sap ag csu chico project system module(ps) presented by: greg martinez paula erickson

SAP AG

CSU Chico

Project System Module (PS)

Presented by:

Greg Martinez

Paula Erickson

SAP AG

CSU Chico

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

SAP AG

CSU Chico

PS

Organizational Areas in R/3

AccountingAccounting

Cost accountingCost accounting

ProductionProduction

Sales organizationSales organization

Sales areaSales area

Purc.organizationPurc.organization

Company codeCompany code

Business areaBusiness area

Controlling areaControlling area

Prof.segmentProf.segment

FMFM areaarea

Human resourcesHuman resources

PersonnelPersonnel

areaarea

PlanningPlanning PlantPlant

TreasuryTreasury

SalesSales

PurchasingPurchasing

WarehouseWarehouse

Plant Maintenance/Plant Maintenance/ServiceService

Maintenance

PlantPlant

SAP AG

CSU Chico

Organizational Structures: Accounting

Controlling areaControlling area10001000


Company codeCompany code10001000


Fin.mgt areaFin.mgt area10001000





BusinessBusinessarea 4000area 4000BusinessBusinessarea 4000area 4000





Operating concernOperating concernIDEAIDEA

Operating concernOperating concernIDEAIDEA

SAP AG

CSU Chico

Valuation levelValuation levelValuation levelValuation level

Organizational Structure: Logistics

Storage loc.003(WMS store)

Storage loc.003(WMS store)





Sales organizationSales organization00010001

Sales organizationSales organization00010001

Sales pathSales path 01 01

Sales pathSales path 01 01

Division 06Division 06Division 06Division 06

Division 08Division 08Division 08Division 08

Plant 1200Plant 1200 Plant 1300Plant 1300

Shipping point0006

Shipping point0006

Shipping point1200

Shipping point1200

Storage location0001




Purchasing organizationPurchasing organization10001000

Purchasing organizationPurchasing organization10001000

SAP AG

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

SAP AG

CSU Chico

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 (company’s mail department)

SAP AG

CSU Chico

Organizational Elements and Master Data 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 - specific system setting in customizing - it is the framework

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CSU Chico

Cost centerCost centerCost elementCost elementActivity typeActivity typeProfit CenterProfit Center

Master Data Central Functions

ClassesClassesCharacteristicsCharacteristicsObject dependenciesObject dependenciesDocumentsDocuments

PersonPersonQualificationQualificationprofileprofile

Human ResourcesHuman Resources

TreasuryTreasury

CommtCommtitemitem

Capital investment management

PurchasingPurchasing

MaterialMaterialActivity masterActivity masterVendorVendorPurc.info recordPurc.info record

Work centerWork centerBOMBOMPRTPRT

G/L accountG/L accountChart of accountsChart of accounts

Plant Maintenance/Plant Maintenance/ServiceService EquipmentEquipment

AssetAssetCI programCI program

AccountingAccounting

NetworkNetwork

ProductionProduction

WBSWBS

Maintenance

Cost AcctgCost Acctg

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CSU Chico

Controlling Levels

CapitalCapital InvestmentInvestment CostsCosts RevenuesRevenues

PersonnelPersonnel AssetsAssets MaterialsMaterials DepartmentsDepartments

Actual

ActualPlan Plan

Budget

BudgetFds com

mt

Fds comm

t

Result

ResourcesResources

Value Time

VendorVendor CustomerCustomerS & DS & DProductionProduction ProcurementProcurement

Management

Controlling

Execution

SAP AG

CSU Chico

Project TasksCross-department

AgreementsHierarchy of tasks

Planning and Controlling

Production

AccountingSales

Costs

Dates

Resources

Purchasing

Budget

SAP AG

CSU Chico

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

SAP AG

CSU Chico

- Investment- Investment- Marketing - Marketing - Make-to-order- Make-to-order production production- Asset- Asset construction construction- Shutdown- Shutdown- Services- Services- Plant- Plant

maintenance maintenance- R & D- R & D- EDP projects- EDP projects

- Structures - Structures - Time scheduling - Time scheduling - Project plannimg- Project plannimg board board - Cost planning- Cost planning- Financial data- Financial data- Budget- Budget- Info system- Info system

UseUse ViewsViews

- Materials- Materials Management Management- Cash Management - Cash Management - Resources- Resources- Operating results- Operating results- Controlling- Controlling- Periodic processing - Periodic processing - Configuration- Configuration- Workflow- Workflow- Investment - Investment Management Management

PSFunctionsFunctions

Project System

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CSU Chico

IntegrationPPSD

Quotation Order Billing document

Purchase requisition Purchase order Goods receipt Invoice receipt Material issue

COCO

FIFI

Order Surcharges Distribution Assessment Activity allocation

Invoice

Asset under construction Settlement

Plant maintenance order Settlement

Plan order Production order Settlement

PM AMAM

MM

SAP AG

CSU Chico

Integration of Financial DataPurchase requisition Purchase

order

Down paymentrequest

Quotation

Financialbudget

Expenditure

Revenue

PaymentBankclearing

Goodsissue

Downpayment

Bankclearing

Invoiceissue

PaymentSales order Down

payment request

Down payment Delivery

Invoicereceipt

FIFI

SDSD

MMMM

FIFI

PSPS

> 3.0

> 3.0

> 3.0

SAP AG

CSU Chico

Integration Example: Vendor Down Payment Purchase Purchase

order itemorder item

Down payment clearingDown payment clearing

Invoice checked againstInvoice checked againstdown payment documentdown payment document

Down paymentDown payment

InvoiceInvoice

PaymentPayment

Difference betweenDifference between invoice and downinvoice and down payment clearingpayment clearing

Down paymentDown paymentrequestrequest

SAP AG

CSU Chico

Integration Example: Purchasing

OrderingOrderingOrderingOrdering

InvoiceInvoiceverificationverification

InvoiceInvoiceverificationverification

BE

GoodsGoodsreceiptreceiptGoodsGoodsreceiptreceipt

PurchasePurchaserequisitionrequisition

Purchase orderPurchase ordermonitoringmonitoring

BidBidinvitationinvitation

Entry ofEntry ofquotationquotation

VendorVendorselectionselection

?=

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CSU Chico

Function Model (5)Status/Phase

Project definition

Network

Workbreakdownstructure

. . .. . .

Budgett

Release. . .. . .

PPorder

. . .. . .

Co

mm

itm

en

t,c

ost

s,

rev

en

ue

s

Confirm-mation

T I M ET I M E

Structuring Planning Approval Execution

Concept StructureCostsDates Budget Actual data

Co

sts

Dat

es

Structuring Closing

Settlement

. .

..

. .

Set

tle

me

nt

Set

tle

me

nt

Set

tle

me

nt

Set

tle

me

nt

SAP AG

CSU Chico

Operative Structures in Projects

WBS

Project definitionProject definition

NetworkNetwork

SAP AG

CSU Chico

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)

SAP AG

CSU Chico

Master Data

Basic dates

Organizational units

Work breakdown structure

Budget

Costs

Basic dates

Responsibility-orientedorganization

Network

Process-orientedorganization

Dates

Resources

Resource costs

1:N1:N1:N1:N

Project definition

SAP AG

CSU Chico

Project Definition

Default valuesDefault values Company codeCompany code CurrencyCurrency Settlement ruleSettlement rule

Organizational Organizational outlineoutline

Controlling areaControlling area

PlanningPlanningparametersparameters For datesFor dates For costsFor costs

April7

DatesDates Basic dates forBasic dates for

entire projectentire project

March31

April6

SAP AG

CSU Chico

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

SAP AG

CSU Chico

Work Breakdown Structure

Financial dataFinancial data CustomerCustomer VendorVendor

Periodic processingPeriodic processing SurchargesSurcharges SettlementSettlement

CommitmentCommitment Purchase requisitionPurchase requisition Purchase orderPurchase order

Purchase order

BudgetBudget Original budgetOriginal budget Release budgetRelease budget

DatesDates Basic datesBasic dates Scheduled datesScheduled dates Actual datesActual dates

April7

CostsCosts Planned costsPlanned costs Actual costsActual costs

SAP AG

CSU Chico

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

SAP AG

CSU Chico

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

SAP AG

CSU Chico

Structure of a WBS

Currency

DocumentsPS textsMilestones

Subproject

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CSU Chico

Network

SchedulingScheduling RelationshipsRelationships ConstraintsConstraints FloatsFloats Critical activitiesCritical activities

April7

ControllingControlling Earned value reportsEarned value reports Capacity loadCapacity load

Periodic processingPeriodic processing SurchargesSurcharges SettlementSettlement

MaterialMaterial Purch. parts / assembliesPurch. parts / assemblies DatesDates Costs, commitmentCosts, commitment

External processingExternal processing ServicesServices DatesDates CostsCosts

Internal processingInternal processing WorkWork DatesDates CostsCosts

SAP AG

CSU Chico

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

SAP AG

CSU Chico

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)

SAP AG

CSU Chico

Structure of a NetworkNetwork header

InternalprocessingInternalprocessing

PS texts

ExternalprocessingExternalprocessing

Services

InternalprocessingInternalprocessing

Material components

Production resources/tools

Qualification

Int. processed element

Gen. costselement

Ext. processedelement

Documents

Generalcosts activityGeneralcosts activity

ExternalprocessingExternalprocessing

Milestones

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CSU Chico

RelationshipsAssemblyProduction

FS relationship

DesignPurc.order

Purc.orderSS relationship

Start-upSF relationship

Workscheduling

BOM

FF relationshipDesign

Acceptance

SAP AG

CSU Chico

Work Breakdown Structures and Networks NetworkWBS

13 Elevator13-1 Engineering13-1-1 Elec.parts13-1-2 Mech.parts

1000 Layout1030 Engineering: Mech.parts1050 Engineering: Elec.parts1120 Procurement:: Car1080 Procurement: Mech.parts

13-2 Procurement13-2-1 Elec.parts13-2-2 Mech.parts

1060 Procurement::Motor1100 Procurement: Elec.

parts 1140 Assembly2000 Acceptance1170 Release3000 Insurance

13-3 Assembly13-4 Insurance

13-1-113-1-1

13-1

13-1-213-1-2

13-113-1 13-213-2

13-2-113-2-1 13-2-213-2-2

13-413-413-313-3

1313

1000 1170

10801080

11201120

10601060

11001100

1030103010501050

10001000

11401140

20002000

30003000

11701170

11001100

10601060

10501050

10001000

30003000

11401140

20002000

11701170

10301030

11201120

10801080

SAP AG

CSU Chico

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

SAP AG

CSU Chico

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

SAP AG

CSU Chico

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

SAP AG

CSU Chico

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

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CSU Chico

Closing

Project closing

Collecting all costs

Settling the costs

Closing the structures