SAP Project System (PS)

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Master Data in PS

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Maintain Operative WBS

To familiarize with the handling of a project, you will manually create the WBS in the Project Builder and process it with various tools. You can add more details to your project in the Project Builider (CJ20N) by defining characteritics for the WBS elements, storing additional information in user fields, and assigning a milestone to it. Addiontally, you will assign PS text, link documents from the Document Management System to your project. Set and pass on a user status in your Project.

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in CJ20N, double-click

E-98## or you can just Drag it to the Struture Tree

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Create Project

In the Project Definition “Basic Data” TAB, enter

Start date as Today

Finish date as Today + 6 months

Checks the Factory Calendar for non-working days ! Warning. (You can enter a different date and confirm the warning message with Enter to proceed)

Factory Calendar and Time Unit are defaulted from the Project Profile

Choose “WBS Element Overview”

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SET operation indicators

We will now Maintain these indicators

Relevant for Project Summarization in Reporting

Relevant for PLANNING Element

Relevant for ACCOUNT ASSIGNMENT Element

Relevant for BILLING Element

Relevant for PROJECT SUMMARIZATION

A method in which a number of projects are summarized under one or more than one superordinate term and analyzed.

You can, for example, summarize the costs of all projects in a controlling area or business area to one person responsible, and analyze them them in the project information system.

The data is summarized using hierarchy structures that you define in the Project System implementation guide. The Project System uses the SAP classification system for this purpose.

You use characteristics to define the hierarchy levels in the summarization hierarchy.

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Relevant for PLANNING ELEMENT (NO PLAN COST)

From the Controlling view, An element of a work breakdown structure for which costs can be planned.

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Relevant for ACCOUNT ASSIGNMENT ELEMENT (NO ACTUAL COST)

An element in a work breakdown structure (WBS) to which you can perform Actual postings of Cost and Commitment postings

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Relevant for BILLING ELEMENT (NO BILLING PLAN)

If you want to maintain a billing plan for a WBS element, you must set this indicator. If you have maintained a billing plan for the WBS element, you cannot change this indicator. (Note, you stilll can assign a Milestone to a WBS not relevant for Billing BUT you cannot maintain a Billing Plan for it)

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When it is NOT an ACCOUNT ASSIGNMENT element, you cannot have ACTIVITIES

Perform the Relevant Settings

Field Key is configured in IMG and assign to the Project Profile. (General for Reporting)

At the WBS E-98##, navigate to eh “User Fields” TAB

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Field Key

Note the Field size

2 character field of 20

2 character field of 10

2 numeric field 10 digit 3 decimal (UOM)

2 numeric field 10 digit 2 decimal (Currency related)

2 dates

2 indicators

Field Key is assign to the Project file here

Note Filed Key 0000001 is assign the Project Profile GR##

Note Filed Key 0000001 is defined here

You can set the field names

Drag a Milestone from the template area under Individual Objects to E-98##

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Milestone

Milestone Usage is configured here

Controls which fields are offered for processing. It also specifies how billing is performed for the billing dates in a billing plan of this type. The following options have been defined

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Periodic billing - the entire value to be billed is billed in full on each billing plan date

Milestone billing - the total value to be billed is distributed between the individual billing plan dates (the value billed on each date can be fixed amount or a percentage)

In Customizing for the billing plan, you can define a date category which sets a billing block automatically for the billing date. In the case of milestone billing, you can define whether a billing date of this category is a fixed date or whether it is dependent on an planned or actual date in the corresponding project milestone.

This key determines whether the milestone should have the start date ot the finish date of an activity.

1 is Start and 2 is Finish

Specifies that when a milestone function or trigger point function is triggered, you are not informed about the execution of this function. This presumes that you have maintained the usage for the milestone or trigger point.

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This does not affect any dialog that is necessary to execute the function.

Specifies that the scheduled milestone date is copied to the invoicing plan or billing plan (Project System). This happens if the network is assigned to a sales document, for example a sales order.

Use this indicator to specify, that the milestone is relevant for earned value analysis.

Use

Earned value analysis uses the following milestone values in

determining Percentage of completion % of

Fixed date and Actual date

Milestone Relevant for Trend Analysis

The milestone date is offset to the earliest start date of the activity.

If you want an offset to the earliest finish date, set the indicator Offset to fin.

For activities you can also choose between earliest and latest dates.

Use this indicator to specify that the milestone should be offset to the scheduled finish date of the activity.

You can only Offset by EITHER one (not both) meaning in this example already enter 12 DAY then cannot enter 10%

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Now the setting is Offset 12 Day later than the Scheduled Start Date (as the “Offset to fin.” is not SET

Both the Offset and Offest % can use +ive or -ive numbers. (Positive means Shift Later and Negative means Shift Earlier) with reference to either Scheduled Start or Schedule FInish Date depending on this indicator

Means 2 days Before Scheduled FInished Date (-2 days Offset to Finish)

Click this to the OVERVIEW screen to Enter the Short Text

Enter Short Text

Notice Short Text Entered

DRAG a PS Text from the tempate area under “Individual Objects” to the highest WBS E-98#

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PS TEXT

Select Text Type O2 General Comments

You can define PS Text Type in this IMG

With this indicator you stipulate that the PS text should only serve to describe changes in simulation versions.

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Ps texts for simulation versions are not transfered to the operative project.

Enter PS Text

PS Text Format

Press ENTER

SAVE

Access the CONTENTs entered via this ICON

Navigate to “Document Overview” to assign document from the DMS module

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DMS Document Assignment

Assign this Document here

Select the Document and CLICK “Display Document”

Display Original

Save the Project

Select E-98##-1 Goto System/User Status

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USER STATUS with Pass On Values

Assign User Status 13000000

User Status Populated

Select E-98##-1-1 Goto System/User Status

Assign User Status 13000000

Locate User Status 13000000 in the IMG

In the IMG, you may need to do a Translation for User Status 13000000 for this particular Status LPRQ froem DE to EN (otherwise, you won’t be able to SET the Status via the Pass on Menu in the next step)

Enter Status Code and Status TEXT

CLICK

Set & Pass On from this Menu

Make sure you are clicked on E-99##-1

Set User Status LPRQ

Note Message Status update for E-98##-1 and

E-98##-1-1

Status LPRQ for

E-98##-1

Status LPRQ for

E-98##-1-1

via Pass On feature

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At Project Definition level, Click

WBS Overview

SUBSTITUTION RULE

Set Responsible Person to 21 or ## for certain WBS

Set Responsible Person to 21 or ## for certain WBS

Select all WBS then Edit - Validation/Substitution and Click Substitution

Note Message successful substitution

Note only if Resposible person is 20 in this case, the Cost Center is substituted with 4290

The Substitution was due to a Substitution rule assign to the Project Profile in the IMG

Locate the Project Profile GR## here

Notice the Substitution Rule

You use this indicator to stipulate whether during saving of the work breakdown structure WBS elements or the project definition are substituted according to the substitution rules in the project profile.

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You can only store one substitution rule for eitherthe WBS elements or the project definition.

You define the Substitution rule here

Locate “PSSUB01” in the WBS sub folder and double-click Step 001

Notice rule

if Responsible Person is 01 to 20

Substitute Cost Center 4290

In the Project Profile, you can also assign a VALIDATION RULE.

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Alternatively if not assigned here, an alternative rule can also be selected in CJ20N to perfrom Validations.

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VALIDATION RULE

Enusre you are at E-98## highest level WBS, and UNCHECK

the Billing Element

Ensure at highest level WBS, and perform VALIDATION via the Menu seleciton

Select validation PSVAL01

The VALIDATION RULE checks whether WBS elements are selected as Billing Elements with the Project Type “CP”.

VALIDATION rules are configured here

Locate Validation rule PSVAL01 and Double-click STEP 001, in the WBS folder

Check if Billing Element is SET

If Project type is “CP” and WBS is Level 1

Enusre you are at E-98## highest level WBS, and CHECK

the Billing Element

Ensure at highest level WBS, and perform VALIDATION via the Menu seleciton

WBS at Level 1 with Billing Element SET, CHECK OK !