Project System Module (PS) Presented by: Greg Martinez Paula Erickson CSU Chico SAP AG 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 CSU Chico SAP AG Organizational Areas in R/3 Sales Accounting Company code Sales organization Business area Sales area Purchasing Cost accounting Purc.organization Warehouse Plant Maintenance/ Service PS Production Controlling area Prof.segment Human resources Planning Plant CSU Plant Chico SAP AG Personnel area FM area Treasury Organizational Structures: Accounting Operating concern IDEA Fin.mgt area 1000 Controlling area 1000 Company code 1000 Business area 4000 Company code 1000 Business area 6000 CSU Chico SAP AG Business area 1000 Business area 2000 Company code 2000 Business area 4000 Organizational Structure: Logistics Controlling area 1000 Purchasing organization 1000 Company code 1000 Sales organization 0001 Sales path 01 Division 06 Division 08 Valuation level Plant 1200 Shipping point 0006 Storage location 0001 CSU Chico Storage location 0002 Shipping point 1200 SAP AG Plant 1300 Storage loc.003 (WMS store) 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 CSU Chico SAP AG 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) CSU Chico SAP AG 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 CSU- specific system setting in customizing - it is the framework Chico SAP AG Master Data Central Functions Classes Characteristics Object dependencies Documents Capital investment management Accounting G/L account Chart of accounts Cost Acctg Cost center Cost element Activity type Profit Center Asset CI program Purchasing Treasury Material Activity master Vendor Purc.info record Plant Maintenance/ Service Equipment CSU Chico SAP AG Work center BOM PRT WBS Commt item Network Production Human Resources Person Qualification profile Controlling Levels Management Result Controlling Execution Resources Time Value Vendor Personnel CSU Chico SAP AG Capital Investment Costs Procurement Production S&D Assets Materials Revenues Departments Customer Project Tasks Cross-department Sales Accounting Production Purchasing Hierarchy of tasks Agreements Planning and Controlling Dates Budget Resources CSU Chico SAP AG Costs 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 CSU Chico SAP AG Project System PS Use - Investment - Marketing - Make-to-order production - Asset construction - Shutdown - Services - Plant maintenance -R&D - EDP projects CSU Chico SAP AG Functions - Structures - Time scheduling - Project plannimg board - Cost planning - Financial data - Budget - Info system Views - Materials Management - Cash Management - Resources - Operating results - Controlling - Periodic processing - Configuration - Workflow - Investment Management Integration SD PP Quotation Order Billing document Plan order Production order Settlement CO MM Order Surcharges Distribution Assessment Activity allocation Purchase requisition Purchase order Goods receipt Invoice receipt Material issue FI PM Plant maintenance order Settlement SAP AG CSU Chico AM Asset under construction Settlement Invoice Integration of Financial Data MM Purchase requisition > 3.0 FI Purchase order Down payment request Down payment Goods issue Expenditure Bank clearing Payment Bank clearing Payment Invoice receipt PS Financial budget Revenue > 3.0 Quotation Sales order > 3.0 SD CSU Chico SAP AG Down payment request Down payment FI Delivery Invoice issue Integration Example: Vendor Down Purchase Payment order item Payment Difference between invoice and down payment clearing Down payment request Down payment clearing Invoice checked against down payment document CSU Chico SAP AG Down payment Invoice Integration Example: Purchasing Purchase requisition BE ? = Bid invitation Invoice verification Goods receipt Entry of quotation Purchase order monitoring CSU Chico SAP AG Vendor selection Ordering Function Model (5) Status/ Phase Structuring Structuring Planning Approval Execution Closing Concept Structure Costs Dates Budget Actual data Settlement Confirmmation Network PP order CSU Chico SAP AG TIME ... Settlement Settlement Costs Dates ... Release ... ... Budget Work breakdown structure Commitment, costs, revenues Project definition Operative Structures in Projects WBS Network Project definition CSU Chico SAP AG 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) CSU Chico SAP AG Master Data Project definition Work breakdown structure Network Responsibility-oriented organization Process-oriented organization 1:N Budget Dates Costs Resources Basic dates Resource costs CSU Chico SAP AG Basic dates Organizational units Project Definition March 31 April 6 Dates Basic dates for entire project April 7 Default values Company code Currency Settlement rule CSU Chico SAP AG Planning parameters For dates For costs Organizational outline Controlling area 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 CSU Chico SAP AG Work Breakdown Structure Dates Basic dates Scheduled dates Actual dates April 7 Costs Planned costs Actual costs Budget Original budget Release budget Purchase order Financial data Customer Vendor CSU Chico SAP AG Commitment Purchase requisition Purchase order Periodic processing Surcharges Settlement 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 CSU Chico SAP AG 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 CSU Chico SAP AG Structure of a WBS Currency Milestones CSU Chico Subproject SAP AG PS texts Documents Network Internal processing Work Dates Costs April 7 Scheduling External processing Relationships Constraints Floats Critical activities Material Controlling Earned value reports Capacity load CSU Chico SAP AG Services Dates Costs Periodic processing Surcharges Settlement Purch. parts / assemblies Dates Costs, commitment 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 CSU Chico SAP AG 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) CSU Chico SAP AG Structure of a Network Network header External processing General costs activity Documents Services PS texts Internal processing External processing Int. processed element Milestones Internal processing Material components Production resources/tools Qualification CSU Chico SAP AG Ext. processed element Gen. costs element Relationships Production Assembly FS relationship Design SS relationship Purc.order Purc.order BOM FF relationship CSU Chico SF relationship SAP AG Design Work scheduling Acceptance Start -up Work Breakdown Structures and Networks WBS Network 13 1000 1100 13-1 13-2 13-3 1050 13-4 3000 1060 1140 13-1-1 13-1-2 13-2-1 1170 1140 1000 1000 13-2-2 1170 1170 1080 2000 1050 1030 1060 3000 1100 13 Elevator 13-1 Engineering 13-1-1 Elec.parts 13-1-2 Mech.parts 1120 1120 13-2 Procurement 13-3 Assembly 13-2-1 Elec.parts 13-4 Insurance 13-2-2 Mech.parts CSU Chico SAP AG 2000 1030 1080 1000 Layout 1030 Engineering: Mech.parts 1050 Engineering: Elec.parts 1120 Procurement:: Car 1080 Procurement: Mech.parts 1060 Procurement::Motor 1100 Procurement: Elec. parts 1140 Assembly 2000 Acceptance 1170 Release 3000 Insurance 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 CSU Chico SAP AG Planning (Cost and Dates) Plan cost at different levels of cost planning Structure planning (by WBS) Cost element planning (detailed planning) Plan cost without the reference to a cost element 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 CSU Chico SAP AG 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 CSU Chico SAP AG 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 CSU Chico SAP AG Closing Project closing Collecting all costs Settling the costs Closing the structures CSU Chico SAP AG
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