Project systems

Project Systems (V1201) Page 1 Project Systems Project Systems (V1201) Page 2 Workshop Objectives Define a project in the SAP Project System Define the structure of the project using a Work Breakdown Structure (WBS) Specify the activities that make up each element of the WBS Define the relationships between each activity in the project Schedule the project to determine the start and end dates of each activity Introduction Projects are generally part of the internal processes of a company. To be able to control all the tasks in the project, you need a definition that is specific to the project and which is shared by all departments involved. Before you carry out a project in its entirety, the project goals must be precisely described, and the project activities to be carried out must be structured. The project is structured using a work breakdown structure (WBS) and by individual activities within each WBS element. We are going to specify the project plan for a the development of an ultra light racing bike. This project has four WBS elements : - Engineering - Prototype - Production - Testing Each of these WBS elements is further broken down into a number of activities. NB. The screens that you see may vary slightly from those shown below. Project and WBS Definition 1. From the SAP main menu, choose Accounting Project System Project Project Builder 2. The first time you execute this transaction, a user-options dialog box may be displayed. Project Systems (V1201) Page 3 3. If so, select the “Preview last project” option and press <ENTER>. The Project Builder screen will be displayed. 4. From the System Menu bar, choose Project New Project. 5. Enter the following data in the Identification and view selection panel : Project def. E-5### where ### is the last three digits of your user id. Description Ultra light bike development Project profile Standard project profile (on the Control tab) Press <Enter> Company Code US00 CO Area NA00 Business Area BI00 Plant DL00 Project Currency USD Press <Enter>. Project Systems (V1201) Page 4 6. Now click on the WBS element overview button . The screen now looks like: 7. We are going to initially define the WBS as follows : 8. Type in the following data into the Basic data tab (Make sure you enter the correct level numbers) : Level WBS Element Description 1 E-5###-1 Ultra Light Bike Development 2 E-5###-2 Engineering 2 E-5###-3 Prototype 2 E-5###-4 Production 9. Click to save the project. 10. When the project has been saved, the panels on the right side of the Project Builder are cleared. Double-click on the project name in the Last projects processed list and all panels will be displayed again. You may have to click on the WBS element overview button again to see the list of elements. Ultra Light Bike Development Prototype Production Engineering Level 1 Level 2 Project Systems (V1201) Page 5 11. You will now use the Hierarchy Graphics tool to continue the definition of your project structure. From the Menu bar, choose GoTo Hierarchy Graphics. The hierarchy graphic will be displayed as follows : 12. You will now create an additional WBS element called “Testing”. Click on the Create button on the Application tool bar. The graphic in the insertion area at the bottom of the screen changes. 13. Click once on this WBS element in the insertion area. 14. Now click on the free space to the right of the WBS. 15. Enter the following data on the “Create WBS Element” dialog box: WBS Element: E-5###-5 Description: Testing 16. Click on the button. Insertion Area Project Systems (V1201) Page 6 17. The new WBS element is still isolated from the others in the structure. Click on the Connect icon on the Application tool bar for this. The cursor changes to a pencil. 18. Using the mouse, draw a line from E-5###-1 to E-5###-5. Your WBS should now look like: 19. Click outside the WBS to change the cursor back to an arrow. 20. Exit back to the Project Builder main screen. Note that the new WBS element has been added to the list. 21. Click to save the project and refresh the panels as before. Defining the Activities 22. In the Project Builder, expand the Project Structure to see all the WBS elements by clicking on the symbol next to . You will then see all the WBS elements of the project: Project Systems (V1201) Page 7 23. Select the first WBS element, Engineering. 24. In the Identification and view selection panel on the right of the screen, click on the Activity overview button . This will display the Activity List for this WBS element. 25. Enter the following activities for the Engineering WBS element : (You may need to press the Enter key after typing the first description to allow entry into the Normal duration field). If prompted for the MRP controller, enter 000. If prompted for the Network type, enter PS01 (Internal activity). Note: If the Maintain Settlement Rule : Overview screen is displayed (Rules for assigning cost to cost centres), press the button. You may have to do this several times (once for each activity you have entered) before returning to the main screen. 26. In the same way, enter the activities for the other WBS elements. Make sure you select the correct WBS element before entering the activities. Prototype Activity Description Normal duration (Days) Work (Hrs) Work Centre 0040 Purchasing of components 1 5 SERV1000 0050 Prototype assembly 8 60 SERV1000 Production Activity Description Normal duration (Days) Work (Hrs) Work Centre 0060 Production of carbon frame 2 30 MANT1000 0070 Production of steering fork 1 10 MANT1000 0080 Small series production 10 100 MANT1000 Project Systems (V1201) Page 8 Testing Activity Description Normal duration (Days) Work (Hrs) Work Centre 0090 Wind channel test 2 8 INSP1000 0100 Stiffness test 2 6 INSP1000 0110 Acceleration testing 2 5 INSP1000 0120 Steering testing 2 8 INSP1000 The Project Structure should now look like: 27. From the Project Builder main screen, select the Ultra light bike development project (E- 5###) and click on the Project Planning Board button on the Application tool bar. This will show a Gantt Chart with each of the WBS elements and activities. Note that all activities start on the same day (today). Project Systems (V1201) Page 9 28. Click to save the project and then refresh the panels as before. Defining the relationships between Activities. Relationships determine the chronological sequence of activities in a project network. There is usually a reason for a specific sequence of activities. Activities may be related in the following ways : Finish-to-start (FS) Finish-to-finish (FF) Start-to-finish (SF) Start-to-start (SS) 29. On the Project Builder main screen make sure that all activities are displayed in the structure panel. If not, click on the Expand all button. 30. In the structure tree click on any activity. 31. Click on the Network graphic button on the Application tool bar . The Change Network – Basic Dates screen is displayed. This shows all the activities you have created. Project Systems (V1201) Page 10 32. To see all the activities on the screen, click on the Complete view button . You can also use the Zoom in and Zoom out buttons to enlarge the diagram. 33. We are now going to create relationships between each of the activities. Click on the Connect button . The cursor changes to a pencil. 34. Use the pencil to draw the following relationships; all are Finish-to-start (FS). (To draw a FS relationship, make sure you draw from the end of the first activity to the start of the second activity). 10 20 10 30 10 40 20 60 30 70 40 50 60 50 70 50 50 80 80 90 80 100 90 110 100 110 110 120 35. To align the graphic, choose the Align button . Select Adjust complete graph, then choose . Your network should now look something like : 36. Return to the Project Builder and save the project. . Project Systems (V1201) Page 1 Project Systems Project Systems (V1201) Page 2 Workshop Objectives Define a project in the SAP Project System. the project must be released. 51. Choose : Accounting Project System Project Project Planning Board Change Project 52. Enter your project number in the Project