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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
Thank You
