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Golden Demo Project Management SAP Business ByDesign Reference Systems Demo Script Project Management Classification: Internal and for Partners Version: 20190412

Demo Script · Golden Demo Project Management Document Version: 20190412 4 1 Demo Script Overview 1.1 Demo Overview This demo script outlines some highlights of SAP Business ByDesign

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Golden Demo Project Management

SAP Business ByDesign Reference Systems

Demo Script

Project Management

Classification: Internal and for Partners

Version: 20190412

Golden Demo Project Management

Document Version: 20190412 2

Disclaimer

This demo script is based on the ByD Reference System for the Almika model company. There are several country versions

of the Almika ByD implementation. The content is similar but deviates especially with respect to language support, names

and object descriptions. Sample data used in this demo script relate to the US country version – for other country versions

different data samples might be relevant.

A prerequisite for being able to fully understand this demo script and run the demo, is a sound system knowledge on SAP

Business ByDesign. General assumption is that you are familiar with the Learning Center content available in your ByD

system at: Home →Self-Services – Learning Center.

Although the script has been tested carefully you might nevertheless encounter different system behavior when running a

demo in an actual Almika demo system.

Release Statement

This version of the demo script is released for the following version of the ByD Reference System for the Almika model

company:

• US based global model company Almika, as of ByD Demo Release 1905

For other demo system versions or earlier demo releases, a previous version of the demo script is to be used.

As of ByD Demo Release 1802 the demo release of your ByD demo system can be identified in the Company-Specific Help:

You can find a help entry “ByD <nnnn> Demo Guides <CC>” under Help – Company-Specific Help. <nnnn> specifies the

demo release of your ByD demo system, e.g. ‘1802’ – released in February 2018. <CC> specifies the country version of your

demo system, e.g. ‘US’ – US based global model company Almika Inc. The version-controlled demo guides provided in this

help entry match to your ByD demo system.

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Table of Content

1 Demo Script Overview ................................................................................................................................... 4

1.1 Demo Overview ...................................................................................................................................... 4

1.2 Intended Audience.................................................................................................................................. 4

1.3 Protagonists ........................................................................................................................................... 4

1.4 Business Pain Points .............................................................................................................................. 4

1.5 Key Messages and Value Proposition ..................................................................................................... 5

1.6 Story Flow Summary .............................................................................................................................. 6

2 Technical Requirements ................................................................................................................................ 7

2.1 System Access Information ..................................................................................................................... 7

2.2 User Accounts ........................................................................................................................................ 7

2.3 Mobile Applications ................................................................................................................................. 8

3 Demo Steps: Project Monitoring .................................................................................................................. 14

3.1 Show Project Management KPIs ........................................................................................................... 14

3.2 Show Details on KPI Project Profitability ................................................................................................ 15

3.3 Show Details on KPI Revenue by Team Member ................................................................................... 16

3.4 Show Details on KPI Utilization Consulting ............................................................................................ 17

4 Demo Steps: Project Set-up and Execution................................................................................................. 18

4.1 Create a new Project as Project Copy ................................................................................................... 18

4.2 Create a Quote from the Project and Transfer it to an Order................................................................... 21

4.3 Browse the Project with the Project Cockpit App (optional) ..................................................................... 23

4.4 Time Recording .................................................................................................................................... 27

4.4.1 Option 1 – Time Recording with the SAP Project to Go App (preferred) ..................................... 28

4.4.2 Option 2 – Time Recording with the ByDesign Client User Interface .......................................... 29

4.5 Expense Reporting ............................................................................................................................... 30

4.5.1 Option 1 – Expense Reporting with the SAP Business ByDesign Mobile App (preferred) ............ 31

4.5.2 Option 2 – Expense Reporting with the ByDesign Client User Interface ..................................... 32

4.6 Create an Invoice Request .................................................................................................................... 34

4.7 Create an Invoice ................................................................................................................................. 35

5 Appendix ...................................................................................................................................................... 36

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1 Demo Script Overview

1.1 Demo Overview

This demo script outlines some highlights of SAP Business ByDesign Project Management and shows you how to

demonstrate these capabilities along with their benefits and how to deliver proof of these value propositions in your demo.

This demo covers 2 parts. In the first part a project manager reviews a project during the project period, some project phases

have already been completed and were invoiced while other project phases are still to be started. In the second part the

project manager will create and release a new project. Based on the project plan the responsible sales employee will create

a sales quote and a sales order. After the project has been started a project team member will showcase how to report time

and expenses for a certain project task. The project manager will request the first customer invoice and the responsible sales

employee will then create this invoice. During the project period the project manager and the project team prefer the usage of

mobile applications for the daily project work.

1.2 Intended Audience

◼ SAP internal and SAP Partners: Pre-Sales Executives, Pre-Sales Solution Advisors

◼ SAP external: CEO, CIO, Project Managers, Sales Mangers

1.3 Protagonists

The main characters of this demo are:

◼ Project Manager, Peter Sellers1: Peter is head of a project team. He is responsible for planning projects, managing their

execution, and ensuring their business success.

◼ Sales Employee, Victoria Brannon: Victoria is closely cooperating with Peter. Based on Peter’s project planning she is

creating sales quotes and manages sales orders. During the project period she processes customer invoices in

consultation with Peter.

◼ Project Team Member, Tonia Gartner: as consultant, Tonia’s focus is on technical topics. She uses the ByDesign project

features to coordinate her work with Peter and other team members. For time and expense reporting she prefers to use

the mobile applications.

1.4 Business Pain Points

The business pain points addressed are:

◼ Controlling and managing projects

◼ Integrating smart project management seamlessly with sales processing and accounting

◼ Planning and running projects of different complexity level with mixed project teams

◼ Arranging for a successful project team cooperation

◼ Providing project reporting tools that are easy to use and popular with project teams

1 Names and descriptions used in the demo guide refer to the US country version of the Almika model company. In other country versions the names and descriptions will differ.

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1.5 Key Messages and Value Proposition

Overview

The Project Management scenario focuses on key elements within the Project Management Business Process. We highlight

the built-in analytics covering the value of project KPI’s and how insights into profitability and utilization can be critical for any

project-based business.

In Projects we look at how easy it is to copy existing projects for speed and producing sales quotations directly linking Sales

and Projects, this shows the strength of a single integrated solution. This process of creating the project first is key for

businesses that gain estimations from projects prior to quoting a customer.

Project Cockpit is a great tool combining all projects together giving visibility to project managers on how projects are

performing, the mood of project members and any action items requiring attention.

Time and Expense Recording is a key part of most professional service businesses. Showcasing the ‘Project to Go’ and

‘ByDesign’ Mobile apps gives great benefit and value on how quick and easy it is for employees to update on a day to day

basis, even on the move when travelling.

Round off the story with completing the process and invoicing the customer, this shows strong integration between business

areas and how the business can speed up their billing process which improves cashflow, which critical to all!

Key Features and Associated Benefits

◼ Analytics

o Allows Project Managers to monitor performance and act quickly to address any concerns

o Track team member performance and utilization allowing decisions to be made to improve the business

o Reducing the time Project owners take to produce KPI’s and focus more on managing people and expectations

o Management have real-time visibility on projects

◼ Projects

o The ability to copy from existing projects or templates enables the ease of repeatable work

o Visibility of sales documents created from projects, this gives all the business an insight into all aspects of the

process

o Project Managers can plan, procure services and materials plus review performance all from a single project view

◼ Time and Expense Recording

o Record time whilst on the move which improves efficiency and accelerates visibility and billing

o Record via the Project to Go app which is easy to use without having to access the main UI

o Visibility of all assigned work, time recordings and able to project their ‘mood’ on each project

o Quick expense recording ‘on the go’ allowing recharges to happen quicker

o No admin needed to enter receipts and store these separately, a seamless capture of the expense and photo

means everyone is happy, and employees are reimbursed quicker.

◼ Invoice Processing

o Automated Invoice verification where user interaction is only for exception handling

o Invoices generated quicker and based on pre-defined options such as time and materials and fixed price

o Direct revenue recognition recorded based on a selection of accrual methods to meet the business requirements

o IFRS15 compliant for those with customer contracts

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1.6 Story Flow Summary

The demo scenario covers 2 parts that can be run independently:

1. Project Monitoring:

While running a project many data items are collected in the system. The analytics functions of SAP Business

ByDesign with its capability to apply tailormade key performance indicators (KPI) in personalized dashboards allow

project managers to always know the status of their projects and to easily drill down to any hot spot detail. Put

yourself in the middle of a development project and look at exemplary KPI evaluations.

2. Project Set-up and Execution:

A solid project plan is based on sound experience and allows for providing an attractive offer instantly. The sales

quote and the sales order reflect key project deliverables as planned for the project. Once the project is started the

project team enjoys the system support for cooperation and the simplicity on time recording and expense reporting.

Requesting and composing intermediate customer invoices is all based on actual project data and works by a few

mouse clicks.

The demo scenario outlines that mobile applications are key cornerstones while running a project – for project managers and

for the project team. Nevertheless, the demo scenario can also be run with the standard ByDesign client user interface.

The actual demo scenario covers the following steps:

1. Project Monitoring:

• The project manager takes you back to July 2018 and introduces you to a project that is done half way.

• He reviews some sample KPI evaluations to illustrate the project and team status.

2. Project Set-up and Execution:

a. As project manager, you define a project plan based on a similar project done in the past.

b. As sales employee, you create a sales quote based on the project plan and transform it into an order.

c. As project manager, you browse your project with the SAP Project Cockpit app on your tablet

computer(optional).

d. As project team member you have 2 options for checking your tasks and recording activities:

• Option 1: Use the SAP Project to Go application on your smart phone or tablet computer

• Option 2: Use the time recording function in the standard client user interface

e. As project team member you have 2 options for reporting project expenses:

• Option 1: Use the SAP Business ByDesign Mobile application on your smart phone or tablet computer

• Option 2: Use the project expense recording function in the standard client user interface

f. As project manager, you request an intermediate customer invoice for your project.

g. As sales employee, you transform the invoice request to a customer invoice.

Submit

Expense

Report

Create Project Plan

Submit

Time

Recording

Create Sale Quote & Order

Request

Invoice

Create

Customer

Invoice

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2 Technical Requirements

2.1 System Access Information

To work through the demo, you need access to a ByDesign demo system for the global Almika model company, which is

available in different country versions. The appropriate Almika company fact sheet is available as ‘Company Specific Help’

content in the ByDesign Almika demo system.

2.2 User Accounts

The following user accounts for the ByDesign Almika implementation are to be used to work through the demo:

Predefined User ID User Name (US)2 Password3 Role

Projects01S Peter Sellers Welcome1 Project Manager

Sales02S Victoria Brannon Welcome1 Sales Employee

Projects02S Tonia Gartner Welcome1 Project Team Member

2 The names of the users are different in different country versions of the Almika model company. 3 The passwords given in the table refer to the delivery status of the ByD Almika demo system. The passwords may have been changed for an actual demo system.

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2.3 Mobile Applications

The demo offers the option to execute parts of the scenario with mobile applications. To include the mobile applications in the

demo the respective applications need to be set-up on your mobile device. There are 3 mobile applications involved:

1. SAP Project Cockpit App for tablet computers:

This is a project management app for project managers. The app provides a quick way to interact with the project

team and gives you access to all data on the projects handled in SAP Business ByDesign.

The app helps the project manager to remain abreast on the overall status of the project and address any potential

problems and inaccuracies. This includes checking the progress and financial overview as well as setting the project

status and entering comments about it. The app provides a mobile system-based support for decisions and

facilitates the interaction with the project team at any time and everywhere.

2. SAP Project to Go App for smart phones:

The 'SAP Project to Go' mobile app for smart phones is a next-generation app designed to make your life as a

project team member easier. This app provides a fresh new way to interact with project data from your existing SAP

Business ByDesign solution. With a 360° overview of your project, you’ll always be up to date on the work to be

done and aware of any details that arise.

3. SAP Business ByDesign Mobile App for smart phones:

With the SAP Business ByDesign Mobile app, you can access the on-demand solution for small businesses and

midsize companies through an intuitive user interface specifically designed for business on the go. This app allows

sales colleagues and managers to handle accounts, contacts, and activities right from their smartphone.

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Set-up the SAP Project Cockpit App

Ensure that the business user 'Projects01S' has access to the 'Project Cockpit' work-center view

In a standard ByD demo system with the global model company 'Almika Inc.' the business user 'Projects01S' has

granted access to the 'Project Cockpit' work-center view.

You can check this as follows:

◼ Logon to your ByD system as user 'Administration01' (with the standard ByDesign client user interface).

◼ Open the work-center view 'Application and User Management - Business Users'.

◼ In the 'Search' field enter 'Projects01S' and hit <Return>.

◼ Ensure that the entry for 'User ID' 'Projects01S' is selected and click 'Edit - Access Rights'.

◼ In tab 'Work Center and View Assignment' click 'Find'.

◼ In the 'Find and Locate' dialog:

o In the 'Search' field enter '*Cockpit*' and hit <Return>.

o In the result list select the entry with the 'Work Center View Name' 'Project Cockpit'.

o Click 'Locate'.

The 'Find and Locate' dialog is closed and the work-center view 'Project Cockpit' is selected.

◼ Ensure that 'Assigned to User' flag is set for the work-center view 'Project Cockpit'.

In case the view is not assigned you need to assign it – this may require changing the respective business role.

◼ Logoff.

Install the 'SAP Project Cockpit App on your tablet

The ‘SAP Project Cockpit’ App currently is available for iOS, hence please use an iPad for running the demo.

Check if the 'SAP Project Cockpit' App is not already installed, and if not, execute the following steps:

◼ Ensure that your tablet is connected to the Internet and go to the App Store on your tablet.

◼ Enter the search term ' sap project cockpit'.

◼ Download the App and it will get installed.

Connect the SAP Project Cockpit App to your ByD Demo System

◼ Start the 'SAP Project Cockpit' App on your tablet.

◼ With first time usage it will try and walk you through the introduction,

you can select ‘Skip Intro’ to go straight to the configuration.

◼ Enter the Business ByDesign URL: <URL of your ByD demo system>.

Typically the URL is set-up as 'https://my<XXXXXX>.sapbydesign.com’,

replace <XXXXXX> with the respective number of your ByD system.

In future you may change the URL by clicking the Settings icon in the logon dialog.

◼ Slide the button for 'Keep Alive in Background'

to keep a background connection between the App and your ByDesign system

until your session is timed out by your ByDesign system.

◼ Select 'Done'.

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Logon to the SAP Project Cockpit App for the first time

◼ Enter the user account 'Projects01S' and the password (same as for the standard ByDesign client user interface). DO NOT click on “Go” button on the keyboard, instead close the keyboard with “Done” button on top of the keyboard

◼ Select 'Logon'.

The App start a pop-up dialog for accessing your calendar.

◼ Select 'OK' to allow the access to your calendar.

◼ Select the menu icon on the top left and then select 'My Profile - Logout'

The 'SAP Project Cockpit’ App is now set-up to run the ‘Project Set-up and Execution' demo.

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Set-up the SAP Project to Go App

The SAP Project to Go application is designed to be used on smart phones. For demonstration purposes you may also install

it on your tablet computer.

Ensure that the business user 'Projects02S' has access to the 'Project to Go' work-center view

In a standard ByD demo system with the global model company 'Almika Inc.' the business user 'Projects02S' has

granted access to the 'Project to Go' work-center view.

You can check this as follows:

◼ Logon to your ByD system as user 'Administration01' (with the standard ByDesign client user interface).

◼ Open the work-center view 'Application and User Management - Business Users'.

◼ In the 'Search' field enter 'Projects02S' and hit <Return>.

◼ Ensure that the entry for 'User ID' 'Projects02S' is selected and click 'Edit - Access Rights'.

◼ In tab 'Work Center and View Assignment' click 'Find'.

◼ In the 'Find and Locate' dialog:

o In the 'Search' field enter '*to Go*' and hit <Return>.

o In the result list select the entry with the 'Work Center View Name' 'Project to Go'.

o Click 'Locate'.

The 'Find and Locate' dialog is closed and the work-center view 'Project to Go' is selected.

◼ Ensure that 'Assigned to User' flag is set for the work-center view 'Project to Go'.

In case the view is not assigned you need to assign it – this may require changing the respective business role.

◼ Logoff.

Install the SAP Project to Go App on your smart phone or tablet

Check if the 'SAP Project to Go' App is already installed, and if not, execute the following steps:

◼ Ensure that your device is connected to the Internet and go to the App Store.

◼ Enter the search term 'SAP Project to Go'.

In case you cannot find the app in the app store while searching with your tablet computer, you may also use the

browser search function to find it.

◼ Download the App and it will get installed.

◼ Select ‘Allow’ when you get a message requesting for access to files [on Android]

the SAP Project to Go App requires access to files.

Connect the SAP Project to Go App to your ByD Demo System

◼ Once installed open the App

◼ Click on 'Allow' when you get the following message [on iPhone/ iPad]

‘Projects to Go Would Like to Send You Notifications… ‘

◼ Enter the System URL to your ByD system in the input field

typically the URL is set-up as 'https://my<XXXXXX>.sapbydesign.com",

replace <XXXXXX> with the respective number of your ByD system.

In future you may change the URL by clicking the Settings icon in the logon dialog.

◼ DO NOT CLICK on "Certificate based Login" [iPhone]

as we use user/ password credentials here

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◼ Slide the button ‘Keep Alive in Background’ [iPhone]

to keep a background connection between the App and your ByDesign system

until your session is timed out by your ByDesign system.

◼ Click 'Done'

Logon to the SAP Project to Go App for the first time

◼ Enter the user account 'Projects02S' and the password (same as for the standard ByDesign client user interface).

◼ Select 'Logon'.

The App starts with the 'My Work' view.

◼ Select 'OK' to allow the access to your calendar.

◼ Select the menu icon on the top left and then select 'Logout'

The 'SAP Project to Go' App is now set-up to run the ‘Project Set-up and Execution' demo.

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Set-up the SAP Business ByDesign Mobile App

The SAP Business ByDesign Mobile application is designed to be used on smart phones. For demonstration purposes you

may also install it on your tablet computer.

Install the SAP Business ByDesign Mobile App on your smart phone or tablet

Check if the 'SAP Business ByDesign Mobile' App is already installed, and if not, execute the following steps:

◼ Ensure that your device is connected to the Internet and go to the App Store.

◼ Enter the search term 'SAP Business ByDesign Mobil'.

In case you cannot find the app in the app store while searching with your tablet computer, you may also use the

browser search function to find it.

◼ Download the App and it will get installed.

Connect the SAP Business ByDesign Mobile App to your ByD Demo System

◼ Once installed open the App

◼ Enter the ‘System URL’ to your ByD system in the input field

typically the URL is set-up as 'https://my<XXXXXX>.sapbydesign.com",

replace <XXXXXX> with the respective number of your ByD system.

In future you may change the URL by clicking the Settigns icon in the logon dialog.

◼ Click 'Done'

Logon to the SAP Business ByDesign Mobile App for the first time

◼ Enter the user account 'Projects02S' and the password (same as for the standard ByDesign client user interface).

◼ Select 'Login'.

The 'SAP Business ByDesign Mobile' App is now set-up to run the ‘Project Set-up and Execution' demo.

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3 Demo Steps: Project Monitoring

Almika was awarded an order by customer William & Sons to implement a Sample Analyzer. The project commenced

beginning of June 2018. All billing and cost are captured using the SAP Business ByDesign Project Management functions. It

gives all the control, visibility, traceability and transparency for the project manager as well as the executive team.

The project 'CPSO-GD – Sample Analyzer Implementation 2018' was created to manage, monitor and control the project.

The project plan includes all the various phases, tasks and resources required including the estimated duration.

The first project activities have been completed and the respective time and expenses were captured in the ByDesign by the

various project team members using the mobile apps available from the app center. First deliverables have been provided

and first invoices have been sent to the customer. The project is in the middle of its execution activities.

Now let's assume we are back in July 2018 and let's take the role of the project manager Peter Sellers to review the project.

3.1 Show Project Management KPIs

What to Say

The ByDesign system covers all business data and is hence the ideal base for processing any kind of analytical evaluations.

The system allows to flexibly evaluate standard and custom analytic reports and to moreover evaluate report results against

business expectations as key performance indicators (KPI). Based on the few hundred analytical reports that already come

with ByDesign, we have defined and selected a few KPIs for our demo to show you one aspect of actionable insight in

ByDesign.

Business users can adopt these KPI evaluations for the representation in dashboards tailored to their needs.

In his launchpad, Peter has arranged several KPIs that allow him to monitor and review the project 'CPSO-GD - Sample

Analyzer Implementation 2018' he's running for the customer William & Sons.

What to Do

Logon and Introduce the set of Project Specific KPIs

◼ Logon to your ByDesign system with the user account Projects01S (project manager).

The system opens the 'My Launchpad' view of Peter.

Under the Group heading 'Golden Demo KPIs for Project CPSO-GD'

Peter has arranged several KPIs that allow him to monitor and review the project 'CPSO-GD - Sample Analyzer

Implementation 2018' he's running for the customer William & Sons.

◼ Explain the basics on these KPIs:

o Project Profitability:

This evaluation shows the relation between actual margin and actual revenue in percentage.

As based on the current actuals the relation is very good, the value is shown in green.

o Revenue by Team Member:

This KPI shows the actual revenue and compares it to an expectation on the final revenue for this project.

As the actual revenue is still not close to the expectation the value is shown in yellow.

o Utilization Consulting:

This KPI evaluates the average utilization ratio of Peter’s team for June and July 2018 and compares it to a

target expectation. As there are only few projects running in summer 2018, the ratio is significantly below

the target and hence shown in red.

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3.2 Show Details on KPI Project Profitability

What to Say

As project manager, Peter wants to know details on the profitability of his projects. The KPI ‘Project Profitability’ shows a

profitability of 56%, which relates to the overall percentage of revenue-based project profitability. The value is shown in green

which indicates the business expectations of Almika management are met.

To provide a constantly good support for this demo scenario the KPI is focused on Project CPSO-GD only. In a customer’s

SAP Business ByDesign implementation the focus would rather be on all or a specific set of important projects.

Peter is interested in finding out more details on the project profitability.

What to Do

Open the KPI Details

◼ Click the 'Project Profitability' KPI to display details on the KPI and Project Profitability report.

The business expects to achieve a target of 65% profitability.

The current profitability will be shown in RED, if the value is below the ALERT level of 25%.

If it is between 25% and 50% then a WARNING level is reached, and anything above 50% will be shown in GREEN.

With the current costs and invoiced revenues the KPI is above 50%

and hence the value of 56% is shown in GREEN.

◼ Explain the Profitability Report

Detailed key figures such as Planned - Cost/Revenue/Margin and Incurred (Actual) Cost/Revenue/Margin

as well as the Profitability percentage is broken down for the projects considered with the KPI

(here only project 'CPSO-GD').

The 'ITD Invoiced Revenue' (actual) is 38,829.00 USD.

The 'ITD Incurred Margin' (actual) is 21,664.10 USD.

Hence the resulting profitability 'ITD Incurred Margin' (margin/revenue) is 56%.

Navigate to Project Details

◼ Click on the Project 'CPSO-GD', a small down arrow appears next to the Project ID.

◼ Click the triangle icon to view the navigation options.

◼ Select 'View Project Overview'

This will launch the 'Project Overview: Sample Analyzer Implementation 2018' view.

◼ Click 'View All' and the 'Project Plan' is shown as Gantt chart.

◼ Open the tab 'Project Overview' to view more details

in the 'Planned/Incurred Cost and Revenue' section and the 'Planned/Actual Work' section.

Other sections such as 'Financial Reports' or 'Trend Analysis' allow for launching related reports.

Return to the 'My Launchpad' View

◼ Click 'Close' to close the 'Maintain Project...' view and to return back to the 'Project Profitability' KPI.

In case a 'Confirmation Dialog' with the question 'Do you want to save your changes?' pops-up, then choose 'NO'!

◼ Click the 'Close' (X) icon to close the 'Project Profitability' view and to return to the 'My Launchpad' view.

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3.3 Show Details on KPI Revenue by Team Member

What to Say

The ‘Revenue by Team Member’ KPI measures the overall project revenue and lists the revenue generated by each team

member for the project-based services.

Peter wants to keep a good control on the team time and expenses. It is very important and critical in project-based business

to capture accurate time and all out of pocket expenses. It needs to be ensured that cost and expenses are booked against

the right project and customer.

The actual net value invoiced is 38,829 USD. Peter wants to know how this value is composed of the different contributions

by his project team.

What to Do

Open the KPI Details

◼ Click the 'Revenue by Team Member' KPI.

As the KPI is focused on the project CPSO-GD, the target value for the revenue (45,000 USD) is adopted from the

order. The business expectation is that the revenue will significantly exceed the plan, hence the warning level

stretches up to 50,000 USD. A revenue below 35,000 USD is rated as alert level.

◼ Explain the Revenue by Team Member Report

The report shows details by 'Project', 'Team Member', and by 'Source Document' which could be the timesheet or an

expense statement.

It displays key measures on time and expenses, such as 'Net Value Invoiced', 'Net Value Written Off', and 'Net

Value Delivered'.

Navigate to Details on Team Member Tonia Gartner

Peter wants to view more details on the contribution of Tonia Gartner.

◼ Locate the team member 'Tonia Gartner' and click the 'Source Document' entry '07/2018' for her.

◼ Click on the down arrow and select 'Team Member Work Analysis'.

The 'Report: Team Member Work Analysis' shows time details booked by 'Project Task' for the 'Service' items

provided by Tonia.

◼ Change the 'View' by clicking on the drop-down box at the top

and choose the 'View': 'Team Member Work Analysis by Service'.

This view shows a summary by 'Service' items provided by Tonia.

The 'Actual Work (h)' and the 'Remaining Work (h)' are also provided.

Return to the 'My Launchpad' View

◼ Click the 'Close' icon (X) on the 'Report: Team Member Work Analysis'.

◼ Click the 'Close' icon on the dashboard view 'Revenue by Team Member' and return to the 'My Launchpad' view.

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3.4 Show Details on KPI Utilization Consulting

What to Say

Peter Sellers, who is the project manager for Almika, is interested in finding out his team's utilization. The KPI 'Utilization

Consulting' shows a percentage of 15% in red color which is an alert indicating that it is below a set threshold.

The value is based on the actual utilization of the consulting resources. The resource utilization value is calculated in the

report 'Actual Utilization - My Area'.

For this scenario the evaluation time frame has been set to June 1st till July 31st, 2018. Typically the evaluation would be

done on the current and the previous month.

What to Do

Open the KPI Details

◼ Click the 'Utilization Consulting' KPI.

The system will provide details on the KPI,

and launch the Utilization Consulting report with the respective parameter set.

◼ Explain the 'Utilization Consulting' KPI

The utilization 'Target' has been set to 90% for Almika's project service line of business.

The Alerts have been classified as follows:

1. Alert: below 72%

2. Warning: 72 - 77%

The report shows details by 'Reporting Line', 'Employee' and their 'Actual Utilization %'.

Navigate to Details on Team Member Tonia Gartner

◼ Locate and click the 'Employee' 'Tonia Gartner'.

◼ Click on the down arrow and select 'View Resource Factsheet'.

This will launch the 'Internal Resource Overview: Tonia Gartner'.

The 'Office Location', 'Organization Data', and 'Skills Details' for the employee are displayed.

◼ Scroll down to view all the 'Project Assignments' for the employee.

◼ A further scroll down displays the 'Resource Availability’ for a selected period.

The resource availability is color coded to make it easier to identify availability, over booking and leave.

Return to the 'My Launchpad' View

◼ Click the 'Close' icon (X) on the 'Internal Resource Overview: Tonia Gartner'.

◼ Click the 'Close' icon on the KPI view 'Utilization Consulting' and return to the 'My Launchpad' view.

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4 Demo Steps: Project Set-up and Execution

The focus of this demo scenario is on the integration of project management with the sales and overall business processing.

Starting point is the project plan – which typically is defined as adaptation to proceeding grown out of best practices

experiences. In this light-weight demo we simply copy the project plan from an earlier run project, i.e. we take the project

used in the first part of the demo as copy master. Any kind of changes and adaptations could be done to finalize the project

plan being used as base of sales quote. The project structure is automatically transferred to respective quote items. Once the

deal is closed the quote is transferred to an order. While the project runs the power of the mobile project tools facilitates an

effective cooperation as well as prompt time recording and accurate expense reporting. This features up-to date project and

business data being transparent to the project organization and to management. Once certain milestones are reached, it’s a

simple click to request an intermediate customer invoice, which can be created automatically and simply needs to be

reviewed before sending it out to the customer.

The actual demo scenario covers the following steps:

1. The project manager, Peter Sellers (business user Projects01S) defines a project plan based on a similar project

done in the past.

2. The sales employee, Victoria Brannon, (business user Sales02S) creates a sales quote based on the new project

and transforms it into an order

3. As project manager, Peter uses the SAP Project Cockpit app to cooperate with the project team and to manage all

project operation activities. This part of the demo is optional.

4. As project team member, Tonia Gartner (business user Projects02S) has 2 options to check her tasks and to record

her activities:

• Option 1 (preferred): Use the SAP Project to Go application on her smart phone (or tablet)

• Option 2: Use the time recording function in the ByDesign standard client user interface

5. Project team members, like Tonia also have 2 options for reporting their project expenses:

• Option 1 (preferred): Use the SAP Business ByDesign Mobile application on their smart phone (or tablet)

• Option 2: Use the project expense recording function in the ByDesign standard client user interface

6. For his new project, the project manager, Peter requests an intermediate customer invoice at his sales team.

7. As sales employee, Victoria processes the invoice request and creates the customer invoice.

4.1 Create a new Project as Project Copy

What to Say

Peter has been involved in the initiation of a new project with customer ‘William & Sons’. The subject of the project is

implementation of an analyzer – something Peter has done several times already, also for ‘William & Sons’. The customer

has asked to go into detailed planning and wants to get a calculated offer. Peter uses the previous project, ‘Sample Analyzer

Implementation…’ as template and simply copies over the planning data from this project.

What to Do

Logon Create a new Project as Copy from an earlier Project

◼ Logon to your ByDesign system with the user account Projects01S (project manager).

◼ Navigate to the common task Project Management → New Project.

A guided activity for the creation of projects shows up.

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◼ 'In step '1 Enter Initial Data':

o For Project Type select ‘Customer project with sales integration’.

o For Source select ‘Existing Project’.

o - Click 'Next' to proceed to the next step of the guided activity

◼ In step '2 Copy Source':

o Optionally you may narrow down the list of potential project copy master entries

by using the 'Search For' field: enter 'Sample' and hitting <Return>.

o In the list of projects select the project to be copied: 'CPSO-GD'.

o Optionally you may click 'Show Details'

to get more information on the copy master... (later close the details window accordingly).

o Ensure that in section 'Copy the Details' the following options are selected:

▪ 'Planned Values'

▪ 'Team Members'

▪ ‘Attachments’

o Click 'Next' to proceed to the next step of the guided activity.

◼ In step 3 'Define Project':

o Review the values as copied from the project that has been used as copy master

The data in sections 'Organizational Assignment', 'Customer and 'Profit Analysis Attributes' are taken over

from the previous project.

Some entries in section 'Project Details' need to be adapted...

o Change the copied 'Project Name'

e.g. with the format to 'My demo project <date of today>

for example 'My demo project 2018-08-23'.

o As 'Start Date' select the Monday of last week.

The project start is scheduled in the past as the actual project work has already been started

and we need to allow for respective time and expense reporting.

o Set 'Status' to 'Start and Release' to immediately release the new project.

o Click 'Next' to proceed to the next step of the guided activity.

◼ 'In step '4 Define Team':

o Review the team as copied from the project copy master...

... Peter is planning to work with the same team as he did with the previous project.

o Click 'Next' to proceed to the next step of the guided activity.

The system throws an info message:

▪ 'Employee E1002 (John Tompson) is not employed by company 1000 ...'

This indicates that the project team member John Tompson is with another company and this company is

using the same ByD system, i.e. we are dealing with a ByD intercompany business process here.

◼ In step '5 Review':

o Review the Project;

explain the project basics along some values shown ...

o Click 'Finish' to create the new project

and to proceed to the last step of the guided activity

◼ In step '6 Confirmation':

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o The system provides the following (additional) messages:

▪ 'Baseline created; status is active'

▪ 'Project <Project ID> created. View this project in the Projects view.'

o Note down the Project ID.

Briefly Show the Structure of the new Project

◼ Click the project ID given in field 'Maintain This Project:' to open the ‘Maintain Project…’ view.

◼ Open tab 'Project Plan' and sub-tab 'Gantt Chart' (default view).

If required expand the project structure so that the project task 'Project Set-Up → Preparation' is visible.

◼ Select the project task 'Project Set-Up → Preparation'

and open the tab 'Work' in the bottom area of the screen.

Here you can see that at the very beginning of the project Tonia Gartner

has been planned to provide 4 hours of the 'Service' 'S200102 – Junior Consultancy'

◼ Click 'Close' to close 'Maintain Project' view.

◼ Logoff from ByDesign.

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4.2 Create a Quote from the Project and Transfer it to an Order

What to Say

In the previous step the project manager has set-up the project structure. Now the sales employee can create a sales quote

for the project. Basically, all information that is required to compile the quote is already available in the project; hence the

sales quote can be created by adopting the required details from the project.

What to Do

Logon and Create a Sales Quote for the Project

◼ Logon with the user account Sales02S (sales employee).

◼ Open the common task New Business → New Sales Quote.

◼ Click 'Create with Reference' as you want to adopt the items from the project.

◼ In the pop-up dialog 'Input Parameters for Create with Reference':

o For 'Reference Type' select 'Project'

o Use the value help for 'Reference ID':

▪ Enter a substring from your project name, e. g. 'My' in the search field and hit <Return>.

▪ From the result list select the project you created in the previous step.

The system adopts the project ID to field 'Reference ID'.

o For 'Creation Method' select 'By Top level Task and Services'.

o Explain the impact of these selections:

▪ The system will adopt the customer as defined in the project.

▪ The system will create a line item for each task defined in the project.

▪ The respective services shall be offered to the customer that requested the project.

o Click 'OK' to confirm the pop-up dialog 'Input Parameters for Create with Reference'.

◼ 'In the 'New Sales Quote' view:

o Change the 'Description' e.g. using the format 'Quote for my demo project <date of today>'

for example 'Quote for my demo project 2018-08-23'

o Click 'Submit' to mark the quote as submitted and save it.

The ‘New Sales Quote’ view is closed, and the system provides a message:

▪ 'Sales Quote <Sales Quote ID> saved successfully'

◼ Note down the <Sales Quote ID>

Transfer the Sales Quote to a Sales Order

The customer has agreed to the offered project proposal and you now want to proceed with the order.

◼ Continue with the user account Sales02S and open the work-center view New Business → Sales Quote.

◼ In the view 'All Quotes' enter a substring from your quote description,

e. g. 'my' into the search field and hit <Return>.

◼ In the result list select the sales quote you created in the previous step.

◼ Click 'Follow Up - Sales Order' to create an order from the quote.

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◼ In the ‘New Sales Order’ view change the description for the order:

The system has copied all information from the sales quote to the order. This especially includes the customer and

the line items. The description also has been copied.

Change the 'Description' e.g. using the format 'Order for my demo project <date of today>'

for example use 'Order for my demo project 2018-08-23'.

◼ Optionally show the document flow for the order:

o Click 'View All' to get to the detailed order view.

o Open tab 'Document Flow'.

Here you can see the Sales Order which has been created from the Sales Quote.

You can also see that the Sales Quote has been created on base of the Project.

◼ Click 'Submit - Release Order' to submit and save the order.

The system closes the order view and provides 2 messages:

o 'Oder <Sales Order ID> saved successfully'

o 'Oder <Sales Order ID> released'.

Note the Sales Order ID.

◼ Explain the implicit status change of the Sales Quote:

Click the 'Refresh' icon to update the list of Sales Quotes.

The 'Status' of the sales quote has changed from 'Open' to 'Completed'.

◼ Logoff from ByDesign.

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4.3 Browse the Project with the Project Cockpit App (optional)

What to Say

The project has been released, and the project activities have been started. Watch the project manager how he uses the

SAP Project Cockpit application on his tablet computer to manage the project activities.

What to Do

Logon and Get an Overview on the Project

◼ 'As project manager log on to the 'SAP Project Cockpit' App:

o Open the 'SAP Project Cockpit' App on your tablet computer.

o Log on as user 'Projects01s' (use the same password as for the ByDesign standard client user interface).

◼ Navigate to your Project, e.g. 'My demo project...':

The Project Cockpit shows a default Project, we want to review a different project.

o Select the Espresso bar icon on the top left-hand side to open the menu.

o Open the 'My Projects' list (open by default)

o Scroll and select the project 'My demo project...'

◼ In the 'Project – My demo project…'' view details on the project can be reviewed.

There are 6 detail views available:

1. Team

2. To-Dos

3. Project Plan

4. Files

5. Customer

6. Status

See below for details on the 6 detail views.

Browse the Functions and Create a To-Do Item

◼ In the top center area 5 functions can be accessed via icons.

The project manager can access those functions to do the following:

1. The 'Event' icon can be used to create a calendar event for the project.

The event shows up with the project as subject and some other defaults.

It will be assigned to your calendar.

2. The 'To-do' icon is used to create a new do-do item in your project

o Select the 'To-do' icon.

o As 'Responsible' select 'Tonia Gartner'.

o Enter a 'Description':

'Update on customer workshop'

o For 'Due' select 'Today'.

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o Select 'Notify Tonia Gartner by e-mail'.

The e-mail is based on a configurable e-mail template

set-up in the Project Cockpit App under 'My Profile - Settings', 'E-Mail Templates'.

o Select 'Save'.

o Once the 'To-do' is saved, the e-mail will show up.

As Tonia’s e-mail address is a fancy address, select ‘Cancel – Delete Draft’ to discard the e-mail.

3. The 'E-Mail' icon is for creating an e-mail.

The e-mail shows up with the project name as subject.

4. The 'Circular' icon is used to send a meeting invite/e-mail to the project team.

This is like the 'Event' and 'E-Mail' function,

but it pre-fills the recipients list with the team members e-mail addresses.

5. The 'Hints' icon provides online help on how to use the Project Cockpit App.

◼ The 'Refresh' icon on the top right refreshes the displayed content with potential updates from the ByDesign system.

Check the TEAM View

This is the default view; it displays the team members assigned to the project in 4 different sub-views:

1. 'Team members': all team members assigned to the project.

2. 'Require attention': team members that for example have overdue tasks assigned.

o Select the ‘Require attention’ view.

o Select 'Tonia Gartner' to get some details displayed.

Details like 'Last Time Entry', number of tasks and to-do items are displayed.

o Select 'Show details' to show more details on Tonia ...

o Select 'Back' to get back to the 'Team' view.

3. 'Currently absent': currently not available project team members.

4. 'Upcoming absences': upcoming leave for project team members

Check the TO-DOS View

Select the ‘TO-DOS’ view.

Any 'To-Do' items defined for the project are available here in 4 sub-views: ‘due’, ‘open’, ‘assigned to me’ and

‘completed’.

Check the PROJECT PLAN View

Select the ‘PROJECT PLAN’ view.

There are two sub-sections shown in the 'Project Plan' view.

1. 'Project Plan' section:

This section displays the project plan setup in Business ByDesign.

It shows the project plan relative to today and the time remaining for the project completion.

Milestones are highlighted in the project plan with a red circle with a dot.

Additionally, project information such as 'Completion' rate (%), 'Time Spent' (%), 'Overdue Milestones' and 'Overdue

Tasks' are given.

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o To view details such as the underlying Phases and Tasks

simply select the project plan chart and select 'Show Details'.

Please note it takes a second or two for the details to appear.

A new information screen is presented with the details along the project structure, information in Gantt

chart is available by clicking on the 'Espresso' icon on the middle right hand side.

o Use the 'Back' icon to get back to the 'Project Plan' view.

2. 'Milestones' section:

This section shows the project milestones with dates and a brief description.

o More information on the Milestone is available by selecting the Milestone and selecting 'Show Details'.

Details on the respective 'Tasks' and 'To-Dos' with status information will be shown.

o Select 'Back' to go back to the 'Project Plan' view.

Check the FILES View

Select the ‘FILES’ view.

Any attachments to the project can be accessed by selecting this view.

Check the CUSTOMER View

Select the ‘CUSTOMER’ view.

Customer contact details, contact person and any meetings planned are shown here.

Check the STATUS View

Select the ‘STATUS’ view.

The project 'Progress', the 'Costs and Revenue' and the project 'Status' are displayed in different sections.

1. 'Progress' section:

The graphic compares 'Actual work', 'Remaining work', and 'Ideal work'.

o Optionally select the graph and then select 'Show Details'.

A bar chart splitting up the done/ to-do work by team member (or by services) shows up.

Detailed cost information by Team Member is displayed as default, it covers planned, actual and remaining

work by team member.

To view the information in a tabular form simply select the 'Espresso' icon on the middle right hand side.

o More information is available by selecting the 'Down Arrow' next to 'Work per Team Member'.

The additionally available choices are:

▪ Work per Service Product

▪ Work per Product Category

o Select the 'Back' icon to return to the 'Status' view.

2. 'Cost and Revenue' section:

Costs and revenues are shown as a bar chart which compares actual versus forecast and planned values.

o Optionally select the graph where it shows costs and then select 'Show Details'.

Detailed cost information by G/L Account is displayed as default.

To view the information in a tabular form simply select the 'Espresso' icon on the middle right hand side.

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o More information is available by selecting the 'Down Arrow' next to ‘Costs by G/L Account'.

The additionally available choices are:

▪ Costs by Product

▪ Costs by Product Category

▪ Costs by Business Transaction

o Select the 'Back' icon to return to the 'Status' view.

3. ‘Status' section:

Here the project status can be set.

o Select ‘On Track’.

o As description enter for example ‘Kick-off done’.

Log out

◼ Select the menu icon on the top left and then select 'My Profile - Logout'.

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4.4 Time Recording

Project activities have been started and the first work package ‘Preparation’ could be completed. As project team member,

Tonia Gartner, needs to submit the respective time recording.

There are alternative 2 options to do this:

• Option 1: Time Recording with the SAP Project to Go App (preferred)

• Option 2: Time Recording with the ByDesign Client User Interface

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4.4.1 Option 1 – Time Recording with the SAP Project to Go App (preferred)

What to Say

Most of the time Tonia is with her customers or travelling, hence she prefers to use the mobile access the SAP Project to Go

app on her smart phone provides for working with the ByDesign project management system. She likes the app and often

also uses it when she is in office.

What to Do

Logon and Navigate to the Work Package

◼ 'As project team member log on to the 'SAP Project to Go' App:

o Open the 'SAP Project to Go' App on your tablet computer (as this is more suitable for demonstration

purposes than a smart phone). Explain that Tonia would rather use her smart phone for this app.

o Log on as user 'Projects02s' (use the same password as for the ByDesign standard client user interface).

The system displays a list of due work items.

The list might be long.

◼ Select the 'Filter' icon to open the 'Project Filter' dialog.

and select the project created for this demo e. g. 'My demo project…'.

The system lists all work packages for this project that are assigned to the project team member and which are due.

◼ Select the work package 'Preparation'.

The system shows details on the work package like 'Planned' work, 'Done' work, and 'Remaining' work.

Create a Time Entry

◼ Select the time recording icon (bottom right).

The system creates a 'New Time Entry'.

◼ In the 'New Time Entry' dialog:

o For 'Date' select <last week Monday> from the calendar.

o For 'Time Spent' enter '4 h'.

o Set the 'Work Package Completed' indicator.

o Select 'Enter a comment here...',

use the voice entry function and speak: 'Attended kickoff workshop at customer site'.

o Select 'Done' to complete the 'New Time Entry' dialog and save the time entry.

Vote on your Mood and Logoff

◼ 'Vote ... on your project mood' and select 'Send'.

◼ Select the back icon to get to the ‘My Work’ view.

◼ Select the menu icon and then select 'Logout'.

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4.4.2 Option 2 – Time Recording with the ByDesign Client User Interface

What to Say

Whenever Tonia is working in her office and does not have her smart phone at hand she can also use the ByDesign standard

client user interface to record her project work times.

What to Do

Logon Navigate to the Time Sheet

◼ Logon with the user account Projects02S (project team member) – using the ByDesign client user interface.

◼ Open the common task Project Team → Edit Time Sheet.

Edit the Time Sheet’

◼ Click the calendar week of last week

◼ Select the 'Task' '<Project ID>-2 - Preparation' with 'Activity' 'Junior Consultancy'

which represents Tonia's contribution to the work package 'Project Set-Up'-'Preparation'.

Ensure that the <Project ID> matches to the project ‘My demo project…’ you created for this demo.

◼ As value in column 'Monday' (for Monday last week) select '04:00' and hit <Return>.

◼ In the details section (in the bottom of the screen):

o Mark the 'Work Package Completed' indicator.

o As 'Work Description' enter 'Attended kickoff workshop at customer site'.

◼ Click 'Release - Selected Week ...'.

The system reports: '1 of 1 time(s) released successfully'.

◼ Click 'Save and Close'.

◼ Log off from ByDesign.

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4.5 Expense Reporting

As project team member, Tonia Gartner, needs to submit an expense report as she had an overnight stay while attending a

workshop at the customer site which relates her project task on work package ‘Project Set-Up – Preparation’.

There are 2 alternative options to do this:

• Option 1: Expense Reporting with the SAP Business ByDesign Mobile App (preferred)

• Option 2: Expense Reporting with the ByDesign Client User Interface

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4.5.1 Option 1 – Expense Reporting with the SAP Business ByDesign Mobile App

(preferred)

What to Say

Most of the time Tonia is with her customers or travelling, hence she prefers to use the mobile access the SAP Business

ByDesign Mobile application on her smart phone provides for working with the ByDesign system.

What to Do

Logon and Navigate to Expense Reports

◼ 'As project team member log on to the 'SAP Business ByDesign Mobile' App:

o Open the 'SAP Business ByDesign Mobile' App on your tablet computer (as this is more suitable for

demonstration purposes than a smart phone). Explain that Tonia would rather use her smart phone for this

app.

o Log on as user 'Projects02s' (use the same password as for the ByDesign standard client user interface).

◼ Select ‘Expense Reports’.

Create a New Expense Report

◼ Select ‘+’.

◼ For ‘Expense Report Type’ select ‘Business trip’.

◼ For ‘Purpose’ enter ‘Attend kickoff meeting’.

◼ For ‘Start Date…’ select day before kickoff date, i.e. for your project Tuesday last week.

◼ For ‘End Date…’ select the kickoff date, i.e. for your project Wednesday last week.

◼ Select Country ‘USA’.

◼ For ‘City’ enter ‘Westerville’.

◼ Below cost assignment select ‘More’.

◼ Select ‘+’.

◼ Select the value help icon for ‘Project Task ID’.

◼ Select your project task ‘Preparation’ for your project (e.g. ‘My demo project …’).

◼ Select ‘OK’ to confirm your entries.

◼ Select ‘OK’ to get back to the ‘Create Expense Re…’ dialog.

◼ Select the tab ‘Expenses’.

◼ Select ‘+’.

◼ As ‘Type’ select: ‘Hotel’.

◼ As ‘Amount’ enter: 100 USD.

◼ Select ‘OK’ to get back to the ‘Create Expense Re…’ dialog.

◼ Select ‘Submit And Close’.

◼ The system confirms ‘Your entries have been saved.’ The expense report is pending for audit now.

◼ Click the user icon (top left) and select ‘Log Off’ and confirm the pop-up dialog with ‘OK’.

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4.5.2 Option 2 – Expense Reporting with the ByDesign Client User Interface

What to Say

Whenever Tonia is working in her office and does not have her tablet computer at hand she can also use the ByDesign

standard client user interface to report expenses.

What to Do

Logon and Navigate to the Guided Procedure for Expense Reports

◼ Logon with the user account Projects02S (project team member) – using the ByDesign client user interface.

◼ Open the common task Project Team → New Expense Report.

The system starts a guided procedure.

Step 1 – General Information

◼ As 'Type of Expense Report' select 'Business trip'.

◼ As 'Purpose' enter 'Attend kickoff meeting'.

◼ As 'Start Date' select <Monday last week, 8 a.m.>.

◼ As 'End Date' select <Tuesday last week, 5 p.m.>.

◼ As 'First Destination' enter 'Westerville'.

◼ Ensure that 'United States' is selected as 'Country'.

◼ Click 'Edit Cost Assignment'.

◼ In the 'Edit Cost Assignment' view:

o Click 'Add Row'.

o For 'Account Assignment Type' select 'Project Task'.

o Open the value help for 'Project Task':

▪ Enter 'My' in the search field and hit <Return>.

The system lists all of Tonia's project tasks related to the project 'My demo project...'.

▪ Select the entry

with the 'Project Task ID' '<Project ID>-2' and the 'Project Task Name' 'Preparation'

o Click 'OK' to close the 'Edit Cost Assignment' view.

◼ Click 'Next' to get to step '2 Expenses'.

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Step 2 – Expenses

◼ Click 'Add Row'.

◼ For 'Expense Type' select 'Hotel'.

◼ As 'Expense Amount' enter: 100 USD.

◼ Click 'Finish'.

The system reports:

1. 'Expense Report <ID> saved and sent to auditing clerk for review'

2. 'Your entries have been saved.'

In case the system would be set-up without approval for expense reports up to a certain limit (below 100 UDS), then

the system would also report:

'100.00 USD will be reimbursed by check to home address: …'

◼ Note the 'Expense Report ID'.

◼ Log off from ByDesign.

Potential Extension of Demo Flow

The expense report still requires a final check before the reimbursement can be triggered and the expense is released

for invoicing. We skip this step in the demo, hence the expense will not be subject of the invoice created in the

subsequent step of this demo:

In case you want to check and approve the expense, proceed as follows:

◼ Logon to your ByDesign system with the user account Finanical02 (accountant).

◼ Open the work-center view Travel and Expenses → Work and for Work select ‘Expense Report Tasks’

◼ In the result list select the Task relating to the above created Expense Report ID – see column ‘Subject’.

◼ Click the subject of this expense report.

◼ Check the expense report.

◼ Click ‘Accept’.

◼ Click 'Finish'.

The system reports:

1. 'Expense Report <ID> saved and released for reimbursement'

2. 'Your entries have been saved.'

◼ Log off from ByDesign.

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4.6 Create an Invoice Request

What to Say

Now that some project tasks have been completed Peter can trigger the sales team to send the first (intermediate) invoice for

the project to customer William & Sons.

What to Do

Logon and Create an Invoice Request for an Intermediate Invoice on the Project

◼ Logon to your ByDesign system with the user account Projects01S (project manager).

◼ Open the work-center view Project Management → Projects.

◼ In the default view 'My Active Projects' select your project, e.g. 'My demo project <date of today>'.

◼ Click ‘New – Project Invoice Request – Create Automatic Project Invoice Request’

Review and Release the Invoice Request

A new 'Project Invoice Request: ...' shows up.

The system throws the following messages:

1. 'Document flow available after saving project invoice request'

2. 'System has assigned 1 expenses to invoice items'

3. 'Project invoice request item 200 has zero quantity.

If no expense is assigned to this item, it will be deleted on release of the project invoice request.'

4. - 11. The same message as for 'item 200' is thrown for the items: 300, 400, 500, 600, 700, 800, 900,

and 1100.

◼ Open tab 'Items' to review the items

o Select 'Line': 200

This is a 'Fixed Price' item (40 h 'S200105 - Training', 250 USD/h)

o Select 'Line': 800

This is a 'Time and Material' item (4h 'S200102 - Junior Consultancy', 200 USD/h)

referring to the time recording done by Tonia Gartner (see sub-tab 'Time and Expense Items').

◼ Click 'Release'

The system confirms:

1. 'Project invoice request <ID> is released'

2. 'Your entries have been saved.'

◼ Note the Invoice Request ID

◼ Log off from ByDesign.

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4.7 Create an Invoice

What to Say

As sales employee Victoria gets the invoice request in her worklist and can simply create the invoice.

What to Do

Logon and Create the Invoice from the Invoice Request

◼ Logon to your ByDesign system with the user account Sales02S (sales employee).

◼ Open the work-center view Customer Invoicing → Invoice Requests.

◼ In the default view 'Today's Invoice Requests' you should find the Invoice Request created in the previous step.

◼ Ensure that the Invoice Request from the previous step is selected

and click 'Invoice'.

The system shows the 'New Invoice' view with 2 invoice items.

◼ Optionally click 'Preview' to show the PDF version of the invoice

and after showing the document close the PDF window.

◼ Click 'Release'

The system confirms: 'Invoice <ID> saved successfully'.

◼ Note the Invoice ID.

Optionally View the Invoice

◼ Open the work-center view Customer Invoicing → Invoice Documents.

◼ In the default view 'Today's Invoice Documents' you should find the Invoice created in the previous step.

◼ Click on the Invoice ID to open the fact-sheet of the Invoice.

◼ Open the tab 'More' and open tab ‘Document Flow’.

The system shows the document flow from the Sales Order to the Invoice.

◼ Click 'Close'.

◼ Log off from ByDesign.

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5 Appendix

This demo is not focusing on any country specific function of SAP Business ByDesign. The demo is designed to be presented in English as user interface language. You may also present using other user interface languages. You may encounter some differences or shortcomings while doing so. Hence the recommendation is to always test respective scenarios carefully. For deep insight into the topics covered in this demo script, you might want to watch the open SAP course ‘SAP Business ByDesign Project-Based Services’ https://open.sap.com/courses/byd5.

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