining an original budget for the WBS element Store as overall, then distribute it Release the budget in stages, prevents exceeding early
CSU Chico
SAP AG
Execution (Actual data)
Actual dates and costs are confirmed
status of activity processing is documented
system checks the dates of the WBS element and set actual dates
Actual cost create activity allocation
Tolerance limits Integration
CSU Chico
SAP AG
Closing
Project closing
Collecting all costs
Settling the costs Closing the structures
CSU Chico
SAP AG
