Bpp Mps.01.01.01 Maintaining Project Structures

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Overview

Trigger:

In the Project Systems, a scheme would be represented as a project. Projects are usually integrated

part of a business’s commercial processes.

A project can be described, according to how it is organized, i.e. by explaining the project structure;

or according to the processes involved.

A project starts out as a statement of work which is a written description of the objectives to be

achieved and a rough schedule like start and end dates. In the description one could also include

performance-metrics and budget constraints.

A project is further subdivided into meaningful pieces, referred to as tasks. Tasks take usually less

than a few months. The task can be further subdivided into subtasks.

A work package can be defined as “a group of activities combined to be assignable to a single

organizational unit.”

The project tasks, subtasks, and work packages are brought into a hierarchy by defining a Work

Breakdown Structure (WBS). The individual elements within the work breakdown structure are

called WBS elements. The project is identified by project definition and WBS.

WBS elements can be:

• Tasks

• Partial tasks which are subdivided further

• Work packages

WBS can be structured according to

• Object

• Function

• Phase

BUSINESS PROCESS PROCEDURE

(END USER MANUAL)

Title: Create and Modify Project

Organization/Area: Manage Project System

SAP Release: ECC 6.0

File Name: yyBPP MPS.01.01.01 MAINTAINING PROJECT

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Version: 1.0

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Flow of a project or of a task within a project is represented by a network. During the life of a

project, networks are used as a basis for planning, analyzing, controlling and monitoring schedules,

dates and resources.

A network consists of the following:

• Activities

• Activity elements

• Relationships

Activities can be seen as "components of a process” with the following characteristics:

• They take a certain duration

• They have a defined start and a defined end

• They are processed without interruption

• Resources are needed to execute them

• They involve costs

Depending on the complexity and scale of the project, there would be a multiple levels of WBS used

but at the first level, however, there would be only one WBS Element at Level-1 and its

identification code will be the same as of Project Def. and its description at the first level of WBS

always. The other WBS elements can be attached to its down below at multiple levels.

The WBS structure design is driven by multiple factors including, budgeting requirements, cost

estimation, collection and display, physical progress analysis and monitoring, and finally ease of

capitalization.

Prerequisites

To be able to plan, monitor, control, and carry out a project as a whole, the project objectives must

be precisely described and the activities to be performed have to be structured.

Business Process Procedure Overview

On completion of detailed planning of Project, the data is planned for structure, costs, budget, dates,

material, resources, progress, revenue, etc. The same structure is used for execution of the project,

capturing, comparing and controlling the Actuals data.

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Project Structure Tree Functions

You can execute functions in the structure tree using icons or the context menu (right-hand mouse

button). There is a separate tool bar above the project structure tree.

Function Icon Context menu Explanation

Open Open

A dialog box appears in which you enter the

relevant project definition, WBS element, or

network. You can decide by push-button whether

you

• Only open the project

• Only copy the project to the Worklist

• Open the project and copy it to the Worklist

You can only call up the context menu for this

function, if you click using the right-hand mouse

button on the empty background of the structure

tree.

Create New @ Project/

Network /

Simulation

or

Create � WBS

element, network,

etc.

You can use this function to:

Create a new project / network / simulation (You

can only call up the context menu for this function,

if you click using the right-hand mouse button on

the empty background of the structure tree.)

Create a new project object for the object selected

in the structure tree (the new object always appears

below the selected object). It is also possible to

create a network by copying.

Create by

copying New @ Copy

Project / Copy

Network / Copy

Simulation

With this function you can create a new project /

network /simulation by copying a template. You

can only call up the context menu for this function,

if you click using the right-hand mouse button on

the empty background of the structure tree.

Include Include You can include existing WBS elements or

standard networks in the structure.

Move WBS

element up or

down a level in

the hierarchy

Hierarchy � Level

up/ Level down

The selected WBS element is moved up or down a

level in the project hierarchy.

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Copy Copy You can copy project objects (and their

subordinate objects) and insert them at another

position in the project hierarchy. All the objects

subordinate to the selected object are highlighted

in colour.

Cut Cut The selected objects are cut out of the structure

tree and are copied to the clipboard.

Undo cut Undo cut The objects that were cut out are restored to their

former position in the structure tree (undo

function).

Paste Paste Objects that have been cut out or copied are

inserted from the clipboard in the structure below

the selected object.

Delete Delete The selected object is deleted from the structure

tree.

Find Find in tree A dialog box appears in which you enter an object

or its description to be found in the structure tree.

When the object is found, it is selected in the

structure tree.

Find next Find next If there are several project objects that have the

search term, you can use this function to find all

the other objects

Expand Expand / collapse The following options are available in the second

level of the context menu:

Expand: All the subordinate project objects on the

next level below the selected object are displayed.

Expand all: All the project objects below the

selected node are displayed.

Collapse: All the project objects subordinate to the

selected object are no longer displayed.

Collapse from level: All the project objects on the

same level are collapsed.

Collapse all: All the project objects below the

selected node are no longer displayed.

Using the icons in the tool bar, you can only

expand or collapse all.

Collapse

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Transfer data

to Worklist/

templates

Copy to �

Worklist/

Templates

The selected project objects are copied to the

Worklist or the templates.

Worklist / Templates

Worklist can be used to store user-specifically frequently used project data (project definitions,

networks, and WBS elements), so that you can access them quickly later.

The templates are available during processing to create new objects or structures in the current

project by.

• Adding new project objects

• Copying existing project structures

• Copying from standard project structures

When you start the Project Builder, the Worklist is displayed. However, when you open a project,

the system automatically switches to the Templates screen area. When you are working on a project,

you can switch between the Worklist and the templates by choosing the relevant pushbutton.

In your personal Worklist,

• You can store project definitions, WBS elements, and networks so that you can quickly

access these objects later.

• The five projects you processed last are displayed. You can open them directly from the

Worklist by double-clicking and continue processing.

All these project objects remain in the Worklist after you have left the Project Builder and are

available when you start work again.

If you copy data to the Worklist, this is automatically assigned to the relevant category:

• Project definitions

• WBS elements

• Networks

This helps organize the project data in your Worklist and gives you a better overview.

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The Templates screen area consists of three groups of templates:

• Individual objects

Here you can find all possible project objects (Project definitions, WBS elements, networks,

activities etc.). If you want to create a new project object, you can copy the new project

object from this group to the existing project structure.

• Projects

Here you store existing project objects (project definitions, WBS elements, networks) that

you want to use as templates for creating new projects.

• Standard templates

Here you store standard project definitions, standard WBS elements and standard networks

that you want to use as templates for new project structures.

Work area

In the work area, you see the details view of the object selected in the project structure tree. You can

also directly access overviews of subordinate objects. Here you can execute all the business

transactions for project coordination and execution. You can always move between the detailed view

of the selected object and the overviews of the subordinate objects.

Overview of Pushbuttons in the Project Builder

In the Project Builder several pushbuttons are available for displaying and editing projects. List of

General Function Pushbuttons are explained below:

General Function Pushbuttons

Pushbutton Function Effect

Back You return to the screen you processed last in the work area.

Forward If you have used the Back icon, you go forwards again by

clicking on this icon.

Project planning

board

You go directly to the project planning board. From there you

can return to the Project Builder by choosing .

Network structure

graphic

The network structure graphic appears.

Hierarchy graphic The hierarchy graphic for WBS elements appears.

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Pushbutton Function Effect

Display<>Chang

e

You can switch between change and display mode. This is also

possible, if you chosen the display mode as the standard setting

in the user-specific settings. If you do not have change

authorization or if the project is currently being processed by

another user, the system remains in display mode. When you

switch to change mode, the relevant objects are locked in the

database automatically.

Mass change The system goes to the field selection screen for Mass Changes.

Project Object Icons

In all three screen areas the following icons are used to depict project objects.

Icon Description

Project definition

WBS element

Network

Activity

Activity elements

Material

Milestones

PS texts

Relationship

Documents

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Input – Required Fields Field Value/Comments

Project definition

Project Profile

Company Code

Select a Project Coding based on coding mask as given in

Annexure-I.

(Enter a starting number and seek the open number by pressing

)

Select the appropriate Project Profile from the list as given in

Annexure-II.

Select the Company Code from the dropdown list.

Output - Results Comments

Detailed Project Structure with

planned data containing costs,

budget, dates, material, resources,

progress, revenue, etc. is created.

The same structure is used for execution of the project,

capturing, comparing and controlling the Actuals data.

** Project Builder is extensively used for creating the project

structure, for planning data and for capturing actual data.

Tips and Tricks

� Project Builder is a powerful tool / transaction & can be used to create and change WBS.

Changes can also be performed in the tabular mode.

� Project Builder can be used to maintain any object in the Project system, except assignment

of production resources and tools.

� The Project Builder is a browser view comprising of three screen areas (Ref: Error!

Reference source not found.). The right hand screen will display the detail screens for the

transaction. The upper left screen will display the structure tree of the project or project

objects being processed. The lower left carries the work-list and templates that the user may

need for the purpose of creating projects and networks.

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Procedural Steps

1. Access transaction by:

Via Menu Logistics or Accounting > Project System > Project > Project

Builder

Via Transaction Code CJ20N

Project Builder Overview

The Project Builder is a user-friendly method of accessing the Project System, which enables you to

edit your projects quickly and efficiently. Its clear screen structure and the ease with which you can

use it, combined to provide with a comfortable working environment that facilitates your daily work

in the Project System. It also provides you with an overview of all the projects that interest you.

Context sensitive menus, Drag & Drop, and the capability to define your own Worklist and

templates pool, further accelerate your work with projects.

Project Structure

The project structure tree displays the project object (project definition, WBS element, activity,

activity element, milestone, and document) that have been selected in its hierarchical context. You

can change the dependencies and assignments of individual project objects in the structure tree

manually (using Drag & Drop). You can also create or delete project objects. In the user-specific

options you can specify how many hierarchy levels are displayed expanded in the structure tree.

Additionally you can choose whether you want to see a preview of the last project you have

processed, when you open the Project Builder.

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Screenshot 1 :

1. Create Project by clicking create Project from the Menu Icons in Project Builder:

a. Creation of Project Definition with WBS Elements:

Note: In Table below, in column “R/O/C”, R = Required, O = Optional, C = Conditional.

Field Name Description R/O/C User Action and Values Comments

Project Def.

Project Definition

R

Enter the starting number

for the Project based on

appropriate Coding Mask

for the defined type of

project.

See the screen

shot 1 & 2

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Next Text Box

Description of the

Project

R This should enable to

identify the Type & phase

of the Project, Tower

Number, etc.

This Text Box is

next to Project

Def. field.

If required, Long

Text can be used

for creating

detailed

description of the

Project along

with listing of

project goals.


BASIC DATA-TAB

Controlling Area Controlling Area R Controlling Area = 1000 Don’t change the

default value

Company Code Company Code R Enter Company Code

pertaining to the Project

from the dropdown list.

Care must be

taken to select

appropriate

Company Code

Plant Plant R Enter Plant pertaining to

the Project from the

dropdown list.

Care must be

taken to select

appropriate Plant.

Profit Center Profit Center R

Select Profit Center for the

Project from the dropdown

list.

Care must be

taken to select

appropriate Profit

Center.

Person Respons. Person Responsible R

Select Person Responsible

for the Project Definition


Person

Responsible will

default from the

Project

Definition to the

assigned WBS

Elements and you

can change the

same, if required.

Factory Calend. Factory Calendar R Enter Factory Calendar

pertaining to the Project

Care must be

taken to select

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from the dropdown list. appropriate

Factory Calendar

as this may

adversely affect

the dates

planning and

scheduling.

Time Unit Time Unit R Day Use the Default Value

Start Date & End

Date

Start Date & End

Dates for the

Project

R Enter Start Date & End

Dates for the Project.

This is the

baseline duration

during initial

stages of the

project.


CONTROL DATA-

TAB

Budget Profile Budget Profile R Select Budget Profile for


dropdown list.

Don’t change if

already

defaulted.

Planning Profile Planning Profile R Select Planning Profile for


dropdown list.

Don’t change if

already

defaulted.

Simulation Profile Simulation Profile R Select Simulation Profile

for the Project from the

dropdown list.

Don’t change if

already

defaulted.

Network Profile Network Profile R Select Network Profile for


dropdown list.

Don’t change if

already

defaulted.

WBS sched.prof WBS Scheduling

Profile

R Select WBS Scheduling

Profile for the Project


Don’t change if

already

defaulted.

Object Class

Object Class R Select PROFT Profit

Analysis

Use the Default Value

Project Stock (1. No

project stock, 2. Non-

valuated stock & 3.

Valuation Stock)

Material Type R Appropriate selection is

defaulted from

Project Profile

Use the Default

Setting

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Planning Dates/

Sched.scenario Settings for

Scheduling

R Initially open planning is

defaulted for the project.

The same will be modified

if required by the Planning

Team.

Maintain the

default settings.

� Click WBS Element Overview from the Work Area on right side and

enter WBS Structure details as per the screenshot example given below using

entry tool “@”:

� On pressing Enter, the Work Break Down Structure will be created and the resulting WBS Structure will be as follows:

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� Enter the individual details of each WBS Element, as per table given below:



TAB- Basic Data

Proj.type Project Type

O

Select Project Type from the

dropdown list.

This is useful for

summarization reports

based on project types.

Person Respons. Person

Responsible

R

Select Person Responsible

for each WBS Element from

the dropdown list.

Person Responsible will

default from the Project

Definition to the

assigned WBS Elements

and you can change the

same, if required.

Operative Indicators

i) Planning

Element

Planning Element O Tick if you propose to plan

costs on this WBS Element

No Cost Planning

possible on that WBS

Element, if the Planning

Element is not ticked.


ii) Acct asst elem.

Account

Assignment

Element

O

Tick if you propose to post

costs on this WBS Element.

Enabling this allows

Activities and other Orders

(Cost Objects) to be

assigned to this WBS

Element.

Posting Cots, assignment

of Activities and other

Orders (Cost Objects)

not possible on that WBS

Element, if the Account

Assignment Element is

not ticked.


Billing Element

O

Tick if Revenues will be

planned & posted on this

Planning & posting of

revenue not possible on

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i) Billing

Element

WBS Element that WBS Element, if the

Billing Element is not

ticked.

All other Fields All other Fields O Don’t change the default values.

� Save the Project by pressing .

b. Creation of Networks with Activities

From the Structure Overview, after expanding the structure, select the WBS

Element for which Activities need to be attached.

� Click on Activities Overview from the Work Area and enter the details as

per the screenshot example as give n below:

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� Enter the individual details of each Activity, as per table given below:


Field Name Description R/O/C User Action and

Values

Comments

Plant

Key uniquely

identifying a plant

Select appropriate Plant

for the Project from the

dropdown list, if not

already defaulted.

A place where

materials are

produced, or goods

and services are

provided.

In Logistics a plant

is an organizational

unit for dividing an

enterprise

according to

production,

procurement,

maintenance, and

materials planning.

MRP Controller

Number of the

responsible MRP

controller

Select MRP appropriate

Controller from the

dropdown list.

An MRP controller is responsible for procurement operations in a plant / site. A plant / site can be "divided up" among a number of MRP controllers responsible for the procurement of different materials / articles. An assignment to a purchasing group is made in the user master of every MRP controller.

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Internal Activity

Internal – TAB

Work Centre Work Centre

R

Select and assign Work

Center from the

dropdown list.

Work Quantity of Work

R

Enter the quantity of

work to be performed

with unit of measure in

next Box, e.g. 1000 m3

for PCC Work, etc.

Normal Duration Duration of the

Activity, in Days

R

Enter the duration of the

Activity

This is required for

scheduling the

activity.

Minimum Duration Minimum Duration

of the Activity, in

Days

O

Enter the minimum

duration of the Activity,

if required.

This is required for

scheduling the

activity.


� Assign Activities for other WBS Elements also, as required.


c. Assignment of Materials to the Project

From the Structure Overview, after expanding the structure, select an Activity for

which Materials need to be attached.

� Click on Component (Materials) Overview from the Work Area and

enter the details as per the screenshot example as give n below:

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� Enter the individual details of each Activity, as per table given below:



General Data - TAB

Item Category Item Category R

Enter “L” for Stock

Materials and

“N” for Non-Stock

Materials

Requirement qty Requirement

quantity

R

Enter the required

Quantity

Manual reqmts date/

Algn.Startdate.Comp

/ Align.finish date

1. Manual

Material

Requireme

nt Date

2. Align

Material

requiremen

t date to

Start date

of the

Activity

3. Align

O

By Default the setting is

for aligning requirement

date of the Material to

the Start date of the

Activity.

Leave as it is.

Change only if the same

is required.

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Material

requiremen

t date to

Finish date

of the

Activity

In Purch. Data –

TAB

- Only for

Non-Stock

Materials

(Item

Category-N)

Purch.Group Purchase Group R

Select and assign

appropriate Purchase

Group from the

dropdown list.

Only for Non-Stock

Materials (Item

Category-N)

Purch.Org. Purchase

Organization

R

Select and assign

appropriate Purchase

Organization from the

dropdown list.

Only for Non-Stock

Materials (Item

Category-N)

Requisitioner Name of

Requisitioner/

Requester

O

Type Name of

Requisitioner/Requester

for identification and

ease in release of PRs

and POs.

Indicates for whom the

material or external service

shown in the purchase

requisition is to be

ordered.

Only for Non-Stock

Materials (Item

Category-N)

Tracking Number Tracking Number O

Type Name of

Requisitioner/Requester

for identification and

ease in release of PRs

and POs.

Number that facilitates the

monitoring of the

procurement of required

materials or services. This

number can relate to a

requisition note (or

requirement notice/slip)

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that was not generated in

the system.

Only for Non-Stock

Materials (Item

Category-N)


� Assign Material Components for other Activities also, as required.


Version

Created On 01.01.2009

Create by KVR Reddy, N Srinivas

Last Changed on

Last Changed by

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ANNEXURE-I

Project ID

Coding Mask

Description

LETEX -XXX-XX-XXX-XXX LITL EPC Thermal Project (External)

LETIN -XXX-XX-XXX-XXX LITL EPC Thermal Project (Internal)

LETIT 0-0-0-0-0-0 EPC Thermal Internal Project

LETXT 0-0-0-0-0-0 EPC Thermal External Project

LHEPC 0-0-0-0-0-0 LITL Hydro EPC Project

LHINF -XX-XX-XXX-XXXX-XXX LH Infrastructure Project Coding Mask

LHIPP -XX-XX-X-XXX-XX-XXX LH IT Part Podium Project Coding Mask

LHMPP -XX-XX-X-XXX-XX-XXX LH Mall Part Podium Project Coding Mask

LHNIT -XX-XX-X-XXX-XXX-XX LH IT NONSEZ PROJECT

LHRES -XX-XX-X-XXX-XXX-XX LH Residential Projects Coding Mask

LICBH -XXX-XX-XX-X-XXX-XX LITL Highway Projects-BOT

LICBP -XXX-XXX-XXX-XXX-XX LITL - Building Projects

LICHP -XXX-XXX-XXX-XXX-XX LITL - Hydro Projects

LICIP -XXX-XXX-XXX-XXX-XX LITL - Industrial Projects

LICIT -XXX-XXX-XXX-XXXX-X LITL IT Tower (Non-SEZ Proj.)

LICIZ -XXX-XXX-XXX-XXXX-X LITL IT Tower (SEZ Proj.)

LICNH -XXX-XX-XX-X-XXX-XX LITL Highway Projects-Non-BOT

LICNS -XXX-XXX-XXX-XXX-XX LITL - Podium Projects - Non-SEZ

LICRE -XXX-XXX-XXX-XXXX-X LITL Const. Projects (Res./ Comm. Proj.)

LICSZ -XXX-XXX-XXX-XXX-XX LITL - Podium Projects - SEZ

LICTE -XXX-XXX-XXX-XXX-XX LITL - Transm & Electrical Projects

LICTL -XXX-XXX-XXX-000-XX LITL - Transmission Lines

LITEP -XXX-XXX-XXX-XXX-XX LITL - Transm & Electrical Projects

LITLP -XXX-XXX-XXX-000-XX LITL - Transmission Lines

SHRES -00-XXX-XXX-XXX-XXX LH Res. Std. Porject Coding mask

SICRE -XXX-XXX-XXX-XXXX-X Standard LITL Const.Proj.(Res./Com.Proj)

Note: Please refer to Key Data Structures for details.

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ANNEXURE-II

Project Profile Description

ZHYCP01

EPC Hydro Construction Projects Profile

ZLHCOM1 LH Common Projects Profile

ZLHCP01 LH Customer Projects Profile

ZLHIP01 LH Investment Proj.s (AUC.) Prof.

ZLICP01 LITL Construction Projects Profile

ZTHCP01 EPC Thermal Projects Profile