les demo script.doc

Integrated Financial and Capacity Management

in RPM

Purpose

This scenario leads you through the process of managing IT projects with RPM with respect to the

integrated financial and capacity planning. It starts with the creation of a new initiative and underlying

projects, covers financial and capacity planning, the transfer of capacity demand to roles in an

assigned operational project in cProjects, the staffing of resources, time confirmation with CATS, the

integration of financials back into RPM and the roll up from items to initiatives and buckets for a

comprehensive overview.

This scenario focuses on the new features provided with release 4.5 of SAP Resource and Portfolio

Management.

SAP Resource and Portfolio Management is a comprehensive solution designed to improve the

execution of complex projects in research & development (R&D) and IT organizations. SAP RPM

integrates information from existing project management, human resource, financial, and time tracking

systems to provide an overview of the project portfolio, with easy drill down to details for portfolio

managers, executives, project managers, resource managers, and employees.

SAP RPM pulls and organizes scattered data into a collaborative "dashboard" for project and

executive leaders as well as resource managers and team members. By putting more information and

advanced tools at their fingertips, SAP RPM helps portfolio managers more effectively choose and

execute new sources of revenue. It helps them answer questions such as:

- Is the project aligned with corporate goals?

- Are the most skilled employees involved?

- What are the risks or impact of a delay?

SAP RPM is designed around roles within an organization, ranging from individual contributors on

projects through to executive management.

Key benefits:

- Improve productivity by effectively monitoring, analyzing and managing major enterprise

projects

SAP Demo Systems of 41 Last saved 10/31/2008 05:25:00 PM

IDES IT Portfolio RPM 4.5 Script

- Improve time-to-market by speeding up project delivery cycles for strategic initiatives and get

the right resources to the right projects

- Reduce project failure rates by identifying and addressing at-risk projects earlier

- Reduce integration costs by leveraging pre-built integration with FI/CO, HCM and PLM

- Reduce personnel costs by improving utilization, reduce turnover and associated new-hire

costs

System Access Information

This paragraph gives you the generic system access information needed to run this process.

System Landscape

System Landscape, this Process is built in

This scenario was built in the IDES Cross-Industrie ECC master and therfore this scenario can be

run out of any IDES landscape refreshed from ID3/800.

Please see the the Demo@SAP landscape viewer for available systems landscape information.

Solution Components used in this Process

SAP RPM 4.5

SAP cProjects 4.5

SAP Netweaver 2004S

mySAP ERP with Enhancement Pack 3

Please check the currently valid system ids and active clients on the tab strip SYSTEMS of this

process in the Demo Database.

Users

Predefined User (Role) Password Components

IT-PO WELCOME Portal / RPM/ cProjects



http://xads.wdf.sap.corp:8001/xads.asp?zlc_viewer/main.htm

Process Flow

1. Planning

a. Do Financial and Capacity Planning on Initiative Level

b. Do Financial and Capacity Planning on Item Level

c. Show integration between Capacity and Financial Planning

d. Detailed task-based demand planning for cProjects roles

e. Roll-Up role demand to RPM Capacity Planning

f. Do Cost Planning in PS

i. Prepare accounting in cProjects

ii. Perform calculation

iii. Look at the planning results

iv. Make additional planning with Easy Cost Planning

g. Upload planned cost data from PS to RPM Financial Planning

h. Roll-Up financial planning information to initiative and bucket

2. Actuals during project lifecycle

a. Do staffing for cProjects role

b. Report time in ESS/CATS

c. Transfer confirmed working time from CATS to cProjects and Accounting

i. Upload Recorded hours to cProjects with report DPR_CATS_Trans

ii. Upload evaluated hours to Accounting Object (based on activity type from infotype

0315 and planning information from cost center assignment of employee - KP26)

d. Upload Actuals from Accounting to RPM Financial Planning

e. Roll-Up financial planning information to initiative and bucket



Procedure

Strategy: The IT department of Robotic Solutions Inc. has an overall budget of 30 million Euros per

year. Their portfolio is subdivided in Application development projects and Infrastructure projects. The

Application development bucket contains projects that focus on developing new functionality. The

bucket is subdivided into an “Innovation” bucket and a “Miscellaneous” bucket.

The Infrastructure bucket contains the projects for maintaining and improving the current

infrastructure. They are subdivided further into Must-Have and Maintenance Projects. One of the

strategic goals of the IT portfolio manager is to increase his budget for “Application development” and

especially for “Innovation”. Those are the reasons to choose this portfolio structure.

Scenario content: This scenario is based on the assumption to use the automated integration from

cProjects to PS using the task based automatic replication of WBS elements.

Nevertheless, you can use this scenario as master for the other six existing integration scenario types.

We indicated in the steps at which point there will be a difference to the standard script and give some

hints to handle the difference in the scenario.



Master Data

The following master data has been created in RPM. There are existing initiatives with related items

and with the respective cProjects projects linked to them.



TOP

NAVIGATION

LEFT

NAVIGATION

PANALE

The scenario description is based on the existing master data in the system. In the example we use

the integration functionality from cProjects to the Accounting with PS and an automatically created

structure based on the cProjects tasks.

In case you need to work with a different integration type, please see section for ‘Preparation of new

Master data for the execution’.



Preparation of new Master data

You will need to create at least a new initiative and a new item that is assigned to this initiative. The

item must be created with an assigned cProjects project.

The creation of the master itself is not part of this scenario but if you create it please use the following

settings to be sure the process runs properly.

Initiative:

Field Data

Initiative type 3500 – IT Initiative New

Currency American Dollar

Financial Period Breakdown: Monthly

Capacity Period Breakdown Monthly

Unit Person day

Item:

Field Data

Item type IT Project (cProjects Integration) New

Automatically create a cProjects project

when this item is created

X (checked)

cProjects Template Choose one from these 7 templates.

The templates are based on 7 different project types in

cProjects. The main difference between these project

types is the integration to the Accounting. The

difference is also related in the name:

- 3500 - PS automatically role based

- 3500 - PS automatically task based

- 3500 - PS manually role based

- 3500 - PS manually task based

- 3500 - Internal order automatically



- 3500 - Internal order manually role based

- 3500 - Internal order manually task based

Show Portfolio Structure

Portfolio:

A portfolio reflects the strategic structure of a company. There could either be one portfolio for the

overall company, or different portfolios, reflecting independently managed areas. One portfolio is a

single entity and not related to other portfolios.

Logon to the Portal as Portfolio Manager named IT-PO with password welcome (case sensitive).

1. Select Portfolio Management -> Portfolio Management in the TOP NAVIGATION

2. If the portfolio Portfolio for IT Projects is not selected and shown in the top area of NAVIGATION

PANEL, click on Other Portfolio in the NAVIGATION PANEL and tick the check box

and select the portfolio Portfolio for IT Projects.

Graphic 1: Select Portfolio



Buckets:

An administrator defines the portfolio header and its underlying buckets. The overall structure of a

portfolio is reflected in the hierarchy of buckets, which allows a flexible categorization of portfolios.

The bucket hierarchy can be structured into any level of detail. Each bucket can have several sub-

buckets. The bucket hierarchy can be flexibly defined based on the set up of the company.

Each bucket can have its own planning timelines and field services (questionnaires, scoring models),


2. Select Portfolio Structure of buckets in the NAVIGATION PANEL

3. Open the Portfolio Structure by clicking on the arrows in front of the buckets

4. Optional: Click on the bucket “3510 Projects” and navigate to the bucket settings. Explain the

settings.

5. Navigate into FINANCIAL PLANNING in the NAVIGATION PANEL. Show budget for bucket

“3510 Projects”. For this you must select the radio button FINANCIAL VIEW. This should be

30 Million USD for 2008. To show the budget choose the view.

6. Click on other bucket and select the bucket “3511-1 Innovation”.

7. Navigate into FINANCIAL PLANNING for bucket “3511-1 Innovation”. Show budget for bucket

“3511-1 Innovation”. This should be 6 Million USD for 2007.

8. Explain Top Down distribution and Bottom-up aggregation based on the views

Details on the integration settings are given in the section Explanation – Integration of financial

views.

the view “Budget Bucket” has been maintained manually on bucket level

the view “Bugdet Initiative” has been maintained manually at the level of the initiative and

roll-up automatically on the bucket level

the view “Budget Items” has been maintained manually on the item level and roll-up

automatically on the bucket level

the view “Plan.Cost.Roles (Role functions)” has been integrated from roles in assigned

cProjects project taking into account the demand of the assigned role functions



the view “Plan.Labor.Cost (Cost Rate)” has been integrated from the capacity management

in RPM using generic cost rates for the evaluation

the view “Plan.Cost.Proj.” should be maintained automatically on the item level for planned

project costs (value type 01) with the cost upload between RPM and cProjects or ERP cost

objects (internal order or wbs elements) and roll-up automatically on the bucket level

the view “Actual Cost.Proj.” should be maintained automatically on the item level for actual

project costs (value type 04) with the cost upload between RPM and cProjects or ERP cost


9. Navigate into CAPACITY PLANNING in the NAVIGATION PANEL. Show budget for bucket

“3510 Projects”. For this you must select the radio button CAPACITY VIEW. This should be

2400 days. To show the budget choose the view.

10. Explain Top Down distribution and Bottom-up aggregation based on the views

Details on the integration settings are given in the section Explanation – Integration of financial

views.

the view “Budget Bucket” has been maintained manually on bucket level

the view “Bugdet Initiative” has been maintained manually at the level of the initiative and

roll-up automatically on the bucket level

the view “Forecast” has been maintained manually on the item level and roll-up automatically

on the bucket level; this view is integrated to the financial view “ Plan.Labor.Cost (Cost

Rate)”

the view “Planned” has been integrated from cProjects using the planned demand for the

cProjects roles assigned to role functions

the view “Allocated” has been integrated from cProjects using the already allocated resource

capacity of the roles assigned to role functions

the view “Actual” should be maintained automatically on the item level for actual project time

confirmation (value type AT) with the cost upload between RPM and cProjects or ERP cost




Explanation / Information

Planning Integration – Bottom up Procedure

Graphic 2: Graphical overview of the rollup procedure from item to bucket



General Integration settings of financial and capacity views

Graphic 3: General Integration settings - Overview



Graphic 4: View oriented integration settings



Planning

Do Financial and Capacity Planning on Initiative Level

Initiative:

The initiative is used in the process of discovering, designing, and developing new products within a

company, and introducing these products to the market. This innovation process follows predefined

innovation process templates where decision gates and phases are defined.

This initiative is intended to complement the Portfolio (XAP-RPM) and Project (PLM-CPR) components

to support additional program management requirements and related decision flows (with the decision

flow management).


2. Select Initiative Dashboard in the NAVIGATION PANEL

3. Select the initiative that you just created

Financial Planning:

In the financial and capacity planning sheet of the portfolio initiative, several financial and capacity

categories and category groups are specified to reflect cost categories. There are different views on

the financial data: e.g. Budget item and Actual cost values support the analysis of variances between

initially estimated and actual values.

Data from underlying Items can be rolled-up to allow a comparison of forecasted program information

(entered within the initiative) with aggregated bottom-up information from the assigned items.

The category groups view allows to change e.g. the forecasted cost data. Any changes are summed

up to the different views on category level.

1. Select Financial Planning in the NAVIGATION PANEL.

2. Please note that the dates in “Current Planning Period” are inherited from the bucket settings.

3. Select the radio button Financial Views to explain the five different views.

4. Explain the view Budget initiative.

5. In the field Timeline Displayed, put in the following values:

Field Data

Plan Start Date 01/01/2008



Plan Finish Date 31/12/2009

6. Click on

7. Open up view Budget Initiative.

8. Expand all by clicking on

9. Click on Financial Category “General” to drill down.

10. Click on ‘Distribution’. Enter the following:

Field names Values

Valid from 01/01/2008

Valid to 31/12/2009

Required

amount

900.000

Action type Set required

financial amount

Calculation

base

Complete interval

11. Click on confirm and see that the value has been spread over the period.

12. Save your data by clicking on .

Capacity Planning

The capacity planning sheet supports a long-term, strategic resource demand planning. The capacity

planning view specifies how many resources will be needed for the given planning period, based on

capacity categories. For the initiative the demand of resources for the complete program is planned on

a high level basis. Information from the single items of the initiative are roll-up for comparison reasons.

Within the portfolio, the demand is planned on this aggregated level to get an idea of the future

demand for the portfolio item and identify potential bottlenecks. The portfolio demand is aggregated

from operational systems (cProjects operational role demand) or defined in the portfolio itself

(forecasted demand).



By clicking on a capacity category, the demand for the corresponding category group is shown. Any

changes made within the detailed groups will be aggregated up to category level.

1. Select Capacity Planning in the NAVIGATION PANEL.


3. Select the radio button Capacity Views to explain the different views.

a. Budget Initiative – high level manual planning for initiative

b. Forecast – rolled up information from the assigned items

c. Planned – Planned demand based on cProjects roles – rolled up from the items

d. Allocated – Allocated resources to cProjects roles – rolled up from the items

e. Actual – Actual bookings integrated from Accounting application

4. In the field Timeline Displayed, put in your project start and end date.

Field Data

Plan Start Date Today’s date

Plan Finish Date Today’s date + eight months

5. Click on

6. Open up view Forecast.


8. Click on Capacity Category “Internal IT” to drill down.

9. Maintain the following data depending on what the current month is (values are all in PDA

(=Consulting Day):

If you use a multiple of 6 you will get a round sum in the end.

MonthCapacity Category Groups (PDA)

Project

Manager

Software

Engineering

Developmen

t

Technology

Engineering Quality Support

January 60

February 60

March 60 60

April 60 60 48 60



May 60 60 48 60

June 60 60 48 60 12

July 60 18 18

August 60 48 48 24

Septemb

er 60 48 36

October 60 48 48 48

Novemb

er 60 48 48 48

Decembe

r 60 48 48 48


Do Financial and Capacity Planning on Item Level

Item:

RPM works with Portfolio Items – generic objects representing e.g. proposals, projects, concepts

(anything that should be analyzed within a portfolio). Each portfolio item is assigned to a bucket or an

initiative.

The portfolio item details show general information on item type, name, ID, description, portfolio area,

etc.

The portfolio manager creates a new proposal item that should be analyzed within the portfolio of

existing initiatives, projects and other proposals. Basic data is filled in (description, schedules, location,

etc.), planning units are specified (e.g. monthly planning) and corresponding stakeholders are granted

access to this proposal.


2. Select Initiative Dashboard in the NAVIGATION PANEL

3. Select the Initiative you created

4. Select Item Dashboard in the NAVIGATION PANEL.

5. Create a new item with



6. Select Bucket 3511-2 Miscellaneous and click

7. Select item type IT Project (cProjects Integration) New and click

8. Enter the following parameters:

Field name Values

Name FI/CO Implementation

External ID 3511-2_Exx 1

cProjects Template 3500 – PS automatically task based

Plan Start Date Beginning of current month (DD/MM/YYYY)

Plan Finish Date Plus 12 month

Area, Location Select from the dropdown

Category, Subcategory, Group, technology type and stage

Select from the dropdown

Automatically create a cProjects project when this item is created

Make sure that checkbox is activated

9. Save your data by clicking on

Now item is stored in the database and the according cProjects project is created from the selected

template.

Financial Planning

In the financial and capacity planning sheet of the portfolio item the same financial and capacity

categories and category groups as in the initiative (or also buckets) are specified to reflect cost

categories. There are also the same views.

Operational data from underlying Financial Systems (FI/CO) can be mapped to e.g. planned and

actual financial category groups to allow a comparison of forecasted portfolio information (entered

within the portfolio) with aggregated bottom-up information (e.g. uploaded from financial base system).

The category groups view allows to change e.g. the forecasted cost data. Any changes are summed

up to the different views on category level.

By using the versioning functionality, base lining and versioning of financial and capacity data (and any

other portfolio item key performance indicators) is available.

1 xx stands for a consecutive number that needs to be typed in





3. Select the radio button Financial Views to explain the different views.

4. Explain the view Budget initiative.


Field Data



6. Click on

7. Open up view Budget Items.


9. Click on Financial Category “General” to drill down.

10. Click on ‘Distribution’. Enter the following:

Field names Values

Valid from Project start date

Valid to Project end date

Required

amount

900.000

Action type Set required

financial amount

Calculation

base

Complete interval




Capacity Planning

The capacity planning sheet supports a long-term, strategic resource demand planning. The capacity

planning view specifies how many resources will be needed for the given planning period, based on

capacity categories.

Within the portfolio, the demand is planned on this aggregated level to get an idea of the future

demand for the portfolio item and identify potential bottlenecks. The portfolio demand is aggregated

from operational systems (cProjects operational role demand) or defined in the portfolio itself

(forecasted demand).

By clicking on a capacity category, the demand for the corresponding category group is shown. Any

changes made within the detailed groups will be aggregated up to category level.

1. In the item dashboard open the item you created

2. Select Capacity Planning in the NAVIGATION PANEL.



a. Forecast – Manual planning high level on item

b. Planned – Planned demand based on cProjects roles (integration via role functions)

c. Allocated – Allocated resources to cProjects roles (integration via role functions)

d. Actual – Actual bookings integrated from Accounting application


Field Data



6. Click on

7. Open up view Forecast.



10. Maintain the following data depending on what the current month is (values are all in PDA

(=Consulting Day)):

If you use a multiple of 6 you will get a round sum in the end.



MonthCapacity Category Groups (PDA)

Project

Manager

Software

Engineering

Developmen

t

Technology

Engineering Quality Support

Actual 6

Actual + 1 6

Actual + 2 6 6

Actual + 3 6 6 12 6

Actual + 4 6 6 12 6

Actual + 5 6 6 12 6

Actual + 6 6 6

Actual + 7 6 12 6

Actual + 8 6 12 6

Actual + 9 6 6

Actual +

106 6

Actual +

116 6


Show integration between capacity and financial planning

Both in the item and in the initiative the labor costs in the financial planning category labor costs are

determined from the integration to the capacity planning. The financial figures are evaluated from the

corresponding resource demands that are maintained in the capacity planning.

In the financial planning there are two different views that determine the costs with different methods

and are also different in terms of granularity.

The views planned labor cost (role functions) and planned labor cost (cost rates) are only used for the

planning of the labor costs and the values are determined the following way:



The view Planned Labor Cost (Cost Rate) in the financial planning is evaluated from the manually

entered Forecast of the capacity management.

Financial View Groups of Financial Cat. Labor Costs

Cost/Revenue Rate Capacity View

Groups of Capacity Cat. Internal IT

Planned Labor Cost (Cost Rate)

3541 1 Project Management 35PM IT Project Manager (new) Forecast 3511 Project Manager


3542 2 Software Engineering 34SE IT Software Engineer Forecast 3512 Software Engineering


3543 3 Development 35DE IT Developer (new) Forecast 3513 Development


3544 4 Technology Engineering

35TE IT Technology Engineer (new)

Forecast 3514 Technology Engineering


3545 5 Quality 35QE IT Quality Expert (new) Forecast 3515 Quality


3546 6 Support 35SU IT Support Consultant (new) Forecast 3516 Support

Cost/Revenue Rate Cost Rate

35PM IT Project Manager (new) $ 200,00

35SE IT Software Engineer $ 180,00

35DE IT Developer (new) $ 150,00

35TE IT Technology Engineer (new) $ 170,00

35QE IT Quality Expert (new) $ 140,00

35SU IT Support Consultant (new) $ 160,00

The view Planned Labor Cost (Role function) is filled with a calculated value of the demand on the

roles with this role function and their cost rate.

Financial View Groups of Financial Cat. Labor Costs

Amount Cost/Revenue Role Function

Planned Labor Cost (Role functions)

3541 1 Project Management 1 Role Demand 1 Cost 340000000000001


3542 2 Software Engineering 1 Role Demand 1 Cost 340000000000002


3543 3 Development 1 Role Demand 1 Cost 340000000000003


3544 4 Technology Engineering 1 Role Demand 1 Cost 340000000000004


3545 5 Quality 1 Role Demand 1 Cost 340000000000005


3546 6 Support 1 Role Demand 1 Cost 340000000000006

For the item FI/CO Implementation it the following


2. Select the radio button Financial Categories and open the financial category Human

Resources Cost with the button.


4. Show that the maintained capacity values have been transferred into the financial figures



Month

Capacity Category Groups (PDA)Project Manager

Software Engineering

Development

Technology Engineering Quality Support

January $9.600,00

February $9.600,00

March $9.600,00

$ 8.160,00

April $9.600,00

$ 8.640,00

$ 4.400,00

$ 8.160,00

May $9.600,00

$ 8.640,00

$ 4.400,00

$ 8.160,00

June $9.600,00

$ 8.640,00

$ 4.400,00

$ 8.160,00

July $9.600,00

$ 7.200,00

August $9.600,00

$ 13.440,00

$ 7.680,00

September $9.600,00

$ 13.440,00

$ 7.680,00

October $9.600,00

$ 7.680,00

November $9.600,00

$ 7.680,00

December $9.600,00

$ 7.680,00

Attention: There might be some differences due to the fact that the conversion from capacity

planning to financial planning is based on fixed days per month and the conversion can include

conversion calculation differences.

Transfer demand from item capacity planning to cProjects

roles

After planning your project on a high level basis in the SAP RPM you want to start the planning and

execution of your operational project in cProjects.

In the cProjects you will do the scheduling and the planning of resources according to roles that are

assigned to the task representing the work packages.



In the RPM you have already planned resource demands based on the capacity categories and

groups. Now you wish to use this data for your first draft planning of the more detailed planning in the

cProjects.

So, once the capacity in RPM planning is finalized, you can transfer this planning data to the

operational cProjects project roles. In general you can choose between two different options:

Creation of new roles in the underlying cProjects project for the capacity category/group and

transfer the planning data to the operational data in the role.

Transfer planning data in the portfolio item to the already existing role for the linked cProjects

project.

As in our project we already have the roles created form the template in cProjects related to the item

type in RPM we do not need to create new roles but we will transfer the demand to the existing roles in

our assigned cProjects project.

1. Select Transfer Demand in the NAVIGATION PANEL.

Graphic 5: Sample of Role Demand transfer

2. Use the following values to fill the screen:

Category Category

Group

Capacity View Related

Action

Role name Role function Role type

1 Internal IT Project manager Forecast Create Project Manager IT Project Manager

IT Project Manager

1 Internal IT Software Engineering

Forecast Create Software Engineer IT Software Engineering

IT Software Engineer

1 Internal IT Development Forecast Create ABAP Developer IT Development IT Developer

1 Internal IT Technology Engineering

Forecast Create Tech. Engineer IT Technology Engineering

IT Technology Engineer

1 Internal IT Quality Forecast Create Quality Expert IT Quality IT Quality Expert

1 Internal IT Support Forecast Create Support IT Support IT Support Consultant



3. Click button

4. Click button

Now the roles are created in the assigned cProjects project and the information is stored as demand

on the project role Project Manager for example.

You can show the created roles in the assigned cProjects:

1. Select Roles in the NAVIGATION PANEL

2. You see all roles that have been created

Detailed task-based demand planning for cProjects roles

When you have done the transfer of the high level planned resource demand information to cProjects

roles you are able to plan costs with this information with the accounting integration to PS or CO. You

will mainly use this when you are working with a scenario that is using a role based integration into

Controlling or PS.

Further this information gives the project manager of the cProjects a first glimpse of the resource

demand and the number of people he needs to staff for his project.

But the real planning of the role based resource demand is derived from the tasks that the role needs

to fulfill. Therefore the project manager will plan the projects with tasks and phases and plan the effort

for each task. Then he assigns the role to the tasks and can determine the resource requirement in the

role by reading it from the tasks assigned to the role.

1. Select Tasks in the NAVIGATION PANEL

2. Open the project structure with the button

3. Select task Introduction & Clearing

4. Go to tab

5. Enter 5 days for Effort.

6. Select task Technical Requirements

7. Enter 15 days for Effort

8. Select task IT Project Preparation


10. Select task Solution Scope




12. Select task Process Analysis


14. Select task Blue Print


16. Select task Blue Print Review


18. Select task Consolidation & Release


20. Select task Cutover to Productive System



23. Go to tab

24. Select role Project Manager

25. Go to tab Tasks

Now we assign the tasks to the roles.

1. Select Tab Tasks

2. Select the following tasks from the task list (multiple selection with CTRL key):

Introduction & Clearing Technical Requirements IT Project preparation Solution Scope Process Analysis Blue Print Blue Print Review Consolidation & Release Cutover to Productive System

3. Assign the selected tasks with button

4. Go to tab General

5. Click on button and see the effort updated by the assigned

tasks



Show role demand integrated in RPM capacity planning

The now more accurate planning of the role demand is stored in the cProjects project. The portfolio

manager also needs this information in the capacity planning of the item. With this information he can

compare his original estimation with the planning of the project manager.

The demand planning from the cProjects roles is integrated into the capacity management on view

different from the one where the portfolio manager did his initial planning.

Steps 1 – 6 can be done “hidden” from the audience as this is usually performed as a background

activity in the system that is scheduled to be executed automatically.

Make sure you have the system where you perform the Demo as an entry in your SAP Logon

application. If not please add it.

1. Go to the RPM start page by selecting the portfolio name in the NAVIGATION PANEL (this is

needed to prevent locked project in the rollup)

2. Logon to the SAP system with user IT-PO and password welcome

3. Enter SA38 in the field for the transaction code

4. Enter the report name /RPM/CAP_PLAN_INT and execute

5. Enter the following values

Field Value

Portfolio ID 3500

Bucket ID 3512

Item/Item of Initiative ID 3511-2_Exx

Test Mode Make sure that checkbox is activated

The other values can remain as they are

6. Execute the report

7. Go to the RPM Portal again

8. Select Item Dashboard in the NAVIGATION PANEL



9. Open the item you created

10. Select Capacity Planning in the NAVIGATION PANEL


12. Open up view Planned



15. You see the values integrated to the RPM capacity management based on the role functions

in cProjects

Do Cost Planning in PS

Prepare accounting in cProjects

After the initial planning in the financial and capacity management in RPM you have transferred the

forecasted workload to cProjects and already performed the detailed project plan by scheduling the

work packages with the cProjects tasks and assigning the roles to the tasks.

With this information you can now calculate the project costs. This cost calculation is much more

accurate as it is not an assumption but based on real and detailed planning data.

To use the accounting in cProjects you need an accounting object from the ERP that stores the

planned values and is used for the cost calculation. The project type of this cProjects project is set to

automatic task based integration to PS. That means that according to the structure in cProjects

(Project header, phases and tasks) a corresponding PS project with the WBS structure is created and

the single items of cProjects and PS are linked.

1. Select Capacity Planning in the NAVIGATION PANEL

2. Check the total required capacity, there should be the following values:

Role Total Req Capacity Unit

Project Manager 94 Pers. Day 8H

3. Show the costing rate in the TAB Costing.

Role Cost/Revenue Rate

Project Manager IT Project Manager

Software Engineer IT Software Engineer



Developer IT Developer

Technology Engineering IT Technology Engineering

Quality Expert IT Quality Expert

Support Consultant IT Support Consultant

4. Click on tab Structure in the TAB BAR.

5. Select the project definition and click on the tab Additional Data

6. Enter the Organisation responsible: 50004100 (PLM PO) then click

Perform calculation

1. Select the project definition then click tab Status .

2. Change Status from “Created” to “Flag for transfer”

Graphic 6: Set "Flag For Transfer"


4. Click on tab in the TAB BAR

5. Click on Costing

6. Explain that a PS project has been created and show the structure and the calculated plan

costs



Attention: If the error message “0INMITEM…” appears when you change the status of the

cProjects project and click on , please click on once again. The error will disappear and

the status change is saved.

At last, release the project to prepare for the further steps.

1. Click on tab Structure in the TAB BAR.

2. Select the project definition then click tab Status .

3. Change Status to “Flag for transfer”

4. Change Status to “Released”


Make additional planning with Easy Cost Planning

After you have now planned the project costs according to the resource demands and tasks based on

the assigned cost/revenue rates you may need to plan additional costs for the project like new

hardware, travel costs or material in general.

You can plan these costs with the Easy Cost Planning module directly from the cProjects in the

Accounting tab for each single WBS element.

1. Click on the Accounting tab .

2. Click on Account Assignment

3. You see the assignment of the cProjects planning elements (phases and tasks) to the WBS

elements from PS

4. Click on WBS element which has the same name as your project

5. Click on link Edit Easy Cost Planning (Project) The ECP popup screen shows up

6. Select the 2nd level object from the costing structure that is also called like the top level WBS

7. Click on the to display the planning details

At this time only the planned values from cProjects are shown in the item list aggregated to

the next level (cProjects phases)

8. Click on Choose Planning Form to choose planning form

9. Select costing model “ZSP-PRSV01” for ProfSvcs: Additional Costs




Field Value

Estimated Travel Costs 5000

Estimated Other Costs 5000

11. Click “Confirm”

Now you can see that the new cost planning values have been introduced automatically into

the item list.

12. Save your changes

13. Close the pop up window

14. Click on Costing

15. Click on Calculate

16. Explain that the additional 10.000 USD are seen as non aggregated costs in the table

Upload planned cost data from PS to RPM Financial

Planning

Steps 1 – 14 can be done “hidden” from the audience as this is usually performed as a

background activity in the system that is scheduled to be executed automatically. You will find an

overview of the reports that need to be run in the appendix.







4. Enter the report name RPM_FIN02 and execute


Field Value



Destination System ECCXRPM800

Range of Controlling Area 2000

Range of Project ID 3511-2_Exx

Section Plan Versions

Actual Cost IM

Planned Cost IM

Budget IM

Commitment IM



It can take some time to process the created IDoc. Please give the system at least one minute

to finish the IDoc booking.

7. Go back and select the next report

8. Enter the report name /RPM/PLAN_INT_PREP and execute


Field Value

Portfolio ID 3500

Bucket ID 3512






12. Enter the report name /RPM/FIN_PLAN_INT and execute


Field Value

Portfolio ID 3500

Bucket ID 3512










18. Select Financial Planning in the NAVIGATION PANEL


20. Open up view Plan.Cost.Proj

21. You see in Category Overhead the additionally planned 10.000 USD

22. You see in Category Human Ressources Costs the cost planned according to the planning of

the cProjects from PS.

Actual values

Do staffing for cProjects role

The recording of time for cProjects projects can be done with the SAP application CATS in the ERP

system. The recorded times can later be transferred to the cProjects and the evaluated hours are

stored on the accounting object.

The staffing is done for the cProjects role and the staffed resource is assigned to the tasks that he

should perform.

1. Select Roles in the NAVIGATION PANEL

2. Select the role project manager

3. Click on Tab Staffing

4. Enter the ID 1548 in the field “resource”

5. Click on

6. Click on Tab Tasks

7. Select the resource “Chris Robertson” in the right lower box



8. Select the tasks Introduction & Clearing, Technical Requirements and IT Project preparation

(multiple selection with CTRL key)

9. Click on


Time Confirmation in CATS

After the planning of the work packages and the assignment of the resources the project tasks is now

is its operational phase. The tasks that are due to be executed are released by the project manager

and the team members are doing their work. After performing the work the team members will need to

record the time spend on the task.

From cProjects the work list in CATS is automatically created once the project is released. All released

tasks are shown in the work list.






3. Enter CAT2 in the field for the transaction code


Field Value

Data Entry Profile 3300_IDES

Key-Date Begin Date of Task “Introduction & Clearing”

Personnel Number 80508

5. Click to enter time

6. Select the line with task “Introduction & Clearing”

7. Click “Copy”

8. Enter 8 hours for each day in the week




Transfer working time to cProjects

On one hand the evaluated hours are automatically transferred into the accounting object after the

time confirmation is saved. The evaluation is done with the plan data for the activity type from cost

center 30200.

On the other hand the reported times can be transferred to the cProjects task. There they will be

accumulated for all recorded times for this task.







4. Enter the report name DPR_CATS_CPR_TRANSF and execute


Field Value

Project 3511-2-Exx

Parameters

Test Blank

Reconstruct Blank

Log Checked


Actual Posting on accounting object

During the project life cycle also postings for e.g. invoices are booked on the accounting object. Also

those costs can be uploaded to RPM to view the comparison between the former planned values and

all actuals of the project, time confirmation and other postings.



For the project we will post 12.000 USD on the accounting object with cost element 476000 for Office

Supplies. This posting is done from the master cost center of the project -30200- to the accounting

object.






3. Enter KB15N in the field for the transaction code


Field Value Graphic 7: Example Actual Posting

Doc. Date Start date of project + 1 month

Postg. Date Start date of project + 1 month

Scrn. VariantZAP09 SAP: Cost Center / cost object

Document Item

Cost Element 476000

Amount 12.000

Currency USD

Sender

Cost Ctr 30200

Sender

WBS Elem.3511-2_Exx (your project number)

5. Click on




These costs will be uploaded to the RPM as well as the postings that were automatically done by the

CATS time confirmation.

Show comparison between Plan and Actual for Accounting

Objects cost element-based

Before we upload the posted actual values we will take a look at the cost element based accounting

reporting to view the values that are booked on the accounting object.

Here the project accountant can see the detailed postings per project.






3. Enter S_ALR_87013544 in the field for the transaction code

a. Alternatively you can access the report via the menu in

Accounting -> Project System -> Information system -> Costs -> Plan-Based -> By

Cost Element -> Actual/Plan Comparison: Periods

4. If you are asked for a database profile select 000000000001


Field Value

Project 3511-2-Exx

Selection Values

Controlling Area 2000

Plan Version IM

Actual Valuation BLANK

Fiscal Year Year of the posting

Period Year of the posting




In the result you will see the comparison between the actual and plan values.

Upload Actual Values to RPM

Steps 1 – 14 can be done “hidden” from the audience as this is usually performed as a

background activity in the system that is scheduled to be executed automatically. You will find an

overview of the reports that need to be run in the appendix.







4. Enter the report name RPM_FIN02 and execute


Field Value

Destination System ECCXRPM800

Range of Controlling Area 2000

Range of Project ID 3511-2_Exx

Section Plan Versions

Actual Cost 0

Planned Cost IM

Budget IM

Commitment IM



It can take some time to process the created IDoc. Please give the system at least one minute

to finish the IDoc booking.




8. Enter the report name /RPM/PLAN_INT_PREP and execute


Field Value

Portfolio ID 3500

Bucket ID 3512






12. Enter the report name /RPM/FIN_PLAN_INT and execute


Field Value

Portfolio ID 3500

Bucket ID 3512








18. Select Financial Planning in the NAVIGATION PANEL


20. Open up view Plan.Cost.Proj

21. You see in Category Overhead the additionally planned 10.000 USD



22. You see in Category Human Ressources Costs the cost planned according to the planning of

the cProjects from PS.

23. You see in the view Actuals

a. The actual posting of 12.000 USD

b. The evaluated time confirmation of 2.800 USD

Roll-Up Plan and Actual to initiative and bucket

Steps can be done “hidden” from the audience as this is usually performed as a background

activity in the system that is scheduled to be executed automatically. You will find an overview of the

reports that need to be run in the appendix.







4. Enter the report name /RPM/ROLLUP and execute


Field Value

Portfolio ID 3500






Check budget availability for bucket Miscellaneous

1. Go to Portfolio Management Portfolio Management.

2. In the navigation panel on the left click on Portfolio Structure of Buckets.

3. Drill down to bucket 3511-2 Miscellaneous. Click on the bucket name.

4. Go to Financial Planning to check the budget availability on the bucket level.

5. Set the radio button to Financial Views.

6. Explain that the view Budget Bucket shows the available budget on bucket level. The view

Budget Items shows the summed up budget of items.

7. Explain that the values from the item have been rolled up to the bucket.

Check budget availability for initiative where item belongs to

1. In the navigation panel on the left click on Portfolio Structure of Buckets.

2. Drill down to bucket 3511-1 Innovation. Click on the bucket name.

3. Go to the Initiative Dashboard and open the initiative you created.

4. Go to Financial Planning to check the budget availability on the bucket level.

5. Set the radio button to Financial Views.

6. Explain that the view Budget Initiative shows the available budget on initiative level. The view

Budget Items shows the summed up budget of items within this initiative.

7. Explain that the values from the item have been rolled up to the initiative.

Appendix

1) List of reports to be executed:



les demo script.doc

Documents

process sap rpm

sap resource

rpm integrated financial

sap cprojects

project managers

project portfolio

capacity management

sap netweaver