case studies epm-sap integration ptb04 sg

Case studies on Microsoft Project EPM – SAP Integration Stavros Georgantzis, Thomas Henkelmann

The Project Group GmbH

Agenda

About TPGSome Backgrounds: Project Management in SAP

SAP R/3 and Enterprise: The PS ModuleSAP PLM (cProjects) SAP xRPM

Technologies for integration with SAPIntegration possibilities with Microsoft Project as the leading PM system

Example 1 Project oriented organization (Engineering)Example 2 Matrix organization (Household appliances)Example 3 Multinational project organization (Automotive)

About TPG The Project Group

Based in Unterhaching near Munich

Business focus: Project Management and Project Management Software

Services: Consulting and Training

Software Development

Software Implementation

Software focus: Microsoft Project, MSP AddOns and SAP integration

Some of our customers …Airport Munich (Project EPM Consulting, Construction solutions)ATLAS Elektronik (Project EPM Consulting, PSLink and TeamLink Pilot)AUDI (Project EPM Consulting)Bosch Siemens household appliances (Project EPM Consulting)Cognis special chemistry (Project EPM Consulting, PSLink Pilot)Cologne Transport Services (PSLink)DaimlerChrysler (Project EPM Consulting & Training)ELTA Systems – Israelian Aircraft Industry (PSLink)Felsomat engineering automation (Project EPM Consulting, PSLink)GE CompuNet (PSLink)Irish Rail (Project EPM Consulting, PSLink)Keiper Recaro car seats (PSLink)MAN Power Plant division (Project EPM Consulting, PSLink)Miele household appliances (Project EPM Consulting, PSLink and TeamLink)Roche Diagnostics (EPM Consulting)SAP AG (Project EPM Consulting & Training, PSLink HR integration)Siemens VDO Automotive (PSLink)TechData (Project EPM Consulting & Training)…

TPG partners..

Bogdanov assoc., Russia

diventis, Switzerland

Fulcrum, South Africa

M7, France

MATAN, Israel

Project Management with SAP

PM in SAP – 3 approaches

SAP R/3 and SAP Enterprise (Core) consists of different modules COFIPS...

SAP Enterprise provides also the Enterprise extensionsTravel extensionsHR extensionsPLM (Product Life Cycle Management)...

SAP xAppsBased on Business WarehouseCross functional integration, processes and reportingxRPM, xPD, xM&A, Employee Productivity Suite ...

SAP PS module

Provides similar functionality to Microsoft Project

Deep integration to other modules (CO, HR, FI ...)

Addresses primarily Project Manager and Project Controller

cProjects

Part of PLM (Product LifeCycle Management)

„Next Generation“ of PS

Linked to PS and other modules

xRPM

Top Level consolidation

Integrates data from different sources

Reporting, portfolio planning and resource capacity management

xRPM: Architecture Overview

MySAP MySAP FIFI

MySAP MySAP PSPS

MySAP MySAP HRHR

Microsoft Microsoft Project EPMProject EPM

OtherOtherSourcesSources

SAP xRPM SAP xRPM CoreCore

SAP Business SAP Business WarehouseWarehouse

SAP Enterprise Portal 5.0SAP Enterprise Portal 5.0

Using SAP PM solutions

Pros

Rich functionality

Detailed, status based business rules

Company wide, control, integrated reports

High Level Consolidation

Cons

User interface still not adopted

Not flexible enough (e.g. work offline, user defined customizing)

Enterprise features not easy to use (esp. for PMOs)

EPM scenarios difficult to deploy

Microsoft Project EPM Server Microsoft Project EPM Server (diff departments, sites etc.)(diff departments, sites etc.)

Putting the pieces together

SAP R/3 / Enterprise SAP R/3 / Enterprise with PS or cProjectswith PS or cProjects

(e.g. diff. country locations)(e.g. diff. country locations)

PMOPMOProject ManagerProject ManagerTeam MemberTeam Member

ManagerManagerControllerController

Dept. Leader Dept. Leader

SAP xRPM SAP xRPM

ManagerManager

SAP integration issues

Leading PM system …SAP or Microsoft Office Project?Which data are controlled on which system?

Automatic or manual synchronization?Who is working on which system (roles based concept)?How do the components interact with each other?

Technologies for Integration

Overview

Custom solutions based on Microsoft Project ERP Connector

File exchange technology

Developed jointly by Campana & Schott and The Project Group, Germany

OR

Integrated solutions, like PSLink from The Project Group

Overview Microsoft Project ERP Connector

HR importRead resources from XML (name, email etc.)Create, update and delete resourcesUpdate RBS from SAP in enterprise resource pool

Finance data exchange (CO and PS)Create new projects based on CO OrderCreate new projects based on PS WBS structuresGet actuals back to SAP system based on HR personal number and CO order

No mechanism for synchronization, locking, rules check and consistency control

ERP Connector solution starter - Technology

Server to server communication

Based on file transfer (XML)

Defines XML specificationNot SAP specific, but inspired by SAP

Source system can be any other system

More details in session of Eric Schott

Server-based data exchange

SAP

Project Server

Project Professional

Check-In with Create-Flag Create Structure / Project in SAPCheck-In with Synch-Flag Synchronization

• Business rules • Status

administration• SAP selection lists• Controlling data• SAP budget data

Defaults / Selection listsAdministrative Tasks

• Central project data store

• Holds SAP difference analysis tables

• Holds defaults/standards

• Difference analysis• Locking mechanism• Consistency check

Download Project from SAP

Open downloaded SAP project

PSLinkPSLink

Client-based data exchange

SAP

Project Server

Project Professional

Defaults /Selection lists

Synchronization

Create new Structure / Project in SAP

Synchronization Data

• Central project data store

• Hosts SAP difference analysis tables

• Hosts defaults/standards

• Business rules • Status admin• SAP selection lists• Controlling data• SAP Budget data• Difference analysis• Locking mechanism• Consistency check

Download Project from SAP

Save downloaded SAP

Project on Project

Server Administrative Tasks

PSLinkPSLink

Server vs. client based synchronization

Server basedNo direct user-interaction with SAP

Synchronization can be scheduled

Less components and functions are needed on client PCs (however, some functions are required)

Client basedTransfer data on command if necessary

Data exchange control

User-based changes in SAP (“evidence”)

Better data consistency (avoid “last-wins” situations)

Example 1 Project oriented organization

Engineering

Overview

Create project in Microsoft Project based on SAP SD Offer

Upload project to SAP PS

Project executionPlanning of tasks, schedule and resources in MSP

Cost Planning and task tracking in SAP

Automatic over night synchronization with SAP PS and SD

Sales Process

Planning tasks

New OfferProject

Customer Order

ReportingTime and Work Tracking

Automatically create new project in Microsoft Project based on SAP SD offer data

Plan details for offer in Microsoft Project

SAPPS CATS

MS ProjectServerSD Client

Customer Order

Planning tasks

New OfferProject

Customer Order


Automatically create new project in SAP PS (from Microsoft Project via PSLink)

SAPSD CATS

MS ProjectServerPS Client

Planning Tasks

Planning tasks

New OfferProject

Customer Order


Over night synchronization:Changed Order data from SDCosts from PSSchedule and work changes to SAP

SAPSD CATS

MS ProjectServerPS Client

Tracking

Planning tasks

New OfferProject

Customer Order


Over night synchronization:Actuals dates and work from SAP

SAPSD PS CATS

MS ProjectServerClient

Reporting

Planning tasks

New OfferProject

Customer Order


Multiproject reports in Microsoft Project Special PSLink reports Controlling reports in SAP

SAPSD CATS

MS ProjectServerClientPS

Example 2 Matrix organization

Manufacturing of household appliances

Overview

Create Project in SAP PS

Project Manager: Task planning and scheduling in Microsoft Project

Team Leader: Detailed planning in Microsoft Project

Tracking in SAP

Reporting in MSP and SAP

Project Creation

Dep. Leader order process

Project Creation – basic data

Create new Project (based on template) in SAP PS

Edit basic data and delete not needed elements

MS ProjectClient Server

Project planning / synchron.

Reporting

SAPCATSPS

Project Planning

Dep. Leader order process


Download SAP Project into Microsoft Project Server

Synchronize changes with SAP

SAPCATS

MS ProjectServer


Reporting

PS Client

Dep. Leader negotiation process

Dept Leader negotiation process


Reporting

Dates and Work request to dept leader Dates and Work offer to project leader Simulations and negotiation process Agreement

MS ProjectServer


SAPPS CATS Client

Reporting

Dep. Leader negotiation process


Reporting

Synchronize Microsoft Project with SAP to get reports in both systems


SAPCATS

MS ProjectServerClientPS

Management / Controlling

Project Manager

Team Leader

PSLink

SAP PS

MS Project

Architecture

Nr. TL-Status

47

48

49

50

25. 28. 01. 04. 07. 10. 13. 16. 19. 22. 25. 28. 31. 03. 06. 09. 12. 15. 18. 21. 24. 27. 30.April 2004 Mai 2004 Juni 2004

Nr. TL-Status

19

20

21

22

23

24

25

25. 28. 01. 04. 07. 10. 13. 16. 19. 22. 25. 28. 31. 03. 06. 09. 12. 15. 18. 21. 24. 27. 30.April 2004 Mai 2004 Juni 2004

TeamLink

ESS / CATS

MS ProjectProject Web Access

Example 3 Multinational project organization

Automotive

Overview

Central synchronization of multiple sites and SAP systems

Microsoft Project is the central planning and tracking tool

SAP and SAP BW are the tools for controlling and central reporting

Central synchronization of distributed SAP systems

New Projects are created in SAP Master system

Automatic Creation of new Projects in Microsoft Project Server

Synchronization of all related sites and SAP systems based on resources’ assignments

Microsoft Project Professional

Microsoft Project Server

Site systems synchronization

Master SAP System

SAP PS 1 SAP PS 2 SAP PS n

MST1MST2WBS1WBS2Task1Task2

SAP HR 1 SAP HR 2 SAP HR n

Project and PSLink databaseWBSMilestonesWork (plan & actual)Costs

Create new projects

Synch

Flag

Synch resources (Admin)

SAP IDs Status

SAP BW Reporting

Create & synch based on assignments

WBS, Milestones, Costs, Work

Extensions

…

Open in

MSP Pro

Q & A

[email protected]

case studies epm-sap integration ptb04 sg

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