This presentation provides an introduction to project structures in SAP Project Systems. It discusses how projects can be structured using work breakdown structures (WBS) and networks/activities. It then provides details on creating a WBS, including defining WBS elements and using templates. It also covers the use of system and user statuses to control the stages of a project.
Idea will be created for new investment with in the Organization.
Idea in the form of AR(Appropriation Request) will be created in the system and assigned to appropriate Investment Position ID.
You can plan with various versions in AR and one of the plan version will get approved.
AR has to be converted to Project on approval.
Project can be created based on Templates or independent of Templates
Once Proj is created, create the complete WBS structure and can Budget the measure from IM.
Then Proj will follow the normal project process
During release one needs to check that AuC will be available for periodic settlement.
Proj will be closed after final settlement to Asset ( Asset capitalization) Once Project completed
This project process if for the construction for example, Power station. Major process steps are:-
Concept and Product development
Creating Enquiry
Creating Project with ref to Standard WBS or Network
Link enquiry to Proj and derive dates
Use various simulations for dates and costs
Create vendor quotation for Make or Buy decision for components
Compare the both and take a decision
If for internal production use Production cycle and Product BOM material
Create sales Order, billing plan and invoice plan
Release the Proj.
Execute the Proj.
Confirm and Delivery
Billing and Invoicing
Settlement and closing
The work breakdown structure (WBS)
Is a model of the project that organizes project tasks into a hierarchy.
It is the functional basis for further planning steps in a project, for example, for process planning, cost planning, scheduling, capacity planning or costing, as well as project control.
It gives you a clear picture of the project and facilitates the coordination and implementation of the project from a management standpoint.
It shows the work involved in a project.
It should be set up with the reporting needs kept in mind. Its is through the WBS Elements that costs are recorded and as such reported.
Common abbreviations
WBS (work breakdown structure)
WBS element (work breakdown structure element)
A work breakdown structure comprises work breakdown structure elements and their hierarchical structure.
The project definition contains default values and profile data for the WBS elements, for example assignments to particular organizational units in the system. The basic dates for the entire project and the planning parameters for costs and dates are stored at the project definition level.
When you create a work breakdown structure, you also have to create a project definition. The project definition is a framework for all the objects created within a project. The project definition contains data that affects the entire project (for example, start and finish dates, organizational data, and planning parameters). It contains default values that can be passed on to the WBS elements. The controlling area, which you specify when you create a project definition, is unique for the entire project. You specify it once you have created the project. You define organizational units such as company code, business area, profit center, and plant for each WBS element. You can use the Project Builder or the project planning board to create and change the project definition and work breakdown structure. You can edit projects in tabular or graphical mode.
The work breakdown structure forms the basis for all subsequent planning tasks in the project. The emphasis here is on planning, analysis, description, control, and monitoring of costs, basic dates, and the budget.
Dates, costs, and outgoing payments are often planned using activities which are assigned to WBS elements.
the WBS Element Structure should be setup to facilitate reporting and the financial control of the project.
A work breakdown structure is a model of a project, and shows the project activities to be carried out as a hierarchical structure. The various work packages in the project are described in individual work breakdown structure elements (WBS elements). You can further divide these elements at various levels until you reach the level of detail you require. The WBS elements are the objects that are actually used for planning and updating actual data. The focus here is on planning, controlling, and analyzing costs, basic dates, and budgets.
Because the work breakdown structure is structured hierarchically, the data can be summarized and displayed for the corresponding higher-level WBS elements. When you create a work breakdown structure, you also have to create a project definition. The project definition is a framework for all the objects created within a project. The project definition contains data that affects the entire project (for example, start and finish dates, organizational data, and planning parameters). It contains default values that can be passed on to the WBS elements.
The controlling area, which you specify when you create a project definition, is unique for the entire project. You specify it once you have created the project. You define organizational units such as company code, business area, profit center, and plant for each WBS element. You can use the Project Builder or the project planning board to create and change the project definition and work breakdown structure. You can edit projects in tabular or graphical mode.
The project profile is the most important profile for the work breakdown structure. It contains default values and control data for the project. For the sake of clarity, the project profile is subdivided into four sections: Control, Organization, Planning board/dates and Controlling.
A work breakdown structure is a model of a project, and shows the project activities to be carried out as a hierarchical structure. The various work packages in the project are described in individual work breakdown structure elements (WBS elements). You can further divide these elements at various levels until you reach the level of detail you require. The WBS elements are the objects that are actually used for planning and updating actual data. The focus here is on planning, controlling, and analyzing costs, basic dates, and budgets.
Because the work breakdown structure is structured hierarchically, the data can be summarized and displayed for the corresponding higher-level WBS elements. When you create a work breakdown structure, you also have to create a project definition. The project definition is a framework for all the objects created within a project. The project definition contains data that affects the entire project (for example, start and finish dates, organizational data, and planning parameters). It contains default values that can be passed on to the WBS elements.
The controlling area, which you specify when you create a project definition, is unique for the entire project. You specify it once you have created the project. You define organizational units such as company code, business area, profit center, and plant for each WBS element. You can use the Project Builder or the project planning board to create and change the project definition and work breakdown structure. You can edit projects in tabular or graphical mode.
A work breakdown structure is a model of a project, and shows the project activities to be carried out as a hierarchical structure. The various work packages in the project are described in individual work breakdown structure elements (WBS elements). You can further divide these elements at various levels until you reach the level of detail you require. The WBS elements are the objects that are actually used for planning and updating actual data. The focus here is on planning, controlling, and analyzing costs, basic dates, and budgets.
Because the work breakdown structure is structured hierarchically, the data can be summarized and displayed for the corresponding higher-level WBS elements. When you create a work breakdown structure, you also have to create a project definition. You create a project definition automatically when you create a work breakdown structure. The project definition is a framework for all the objects created within a project. The project definition contains data that affects the entire project (for example, start and finish dates, organizational data, and planning parameters). It contains default values that can be passed on to the WBS elements.
You use operative indicators to define the characteristics of a WBS element, and to specify what tasks the WBS element will assume during project execution:
WBS elements for which you want to plan costs are flagged as planning elements.
WBS elements to which you want to post actual costs are flagged as account assignment elements.
WBS elements for which you want to plan or post revenues are flagged as billing elements.
Other indicators for WBS element functions during project execution are: Statistical and grouping element
The "Statistical" indicator specifies whether a WBS element is used only for statistical purposes, or whether it works with real costs. You can only specify that a WBS element is statistical if it is an accounting element or a billing element.
You use grouping WBS elements to group the material requirements from several WBS elements for components kept in project stock in one or more projects on one WBS element.
In addition to maintaining projects manually in the Project Builder or using the hierarchy graphic (1, 2), you can also use existing project structures or standard projects as templates to copy from. When you create a new WBS, you can use an existing WBS, a section of the project hierarchy, or a standard WBS as a template to copy from. You can also incorporate WBS elements from other projects or from a standard WBS in an existing WBS (3, 4). Other transactions are available in addition to the Project Builder, for example the project planning board for creating and editing a WBS.
There are various ways of creating and editing a work breakdown structure. The Project Builder is a clearly-structured tool in SAP Project System (SAP PS) that is extremely user-friendly and allows projects to be edited quickly and efficiently. You can use the Project Builder to maintain any object in SAP PS, except for the assignment of production resources and tools (PRT). Context-sensitive menus, Drag & Drop, and the option of defining your own work list and set of templates help you edit your projects more easily. The Project Builder consists of a window divided into three areas: the structure overview is in the top left of the window, the work list in the bottom left, and on the right is an area of displaying and editing data. The structure contains the selected project data of the current project with
its hierarchical relationships. You use the work list to store frequently-used projects, networks, and WBS elements on a user-specific basis. The work list always displays a list of the last five projects edited. The templates are used as a
set of proposals while a project is being edited from which you can incorporate new elements in the project and integrate copy templates.
You can now create operative WBS elements. You can do this manually or by using templates. In the latter case, you can decide whether you want to transfer the whole structure or only a part of it. The template can be a standard work breakdown structure or an existing operative work breakdown structure. You can also include several templates in an operative work breakdown structure.
Internally processed activities: you determine the amount of Work produced by machines or persons, and use this information in resource planning to plan the capacity requirement.
External processing: Services are required from other companies to carry out the project. The development of external processing occurs through purchasing.
External Service management: Plan unplanned and planned services for carrying out the project. The development of external services management occurs through purchasing.
General costs activity: Plan primary costs, for example, travel costs.
In the network header you can enter the following data, which are used as default values for the entire network:
Assignments to other objects, for example, project definition, WBS element or sales document
System status
Basic start and finish dates of the network as well as indicators for scheduling
Release and scheduled dates
Assignments of organizational data, such as profit center and business area
Costing data, for example, costing sheet and results analysis key
Administrative Data
Using internally processed activities you determine the amount of Work produced by machines or persons, and use this information in resource planning to plan the capacity requirement. Using external processing you determine which services are required from other companies to carry out the project. The development of external processing occurs through purchasing. Using external service management you plan unplanned and planned services for carrying out the project. The development of external services management occurs through purchasing. Using general costs activity you plan primary costs, for example, travel costs.
A sub network is a network which covers only part of a project and is linked in relationships with other sub networks in the same project. You can use sub networks to refine and detail your networks as planning progresses. The system treats sub networks and networks the same, that is, you can plan dates, capacities, costs, materials and production resource/tools also with a sub network.
Resource planning in networks includes the planning of internal and external activities, the procurement of materials, the assignment of texts and documents as well as the planning of milestones. When you plan milestone dates or determine the dates on which materials are required, you can reference the dates of the superiordinate.
In addition to maintaining data manually and in the network graphic (1, 2), you can also use existing operative structures or standard structures as templates to copy from. When you create activities, you can use a standard network or an existing network as a template to copy from (3). You can also incorporate standard networks in an existing network (4). Using the Project Builder or the project planning board, you can copy a standard project or existing operative project (including all of its activities) to a new project structure (5).
Templates consist of the following sub objects:
Individual Objects. These are project specific objects used as a reference to create operative objects.
Projects. These are operative projects that can be used as templates to minimize effort required when creating new projects.
Standard Templates. Standard templates are typical structures that can be used to minimize effort when creating a new project. They are created as part of system design.
Simulations.
On the initial screen you can see an overview of the projects that you are involved with. You can quickly access projects that you have recently processed or that you have stored in your personal worklist.
Preview last project
In the right-hand screen area you always see in the preview the project that you called up last in the project planning board. The project definition of this project is automatically copied into the entry area. You can thus start work immediately with the last project you worked on.
Worklist
You can store frequently used project data (project definitions and WBS elements) in the worklist, so that you can access them quickly later. On the initial screen, you can open project elements from the worklist and include new project objects in the worklist.
Entry area
The project or the substructure (WBS element) to be opened is displayed in the entry area. If you select project data from the preview or the worklist, the system automatically copies the data to the entry area. If you want to open a project or the substructure (WBS element) that is not in either the preview or the worklist, enter the data manually in the relevant field in the entry area.