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SAP PS overview

  1. 1. Ver. 01.00 WEF 27th Jan 2016 Doc. Ref. No. IBS/PCR/01 VARUN MAHESHWARI varun.Maheshwari@hotmail.com SAP PROJECT SYSTEM
  2. 2. 22 Ver. 01.00 WEF 27th Jan 2016 Doc. Ref. No. IBS/PCR/01 2 Content  SAP Project System: Introduction  SAP Project System: Functionalities  Master data  Phases in SAP PS  Project Structure  Project Builder  Project Scheduling  Project Workforce Planning  Project Procurement  Project Cost Planning  Project Revenues  Project Budgeting  Project Execution  Project Payment  Period End Process  SAP Project System: Project Analytics  Project Information System  Project Progress
  3. 3. 33 Ver. 01.00 WEF 27th Jan 2016 Doc. Ref. No. IBS/PCR/01 3 What is Project? Projects are tasks with special characteristics: •They are generally complex, unique, and involve a high degree of risk. •They have precise goals which are agreed on by you and the ordering party. •They are limited in duration and are cost and capacity intensive. •They are subject to certain quality requirements. To be able to carry out a project in its entirety, the project goals must be precisely described and the project activities to be carried out must be structured
  4. 4. 44 Ver. 01.00 WEF 27th Jan 2016 Doc. Ref. No. IBS/PCR/01 4 SAP PS Introduction  SAP Project System (PS) is a Project Management module in SAP that assists us throughout the lifecycle of a project.  Projects in PS are normally given an appropriate structure to allow dates, resources, costs, budgets and payments to be planned, controlled and monitored transparently. Hierarchies are used for evaluating aggregated data, allocating budgets and defining responsibilities.  SAP Project System (PS) module is seamlessly integrated with both the Logistics and Accounting modules in SAP (like MM, HR, SD, PP, PM, FI, CO, FM etc.)  Projects in PS are broadly classified as:  Customer / Revenue Projects  Investment / Capital Projects  Costs / Overhead Projects
  5. 5. 55 Ver. 01.00 WEF 27th Jan 2016 Doc. Ref. No. IBS/PCR/01 5 Phases in SAP PS The project itself comprises several phases. A high degree of precision is required when planning and coordinating large and complex projects. When planning the flow of a project, you will schedule deadlines and dates, make resources available, and assign funds. The Project System gives you the support you need in all project phases.
  6. 6. 66 Ver. 01.00 WEF 27th Jan 2016 Doc. Ref. No. IBS/PCR/01 6 Project Structure  Project definition: The project definition is the binding framework for all organizational elements within a project.  Work Breakdown Structure Hierarchically structured elements to build up project organization and enable top-down/bottom-up scenarios for project management (time, costs, resources), as well as assignment of all kinds of related objects, activities.  Activities (Network) Chains of activities linked via relationships provide network technique to model the projects’ process flow and allow typical functions like scheduling, capacity planning, or procurement on them.  Milestones Key dates assigned to the WBS or to activities to trigger subsequent functions.
  7. 7. 77 Ver. 01.00 WEF 27th Jan 2016 Doc. Ref. No. IBS/PCR/01 7 Coding Mask • Coding mask serve as a display option for complex project number • Used to derive the hierarchy of a work breakdown structure from the number of their WBS element. Coding mask for Project Project created with coding mask
  8. 8. 88 Ver. 01.00 WEF 27th Jan 2016 Doc. Ref. No. IBS/PCR/01 8 Project Creation in Project Builder (CJ20N) The Project Builder provides you with a user-friendly access into the Project System and integrates all of the user-specific functions. In the Project Builder, you can create, display, and process all the data of a given project structure. The screen is split into three areas. At the top left, you see an overview of the structure of the created project (we refer to this as the structure tree). Beneath this, you see the work list area and the template area. On the right-hand side of the screen, you see the work area.
  9. 9. 99 Ver. 01.00 WEF 27th Jan 2016 Doc. Ref. No. IBS/PCR/01 9 Project scheduling • Project System provide various date planning functions. Flexible scheduling techniques can be used to calculate earliest/latest dates, floats or critical paths within projects. • Dependent dates, such as requirement dates of materials, services or capacities, billing dates or periods of planned costs can automatically be derived from planned dates. • Comparing forecasted, planned and actual dates you can easily identify deviations from your project plan. • Additional tools such as Progress Tracking, Subnetwork Monitor, Simulations or Milestone Trend Analysis enables you to manage the dates of your projects efficiently.
  10. 10. 1010 Ver. 01.00 WEF 27th Jan 2016 Doc. Ref. No. IBS/PCR/01 10 Workforce Planning • For detailed workforce planning you can assign organizational units or individual personnel resources to work packages of your project. • Because of the tight integration of Project System to Human Capital Management you can directly access the availability or even qualifications of employees if required during workforce planning.
  11. 11. 1111 Ver. 01.00 WEF 27th Jan 2016 Doc. Ref. No. IBS/PCR/01 11 Material and external service planning • If you assign material components to Networks you can plan material requirements based on your project schedule, check the material availability and trigger the material procurement and delivery later on. • Functions such as project specific bills of material, bill of material transfer, the open catalog interface or integrations to Integrated Product and Process Engineering (iPPE) helps you to plan materials efficiently in Project System. • In order to plan external services you can directly use purchasing info records, outline agreements or service specifications from Materials Management in Project System. The open catalog interface allows you to select services also from internal or external service catalogs
  12. 12. 1212 Ver. 01.00 WEF 27th Jan 2016 Doc. Ref. No. IBS/PCR/01 12 Cost Planning Structural Cost Planning: It is the most basic for of cost planning. Strong hierarchy of WBS-Elements can be used to plan costs in a top-down- as well as in a bottom-up-procedure. For this, the detail can vary from overall to periodical values, also on a cost element level. Easy Cost Planning: Predefined calculation templates presented in a highly configurable, HTML-based user interface provide an end-user focused easy- to-understand environment. It is an easy-to-use tool to plan costs by cost elements in a quantity structure.
  13. 13. 1313 Ver. 01.00 WEF 27th Jan 2016 Doc. Ref. No. IBS/PCR/01 13 Revenue Planning • Structural Revenue Planning: Revenue can be planned directly within the WBS hierarchy on Various level. • Project/Sales order billing Plan: The billing plan provides revenue planning by percentage or as overall values either via the project or the sales order. • Milestone Billing: Dates and progress of milestones are used to trigger the billing procedure. • Resources related billing: Planned resources are used to feed the projects sales price calculation. During execution, actual costs can be used to derive the billing. The flexible and easy-to-use Dynamic Items Processor supports this.
  14. 14. 1414 Ver. 01.00 WEF 27th Jan 2016 Doc. Ref. No. IBS/PCR/01 14 Budget Management  Project Budgeting along the Work Breakdown Structure The projects’ cost plan are the basis for deriving the original budget. After the approval, this can be used to control the budget availability against the expenditures during the execution phase. Additionally, the original budget can be broken down into smaller packages of released budget to allow an even more accurate availability control. All budgets can be planned by year or as overall values. Project Cost Plan Original Budget + Supplements - Returns Budget Approved Yearly Budget !Released Budget Budget availability control enables you to control costs actively by issuing warnings and error messages when tolerance limits of the budget are exceeded because of assigned values. Budget Availability Control
  15. 15. 1515 Ver. 01.00 WEF 27th Jan 2016 Doc. Ref. No. IBS/PCR/01 15 Budget Management Budgets can be distributed hierarchically within the project structure. If required you can successively release budgets and post updates, such as budget supplements or returns. Budget Release: In the project system there is a release function with which you can successively release budget. A release is based on the current budget, meaning the original budget that has been changed by supplements, returns, or transfer posting. Budget Supplement If the funds provided are not sufficient, the Project System enables you to use budget supplements, which can be used on the project. Budget transfer (CJ34) In an area of responsibility, budget run low on a project, while on another project there is still sufficient budget. You can use transfer postings to provide a project with available budget from another project.
  16. 16. 1616 Ver. 01.00 WEF 27th Jan 2016 Doc. Ref. No. IBS/PCR/01 16 Project Execution-(Time) • HR • CO • MM • CS • PS Time Tracking Time Release Time Approval Transfer M T W T FTarget 6 3 8 4Project / HR 8 2 5 4Cost Center / HR CATS Internal & External Persons • In the execution phase of projects confirmations can be used to document the actual work performed and the progress of individual work packages. • Using confirmations you can also enter forecast information such as the remaining work or duration. • Because of confirmations the dates and capacity requirements of your project will be adapted and actual costs are posted automatically to the project.
  17. 17. 1717 Ver. 01.00 WEF 27th Jan 2016 Doc. Ref. No. IBS/PCR/01 17 Project Execution-(Time)  Cross Application Time Sheet CATS Once a project is released, actual time/cost can be booked against the project. Besides using a manual confirmation, CATS offers an ergonomic time entry interface.  Before times are transferred to the target applications, entered times can be approved and released. The entered times lead to appropriate actual times and costs on the projects. Full change and cancellation handling are also provided.
  18. 18. 1818 Ver. 01.00 WEF 27th Jan 2016 Doc. Ref. No. IBS/PCR/01 18 Payment  Project Cash Management Project-related payments can be planned either manually, based on project cost plan, or supported by various tools like invoice/ billing plans or down payment requests. During execution, payment relevant postings - through integration of other SAP Solutions – are feeding Project Cash Management and provide the most accurate information possible on incoming and outgoing payments.  Payment Flow Analysis / Interest Calculation Payment information can be used to run various analysis as well as an interest calculation. Cash In Cash Out Interest Calculation Payment Flow Analysis
  19. 19. 1919 Ver. 01.00 WEF 27th Jan 2016 Doc. Ref. No. IBS/PCR/01 19 Period End Process • You can perform various period end closing procedures on your project to ensure that all project data belonging to a period is determined and available for purposes of enterprise control. • You can use the Schedule Manager to easily plan, carry out and control your period-end closing procedures.
  20. 20. Ver. 01.00 WEF 27th Jan 2016 Doc. Ref. No. IBS/PCR/01 Project Analytics
  21. 21. 2121 Ver. 01.00 WEF 27th Jan 2016 Doc. Ref. No. IBS/PCR/01 21 Project Information System Workforce Structures  Logistical Infosystem Structures/Dates/Procurement  PS Infosystem Finance Controlling/Finance/Payment  Capacity Information System Workload/Workforce Planning Controlling Hierarchy & Cost Element Reporting
  22. 22. 2222 Ver. 01.00 WEF 27th Jan 2016 Doc. Ref. No. IBS/PCR/01 22 Project Progress Cost-to-Complete Progress Analysis Milestond Trend Analysis Progress Tracking  X X  Progress Analysis/ Earned Value  Cost-to-Complete  Milestone Trend Analysis  Progress Tracking

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