Project Management SAP Business ByDesign
Project Management
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
3.2
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 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 CompanySpecific 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
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 >
Project Name
Redesign Industrial Boiler
Start Date
< current date >
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You can substitute the project ID that is generated by the system with a project name of your own choice.
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Field Name
Data to Enter
Finish Date
Activity / Button / Comment 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 What You Should Know 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.
Logon and Work Center Information Logon ID (Role)
SALES01P (Project Manager / Bob Menson)
Work Center / View
Project Management Projects
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Procedure Field Name
Data to Enter
Activity / Button / Comment
My Active Projects
Select the project.
Projects view Show list
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 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, and then choose
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Field Name
Data to Enter
Activity / Button / Comment 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, 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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Field Name
Data to Enter
Activity / Button / Comment 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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Field Name
Data to Enter
Activity / Button / Comment
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 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)
SALES01P (Project Manager / Bob Menson)
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
In the Project Status list, choose Start and Release.
Released
Click Save. Click Close.
If no baseline is available, the system automatically creates one.
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3.1.4 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, adjusts project durations and planned work.
Logon and Work Center Information Logon ID (Role)
SALES01P (Project Manager / Bob Menson)
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 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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Field Name
Data to Enter
Activity / Button / Comment
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 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)
SALES02P (Project Team Member / Kate Jacob)
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 the Attachments area, click
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Field Name
Data to Enter
Activity / Button / Comment 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 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)
SALES01P (Project Manager / Bob Menson)
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 Products and Purchasing. Maintain Project screen 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. Maintain Project screen Click Save.
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Field Name
Data to Enter
Activity / Button / Comment
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 What You Should Know The project manager purchases non-stock materials via shopping cart.
Logon and Work Center Information Logon ID (Role)
SALES01P (Project Manager / Bob Menson)
Work Center / View
Project Management Common Tasks: Go Shopping
Procedure Field Name
Data to Enter
Activity / Button / Comment
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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Field Name
Data to Enter
Activity / Button / Comment Click Transfer Selected Items.
Go Shopping (Advanced) screen Click Next to review the shopping cart. Step 3: Edit Shopping Card Click Finish. Step 4: Confirmation 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) Logon and Work Center Information Logon ID (Role)
SALES02P (Project Team Member / Kate Jacob)
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
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Field Name
Data to Enter
Activity / Button / Comment 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 Logon and Work Center Information Logon ID (Role)
SALES02P (Project Team Member / Kate Jacob)
Work Center / View
Project Team Common Tasks: New Expense Report
Procedure Field Name
Data to Enter
Activity / Button / Comment
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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Field Name
Data to Enter
Activity / Button / Comment
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. Step 5: Confirmation 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 and Work Center Information Logon ID (Role)
CONSULTANT91 (Consultant / John Tompson)
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
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Field Name
Data to Enter
Activity / Button / Comment 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 What You Should Know The project manager approves time recordings and expense reports within the project.
Logon and Work Center Information Logon ID (Role)
SALES01P (Project Manager / Bob Menson)
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.
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 Logon and Work Center Information Logon ID (Role)
SALES01P (Project Manager / Bob Menson)
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 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 Logon and Work Center Information Logon ID (Role)
SALES01P (Project Manager / Bob Menson)
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
In the Project Status list, choose Complete and Close.
Closed
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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