Project Management

Project Management Component Manufacturer Reference System

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Project Management

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Project Management

Table of Contents 1

About this Document 1.1 Purpose 1.2 Reference System and Model Company 2 Master and Organizational Data 3 Business Process Tasks 3.1 Project Management 3.1.1 Create Project (with Template) 3.1.2 Plan Project 3.1.3 Create Baseline (optional) 3.1.4 Release Project 3.1.5 Revise Project Planning 3.1.6 Update Baseline (optional) 3.1.7 Perform Project Work 3.1.8 Order Time-based Services 3.1.9 Purchase Non-Stock Materials 3.1.10 Record Time (Internal) 3.1.11 Expense Reimbursement 3.1.12 Record Time (External) 3.1.13 Approve Time Confirmation and Travel Expense 3.1.14 Monitor Project 3.1.15 Close Project 3.2 Check Financial Postings (optional) 3.3 Connected Scenarios

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4 4 4 5 6 6 6 7 10 11 12 13 14 15 16 17 18 19 20 20 21 22 23

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1 1.1

About this Document 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 and open the link under 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

Project Template

Research and Development (RD1)

Service

Senior Consultancy (S200101)

Supplier

Excellent Consulting (S100200)

Catalog

Office Supplies

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Usage

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3 3.1

Business Process Tasks 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)

PROJECTS01S (Project Manager / Peter Sellers)

Work Center / View

Project Management

Common Tasks

New Project

Procedure Field Name

Data to Enter

Activity / Button / Comment

New Project screen Project Type

Research and development project

Source

Template

Project Language

EN Click Next.

Search For

Research

Click Go.

Template

Research and Development (RD1)

Select the template. Select the Planned Work check box. Click Next.

Project ID

< your project ID >

Project Name

Redesign Industrial Boiler

Start Date

< current date >

Finish Date

You can substitute the project ID that is generated by the system with a project name of your own choice.

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 Deselect the Mandatory Time

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Field Name

Data to Enter

Activity / Button / Comment Approval check box. If it is selected, all time recordings must be approved.

Person Responsible

Peter Sellers

Responsible Unit

Sales Heating (P1110)

The unit depends on the person responsible. Click Next. Click Next. Click Finish.

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

What You Should Know The project manager plans the project structure using phases, tasks, and 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.

Logon and Work Center Information Logon ID (Role)

PROJECTS01 (Project Manager / Peter Sellers)

Work Center / View

Project Management

Projects

Procedure Field Name

Data to Enter

Activity / Button / Comment

My Active Projects

Select the project.

Projects view Show list

Click Edit, 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

Tonia Gartner

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The project manager Peter Sellers delegates the responsibility for this project phase to Tonia Gartner.

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Field Name

Data to Enter

Activity / Button / Comment

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 Expenses subtab. 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, then choose Task. Select the added row. Click the Indent icon to indent the row to the right-hand side. Choose the Basic Data subtab. 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, then choose Milestone. Select the added row. Choose the Basic Data subtab. 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

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Field Name

Data to Enter

Activity / Button / Comment 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 Staffing tab. Team and Staffing tab Team Member

Charly West

Add the external service agent to the project.

The project team members Peter Sellers and Tonia Gartner were added to the project from previous steps.

Click Show Availability to display and monitor an employee’s or service agent’s availability for each day. 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

Peter Sellers

Product Requirement Specification

Tonia Gartner

Specify

Charly West

Prototyping

Tonia Gartner Click Save. Click Close.

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

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3.1.3

Create Baseline (optional)

What You Should Know Once the project planning is finished, the project manager creates a baseline from the project. This is optional. If baseline approval is mandatory, the project manager creates a baseline and submits it for approval before releasing the project. If baseline approval is optional, the system creates a baseline when the project manager releases the project.

Logon and Work Center Information Logon ID (Role)

PROJECTS01S (Project Manager / Peter Sellers)

Work Center / View

Project Management

Projects

Procedure Field Name

Data to Enter

Activity / Button / Comment

My Active Projects

Select the project.

Projects view Show list

Click Edit, then choose Project Plan. Maintain Project screen Click New, then choose Baseline from Project. New Baseline from Project screen Baseline Name

Baseline V1 Deselect the Submit for Approval check box.

Comment

Baseline for project release. Click OK.

Maintain Project screen Click Save. Click Close.

Changes to the scope and time line may call for a new baseline, which will be introduced later.

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3.1.4

Release Project

What You Should Know 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.

Logon and Work Center Information Logon ID (Role)

PROJECTS01S (Project Manager / Peter Sellers)

Work Center / View

Project Management

Projects

Procedure Field Name

Data to Enter

Activity / Button / Comment

My Active Projects

Select the project.

Projects view Show list

Click Edit, then choose Project Plan. Maintain Project screen 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 Release. Click Save. Click Close.

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

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3.1.5

Revise Project Planning

What You Should Know 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, and adjusts project durations and planned work.

Logon and Work Center Information Logon ID (Role)

PROJECTS01S (Project Manager / Peter Sellers)

Work Center / View

Project Management

Projects

Procedure Field Name

Data to Enter

Activity / Button / Comment

My Active Projects

Select the project.

Projects view Show list

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 Data Details 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.

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)

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Field Name

Data to Enter

Activity / Button / Comment

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

3.1.6

Update Baseline (optional)

What You Should Know If the scope of the project changes, for example, if additional project tasks are added, the project manager can create a new baseline. The procedure is the same as described in the step Create Baseline. In this case, the project manager creates a new baseline because the project durations and planned work have been adjusted in the previous step.

Logon and Work Center Information Logon ID (Role)

PROJECTS01S (Project Manager / Peter Sellers)

Work Center / View

Project Management

Projects

Procedure Field Name

Data to Enter

Activity / Button / Comment

My Active Projects

Select the project.

Projects view Show list

Click Edit, then choose Project Plan. Maintain Project screen Click New, then choose Baseline from Project. New Baseline from Project screen Baseline Name

Baseline V2 Deselect the Submit for Approval check box.

Comment

Change for duration and work. Click OK.

Maintain Project screen Click Save. Click Close.

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3.1.7

Perform Project Work

What You Should Know 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 and Work Center Information Logon ID (Role)

PROJECTS02S (Project Team Member / Tonia Gartner)

Work Center / View

Project Team

Project Work

Procedure Field Name

Data to Enter

Activity / Button / Comment

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 Attachments area, click Add, then choose File.

Add File screen File

< file path >

Document Title

V0 Specification

Click Browse to select a local file.

In the Document Type list, choose the appropriate type. Comment

Draft specification Click Add. Click Save and Close.

The project team members view and edit work packages that are assigned to them, e.g. they update the remaining work for a work package and attach project documents. Responsibilities view View the responsible work packages, and select the work package Product Requirement Specification. Click Edit.

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Field Name

Data to Enter

Activity / Button / Comment

Project Task screen Priority

High

Risk

Minor Issues

Risk Note

The project phase has been shortened. Choose the Checklists tab.

Checklists tab Select the checklist Product Requirement Specification. In Checklist Items area, select Customer Requirements available. Status

OK Click Save and Close.

The project team members can also manage the tasks for which they are responsible by creating work packages, changing the status and editing checklists. The previous activity shows you how to update the status and edit checklists.

3.1.8

Order Time-based Services

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

Logon and Work Center Information Logon ID (Role)

PROJECTS01S (Project Manager / Peter Sellers)

Work Center / View

Project Management

Projects

Procedure Field Name

Data to Enter

Activity / Button / Comment

My Active Projects

Select the project.

Projects view Show list

Click Edit, then choose Work and Requests. Maintain Project screen Select the planned service Senior Consultancy. Click Create Purchase Request.

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Field Name

Data to Enter

Activity / Button / Comment

Project Task

Specify

Requested

60 hour(s)

Service Agent

Charly West

Service Location

Almika Heating Cleveland (P1100) Click Finish. Click Save. Click Close.

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.

If the purchase order exceeds the approval limit, the manager needs to approve the order. For details on approval limits, refer to the business scenario Procure-to-Pay (Services).

3.1.9

Purchase Non-Stock Materials

What You Should Know The project manager purchases non-stock materials via shopping cart.

Logon and Work Center Information Logon ID (Role)

PROJECTS01S (Project Manager / Peter Sellers)

Work Center / View

Project Management

Common Tasks

Go Shopping

Procedure Field Name

Data to Enter

Activity / Button / Comment

Go Shopping (Advanced) screen Assign To

Project Task

Project Task

< your project ID > Click Next. Open the catalog Office Supplies.

Search Catalog screen Find

Table-Webcam

Click Go. Click Select. Click Transfer Selected Items.

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Field Name

Data to Enter

Activity / Button / Comment

Go Shopping (Advanced) screen Click Next to review the shopping cart. Click Finish. Click Close.

Automated creation of purchase orders is dependent on a specific setting. If manual purchase order creation has been configured for a product category, you need to go to the work center Purchase Request and Orders to follow up the purchase order creation. For details on this topic, refer to the business scenario Procure-to-Pay (Non-Stock). 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.

You can also purchase non-stock materials via shopping cart, and track shopping carts under Self-Services in Home work center.

3.1.10 Record Time (Internal) Logon and Work Center Information Logon ID (Role)

PROJECTS02S (Project Team Member / Tonia Gartner)

Work Center / View

Project Team

Common Tasks

Edit Time Sheet

Procedure Field Name

Data to Enter

Activity / Button / Comment

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

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Field Name

Data to Enter

Activity / Button / Comment 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 bottom. Click Release, then choose Selected Period.

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

Alternatively, you can also record times via Self-Services. The time recording approval for an internal project team member depends on the project setting.

3.1.11 Expense Reimbursement Logon and Work Center Information Logon ID (Role)

PROJECTS02S (Project Team Member / Tonia Gartner)

Work Center / View

Project Team

Common Tasks

New Expense Report

Procedure Field Name

Data to Enter

Activity / Button / Comment

New Expense Report screen 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.

Edit Cost Assignment screen Account Assignment Type

Project Task

Project Task

Product Requirement Specification Click OK.

New Expense Report screen Click Next.

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Field Name

Data to Enter

Receipt Type

Flight

Receipt Amount

500 USD

Activity / Button / Comment

Click Next. Click Next. Click Finish. Click Close.

Depending on the system setting, the expense report needs to be accepted by the auditing clerk in the work center Travel and Expenses, which you can refer to the business scenario Expense Reimbursement.

3.1.12 Record Time (External) Logon and Work Center Information Logon ID (Role)

EXTCONSULTANT01S (External Team Member / Charly West)

Work Center / View

Project Team

Common Tasks

Edit Time Sheet

Procedure Field Name

Data to Enter

Activity / Button / Comment

Edit Time Sheet screen In the calendar, navigate to a particular week in which the project task Specify is located. Task

Specify

Purchase Order

< purchase order ID >

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. 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 bottom. Click Release, then choose

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Field Name

Data to Enter

Activity / Button / Comment Selected Period. Click Close.

3.1.13 Approve Time Confirmation and Travel Expense What You Should Know The project manager approves time recordings and expense reports within the project.

Logon and Work Center Information Logon ID (Role)

PROJECTS01S (Project Manager / Peter Sellers)

Work Center / View

Project Management

Approvals

Procedure Field Name

Data to Enter

Activity / Button / Comment

Time Recordings view Show list

All Time Recordings

Approvals

Select the approval item and click Approve.

Expense and Purchases view Approvals

Select the approval item and click Approve.

3.1.14 Monitor Project Logon and Work Center Information Logon ID (Role)

PROJECTS01S (Project Manager / Peter Sellers)

Work Center / View

Project Management

Projects

Procedure Field Name

Data to Enter

Activity / Button / Comment

My Active Projects

Select the project.

Projects view Show list

Click Edit, then choose Project Overview. Project Overview tab Review the costs in the

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Field Name

Data to Enter

Activity / Button / Comment 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.

3.1.15 Close Project Logon and Work Center Information Logon ID (Role)

PROJECTS01S (Project Manager / Peter Sellers)

Work Center / View

Project Management

Projects

Procedure Field Name

Data to Enter

Activity / Button / Comment

My Active Projects

Select the project.

Projects view Show list

Click Edit, then choose Project Plan. Maintain Project screen 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 Close. Click Save. Click Close.

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Field Name

Data to Enter

Activity / Button / Comment

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

3.2

Check Financial Postings (optional)

What You Should Know Fully integrated and automated financial accounting is one of the key capabilities of SAP Business ByDesign. Providing financial master data has been correctly defined and the required fine tuning settings for account determination have been adjusted. Journal entries will be posted automatically. Authorized users can check and monitor these postings any time, for example the completeness and details of the financial postings including the complete document flow.

Logon and Work Center Information Logon ID (Role)

FINANCIAL02 (Financial Accountant / Iris Green)

Work Center / View

General Ledger

Journal Entries

Procedure Field Name

Data to Enter

Activity / Button / Comment

Show list

Today’s Postings

As an alternative, you can choose Last 3 Days’ Postings or All Postings.

Group By list

Journal Entry Type

Click Go.

Journal Entries view

All different journal entries are listed (e.g. Customer Invoice, Goods Issue for Customer, Internal Service Confirmation, Supplier Invoice, Check Deposit). To identify the relevant accounting postings for this scenario, refer to the scenario outline diagram, where the different posting types are mentioned and assigned to the respective process steps. Click Advanced to limit your search criteria to the documents you want to check. Related Source Document

< source document ID >

Related Source Document Type

< source document type >

Click Go. Click View to see the details of the posting. Select the Document Flow tab to view the complete

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Field Name

Data to Enter

Activity / Button / Comment document history. Click Close.

3.3

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 detailed steps for expense reimbursement are documented in the Business Scenario Document Expense Reimbursement. The subsequent steps such as financial closing activities are documented in the Business Scenario Document Financial Closing.

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