CompRef8 / SAP®฀Project฀System฀Handbook฀/฀Kieron฀Dowling฀/฀0-07-154450-X฀/฀Chapter฀4 4 CHAPTER Features of Project System P S฀has฀many฀features฀you฀can฀use฀to฀develop฀a฀Blueprint฀for฀a฀client.฀They฀are฀the฀ building฀blocks฀that฀form฀the฀basis฀of฀your฀design.฀The฀following฀pages฀explain฀the฀ elements฀PS฀offers฀for฀managing฀a฀project.฀To฀assist฀you฀in฀finding฀where฀to฀configure฀ and฀operate฀these฀features,฀transaction฀references฀are฀provided฀after฀each฀feature฀description฀ later฀in฀this฀chapter. PS฀can฀be฀divided฀into฀several฀progressive฀“working฀elements.”฀In฀summary:฀You฀need฀ a฀Structure฀in฀order฀to฀Plan฀Costs฀and฀Resource,฀which฀can฀be฀the฀basis฀for฀a฀Budget.฀In฀ order฀to฀Schedule฀and฀Time฀the฀work฀to฀be฀done,฀you฀need฀Dates฀and฀Resources,฀which฀may฀ or฀may฀not฀have฀a฀Capacity฀to฀perform฀the฀work.฀If฀you฀want฀to฀get฀paid฀for฀what฀you฀ manufacture฀or฀sell,฀you฀need฀a฀Revenue฀Plan.฀When฀you’re฀ready฀with฀your฀Planning,฀you฀ go฀ahead฀and฀Execute฀the฀project฀by฀changing฀its฀Status.฀Periodically,฀you฀monitor฀your฀ Progress฀and฀Settle฀your฀Actuals฀to฀the฀correct฀Financial฀receiver฀so฀the฀project฀“sheds”฀its฀ values. R EMEMBER฀ Projects฀are฀a฀temporary฀repository฀for฀Costs฀and฀Revenues—they฀have฀a฀set฀life฀and฀ are฀subject฀to฀closure฀when฀all฀work฀is฀completed,฀but฀cannot฀be฀closed฀if฀they฀still฀have฀unsettled฀ values. Structural Elements Coding Masks Project Profiles Project Definition WBS Elements Templates Milestones Networks Internal Orders Attachments and PS Text 37 ch04.indd฀฀฀37 2/1/08฀฀฀12:40:07฀PM CompRef8 / SAP®฀Project฀System฀Handbook฀/฀Kieron฀Dowling฀/฀0-07-154450-X฀/฀Chapter฀4 38 SAP Project System Handbook Cost/Resource Planning Structure Cost Planning (WBS) Detailed Cost Planning (WBS) Detailed Cost Planning (Network) Easy Cost Planning (WBS) DIP Profiles Plan Versions (CO) Statistical Key Figures Overheads (CO) Value Categories Budgeting In Projects In Investment Programs Availability Control Time and Capacity Planning Dates in WBS Scheduling in Networks Work Centeres and Activity Types Workforce Planning Revenue Planning Structure Revenue Planning Detailed Revenue Planning Sales Orders (SD) Execution Status Management Actuals Simulation Versions Period-End Settlement Period-End Progress Archiving Billing Structural฀Elements A฀project฀cannot฀exist฀without฀a฀structure.฀At฀a฀minimum,฀you฀need฀a฀Project฀Definition฀plus฀ at฀least฀one฀WBS.฀These฀two฀elements฀are฀what฀make฀up฀the฀basis฀of฀a฀project.฀Extending฀ your฀project฀to฀include฀Networks฀makes฀it฀more฀complex฀and฀usually฀means฀you฀need฀ scheduling฀and฀complex฀material฀handling.฀However,฀some฀implementations฀only฀use฀WBSs฀ to฀plan฀and฀capture฀costs.฀In฀all฀cases,฀it฀is฀wise฀(though฀not฀mandatory)฀to฀have฀a฀method฀฀ by฀which฀your฀WBS฀structure฀is฀recognized฀by฀its฀various฀levels—hence฀Coding฀Masks.฀฀ ch04.indd฀฀฀38 1/28/08฀฀฀4:05:10฀PM CompRef8 / SAP®฀Project฀System฀Handbook฀/฀Kieron฀Dowling฀/฀0-07-154450-X฀/฀Chapter฀4 Chapter 4: Features of Project System 39 Depending฀on฀the฀implementation,฀a฀mask฀that฀carries฀intelligence฀(that฀is,฀it฀contains฀ numbers฀and฀letters฀that฀mean฀something฀to฀the฀business)฀may฀not฀be฀the฀best฀approach,฀as฀ often฀the฀coding฀becomes฀redundant฀over฀time.฀ Coding฀Masks:฀How฀Project฀Numbers฀Are฀Coded Coding฀Masks฀are฀important฀as฀follows฀if฀you฀need฀to฀have฀some฀intelligence฀in฀the฀way฀ your฀Project฀Definition฀and฀WBS฀Elements฀appear฀to฀the฀user: •฀ There฀can฀be฀many. •฀ They฀can฀reflect฀the฀structure฀of฀a฀project. •฀ They฀can฀control฀project฀identification. •฀ They฀only฀relate฀to฀Project฀Definitions฀and฀WBS฀Elements. •฀ They฀determine฀what฀special฀characters฀are฀permitted฀to฀separate฀the฀structure฀view. •฀ They฀are฀not฀connected฀to฀Profiles—the฀“Project฀ID”฀used฀in฀Operative฀or฀Template฀ projects฀determines฀the฀mask. •฀ Different฀Masks฀can฀be฀used฀with฀one฀or฀many฀Project฀Profiles. NOTE฀ This฀information฀is฀provided฀to฀assist฀you฀in฀finding฀configuration฀points฀and฀where฀the฀ functionality฀may฀be฀found฀in฀the฀operation฀of฀PS.฀It฀is฀not฀always฀clear฀where฀either฀is฀found฀ because฀the฀functionality฀may฀be฀embedded฀within฀a฀transaction,฀so฀please฀use฀it฀as฀a฀guide฀only. Customization: OPSK, OPSJ Operation: CJ20N Project฀Profiles:฀How฀a฀Project฀Should฀Behave—What฀It’s฀Allowed฀to฀Do A฀Project฀Profile฀is฀mandatory฀when฀creating฀a฀project: •฀ There฀can฀only฀be฀one฀per฀project. •฀ They฀contain฀the฀control฀parameters฀used฀in฀a฀project:฀Business฀rules,฀ Organizational฀settings,฀and฀so฀on. •฀ They฀influence฀a฀project’s฀behaviour฀by฀providing฀default฀information. They฀carry฀“subprofiles”฀that฀further฀influence฀a฀project: •฀ Version฀Profile •฀ Planning฀Profile •฀ Budget฀Profile •฀ Investment฀Profile •฀ Status฀Profile •฀ Simulation฀Profile •฀ Network฀Profile and฀so฀on. ch04.indd฀฀฀39 1/28/08฀฀฀4:05:10฀PM CompRef8 / SAP®฀Project฀System฀Handbook฀/฀Kieron฀Dowling฀/฀0-07-154450-X฀/฀Chapter฀4 40 SAP Project System Handbook Customization: OPSA Operation: CJ20N Project฀Definition:฀What฀a฀Project’s฀Defaults฀Are When฀a฀project฀is฀created฀for฀the฀first฀time,฀all฀settings฀from฀the฀Project฀Profile฀are฀copied฀ into฀the฀Project฀Definition: •฀ It฀cannot฀Plan฀Costs฀or฀Revenues. •฀ It฀cannot฀have฀Costs฀or฀Revenues฀posted฀to฀it. •฀ It฀is฀the฀“Header”฀of฀the฀Project. •฀ There฀can฀only฀be฀one฀Project฀Definition฀for฀a฀project. •฀ Subsequently฀created฀WBS฀Elements฀will฀always฀inherit฀key฀organizational฀and฀ profile฀data฀from฀the฀Project฀Definition฀(but฀these฀can฀be฀changed฀manually). Customization: OPSA Operation: CJ06, CJ20N WBS฀(Work฀Breakdown฀Structure)฀Elements:฀The฀Hierarchical฀Structure A฀Work฀Breakdown฀Structure฀represents฀the฀structural฀relationship฀that฀work฀elements฀of฀a฀ project฀have฀with฀each฀other: •฀ It฀is฀a฀model฀of฀the฀work฀to฀be฀performed฀in฀a฀project฀in฀a฀hierarchical฀structure. •฀ It฀forms฀the฀basis฀for฀organization฀and฀coordination฀in฀a฀project. •฀ It฀carries฀the฀dates฀associated฀with฀a฀package฀of฀work. Work฀Breakdown฀Structures฀can฀be฀represented฀in฀a฀variety฀of฀ways: •฀ Logic-Oriented฀according฀to฀PHASE฀(Plan,฀Define,฀Acquire,฀and฀so฀on). •฀ Function-Oriented฀according฀to฀FUNCTION฀(Engineer,฀Construct,฀Commission,฀ Support,฀and฀so฀on). •฀ Object-Oriented฀according฀to฀PHYSICAL฀objects฀(Asset,฀Asset฀components,฀and฀฀ so฀on). •฀ WBS฀Elements฀can฀have฀costs฀planned฀and฀posted฀to฀them. •฀ WBS฀Elements฀can฀have฀revenues฀planned฀and฀posted฀to฀them. •฀ WBS฀Elements฀can฀have฀a฀controlled฀Budget. ch04.indd฀฀฀40 Customization: OPSA Operation: CJ01, CJ11, CJ20N 1/28/08฀฀฀4:05:11฀PM CompRef8 / SAP®฀Project฀System฀Handbook฀/฀Kieron฀Dowling฀/฀0-07-154450-X฀/฀Chapter฀4 Chapter 4: Features of Project System 41 Templates:฀How฀a฀Project฀Should฀Look A฀template฀is฀a฀neutral฀structure฀that฀can฀be฀used฀to฀standardize฀WBS฀structures,฀Networks,฀ and฀Milestones: •฀ Templates฀are฀Master฀Data. •฀ You฀can฀have฀many฀templates฀to฀reflect฀different฀project฀scenarios. •฀ Project฀and฀Network฀Templates฀contain฀a฀Project฀or฀Network฀Profile. •฀ Templates฀can฀contain฀inherent฀business฀rules. •฀ Templates฀are฀not฀mandatory฀(unless฀you฀are฀using฀Assembly฀Processing),฀but฀if฀ you฀have฀common,฀complex฀structures,฀they฀help฀maintain฀consistency. •฀ Operative฀Projects฀and฀their฀Networks฀can฀be฀used฀as฀templates,฀but฀are฀prone฀to฀ inheriting฀errors฀in฀structure. •฀ With฀Assembly฀Processing,฀Projects฀are฀created฀in฀the฀background฀from฀a฀Sales฀ Order,฀so฀you฀must฀have฀Standard฀WBSs฀and฀Standard฀Networks. •฀ Milestone฀Templates฀(Standard฀Milestones)฀can฀be฀attached฀to฀Standard฀WBSs฀and฀ Standard฀Networks. •฀ Standard฀Templates฀do฀not฀carry฀Settlement฀Rules. Customization: UPUI, OPUH Operation: CJ92, CN02 Milestones:฀Things฀a฀Project฀Must฀Remember฀to฀Do Milestones฀carry฀dates฀and฀functions฀that฀can฀be฀triggered฀in฀the฀future: •฀ They฀can฀be฀attached฀to฀a฀WBS฀or฀a฀Network฀(with฀slightly฀different฀functionality). •฀ In฀their฀simplest฀form,฀Milestones฀can฀just฀be฀reminder฀dates. •฀ In฀their฀most฀complex฀form,฀Milestones฀can฀be฀used฀for: •฀ Automatic฀triggering฀of฀Customer฀Billing฀(by฀Percentage฀or฀Amount). •฀ Preset฀Customer฀Billing฀Plan฀(by฀set฀amount). •฀ Automatic฀triggering฀of฀subsequent฀events,฀such฀as฀the฀Releasing฀of฀a฀related฀ Network฀Activity. •฀ Milestones฀can฀trigger฀a฀Workflow฀message฀to฀remind฀the฀receiver฀of฀an฀event. •฀ Milestones฀form฀the฀basis฀of฀SAP’s฀“Milestone฀Trend฀Analysis”฀reporting฀function. •฀ When฀Assembly฀Processing฀is฀used฀to฀create฀auto-projects,฀and฀Milestones฀exist฀in฀ the฀Standard฀Networks,฀the฀Sales฀Order฀Billing฀Plan฀is฀automatically฀created. •฀ Billing฀is฀sensitive฀to฀the฀Date฀Categories฀configured฀in฀Milestones: •฀ By฀Percentage •฀ By฀Amount ch04.indd฀฀฀41 Customization: OPSR, OPT6 Operation: CN11, CJ20N 1/28/08฀฀฀4:05:11฀PM CompRef8 / SAP®฀Project฀System฀Handbook฀/฀Kieron฀Dowling฀/฀0-07-154450-X฀/฀Chapter฀4 42 SAP Project System Handbook Networks฀(Part฀1):฀How฀to฀Carry฀Out฀Tasks฀ in฀a฀Specific฀Way,฀Order,฀and฀Time฀Period Networks฀are฀used฀to฀provide฀for฀scheduling฀of฀Activities฀in฀a฀project: •฀ Unlike฀WBS฀Elements฀(which฀can฀only฀be฀connected฀in฀a฀linear฀fashion),฀Network฀ Activities฀can฀be฀connected฀to฀one฀another฀using฀special฀dependencies฀called฀“Start/ Finish”฀rules. •฀ Networks฀have฀a฀three-tier฀structure: •฀ Network฀Header •฀ Network฀Activity •฀ Activity฀Element •฀ Networks฀are฀identified฀by฀a฀unique฀number. •฀ Network฀Activities฀are฀identified฀by฀their฀owning฀Network฀Number฀plus฀a฀ sequential฀number.฀Activity฀Elements฀are฀identified฀by฀a฀further฀sequential฀number. •฀ Networks฀are฀not฀“effective”฀until฀they฀are฀Released. Customization: OPUU, OPSC, OPUV, OPSU, OPU6 Operation: CN21, CJ2D, CJ20N Networks฀(Part฀2):฀What฀Materials฀and฀Resources฀฀ Are฀Needed฀to฀Carry฀Out฀a฀Task Network฀Activities฀can฀perform฀a฀number฀of฀complex฀tasks: •฀ Plan/Receive฀Costs. •฀ Order/Reserve฀Materials฀and฀Services. •฀ Book฀Resources. •฀ Schedule฀tasks. •฀ There฀are฀three฀types฀of฀Activity,฀plus฀special฀settings฀for฀Service: •฀ Internal—for฀planning฀Internal฀resources฀such฀as฀labour •฀ External—for฀planning฀externally฀procured฀Services฀or฀Contracts •฀ General฀Cost—for฀planning฀by฀Cost฀Element •฀ Service—for฀planning฀Services฀(for฀example,฀Contractors) •฀ Activity฀Types฀are฀attached฀to฀Networks฀by฀using฀Control฀Keys. •฀ Subnetworks฀are฀other฀types฀of฀Orders฀(such฀as฀Maintenance฀or฀CS฀Orders)฀that฀ have฀been฀manually฀assigned฀to฀a฀WBS฀or฀Network. ch04.indd฀฀฀42 Customization: OPUU, OPSC, OPUV, OPSU, OPU6 Operation: CN21, CJ2D, CJ20N 1/28/08฀฀฀4:05:11฀PM CompRef8 / SAP®฀Project฀System฀Handbook฀/฀Kieron฀Dowling฀/฀0-07-154450-X฀/฀Chapter฀4 Chapter 4: Features of Project System 43 Networks฀(Part฀3):฀Internal฀Activities—Planning฀Internal฀Resources •฀ Internal฀Activities฀are฀defined฀by฀Control฀Keys.฀Usually,฀they฀utilize฀two฀objects฀to฀ make฀them฀effective: •฀ Work฀Center—for฀Capacity฀Planning •฀ Activity฀Type—for฀pricing฀of฀resources •฀ Work฀Centers฀are฀independently฀managed฀objects.฀They฀can฀be฀an฀individual,฀a฀ group฀of฀people,฀or฀a฀piece฀of฀equipment.฀They฀exist฀to฀help฀manage฀“Capacities”฀ and฀to฀carry฀all฀the฀information฀required฀to฀determine฀available฀Capacities฀and฀to฀ provide฀for฀Capacity฀levelling. •฀ Activity฀Types฀are฀independently฀managed฀objects.฀They฀belong฀to฀Cost฀Centers.฀ They฀are฀attached฀to฀a฀“Pricing฀Schedule,”฀meaning฀they฀have฀a฀planned฀cost฀per฀ unit฀(which฀can฀be฀a฀standard฀Unit฀of฀Measure). •฀ When฀Work฀Centers฀and฀Activity฀Types฀are฀used฀in฀conjunction,฀they฀effectively฀ “Plan฀the฀Resource”฀and฀“Plan฀the฀Cost”฀at฀the฀same฀time. •฀ Costs฀associated฀with฀a฀Network฀Activity฀aggregate฀to฀the฀WBS฀to฀which฀they฀are฀ assigned. •฀ Internal฀Activities฀can฀have฀attached฀a฀set฀of฀Components฀or฀BOMs฀(Bills฀of฀Materials). Customization: OPUU, OPSC, OPUV, OPSU, OPU6 Operation: CN21, CJ2D, CJ20N Networks฀(Part฀4):฀External฀Activities—Planning฀External฀Resources External฀Activities฀are฀the฀basis฀for฀externally฀procured฀resources฀including฀Services฀and฀ Contracts.฀They฀are฀defined฀by฀Control฀Keys. •฀ External฀Activities฀can฀have฀attached฀a฀set฀of฀Components฀(Materials)฀or฀BOMs฀ (Bills฀of฀Materials). •฀ Costs฀associated฀with฀an฀External฀Activity฀aggregate฀to฀the฀WBS฀to฀which฀they฀are฀ assigned. •฀ When฀“Released,”฀External฀Activities฀trigger฀events: •฀ A฀Purchase฀Requisition฀if฀the฀Material฀Component฀is฀“Non-stock”฀(becomes฀a฀ commitment). •฀ A฀Reservation฀if฀the฀Material฀Component฀is฀“Stock”฀(Assigned฀Cost). •฀ A฀Reservation฀is฀cancelled฀when฀a฀Network฀Activity฀is฀“Technically฀Closed.” •฀ A฀Purchase฀Requisition/Order฀remains฀open฀when฀a฀Network฀Activity฀is฀ “Technically฀Closed.” •฀ Some฀External฀Activities฀are฀“Services.”฀Services฀are฀regarded฀as฀being฀consumed฀at฀ the฀time฀of฀their฀performance.฀They฀cannot฀be฀stored฀or฀transported,฀for฀example,฀ construction฀work,฀cleaning฀services,฀legal฀services. ch04.indd฀฀฀43 1/28/08฀฀฀4:05:11฀PM CompRef8 / SAP®฀Project฀System฀Handbook฀/฀Kieron฀Dowling฀/฀0-07-154450-X฀/฀Chapter฀4 44 SAP Project System Handbook •฀ They฀can฀have฀a฀preliminary฀Total฀Planned฀Cost฀that฀is฀reduced฀as฀and฀when฀ Material฀Components฀are฀added. Customization: OPUU, OPSC, OPUV, OPSU, OPU6 Operation: CN21, CJ2D, CJ20N Networks฀(Part฀5):฀General฀Cost฀Activities—Planning฀Unspecified฀Costs General฀Cost฀Activities฀are฀the฀simplest฀form฀of฀Costing฀in฀Networks.฀They฀are฀defined฀by฀ Control฀Keys: •฀ They฀carry฀an฀Amount฀in฀the฀currency฀selected. •฀ They฀require฀a฀Cost฀Element฀to฀determine฀what฀type฀of฀cost฀is฀being฀planned. •฀ They฀can฀have฀attached฀a฀set฀of฀Components฀or฀BOMs฀(Bills฀of฀Materials). •฀ In฀themselves,฀they฀do฀not฀generate฀any฀Purchasing฀Documents.฀However,฀if฀ Material฀Components฀are฀attached,฀they฀will. Customization: OPUU, OPSC, OPUV, OPSU, OPU6 Operation: CN21, CJ2D, CJ20N Networks฀(Part฀6):฀Material฀Components—Planning฀Materials Material฀Components฀represent฀the฀physical฀materials฀you฀need฀to฀plan฀for฀within฀an฀ Activity: •฀ Components฀can฀be฀added฀to฀any฀Activity. •฀ There฀is฀no฀restriction฀on฀how฀many฀Materials฀you฀have. •฀ They฀form฀the฀basis฀of฀all฀your฀Project฀Procurement฀(unless฀you฀are฀using฀Easy฀Cost฀ Planning). •฀ They฀carry฀the฀methods฀by฀which฀MRP฀will฀order฀Materials. •฀ They฀can฀be฀Stock฀or฀Non-stock. •฀ Each฀Material฀Component฀can฀trigger฀a฀Reservation/Requisition. •฀ They฀form฀the฀basis฀of฀Material฀Project฀Cost฀Planning. •฀ All฀Material฀Components฀belong฀to฀one฀Activity฀at฀a฀time. Customization: OPUU, OPSC, OPUV, OPSU, OPU6 Operation: CN21, CJ2D, CJ20N Internal฀Orders:฀Objects฀that฀Can฀Be฀Assigned฀to฀a฀Project฀Structure Internal฀Orders฀(IOs)฀are฀“Project฀Independent”฀unless฀assigned฀to฀a฀WBS฀or฀Network฀ Activity.฀They฀behave฀in฀a฀similar฀way฀to฀a฀single฀WBS฀Element,฀except: •฀ They฀do฀not฀have฀a฀structure฀and฀are฀not฀hierarchical. •฀ They฀cannot฀be฀scheduled฀and฀are฀not฀time-oriented. ch04.indd฀฀฀44 1/28/08฀฀฀4:05:12฀PM CompRef8 / SAP®฀Project฀System฀Handbook฀/฀Kieron฀Dowling฀/฀0-07-154450-X฀/฀Chapter฀4 Chapter 4: Features of Project System 45 •฀ There฀are฀three฀types฀of฀IO: •฀ Type฀1—Controlling •฀ Type฀2—Accrual฀Calculation •฀ Type฀3—Model฀Order •฀ IOs฀can฀have฀costs฀planned฀and฀posted฀to฀them. •฀ IOs฀can฀have฀revenues฀planned฀and฀posted฀to฀them. •฀ IOs฀can฀have฀a฀controlled฀Budget. •฀ IOs฀can฀be฀Settled. Customization: KOT2_OPA Operation: K004 Attachments฀and฀PS฀Text:฀Attachments฀to฀the฀Project฀Structure Attachments฀can฀be฀made฀to฀WBS฀elements฀and฀Network฀Activities.฀SAP฀also฀permits฀ attachment฀of฀Standard฀Text,฀called฀PS฀Text: •฀ Documents •฀ Documents฀are฀simple฀“hyperlinks”฀or฀URL฀references. •฀ They฀can฀be฀of฀any฀extension฀type—Word,฀Excel,฀Access,฀and฀so฀on. •฀ There฀can฀be฀many. •฀ You฀can฀also฀create฀a฀“Private฀Note”฀as฀a฀non-hyperlinked฀attachment. •฀ You฀can฀“Send”฀documents฀and฀messages฀to฀other฀users. •฀ PS฀Text •฀ Is฀predefined฀with฀a฀description. •฀ Can฀be฀attached฀to฀a฀WBS. •฀ Can฀be฀assigned฀to฀a฀Template฀for฀automatic฀inclusion฀in฀a฀Project. Customization: OPS3 Operation: CJ20N Cost฀and฀Resource฀Planning Any฀planning฀you฀may฀perform฀is฀determined฀by฀the฀amount฀of฀detail฀you฀need.฀From฀a฀ Cost฀perspective,฀planning฀can฀be฀as฀simple฀as฀entering฀a฀planned฀value฀against฀a฀WBS.฀ More฀detail฀is฀achieved฀by฀specifying฀where฀exactly฀the฀costs฀may฀be฀incurred฀(Cost฀ Element)฀and฀exactly฀how฀many฀Units฀you฀want฀to฀plan฀for฀(Unit฀Costing).฀Even฀more฀ detail฀can฀be฀applied฀by฀planning฀at฀a฀Network฀level฀by฀Material฀and฀then฀integrating฀it฀ with฀CO,฀so฀the฀source฀Cost฀Centers฀are฀informed. Resource฀Planning฀is฀mainly฀about฀the฀people฀(or฀roles)฀you฀may฀want฀to฀plan฀for฀via฀ Work฀Centers฀and฀Activity฀Types.฀This฀type฀of฀planning฀optionally฀involves฀Capacity฀ Planning,฀where฀you฀may฀share฀resources฀from฀another฀department. ch04.indd฀฀฀45 1/28/08฀฀฀4:05:12฀PM CompRef8 / SAP®฀Project฀System฀Handbook฀/฀Kieron฀Dowling฀/฀0-07-154450-X฀/฀Chapter฀4 46 SAP Project System Handbook Further,฀you฀may฀want฀to฀plan฀values฀where฀there฀is฀no฀cost฀involved,฀only฀a฀value฀that฀ represents฀volumes฀or฀quantities฀based฀on฀Units฀of฀Measure.฀These฀types฀of฀plans฀can฀be฀ used฀to฀generate฀Customer฀Invoices฀via฀Statistical฀Key฀Figures. Remember฀that฀all฀planning฀data฀totals฀are฀kept฀in฀Plan฀Versions฀against฀the฀relevant฀ object฀(WBS฀and฀Network). Structure฀Cost฀Planning฀via฀WBS:฀Direct฀Entry฀of฀Costs฀฀ Against฀a฀WBS฀Structure,฀Without฀Regard฀to฀Cost฀Elements These฀are฀Costs฀associated฀with฀the฀WBS฀as฀a฀whole. •฀ Structure฀Cost฀Planning฀is฀the฀simplest฀form฀of฀cost฀planning. •฀ It฀is฀independent฀of฀cost฀elements. •฀ Plan฀values฀entered฀hierarchically฀to฀estimate฀the฀expected฀costs฀for฀a฀project. •฀ Usually฀“Rough-Cut”—meaning฀that฀when฀more฀detail฀is฀known,฀you฀will฀probably฀ be฀more฀precise฀and฀progress฀to฀Detailed฀Cost฀Planning. •฀ Can฀be฀entered฀against฀any฀WBS฀(unless฀configuration฀in฀Plan฀Profile฀says฀otherwise). •฀ Planning฀is฀usually฀Bottom-up,฀meaning฀costs฀are฀aggregated฀from฀the฀lowest฀level฀ WBS฀upward฀automatically. •฀ Can฀be฀“integrated”฀with฀Controlling. Customization: OPSB Operation: CJ40 Detailed฀Cost฀Planning฀via฀WBS:฀Planning฀Costs฀฀ Against฀a฀WBS฀at฀Cost฀Element฀Level •฀ Costs฀associated฀with฀the฀WBS,฀but฀split฀by฀Cost฀Elements฀(for฀example,฀Labour,฀ Materials,฀Travel,฀etc.). •฀ Cost฀planning฀by฀cost฀element฀is฀used฀when฀precise฀information฀becomes฀available. •฀ It฀covers฀planning฀of฀primary฀costs,฀capacities฀to฀be฀taken,฀and฀statistical฀key฀figures฀ by฀cost฀element. •฀ WBS฀cost฀planning฀can฀be฀applied฀to฀any฀CO฀Plan฀Version.฀ Customization: OPSB Operation: CJ40 Detailed฀Cost฀Planning฀via฀Network:฀Planning฀Costs฀Against฀a฀Network฀ Activity฀Using฀Cost฀Elements,฀Materials,฀Services,฀or฀Activity฀Types •฀ Costs฀associated฀with฀the฀Network฀and฀calculated฀in฀one฀of฀three฀ways: •฀ General฀Costs—By฀Cost฀Element •฀ Internal฀Costs—By฀Activity฀Type฀(Labour฀and฀Machinery) •฀ External฀Costs—By฀Material฀and฀Services ch04.indd฀฀฀46 1/28/08฀฀฀4:05:12฀PM CompRef8 / SAP®฀Project฀System฀Handbook฀/฀Kieron฀Dowling฀/฀0-07-154450-X฀/฀Chapter฀4 Chapter 4: Features of Project System 47 •฀ When฀performing฀detailed฀cost฀planning฀at฀Network฀Activity฀level,฀calculated฀costs฀ aggregate฀to฀the฀owning฀WBS฀Element. •฀ Network฀Activity฀cost฀planning฀can฀only฀ever฀be฀applied฀to฀Plan฀Version฀0. Customization: OPUU, OPSC, OPUV, OPSU, OPU6 Operation: CN21, CJ2D, CJ20N Easy฀Cost฀Planning฀via฀WBS:฀Planning฀Costs฀Against฀a฀WBS฀via฀Unit฀Costing,฀ but฀with฀the฀Use฀of฀Cost฀Models฀to฀Make฀Data฀Entry฀Simpler Cost฀Models฀need฀to฀be฀designed฀for฀Easy฀Cost฀Planning฀(ECP)฀to฀work. •฀ ECP฀Models฀have฀three฀attributes: •฀ Characteristics฀(the฀type฀of฀data) •฀ Derivatives฀(how฀the฀cost฀is฀derived) •฀ Entry฀Screen฀(HTML฀Code) •฀ They฀can฀be฀used฀to฀calculate฀costs฀based฀on฀Units฀×฀Activity฀price฀or฀Materials. •฀ They฀can฀carry฀default฀Cost฀Elements฀for฀manual฀entry฀of฀planned฀costs. •฀ They฀simplify฀entry฀of฀costs฀against฀a฀WBS฀because฀the฀“model”฀used฀carries฀all฀ reference฀information. •฀ ECP฀can฀only฀be฀used฀in฀the฀Project฀Builder. •฀ ECP฀cannot฀be฀used฀for฀Networks. •฀ ECP฀items฀(the฀costs)฀are฀not฀distributed฀over฀time. •฀ Execution฀Services฀are฀an฀extension฀of฀ECP฀for฀creating฀subsequent฀documents฀such฀ as฀PRs,฀POs,฀and฀so฀on. •฀ Costs฀Planned฀in฀ECP฀will฀show฀under฀Annual฀Planning฀for฀the฀start฀year฀of฀the฀WBS. Customization: SPRO Operation: CKCM Plan฀Versions:฀Distinct฀Repositories฀for฀Keeping฀Your฀Planned฀Costs฀Separate฀ Plan฀Versions฀are฀designed฀to฀keep฀a฀history฀of฀original฀and฀revised฀versions฀of฀your฀ planned฀costs: •฀ You฀can฀have฀as฀many฀as฀you฀want. •฀ They฀are฀created฀in฀one฀of฀two฀ways: •฀ By฀directly฀entering฀planned฀costs฀into฀them •฀ By฀copying฀one฀plan฀version฀to฀another •฀ They฀are฀“Fiscal฀Year”฀dependent. •฀ Plan฀Version฀0฀is฀reserved฀as฀the฀baseline฀plan฀and฀also฀carries฀Actual฀Costs. •฀ Networks฀always฀plan฀to฀Plan฀Version฀0. ch04.indd฀฀฀47 1/28/08฀฀฀4:05:12฀PM CompRef8 / SAP®฀Project฀System฀Handbook฀/฀Kieron฀Dowling฀/฀0-07-154450-X฀/฀Chapter฀4 48 SAP Project System Handbook •฀ Easy฀Cost฀Planning฀can฀plan฀against฀any฀CO฀Version. •฀ Plan฀Versions฀can฀be฀used฀to฀track฀a฀project’s฀POC฀(Percentage฀of฀Completion). Customization: OKEQ Operation: CJ9BS, CJ9CS, CJ9FS, CJ9C, CJ9B, CJ9F Statistical฀Key฀Figures:฀Objects฀Used฀for฀Storing฀and฀฀ Planning฀Invisible฀Costs฀or฀Consumption •฀ SKFs฀are฀designed฀to฀carry฀planned฀and฀actual฀statistical฀values฀(usually฀Quantities). •฀ Once฀defined,฀they฀can฀have฀actual฀dates฀and฀values฀entered฀against฀them฀that฀are฀ assigned฀to฀a฀WBSs฀or฀Network฀Activity. •฀ SKFs฀are฀used฀only฀for฀recording฀purposes฀and฀have฀no฀accounting฀impact. •฀ SKFs฀can฀be฀used฀as฀inputs฀for฀SD฀Billing฀(Resource฀Related฀Billing). •฀ SKFs฀can฀be฀distinguished฀in฀three฀ways: •฀ Non-aggregated฀values •฀ Aggregated฀values •฀ Progress฀level฀for฀result฀determination Customization: KK01 Operation: CJS2, CJK2, KB31N Overheads฀(CO):฀Additional฀Costs฀Calculated฀via฀Costing฀Sheets฀ Planned฀overhead฀costs฀are฀based฀on฀Planned฀costs฀plus฀a฀mark-up฀(by฀percentage฀or฀fixed฀ amount): •฀ Costing฀Sheets฀carry฀the฀calculation฀upon฀which฀planned฀overhead฀costs฀are฀based. •฀ They฀can฀be฀calculated฀based฀upon฀Cost฀Element,฀Activity฀Type,฀or฀Material.฀ •฀ They฀can฀be฀calculated฀against฀a฀WBS฀or฀a฀Network. •฀ They฀are฀calculated฀“on฀the฀fly”฀when฀costs฀are฀planned. •฀ They฀can฀be฀seen฀as฀separate฀line-items฀in฀the฀cost฀plan. •฀ Costing฀Sheets฀are฀attached฀to฀WBSs฀and฀Networks. Customization: KZS2 Operation: CJ20N Value฀Categories:฀Giving฀Meaning฀to฀Values Value฀Categories฀are฀intervals฀of฀Cost฀Centers,฀Commitment฀Items,฀and฀Statistical฀Key฀ Figures.฀They฀are฀required฀for: •฀ Updating฀the฀project฀information฀database •฀ Calculating฀project฀interest ch04.indd฀฀฀48 1/28/08฀฀฀4:05:13฀PM CompRef8 / SAP®฀Project฀System฀Handbook฀/฀Kieron฀Dowling฀/฀0-07-154450-X฀/฀Chapter฀4 Chapter 4: Features of Project System 49 •฀ Defining฀structure฀reports฀for฀costs,฀revenues,฀and฀payments •฀ Updating฀quantities฀in฀the฀project฀info฀database฀RPSQT Customization: OPI1 Operation: Not Applicable Budgeting A฀clear฀understanding฀of฀Budgeting฀is฀mandatory฀when฀used฀in฀PS.฀Though฀similar฀to฀ Planning,฀it฀is฀definitely฀not฀the฀same.฀A฀budget฀is฀used฀in฀PS฀to฀carry฀values฀that฀are฀more฀ “definitive”฀than฀Planned฀Costs฀because฀they฀represent฀an฀approved฀value฀rather฀than฀one฀ used฀to฀calculate฀the฀plan.฀Usually,฀the฀business฀would฀perform฀Planning,฀then฀use฀that฀Plan฀ as฀the฀basis฀for฀generating฀a฀Budget.฀Then,฀any฀activity฀that฀results฀in฀a฀“Commitment฀to฀ spend”฀can฀be฀monitored฀and฀acted฀upon฀with฀Availability฀Control. Budgeting฀in฀Projects:฀When฀the฀Budget฀Is฀Controlled฀from฀Within฀a฀Project Budgeting฀is฀the฀process฀of฀transferring฀the฀Plan฀(usually฀Version฀0)฀to฀the฀area฀reserved฀in฀ the฀project฀for฀the฀budget฀(it฀is฀not฀mandatory฀to฀copy฀from฀the฀Plan): •฀ Whether฀cost฀planning฀was฀performed฀at฀WBS฀level฀or฀not,฀the฀budget฀can฀be฀keyed฀ directly. •฀ Budgets฀only฀apply฀to฀WBS฀Elements฀(or฀Internal฀Orders฀is฀used). •฀ The฀Budget฀does฀not฀have฀to฀equal฀the฀Cost฀Plan.฀ •฀ For฀Capital฀Projects,฀the฀budget฀can฀have฀originally฀been฀distributed฀from฀the฀ Investment฀Program฀to฀which฀it฀belongs. •฀ The฀Budget฀Profile฀contains฀your฀default฀settings฀and฀it฀is฀these฀settings฀that฀will฀ influence฀PS฀behaviour.฀ •฀ A฀project฀Budget฀has฀the฀following฀“columns”: •฀ Original฀Budget •฀ Supplement฀Budget฀(within,฀or฀to฀project) •฀ Released฀Budget •฀ Carried-Forward฀Budget •฀ Every฀time฀a฀Budget฀is฀changed,฀a฀record฀is฀kept฀for฀auditing฀purposes. •฀ When฀a฀WBS฀has฀a฀budget,฀its฀Status฀is฀set฀to฀BUDG.฀This฀can฀be฀undone฀in฀ transaction฀OPSX,฀but฀only฀if฀reversal฀conditions฀are฀met. •฀ Availability฀Control฀applies฀at฀the฀lowest฀level฀of฀a฀WBS—it฀cannot฀be฀applied฀ exclusively฀at฀higher฀WBS฀levels. ch04.indd฀฀฀49 Customization: OPS9, CJBN, OPTK Operation: CJ30, CJ37, CJ38, CJ32, CJ3A, CJBV 1/28/08฀฀฀4:05:13฀PM CompRef8 / SAP®฀Project฀System฀Handbook฀/฀Kieron฀Dowling฀/฀0-07-154450-X฀/฀Chapter฀4 50 SAP Project System Handbook Budgeting฀in฀Investment฀Programs:฀When฀the฀Budget฀for฀All฀฀ Projects฀Is฀Controlled฀by฀a฀Capital฀Investment฀Program Budgeting฀functionality฀in฀Investment฀Management฀(IM)฀programs฀is฀almost฀identical฀to฀ that฀of฀Budgeting฀in฀Project฀Systems: •฀ An฀IM฀Budget฀is฀effectively฀a฀budget฀managed฀and฀distributed฀to฀either฀WBS฀ Elements฀or฀Internal฀Orders. •฀ An฀IM฀Budget฀can฀be฀derived฀from฀a฀Project฀Plan฀as฀long฀as: •฀ The฀lowest฀level฀IM฀Position฀(called฀the฀Investment฀Measure)฀is฀linked฀to฀a฀ Project฀or฀Internal฀Order. •฀ A฀Cost฀Plan฀exists฀in฀the฀Project฀or฀Internal฀Order. •฀ Even฀if฀the฀budget฀is฀distributed฀to฀a฀project฀from฀an฀IM฀program,฀the฀budget฀can฀ still฀be฀managed฀from฀within฀the฀project฀(if฀configured). Customization: OIB1, OIB3 Operation: IM34, IM32, IM44, IM52, IM32, IM30, CJ34, CJ37 Availability฀Control:฀When฀You฀Need฀to฀Control฀Expenditure Availability฀Control฀(AC)฀is฀the฀process฀of฀checking฀expenditure฀against฀allowed฀limits.฀It฀is฀ triggered฀when฀you฀attempt฀to฀post฀costs฀to฀a฀project฀that฀has฀AC฀activated฀at฀the฀WBS฀that฀ will฀get฀the฀cost,฀or฀at฀a฀higher฀WBS฀if฀AC฀is฀activated฀to฀include฀subordinate฀WBSs. The฀system฀uses฀configured฀tolerance฀limits฀both฀above฀and฀below฀the฀actual฀budget฀ amount฀to฀determine฀what฀action฀is฀taken. If,฀when฀costs฀are฀charged฀to฀a฀WBS,฀the฀tolerance฀is฀detected฀as฀having฀been฀reached,฀ certain฀action฀can฀be฀taken.฀You฀can฀configure฀PS฀to: •฀ Display฀a฀warning฀message฀and฀allow฀the฀transaction฀to฀continue. •฀ Send฀a฀mail฀message฀to฀the฀person฀responsible฀for฀the฀project฀detailing฀what฀ happened฀(and฀optionally฀disallow฀the฀transaction). •฀ If฀required,฀have฀AC฀activated฀via฀a฀regular฀batch฀job฀(executed฀in฀the฀background)฀ to฀check฀which฀projects฀have฀reached฀a฀predetermined฀expenditure฀level.฀Any฀฀ that฀have,฀will฀automatically฀get฀AC฀activated.฀The฀advantage฀of฀this฀is฀more฀a฀ performance฀issue฀(why฀have฀a฀time-consuming฀calculation฀occurring฀before฀it฀is฀ really฀required?). •฀ Selected฀Transaction฀Groups฀and฀Cost฀Elements฀can฀be฀exempted฀from฀AC. •฀ When฀the฀budget฀changes,฀or฀tolerance฀limits฀change,฀automatically฀“reconstruct฀ AC”฀(that฀is,฀all฀relevant฀WBS฀elements฀will฀be฀modified). •฀ Availability฀Control฀in฀User฀Status฀if฀you฀want฀to฀manage฀it฀at฀individual฀WBS฀level. ch04.indd฀฀฀50 Customization: SPRO Operation: CJBV, CJBW 1/28/08฀฀฀4:05:13฀PM CompRef8 / SAP®฀Project฀System฀Handbook฀/฀Kieron฀Dowling฀/฀0-07-154450-X฀/฀Chapter฀4 Chapter 4: Features of Project System 51 Time฀and฀Capacity฀Planning These฀are฀the฀methods฀at฀your฀disposal฀for฀managing฀Schedules฀relating฀to฀Dates฀and฀Times฀ and฀the฀Human฀Resources฀within฀a฀Project’s฀life฀cycle.฀How฀you฀manage฀the฀dates฀ associated฀with฀both฀WBS฀and฀Networks฀depends฀on฀the฀detail฀you฀want:฀for฀example,฀if฀ you฀only฀use฀WBS฀Elements,฀you฀cannot฀“schedule”฀your฀project฀based฀on฀constraints฀or฀ durations฀(as฀you฀can฀with฀Networks).฀Dates฀do,฀however,฀play฀a฀part฀in฀Cost฀Planning,฀as฀ the฀duration฀of฀the฀various฀WBSs฀determines฀where฀in฀the฀calendar฀the฀planning฀will฀show.฀ For฀Networks,฀true฀“Scheduling”฀can฀be฀performed฀because฀each฀Activity฀can฀have฀ dependencies฀on฀other฀Activities. Dates฀in฀WBS:฀Managing฀Basic฀and฀Forecast฀Dates •฀ Dates฀in฀WBSs฀are฀divided฀into฀three฀categories: •฀ Basic—either฀entered฀manually฀or฀taken฀from฀the฀earliest฀basic฀start฀dates฀and฀ the฀latest฀basic฀finish฀date฀of฀the฀activities฀assigned฀to฀the฀WBS฀element. •฀ Forecast—as฀for฀Basic฀Dates. •฀ Actual—can฀be฀manually฀entered฀or฀entered฀via฀Confirmations฀and฀Actuals. •฀ All฀dates฀carry฀a฀Duration. •฀ Dates฀can฀be฀reconciled,฀extrapolated,฀and฀shifted฀by฀referencing฀subordinate฀WBS฀ Elements. Customization: OPTQ Operation: CJ21, CJ24, CJ29, CJ20N Scheduling฀in฀Networks฀(Part฀1):฀Managing฀฀ Start/Finish฀Rules฀and฀Executing฀Scheduling Scheduling฀is฀only฀appropriate฀for฀projects฀that฀use฀Network฀Activities.฀To฀be฀effective,฀it฀is฀ dependent฀upon฀the฀Start฀and฀Finish฀dates฀of฀Activities฀being฀associated฀with฀one฀another฀ via฀“Start/Finish”฀rules. The฀following฀dates฀are฀relevant฀to฀scheduling: •฀ Scheduled฀Start฀ When฀you฀are฀scheduled฀to฀start฀this฀work. •฀ Scheduled฀Finish฀ When฀you฀are฀scheduled฀to฀finish฀this฀work. •฀ Latest฀Forecast฀ If฀you฀will฀miss฀the฀Scheduled฀Finish,฀what฀is฀your฀best฀estimate฀of฀ a฀finish฀date. •฀ Actual฀Dates฀of฀events฀occurred฀ When฀you฀really฀did฀start.฀This฀information฀can฀ be฀automatically฀completed฀by฀other฀related฀triggers฀(such฀as฀a฀Time฀Recording,฀or฀ the฀completion฀of฀a฀Purchase฀Order). •฀ Latest฀Start฀Date฀ If฀you฀will฀not฀make฀the฀Scheduled฀Start,฀what฀would฀be฀the฀ latest฀date฀to฀start. ch04.indd฀฀฀51 1/28/08฀฀฀4:05:13฀PM CompRef8 / SAP®฀Project฀System฀Handbook฀/฀Kieron฀Dowling฀/฀0-07-154450-X฀/฀Chapter฀4 52 SAP Project System Handbook •฀ Latest฀Finish฀Dates฀ If฀you฀will฀not฀make฀the฀Scheduled฀Finish,฀what฀would฀be฀the฀ latest฀date฀to฀finish. Customization: OPU6 Operation: CJ20N, CN24(N) Scheduling฀in฀Networks฀(Part฀2):฀Managing฀฀ Start/Finish฀Rules฀and฀Executing฀Scheduling •฀ There฀are฀two฀scheduling฀techniques: •฀ Forward—Scheduled฀activities฀starting฀with฀the฀basic฀start฀date฀and฀calculating฀ forwards฀to฀determine฀the฀earliest฀start฀and฀finish฀dates. •฀ Backward—Scheduled฀activities฀where฀the฀latest฀start฀and฀finish฀dates฀for฀the฀ activities฀are฀calculated฀backward,฀starting฀from฀the฀basic฀finish฀date. •฀ Floats฀are฀the฀number฀of฀days฀between฀the฀Latest฀Start฀Date฀and฀the฀Scheduled฀Start฀ Date.฀They฀can฀be฀negative฀if฀Backward฀Scheduling฀calculates฀an฀unrealistic฀Finish฀ Date: •฀ Total฀Float—Number฀of฀days฀that฀can฀be฀shifted฀without฀affecting฀the฀Latest฀ dates฀of฀the฀subsequent฀Network. •฀ Free฀Float—Number฀of฀days฀that฀can฀be฀shifted฀without฀affecting฀the฀Earliest฀ dates฀of฀the฀subsequent฀Network. •฀ A฀Project฀can฀“Start฀in฀the฀Past.” •฀ Activities฀are฀connected฀using฀Relationship฀Types:฀FS—Finish/Start,฀SS—Start/ Start,฀FF—Finish/Finish,฀SF—Start/Finish. •฀ Duration฀determines฀the฀length฀of฀time฀an฀Activity฀takes. •฀ Relationships฀between฀Activities฀determine฀the฀sequence฀of฀phases฀in฀terms฀of฀time. Customization: OPU6 Operation: CJ20N, CN24(N) Work฀Centers฀and฀Activity฀Types:฀Planning฀Capacities฀and฀฀ the฀Cost฀of฀Utilizing฀the฀Resource •฀ Work฀Centers฀can฀represent,฀for฀instance,฀a฀piece฀of฀machinery,฀a฀role฀or฀an฀ individual฀job.฀The฀carry฀set฀values฀that฀determine฀the฀following: •฀ Usage—What฀section฀of฀the฀organization฀uses฀it,฀what฀Value฀Key฀(dimension,฀ time,฀area)฀is฀applied,฀how฀it฀is฀set฀up฀and฀so฀on. •฀ Defaults—Control฀Key฀to฀determine฀task฀lists฀or฀Order฀Types฀(in฀the฀case฀of฀PS,฀ the฀Network฀Type)฀and฀Units฀of฀Measure. •฀ Capacities—To฀specify฀the฀Formula฀used฀when฀determining฀the฀capacity. •฀ Scheduling—To฀calculate฀how฀long฀it฀takes฀to฀perform฀one฀unit. ch04.indd฀฀฀52 1/28/08฀฀฀4:05:14฀PM CompRef8 / SAP®฀Project฀System฀Handbook฀/฀Kieron฀Dowling฀/฀0-07-154450-X฀/฀Chapter฀4 Chapter 4: Features of Project System 53 •฀ Costing—Assign฀a฀Cost฀Center฀and฀optionally฀the฀default฀(allowed)฀Activity฀Type(s)฀ that฀will฀be฀defaulted฀when฀the฀Work฀Center฀is฀used฀to฀plan฀in฀a฀project’s฀Activities. •฀ Technical—Type฀of฀machine,฀Rounding฀Categories,฀for฀instance. •฀ Activity฀Types฀can฀represent฀a฀specific฀unit฀of฀chargeable฀work,฀such฀as฀a฀laboratory฀ test฀or฀a฀person’s฀job.฀They฀also฀carry฀set฀values฀that฀determine฀the฀following: •฀ Basic฀Data—Unit฀of฀Measure,฀Cost฀Center฀Category,฀default฀Cost฀Element,฀ Pricing฀Indicator฀(for฀instance,฀based฀on฀Plan฀Price฀or฀Manually฀calculated). •฀ They฀belong฀to฀a฀Cost฀Center. •฀ They฀have฀a฀validity฀(between฀dates)฀and฀can฀expire. •฀ Activity฀Types฀have฀Planned฀Prices,฀which฀are฀the฀basis฀for฀Cost฀Planning฀in฀ Networks฀and/or฀WBS฀Elements. Customization: OP40, OP45, OP42, OP13 Operation: CMP2, CNR2, CM01, CM01, CM51 KP26, KL01–KL05 Workforce฀Planning:฀Planning฀Who฀Does฀What,฀and฀When Workforce฀Planning฀involves฀the฀HR฀(Human฀Resources)฀module฀of฀SAP฀to฀provide฀a฀ Personnel฀Number฀for฀use฀in฀determining฀the฀actual฀capacity฀and฀cost฀of฀providing฀an฀ individual฀resource.฀It฀is฀used฀in฀relation฀to฀a฀Work฀Centre,฀and฀an฀Activity฀Type฀that฀have฀been฀ entered฀against฀an฀Internal฀Network฀Activity฀(if฀Networks฀are฀used)฀or฀in฀Unit฀Costing฀(if฀not). •฀ When฀a฀Personnel฀Number฀is฀added฀to฀the฀Person฀Assignment฀tab฀of฀a฀Network฀ Activity,฀PS฀will฀determine฀the฀Capacity฀for฀the฀Work฀Centre฀to฀perform฀the฀task. •฀ Entering฀the฀Personnel฀number฀assists฀in฀the฀process฀of฀confirming฀time฀in฀CATS฀ (Cross-Application฀Time฀Sheets). •฀ Data฀entered฀in฀the฀Network฀Activity฀is฀available฀for฀Capacity฀Planning฀and฀ Leveling.฀However,฀the฀system฀will฀not฀prevent฀you฀from฀over-utilizing฀a฀resource.฀ Customization: CMPC Operation: CJ20N, CMP9 Revenue฀Planning This฀involves฀how฀expected฀income฀is฀planned฀and฀managed฀for฀Sales-oriented฀Projects.฀ Revenue฀can฀be฀planned฀against฀a฀project฀even฀if฀there฀is฀no฀connection฀to฀a฀Sales฀Order.฀ However,฀the฀WBS฀Element฀must฀be฀marked฀as฀a฀Billing฀Element.฀The฀revenue฀plan฀can฀ come฀from฀a฀Quotation฀or฀a฀Sales฀Order,฀if฀you฀configure฀your฀Plan฀Profile฀to฀do฀so฀ (meaning฀that฀if฀you฀tick฀the฀“Automatic฀Revenue฀Planning”฀box,฀planned฀revenue฀will฀ show฀in฀project฀reporting).฀In฀essence,฀the฀most฀basic฀of฀revenue฀planning฀(structural)฀works฀ in฀exactly฀the฀same฀way฀as฀Structure฀Cost฀Planning.฀At฀a฀detailed฀level฀(by฀Cost฀Element),฀ you฀use฀“Revenue฀Elements,”฀which฀are฀just฀Cost฀Elements฀with฀a฀special฀indicator. ch04.indd฀฀฀53 1/28/08฀฀฀4:05:14฀PM CompRef8 / SAP®฀Project฀System฀Handbook฀/฀Kieron฀Dowling฀/฀0-07-154450-X฀/฀Chapter฀4 54 SAP Project System Handbook Revenue฀associated฀with฀a฀project฀always฀shows฀up฀with฀the฀Negative฀(–)฀symbol฀in฀ reporting. Structure฀Revenue฀Planning:฀Direct฀Entry฀of฀Revenue฀Against฀a฀WBS฀ Structure,฀Without฀Regard฀to฀Revenue฀Elements It฀is฀Revenue฀associated฀with฀the฀WBS฀as฀a฀whole. •฀ It฀is฀the฀simplest฀form฀of฀revenue฀planning. •฀ It฀is฀independent฀of฀revenue฀elements. •฀ Values฀are฀entered฀hierarchically฀against฀WBS฀Elements฀to฀estimate฀the฀expected฀ revenue฀for฀a฀project. •฀ It฀is฀usually฀“Rough-Cut”—meaning฀that฀when฀more฀detail฀is฀known,฀you฀will฀ probably฀be฀more฀precise฀and฀progress฀to฀Detailed฀Revenue฀Planning. •฀ Revenue฀Plan฀can฀only฀be฀entered฀against฀“Billing฀Elements.” •฀ It฀bears฀no฀relation฀to฀Revenue฀planned฀in฀a฀Sales฀Order. Customization: OPSB Operation: CJ42 Detailed฀Revenue฀Planning:฀Planning฀Revenue฀฀ Against฀a฀WBS฀by฀Revenue฀Element Revenue฀associated฀with฀the฀WBS,฀but฀split฀by฀Revenue฀Elements฀(for฀example,฀Labour,฀ Materials,฀Travel,฀etc.). •฀ Revenue฀planning฀by฀Revenue฀Element฀is฀used฀when฀precise฀information฀becomes฀ available฀(when฀you฀know฀which฀Revenue฀Elements฀to฀use). •฀ Revenue฀Planning฀cannot฀take฀place฀in฀a฀Network. •฀ If฀a฀“Billing฀Plan”฀is฀created฀from฀within฀a฀WBS,฀the฀subsequent฀Sales฀Order฀will฀ recognize฀it฀for฀“Periodic฀Billing.”฀However,฀if฀a฀Billing฀Plan฀is฀created฀against฀a฀ Sales฀Order฀that฀is฀connected฀to฀a฀WBS,฀the฀Project฀Billing฀Plan฀will฀be฀deleted. •฀ WBS฀revenue฀planning฀can฀be฀applied฀to฀any฀Plan฀Version. Customization: OPSB Operation: CJ42 Sales฀Orders฀(SD):฀Revenue฀Planning฀via฀Sales฀Order฀(or฀Quotation) It฀is฀not฀mandatory฀to฀have฀a฀Sales฀Order฀(SO)฀associated฀with฀a฀Project฀for฀Revenue฀ Planning฀if฀Structure฀Planning฀is฀used. •฀ Revenue฀planning฀to฀a฀project฀via฀an฀SO฀is฀performed฀in฀one฀of฀two฀ways: •฀ By฀entering฀revenue฀values฀against฀an฀SO฀Line฀Item฀that฀is฀assigned฀to฀a฀WBS.฀ •฀ Creating฀a฀Billing฀Plan฀(must฀have฀a฀Cost฀Element). ch04.indd฀฀฀54 1/28/08฀฀฀4:05:14฀PM CompRef8 / SAP®฀Project฀System฀Handbook฀/฀Kieron฀Dowling฀/฀0-07-154450-X฀/฀Chapter฀4 Chapter 4: Features of Project System 55 •฀ When฀performing฀detailed฀cost฀planning฀at฀Network฀Activity฀level฀(which฀can฀only฀ be฀done฀via฀Sales฀Orders),฀revenue฀plans฀aggregate฀to฀the฀owning฀WBS฀Element. •฀ WBS฀revenue฀planning฀can฀be฀applied฀to฀any฀Plan฀Version. •฀ Network฀Activity฀revenue฀planning฀can฀only฀ever฀be฀applied฀to฀Plan฀Version฀0. Customization: OPSB Operation: CJ20N Execution Though฀not฀specific฀to฀PS,฀“Execution”฀is฀a฀generic฀term฀for฀the฀point฀at฀which฀a฀project฀is฀ ready฀to฀be฀released.฀It฀is฀usually฀the฀point฀at฀which฀“Actual”฀costs,฀revenues,฀dates,฀and฀so฀ on,฀will฀be฀posted฀to฀a฀project.฀So,฀normally,฀a฀project฀that฀has฀been฀Released฀by฀System฀ Status฀would฀fall฀into฀this฀category.฀Execution฀can฀also฀be฀controlled฀by฀User฀Status— meaning฀that฀a฀project฀can฀remain฀in฀a฀Created฀state,฀but฀can฀have฀Business฀Transactions฀ opened฀via฀a฀User฀Status.฀In฀any฀event,฀it฀is฀logical฀to฀assume฀that฀most฀projects฀reach฀this฀ phase,฀which฀would฀also฀include฀the฀Period-end. Status฀Management:฀Setting฀Project฀Restrictions฀฀ (Business฀Processes)฀by฀Status •฀ There฀are฀two฀types฀of฀Status: •฀ System—Predetermined฀SAP฀status. •฀ User—Determined฀by฀configuration. •฀ System฀status฀CRTD฀is฀automatically฀set฀by฀SAP฀when฀a฀project฀is฀created. •฀ The฀system฀Status฀set฀by฀user฀is฀restricted฀to: •฀ REL—Released. •฀ TECO—Technically฀Closed. •฀ CLSD—Closed. •฀ Other฀system฀statuses฀can฀be฀used฀to฀LOCK฀certain฀information฀within฀a฀project. •฀ System฀Status฀set฀at฀higher฀levels฀affects฀all฀lower฀levels฀(not฀so฀with฀User฀Status—it฀ must฀be฀copied฀down฀the฀hierarchy). •฀ User฀Status฀can฀be฀configured฀to฀prevent฀certain฀business฀transactions. •฀ A฀history฀of฀Statuses฀can฀be฀kept฀if฀you฀have฀configured฀the฀tick฀box฀“Change฀ Documents”฀in฀Project฀Profile฀Status฀Management.฀ •฀ A฀number฀of฀“Hidden”฀System฀Statuses฀inform฀you฀of฀past฀events,฀such฀as฀Budgeted,฀ Costs฀Planned,฀Availability฀Control,฀Date฀not฀Updated,฀Activated,฀and฀so฀on. ch04.indd฀฀฀55 Customization: OK02 Operation: CJ20N 1/28/08฀฀฀4:05:14฀PM CompRef8 / SAP®฀Project฀System฀Handbook฀/฀Kieron฀Dowling฀/฀0-07-154450-X฀/฀Chapter฀4 56 SAP Project System Handbook Actuals:฀Posting฀Actual฀Costs,฀Revenues,฀and฀Dates฀to฀a฀Project Actuals฀are฀“real”฀values฀that฀hit฀a฀project฀based฀on฀actual฀events. There฀are฀several฀ways฀that฀actuals฀can฀hit฀a฀project: •฀ Financial฀Journals฀(Cost฀and฀Revenue). •฀ Time-sheets฀(Confirmations). •฀ CO฀Postings฀(Overheads). •฀ Material฀and฀Service฀deliveries. •฀ Activity฀Allocations. •฀ Payments. •฀ Realized฀Milestones฀(releases฀Billing฀Blocks฀if฀connected฀to฀a฀Sales฀Order). •฀ Settlement฀from฀other฀objects฀(for฀example,฀Maintenance฀Orders,฀Internal฀Orders). •฀ Status฀must฀be฀REL฀to฀receive฀Actuals฀or฀TECO฀to฀receive฀realized฀commitments. •฀ A฀WBS฀must฀have฀the฀“Account฀Assignment”฀indicator฀set฀to฀On฀before฀it฀can฀ receive฀costs. •฀ Actual฀Dates฀are฀automatically฀updated฀when฀costs฀hit฀a฀project. •฀ Actuals฀are฀usually฀posted฀to฀the฀lowest฀level฀of฀a฀Project’s฀structure฀(with฀the฀ exception฀of฀Revenue). Simulations:฀Simulating฀What฀You฀Want฀to฀Do฀Before฀฀ You฀Really฀Do฀It,฀Without฀Committing Simulations฀mean฀what฀they฀say—they฀provide฀you฀with฀a฀tool฀to฀try฀things฀out฀in฀a฀project.฀ They฀carry฀the฀following฀information: •฀ Structures. •฀ Dates. •฀ Costs. •฀ Material฀components. •฀ Milestones. •฀ Billing฀plans. •฀ They฀are฀identified฀by฀what’s฀termed฀as฀a฀Version฀Key,฀which฀is฀attached฀to฀your฀ “simulated”฀project. •฀ They฀require฀a฀Simulation฀Profile,฀which฀tell฀the฀simulated฀project฀what฀type฀of฀data฀ can฀be฀managed. •฀ In฀essence,฀you฀are฀using฀all฀the฀functionality฀of฀PS฀structures฀and฀Plans,฀but฀are฀not฀ doing฀any฀actual฀postings. •฀ It’s฀a฀planning฀tool฀and฀uses฀the฀Planning฀Board฀to฀manage฀structures฀and฀฀ planning฀data. •฀ Simulations฀can฀be฀created฀from฀existing฀Operative/Standard฀projects฀and฀from฀ other฀simulated฀projects. •฀ Operative฀projects฀can฀be฀generated฀from฀simulated฀projects. ch04.indd฀฀฀56 1/30/08฀฀฀2:58:49฀PM CompRef8 / SAP®฀Project฀System฀Handbook฀/฀Kieron฀Dowling฀/฀0-07-154450-X฀/฀Chapter฀4 Chapter 4: Customization: OPUS, SPRO Operation: CJV1–CJV6 Features of Project System 57 Project฀Versions:฀Snapshots฀of฀a฀Project฀for฀Comparison฀Purposes •฀ Project฀Versions฀should฀not฀to฀be฀confused฀with฀Plan฀Versions. •฀ They฀are฀exact฀copies฀of฀a฀project,฀including฀all฀plans,฀actual฀costs,฀and฀progress฀ information. •฀ They฀are฀subject฀to฀a฀“Profile”฀that฀is฀used฀to฀determine฀the฀kind฀of฀information฀a฀ version฀will฀carry. •฀ They฀can฀be฀automatically฀created฀based฀on฀Project฀Status. •฀ They฀cannot฀be฀modified. •฀ They฀are฀useful฀when฀comparing฀baseline฀information฀with฀current฀information. •฀ They฀can฀be฀seen฀in฀most฀standard฀reports. Customization: OPTS Operation: Not Applicable Period-End฀(and฀Regular฀Processes) This฀term฀not฀only฀applies฀to฀the฀financial฀milestone฀that฀occurs฀on฀a฀monthly฀or฀annual฀ basis,฀but฀also฀to฀processes฀within฀a฀project฀that฀need฀to฀be฀performed฀on฀a฀regular฀basis,฀ such฀as฀Settlement฀and฀Billing. Settlement:฀Transferring฀Actual฀Values฀to฀the฀“Owner” Settlement฀is฀not฀mandatory,฀but฀if฀it฀is฀not฀carried฀out฀on฀a฀project฀that฀has฀received฀costs,฀ the฀project฀cannot฀be฀closed.฀The฀exception฀to฀this฀is฀a฀Settlement฀Profile฀that฀states฀“Not฀to฀ be฀Settled.” •฀ The฀purpose฀of฀Settlement฀is฀to฀balance฀a฀project฀to฀zero. •฀ It฀is฀necessary฀because฀of฀the฀temporary฀nature฀of฀a฀project. •฀ A฀project฀can฀be฀settled฀to฀almost฀any฀other฀entity: •฀ Profitability฀Segment฀(for฀Results฀Analysis) •฀ Asset •฀ Another฀Project •฀ A฀Material •฀ A฀Cost฀Center •฀ A฀P&L฀Account •฀ Settlement฀“Rules”฀must฀be฀in฀place—that฀is,฀there฀must฀be฀an฀Origin฀(by฀Cost฀ Element)฀and฀a฀Receiver. ch04.indd฀฀฀57 1/28/08฀฀฀4:05:15฀PM CompRef8 / SAP®฀Project฀System฀Handbook฀/฀Kieron฀Dowling฀/฀0-07-154450-X฀/฀Chapter฀4 58 SAP Project System Handbook •฀ Amounts฀settled฀from฀a฀WBS฀or฀Network฀can฀be฀subdivided฀by฀percentage฀or฀ specific฀amounts. •฀ Settlement฀can฀be฀performed฀“Individually”฀or฀“Collectively”฀using฀Variants. •฀ Settlement฀Rules฀can฀be฀generated฀automatically฀(CJB1฀and฀CJB2). •฀ When฀a฀WBS฀is฀deemed฀an฀Asset฀Under฀Construction,฀Settlement฀Rules฀are฀generated฀ automatically฀at฀first฀settlement. Customization: OKO7, OKEU, OKO6 Operation: CJB1, CJB2, CJ88, CJ8G, CJIC Period-End:฀Executing฀Regular,฀Cyclical฀Processes In฀Project฀Systems,฀Period-end฀Closing฀(PEC)฀is฀not฀necessarily฀based฀upon฀a฀financial฀ period.฀You฀perform฀PEC฀for฀the฀following฀reasons: •฀ Earned฀Value฀Analysis฀฀ Each฀time฀you฀run฀Earned฀Value฀(the฀process฀of฀calculating฀ the฀real฀progress฀of฀a฀project฀from฀a฀cost/time/percentage฀of฀completion฀viewpoint),฀ EV฀fields฀in฀the฀project฀are฀recalculated฀and฀overwritten. •฀ Results฀Analysis฀ Each฀time฀you฀run฀Results฀Analysis,฀RA฀fields฀in฀the฀Project฀are฀ overwritten.฀Results฀can฀be฀used฀as฀input฀to฀Settlement. •฀ Settlement฀ Depending฀on฀the฀receiver,฀Project฀costs฀are฀used฀to฀transfer฀costs฀to฀ Fixed฀Assets,฀Profitability฀Segment,฀Cost฀Center,฀and฀so฀on. •฀ Project฀Version฀ To฀take฀a฀“snapshot”฀of฀the฀project฀at฀a฀certain฀time฀in฀its฀life฀for฀ future฀comparison฀purposes. •฀ Interest฀ Calculate฀interest฀to฀be฀posted฀to฀Projects/Sales฀Orders฀and฀other฀ applicable฀objects. •฀ Periodic฀transfers฀ Postings฀relevant฀to฀cost฀accounting฀(such฀as฀telephone฀ expenses)฀are฀collected฀in฀clearing฀cost฀centres.฀The฀postings฀collected฀are฀then฀ transferred฀to฀the฀receiver฀cost฀centers฀at฀the฀Period-end.฀(Telephone฀expenses,฀for฀ example,฀are฀transferred฀to฀all฀the฀cost฀centers฀in฀the฀business฀in฀proportion฀to฀ telephone฀units฀used฀by฀the฀receiver฀cost฀centers.) •฀ Determining฀overhead฀surcharges฀ Overheads฀for฀provision฀of฀machines,฀ buildings,฀materials,฀personnel,฀and฀so฀on,฀are฀applied฀to฀costs฀using฀surcharges฀in฀ Costing฀Sheets.฀Both฀plan฀and฀actual฀values฀apply฀for฀overhead฀surcharges.฀All฀ reports฀should฀be฀run฀at฀this฀time฀to฀ensure฀results฀of฀PEC฀are฀captured. Progress฀(Part฀1):฀Updating฀and฀Reviewing฀a฀Project’s฀Progress Progress฀(Percentage฀of฀Completion—POC)฀is฀determined฀by฀several฀factors: •฀ Progress฀Version. •฀ Measurement฀Technique. •฀ Start-Finish •฀ Milestone ch04.indd฀฀฀58 1/28/08฀฀฀4:05:15฀PM CompRef8 / SAP®฀Project฀System฀Handbook฀/฀Kieron฀Dowling฀/฀0-07-154450-X฀/฀Chapter฀4 Chapter 4: Features of Project System 59 •฀ Estimation •฀ Time฀Proportional •฀ Degree฀of฀Processing •฀ Quantity฀Proportional •฀ Secondary฀Proportional฀(apportioned฀effort) •฀ Cost฀Proportional •฀ Actual฀=฀Plan •฀ Individual฀(user-exit) •฀ POC฀can฀be฀used฀as฀input฀for฀Results฀Analysis. •฀ A฀special฀CO฀Plan฀Version฀must฀exist฀for฀Progress฀analysis. •฀ POC฀is฀recorded฀in฀special฀Statistical฀Key฀Figures฀(assigned฀to฀your฀Controlling฀Area). Customization: SPRO Operation: CNE1, CNE2 Progress฀(Part฀2):฀Updating฀and฀Reviewing฀a฀Project’s฀Progress฀ •฀ Inputs฀to฀POC฀Calculation฀include: •฀ Planned฀Costs. •฀ Actual฀Costs. •฀ Influences฀for฀POC฀calculation฀are฀the฀Measurement฀Technique฀used. •฀ A฀Project’s฀POC฀is฀updated฀when฀you฀run฀Progress฀Analysis. •฀ For฀Milestone฀Trend฀Analysis,฀a฀Project฀Version฀will฀have฀been฀created฀to฀record฀ the฀“before”฀situation. •฀ Project฀Progress฀can฀be฀monitored฀in฀a฀number฀of฀ways,฀including: •฀ Planning฀Board. •฀ Standard฀reporting. Customization: SPRO Operation: CNE1, CNE2 Archiving:฀Taking฀Your฀Projects฀out฀of฀the฀Live฀System Archiving฀in฀Projects฀requires฀you฀to฀have฀the฀Deletion฀Flag฀set. •฀ Archiving฀is฀performed฀in฀three฀stages: •฀ Set฀Deletion฀Flag฀(CJ20N). •฀ Set฀Deletion฀Indicator฀in฀batch฀mode฀(set฀for฀all฀Deleted฀Projects฀in฀CN80). •฀ Perform฀Archive฀in฀CN80.฀(Networks฀are฀archived฀only฀after฀residence฀times฀1฀ and฀2฀have฀been฀met.) ch04.indd฀฀฀59 1/28/08฀฀฀4:05:15฀PM CompRef8 / SAP®฀Project฀System฀Handbook฀/฀Kieron฀Dowling฀/฀0-07-154450-X฀/฀Chapter฀4 60 SAP Project System Handbook •฀ Some฀data฀cannot฀be฀archived: •฀ Simulation฀Versions •฀ Billing฀plan฀for฀WBS฀element •฀ Invoicing฀plan฀for฀network฀activity฀or฀component •฀ Unit฀costing฀for฀network฀activity฀or฀component •฀ Additional฀attributes฀for฀project฀summarization฀using฀master฀data฀characteristics •฀ Classification฀data฀for฀summarization฀of฀WBS฀elements •฀ Classification฀data฀for฀order฀summarization฀of฀networks •฀ Characteristic฀value฀assignments฀in฀variant฀configuration •฀ Delivery฀information฀for฀networks/work฀breakdown฀structures •฀ Delivery฀addresses฀for฀material฀components฀in฀third-party฀orders •฀ Capacity฀requirements •฀ Workforce฀planning •฀ Operative฀Projects฀will฀be฀archived฀with฀their฀respective฀“Status฀Dependent”฀ Versions.฀Time฀Dependent฀versions฀must฀be฀archived฀separately Customization: Not Applicable Operation: CJ20N, CN80 Billing:฀Sending฀the฀Customer฀an฀Invoice Customer฀projects฀can฀have฀Actual฀Costs฀billed฀using฀Resource฀Related฀Billing฀(RRB). •฀ DIP฀Profiles฀are฀used฀to฀gather฀the฀relevant฀actual฀costs฀from฀both฀WBS฀Elements฀ and฀Network฀Activities. •฀ Project฀Milestones฀can฀be฀used฀to฀generate฀a฀Billing฀Plan. •฀ Sales฀Orders฀that฀are฀linked฀to฀projects฀can฀have฀their฀Billing฀Plan฀updated฀from฀ within฀a฀project. •฀ The฀project฀Plan฀Profile฀determines฀how฀the฀Revenue฀Plan฀is฀sent฀to฀the฀project. Customization: ODP1 Operation: DP91 Summary You฀should฀by฀now฀be฀pretty฀familiar฀with฀the฀main฀aspects฀and฀features฀of฀PS.฀Armed฀with฀ this฀knowledge,฀you฀can฀progress฀to฀Configuration฀(or฀Customization฀as฀it฀is฀also฀called).฀ Throughout฀Chapter฀4,฀there฀have฀been฀references฀to฀where฀the฀configuration฀is฀done—but฀ this฀does฀not฀mean฀you฀know฀it฀all฀yet;฀you฀still฀need฀to฀know฀what฀each฀configuration฀ transaction฀contains.฀In฀the฀next฀chapter,฀you฀will฀be฀shown฀how฀this฀is฀done. ch04.indd฀฀฀60 1/30/08฀฀฀2:59:30฀PM