© 2004, all rights reserved by The Project Group GmbH PSLink ® - The Worlds Leading Integration of Microsoft Project with SAP Webcast 14 December 2004

© 2004, all rights reserved by The Project Group GmbH

PSLink® - The World’s Leading Integration of Microsoft Project with SAP

Webcast 14 December 2004

Stavros Georgantzis, The Project Group GmbH - your project experts. -


Presenter

Stavros GeorgantzisManaging Director, co-owner

The Project Group GmbH

- your project experts. -

[email protected]


Location: Munich, Germany

Stavros GeorgantzisStavros GeorgantzisThe Project GroupThe Project Group


Agenda

What’s involved in integration with ERP systems?

Background on SAP

Integration Technologies of MSP with SAP

Process integration with PSLink®

Customer examples

Demonstration: an overview of PSLink®

Note: We offer this webcast as as movie file (.wmv) and the presentation as a PDF version for download from our website later on.


Projects und Core Processes

Projects: Microsoft EPM Technology

Core processes: ERP system

Enterprise role

Project managers, teams

PMO, departments

Upper Management

Critical milestones, project success

Portfolios, milestones, budgets, centralized resource planning,

risks, problems, change management etc.

Operational project management, supervision

Strategic view :indicators, customer profitability,strategic direction (e.g. SAP CO, FI, BW)

Controlling view :budgets, cost centers, revenues, purchasing,customer management(e.g. SAP PS, CO, SD ...)

Project view: staff resources, unit costs(SAP PS, HR, CATS)


Important Questions to Ask Upfront (1/3)

SAP

Project Server

Project Client

????Resources, schedules, work,

costs, budgets, actuals,material, long text …

????

Which data should be exchanged?



Role-based data exchangeo Who is planning with what tool?o Who needs which data?o Who has to supply which data?o Who has access to which data?

Process-based data exchangeo How does a sale become a project?o Where are projects created first?o Which data should be synchronized during

transitions between phases?o What rules have to be considered?



Which is the lead system, SAP or Microsoft Project?

Which data are managed in which system? Is synchronization performed automatically

or manually? Who is working on which system (roles

based concept)? …


Agenda


Background on SAP



Customer examples



SAP Solutions

SAP R/3 and SAP Enterprise modules (Core)o CO, FI, PS...

SAP “Enterprise Extensions”o Extensions for travel planning and accountingo HR extensions o PLM (Product Life Cycle Management)...

SAP xAppso Based on Business Warehouseo “Cross functional integration, processes and reporting”o xRPM, xPD, xM&A, Employee Productivity Suite ...


SAP PS Module

The traditional project system in SAP R/3 and SAP Enterprise

Installed in over 3000 companies Comparable functionality to Microsoft

Project Deep integration with other modules

(CO, HR, FI ...) Mainly targeted at project managers and

project controllers


SAP cProjects

Part of PLM (Product LifeCycle Management) “Next Generation” of PS Integration with PS and other modules planned

or partly realized


SAP xRPM

Top-level consolidation Integrates data from various different

sources Offers reports, portfolio planning and

resource/capacity planning


Piecing It All Together

SAP xRPM

Manager

Microsoft Project EPM Server

(departments, locations etc.)

SAP R/3 / Enterprise with PS or cProjects

(e.g. various locations)

PMO,project manager,team member

Manager, Controller,dept. manager


Agenda


Background on SAP



Customer examples



File Import / Export

Propertieso Low-level process integrationo Simple data structureo Not much inclusion of roleso Only uni-directional data exchangeo No synchronization conditionso No security mechanisms

Technology o Export CSV or XML file from source systemo Import of file to target system


Microsoft Project ERP Connector (1/2)

Microsoft solution ( “Solution Starter”) Jointly developed by The Project Group and

Campana & Schott C#.NET Code for further in-house development

No support, no updates No client integration No business rule framework No consistency check or scheduling Limited performance


Microsoft Project ERP Connector (2/2)

HR Importo Loading of resources into the Enterprise Resource

Poolo Creation, update, and deactivation of resourceso Loading of WBS into the Enterprise Resource Pool

Exchange of financial data (CO and PS)o Creation of new projects based on CO internal orderso Creation of new projects based on PS structureso Update of actuals from SAP based on HR personnel

numbers and CO orders


Agenda


Background on SAP



Customer examples



Integrated Solutions / Products (PSLink®)

Propertieso High-level process integrationo Complex data structureo High involvement of roleso Bi-directional data exchangeo Synchronization mechanism (with differential

analysis, rule checking, logging)o Locking mechanism for data consistency

Technology o Direct function calls into the SAP Systemo or XML files


Integration using PSLink® – Functions (1/2)

HR / staff / cost centers / activity types o Creation, update, and deletion of enterprise

resources based on SAP HR Resources, staff, or cost centers / types of activity

o Construction of RBS in the enterprise resource pool based on SAP

o Update of hourly rates for each fiscal year

Master Data (uni-directional)


Integration using PSLink® – Functions (2/2)

Keeps Microsoft Project synchronized with SAP PSo Set-up of new projects, SAP MSP or MSP SAPo Creation and update of project objects in both directionso Definition of object and data mapping

Synchronization mechanism (differential analysis, definition of leading system based on data)

SAP validity check Locking mechanism and consistency check

Variable data (bi-directional)


Integration using PSLink® – Technology

Server-to-server or client-to-server communication

Middleware COM add-ins for client functionality Mainly direct function calls (RFC/BAPI)


Integration using PSLink® – Architecture (1/2)

Client-based data exchange

Save SAP Project

Data synchronization

Defaults/selectio

n lists

Administrative tasks

Download project from SAP

Creation of structure/project in SAP

Synchronization

- Business rules- Status administration- SAP selection lists- Differential analysis- Project lock- Consistency check

- Central project data store- SAP differential analysis tables- Defaults/selection lists

Project Client

SAP

Project Server


Integration using PSLink® – Architecture (2/2)

Check-in with

Create flag

Check-in with

Synch flag

Defaults/Selectio

n lists

Administrative tasks

Download project from SAP

Create structure/project in SAP

Synchronization

Project Server

SAP- Business rules- Status administration- SAP selection lists- Data verification

- Central project data store- SAP differential analysis tables- Defaults/selection lists- Project lock- Consistency check

Open SAP project

Project Client

Server-based data exchange


Characteristics of the Solutions

Client-based Solutiono Data transfer can be triggered manuallyo Control over data exchangeo User-based documentation of changes in SAPo Easier administration

Server-based Solutiono No direct user interaction with SAPo Synchronization can be scheduledo Fewer components and functions on Microsoft

Project clients


Agenda


Background on SAP



Customer examples



Customer Example 1 (Indust. Engineering)

Project creation in Microsoft Project based on SAP SD proposal

Synchronization with SAP SD Upload project to SAP PS (creates new SAP

project) after customer order Project execution

o Create tasks, planning of schedule and work in MSPo Detailed planning in teamso Cost planning and task tracking in SAP

Automatic overnight synchronization with SAP PS and SD


Sales Process

Taskplanning

New proposal

Customer order

ReportingSchedule & work tracking

Automatic creation of a new project in Microsoft Project, based on SAP SD proposal data

Proposal plan in Microsoft Project

SAP

PS CATS

MS Project

ServerSD Client


Customer order

Automatic creation of new project inSAP PS (from Microsoft Project via PSLink)

SAP

SD CATS

MS Project

ServerPS Client

Task planning

New proposal

Customer order



Task Planning

Overnight synchronization: Modified order data from SAP SD Costs from SAP PS Work and planning changes synchronized to SAP

SAP

SD CATS

MS Project

ServerPS Client

Task planning

New proposal

Customer order



Progress Tracking

Overnight synchronization: Actuals and work from SAP to MSP

SAP

SD PS CATS

MS Project

ServerClient

Task planning

New proposal

Customer order



Reporting

Multi-project reports in Microsoft Project Special PSLink reports Controlling reports in SAP

SAP

SD CATS

MS Project

ServerClientPS

Task planning

New proposal

Customer order



Customer 2 (Household Appliances)

Project creation in SAP PS Download to Microsoft Project Server as the

leading planning system Negotiations on schedules and work between

project leaders and department managers Project execution

o Task & schedule planning in Microsoft Project (project manager)o Detailed planning in Microsoft Project (dept. manager)o Tracking procedures in SAP

Creation of reports in Microsoft Project Professional / Server, SAP, and Lotus Notes


Project Creation

Dept. manager order process

Project creation (basic data)

Creation of new project (based on template) in SAP PS

Edit basic data and delete unnecessary elements

MS Project

Client Server

Project planning/synchron.

Reporting

SAP

CATSPS


Project Planning

Download SAP project onto Microsoft Project Server Synchronize changes with SAP

SAP

CATS

MS Project

ServerPS Client




Reporting


Agreement Process

Date and work inquiry to department manager Date and work proposal to project manager Simulations and negotiation process Agreement

MS Project

Server

SAP

PS CATS Client




Reporting


Reporting

Synchronization of Microsoft Project with SAP for reports in both systems

SAP

CATS

MS Project

ServerClientPS




Reporting


Architecture of Customer Example 2

ProjektplanProjektplan

LinienplanLinienplan

ProjektplanProjektplan

LinienplanLinienplan

Project plan in SAP

PMO / Controlling

Project manager

Dept. manager

TeamLink

PSLink SAP PS

Web Access

Lotus Notes

Status Reports

Analysis

MS Project

MS Project


Agenda


Background on SAP



Customer examples



More information on PSLink

… is available on The Project Group’s website

www.theprojectgroup.com/E/pslink

PSLink 2.0 specifications: http://www.theprojectgroup.com/downloads/Specification_PSLink_2.0_TheProjectGroup_e.pdf

Implementation examples:http://www.theprojectgroup.com/downloads/PSLink_implementation_examples_TheProjectGroup_e.pps

Case study on Miele (in German): http://www.theprojectgroup.com/downloads/Miele_Case-Study_TheProjectGroup_d.pdf


A Useful Extension: TPG TeamLink

Clear Communication For Successful Projects

Asynchronous agreement processes for work, reources, and deadlines

Coordination between project leaders, department managers, and external participants

Coordinated agreements on the level of individual tasks and spanning multiple projects

Suggested changes can be simulated Fully integrated into Microsoft Project


If you have questions, please contact us at

[email protected]

Thank You!

Documents

© 2004, all rights reserved by The Project Group GmbH PSLink ® - The Worlds Leading Integration of Microsoft Project with SAP Webcast 14 December 2004