Project Management - SAP UI · Project Management July 28, 2012 3 1 About this Document 1.1 Purpose The objective of this business scenario document is …

Project Management

SAP Business ByDesign

Project Management

July 28, 2012 2

Table of Content

1 About this Document ....................................................................................................................... 3

1.1 Purpose .................................................................................................................................... 3

1.2 Reference System and Model Company .................................................................................... 3

2 Master and Organizational Data ...................................................................................................... 4

3 Business Process Tasks ................................................................................................................. 5

3.1 Project Management ................................................................................................................. 5

3.1.1 Create Project (with Template) ...................................................................................... 5

3.1.2 Plan Project................................................................................................................... 6

3.1.3 Release Project ........................................................................................................... 10

3.1.4 Revise Project Planning .............................................................................................. 11

3.1.5 Perform Project Work .................................................................................................. 12

3.1.6 Order Time-based Services ......................................................................................... 14

3.1.7 Purchase Non-Stock Materials .................................................................................... 15

3.1.8 Record Time (Internal)................................................................................................. 16

3.1.9 Expense Reimbursement ............................................................................................ 17

3.1.10 Record Time (External) ............................................................................................... 18

3.1.11 Approve Time Confirmation and Travel Expense ......................................................... 19

3.1.12 Monitor Project ............................................................................................................ 20

3.1.13 Close Project ............................................................................................................... 21

3.2 Connected Scenarios .............................................................................................................. 21

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1 About this Document

1.1 Purpose

The objective of this business scenario document is to give you hands-on experience of running the chosen business processes in a realistic business environment using the SAP Business ByDesign system. It allows you to quickly become familiar with this business scenario by guiding you through the steps that you need to carry out in the reference system.

To obtain a better understanding of the business processes that make up this scenario, also refer to the Scenario Outline for this scenario.

1.2 Reference System and Model Company

A reference system is a system that is preconfigured and loaded with fictitious users and sample data. The users and sample data are based on the model company Almika Inc.. By following the step-by-step instructions in this document, you can assume the identity of the Almika users and use the built-in sample

data to carry out each of the business process tasks. This hands-on experience will help you to understand the relevance and benefits of this business scenario.

To learn more about the model company that uses the business processes described in this document, read the Company Fact Sheet, which contains an overview of the reference

company, its organizational set up, employees and their different roles and work centers, as well as a comprehensive list of the master data used in your system.

You can find the Company Fact Sheet in the Help Center of your reference system. To access

this document, choose Help Help Center and open the link under the heading Company-Specific Help.

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2 Master and Organizational Data

Each SAP Business ByDesign Reference System contains essential master and organizational data, which

reflect the typical organizational structure of a mid-size company of a specific industry

allow you to run the industry specific processes using the appropriate master data, for example, materials, vendors or customers.

For this scenario, use the master data as described below.

If you want to run the scenario with customer and project-specific values, you can copy master data with certain characteristics from the sample entries in the table and adapt this data.

For an illustration of the organizational data as well as additional information (bill of material, logistics layout) about the reference company, refer to the Company Fact Sheet.

Master / Org. Data Type Name and Value Usage

Project Template Research and Development

(RD1)

Service Senior Consultancy (S200101)

Supplier Innovat Inc. (2000)

Material Control Regulation Unit 75

(P100201)

Catalog Almika Office Supplies

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3 Business Process Tasks

3.1 Project Management

3.1.1 Create Project (with Template)

What You Should Know

The project manager can create a project from scratch or based on an existing project, from a project template, or from a project in Microsoft Project®. In this step, the project manager uses an existing template to create a new project.

Logon and Work Center Information

Logon ID (Role) SALES01P (Project Manager / Bob Menson)

Work Center / View Project Management Common Tasks: New Project

Procedure

Field Name Data to Enter Activity / Button / Comment

New Project guided activity

Step 1: Enter Initial Data

Project Type Research and development

project

Source Template

Click Next.

Step 2: Copy Source

Search For Research Click Go.

Template Research and Development (RD1)

Select the template.

Select the Planned Values

check box.

Click Next.

Step 3: Define Project

Project ID < your project ID > You can substitute the project ID that is generated by the system with a project name of

your own choice.

Project Name Redesign Industrial Boiler

Start Date < current date >

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Finish Date Leave the field blank.

If you leave the Finish Date field blank, the duration of the project will be calculated according

to the scheduling of the tasks. If a date is entered, the duration of the project will be calculated

by the difference of the start date and finish date.

Description Development of a new product

Time Recording No Approval Required

Person Responsible Bob Menson (E0102)

Responsible Unit Sales Heating (P1100) The unit depends on the person responsible.

Click Next.

Step 4: Define Team

Click Next.

Step 5: Review

Click Finish.

Step 6: Confirmation

In the final confirmation step, you can directly open the project you have created by clicking the

hyperlink of the project ID next to the label “Maintain This Project”.

Click Close.

3.1.2 Plan Project


The project manager plans the project structure using phases, tasks, milestones and the timeline based on durations and dependencies. Project planning also includes work planning and expense planning as well as staffing with internal and external resources.



Work Center / View Project Management Projects

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Procedure


Projects view

Show list My Active Projects Select the project.

Click Edit, and then choose

Project Plan.

Maintain Project screen

Select the project phase Product Requirement Specification on the left table

part of the Gantt chart.

Basic Data tab

Person Responsible Kate Jacob (E0103) The project manager Bob Menson delegates the responsibility for this project

phase to Kate Jacob.

The responsible persons can manage the tasks for which they are responsible by creating work

packages, changing the status, editing checklists, and updating the remaining work.

Choose the Materials sub-tab.

Materials tab

Material Control Regulation Unit 75 (P100201)

Planned Quantity 10 ea

The project manager plans the materials for the project phase Product Requirement

Specification.

Choose the Expenses sub-

tab.

Expenses tab

Expense Group A-7100 - Travel expenses (general)

Description Travel Expense

Planned Expenses 1000 USD

The project manager plans the expenses for the project phase Product Requirement

Specification.

Click Add, and then choose

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Task.

Select the added row.

Click the Indent icon to indent

the row to the right-hand side.

Choose the Basic Data sub-

tab.

Basic Data tab

Project Task Name Specify

Duration 15 Day(s)

Choose the Work sub-tab.

Work tab

Service Senior Consultancy(S200101)

Planned Work 100 Hour(s)

The project manager plans the work for the project task “Specify“.

The planned work, which has been copied from the template, was already defined for other

tasks.

Click Add, and then choose

Milestone.

Select the added row.

Basic Data tab

Project Task Name Review

The project manager creates the task “Specify“ and the milestone “Review” in the project

phase Product Requirement Specification.

Select the row of the project task Specify, and choose the Dependencies sub-tab.

Dependencies tab

Click Add Row.

Dependency Type Finish-to-Start

Project Task Review

The project manager creates a finish-to-start dependency between the task “Specify” and the

milestone “Review”.

Choose the Team and

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Staffing tab.

Team and Staffing tab

Team Member John Tompson (E1002) Here, add the team member from the partner company to

the project.

The project team members Bob Menson and Kate Jacob were added to the project from the

previous steps.

Maintain the committed work value in the Committed Work

column for the following team

member.

Bob Menson 50 Hour(s)

Kate Jacob 200 Hour(s)

John Tompson 100 Hour(s)

Click Show Availability to display and monitor an employee’s or service agent’s availability for each day. In the opened Availability Calendar, the project manager can redistribute the

commitment within the frame of the commitment.

Choose the Staff by Structure

sub-tab.

Staff by Structure tab

Click Expand.

Select the following work packages without staffing, which are marked as Not Named (N.N), and choose the team member in the Staff with

Team Member list.

Project Planning Bob Menson

Product Requirement

Specification Kate Jacob

Specify John Tompson

Prototyping Kate Jacob

Click Save.

Click Close.

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The project manager adds the internal and external resources to the project and assigns work packages to the team members.

3.1.3 Release Project


The project manager releases the project. Related business processes in other business areas are triggered. For example, planned purchase requests are sent to service procurement and time and expenses can be recorded against the project.




Procedure


Projects view


Click Edit, then choose Project Plan.


Keep the first line of the project header on the left table part of the Gantt chart, and scroll

down.

Basic Data tab

Project Status Released In the Project Status list, choose Start and Release.

Click Save.

Click Close.

If no baseline is available, the system automatically creates one.

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3.1.4 Revise Project Planning


During the project execution, the project manager can monitor the project status, performance, and resource utilization and make changes to the project plan and staffing as required.

In this case, the project manager checks the costs and the schedule, adjusts project durations and planned work.




Procedure


Projects view


Click Edit, then choose Project Overview.

Project Overview tab

Check the costs in the Planned/Incurred Cost and

Revenue chart.

Open the report Project Plan Values to check details.

Close the report.

Choose the Project Plan tab.

Project Plan tab

Click Expand.

Change the duration for the tasks Specify and

Prototyping.

Specify 10 Day(s)

Prototyping 15 Day(s)

Click Schedule.

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You can follow the detailed instructions in the Plan Project step to update the durations.

Change the planned work for the task Specify.

Senior Consultancy (S200101)

60 Hour(s)

You can follow the detailed instructions in the Plan Project step to update the planned work.

Click Save.

Click Close.

3.1.5 Perform Project Work


Project team members can view and edit work packages that are assigned to them, and they can manage the tasks for which they are responsible by creating work packages, changing the status, editing checklists, and updating the remaining work.


Logon ID (Role) SALES02P (Project Team Member / Kate Jacob)

Work Center / View Project Team Project Work

Procedure


Work Packages view

Show list My Active Work Packages

View the assigned work packages, and select the work package Product

Requirement Specification.

Click Edit.

Work Package screen

Remaining Work 80 Hour(s)

In the Attachments area, click

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Add, then choose File.

Add File screen

File < file path > Click Browse to select a local

file.

Document Title V0 Specification

In the Document Type list,

choose the appropriate type.

Click Add.

Click Save and Close.

Responsibilities view

View the responsible work packages, and select the work package Product

Requirement Specification.

Click Edit.

Edit Project Tasks screen

Priority High

Risk Minor Issues

Risk Comment The project phase has been

shortened.

Choose the Checklists tab.

Checklists tab

Click the arrow to expand the checklist Product Requirement Specification. Then select the checklist item Customer

Requirements available.

Status OK

Click Save and Close.

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3.1.6 Order Time-based Services


The project manager orders time-based services from within the project to cover planned work packages which could not be staffed internally.




Procedure


Projects view


Click Edit, then choose Products and Purchasing.


Select the planned service

Senior Consultancy.

Click Create Purchase Request, then choose For

Released Project Tasks.

New Purchase Request screen

Project Task Specify

Quantity 60 Hour(s)

Service Agent John Tompson (E1002)

Delivery Location Almika Heating Cleveland

(P1100)

Click Finish.

If the task or the project for which you have tried to create the purchase request is not

released, the purchase order will not be generated.


Click Save.

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A purchase request and a purchase order are created automatically.

Here the purchase order exceeds the approval limits, so the approval is required by the

financial manager (FINANCIAL01).

In addition to this, a sales order and a project at seller side (Innovat Inc.) are created automatically because of ordering intercompany time here. Intercompany time and expenses allows partner companies that belong to the same corporate group and that are technically

working in the same SAP Business ByDesign system to efficiently work together on projects.

Click Close.

3.1.7 Purchase Non-Stock Materials


The project manager purchases non-stock materials via shopping cart.



Work Center / View Project Management Common Tasks: Go Shopping

Procedure


Go Shopping (Advanced) screen

Step 1: Set Defaults

Account Assignment Type

Project Task

Project Task < your project ID >

Click Next.

Step 2: Select Products

Open the catalog Almika Office Supplies.

Search Catalog screen

Find Table-Webcam Click Go.

Click Select.

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Click Transfer Selected Items.

Go Shopping (Advanced) screen

Click Next to review the

shopping cart.

Step 3: Edit Shopping Card

Click Finish.


Click Close.

Under Common Tasks, click Tracking My Shopping

Carts.

My Requests screen

Show list Shopping Carts - Open

Select the created shopping cart.

Click Quick Confirm Delivery.

Click Close.

3.1.8 Record Time (Internal)



Work Center / View Project Team Common Tasks: Edit Time Sheet

Procedure


Edit Time Sheet screen

In the calendar, navigate to a particular week in which the project task Product Requirement Specification is

located.

Task Product Requirement Specification

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Enter the worked hours on a daily base. For example, enter 8 hours on Monday and

Tuesday.

If you want to enter or show detailed information for the hours worked on the project task, for example start time and end time, work description, and internal comments, locate the corresponding cell where you entered the hours in the table, then the detail area appears in the

lower screen area.

Click Release, then choose

Selected Period.

The corresponding released days are highlighted in green in the calendar.

Click Close.

The time recording approval for an internal project team member depends on the project

setting.

3.1.9 Expense Reimbursement



Work Center / View Project Team Common Tasks: New Expense Report

Procedure


New Expense Report guided activity

Step 1: General Information

Type of Expense Report Business trip

Business Purpose < your business purpose >

Start Date < day before today >

End Date < day before today >

Click Edit Cost Assignment.

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Edit Cost Assignment screen

Account Assignment Type

Project Task

Project Task Product Requirement

Specification

Click OK.

New Expense Report screen

Click Next.

Step 2: Receipts

Receipt Type Flight

Receipt Amount 500 USD

Click Next.

Step 3: Attachments

Click Next.

Step 4: Review

Click Finish.


Click Close.

Depending on the system setting, the expense report needs to be accepted by the auditing clerk (FINANCIAL02) in the work center Travel and Expenses.

3.1.10 Record Time (External)


Logon ID (Role) CONSULTANT91 (Consultant / John Tompson)

Work Center / View Project Team Common Tasks: Edit Time Sheet

Procedure


Edit Time Sheet screen

In the calendar, navigate to a particular week in which the

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project task Specify is located.

Task Specify

Enter the worked hours on a daily base. For example, enter 8 hours on Monday and

Tuesday.

The purchase order is automatically selected if there is only one purchase order for the service.

If several purchase orders exist for the service, select the appropriate one.

Click Release, then choose

Selected Period.

Click Close.

3.1.11 Approve Time Confirmation and Travel Expense


The project manager approves time recordings and expense reports within the project.



Work Center / View Project Management Approvals

Procedure


Time Recordings view

Show list All Time Recordings

Approvals Select the approval item and click Approve.

Here the time recording approvals are not shown up, because the project setting is that the

approval of time recording is not required.

Expense and Purchases view

Approvals Select the approval item and click Approve.

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3.1.12 Monitor Project




Procedure


Projects view


Click Edit, then choose Project Overview.

Project Overview tab

Review the costs in the Planned/Incurred Cost and

Revenue chart.

Review the work in the Planned/Actual Work chart.

Open the report Project Performance by Project Structure. Close it after you

have reviewed it.

Open the report Project Time Recordings. Close it after you

have reviewed it.

Open the report Project Cost and Revenue by Project Structure. Close it after you

have reviewed it.

Close the project view.

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3.1.13 Close Project




Procedure


Projects view


Click Edit, then choose Project Plan.


Keep the first line of the project header on the left table part of the Gantt chart, and scroll

down.

Basic Data tab

Project Status Closed In the Project Status list,

choose Complete and Close.

Click Save.

Click Close.

Related processes in other business areas can still be completed, but no new processes can

be triggered.

3.2 Connected Scenarios

The detailed steps for purchase time-based services are documented in the Business Scenario Document Procure-to-Pay (Services).

The detailed steps for purchase non-stock materials are documented in the Business Scenario Document Procure-to-Pay (Non-Stock).

The detailed steps for recording times are documented in the Business Scenario Document Time and Labor Management.

The subsequent steps such as financial closing activities are documented in the Business Scenario Document Financial Closing.

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Icons

Caution

Example

Tip

Note

User ID and User Role

Work Center and Work Center View

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Documents

Project Management - SAP UI · Project Management July 28, 2012 3 1 About this Document 1.1 Purpose The objective of this business scenario document is …