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