Project Systems Super User 11-07web

Project Systems Display TrainingProject Systems Display Training

2Project Systems Display TrainingProject Systems Display Training

Capital Budget & Project Systems OverviewCapital Budget & Project Systems Overview

Projects created in the project systems module will be for Facilities and Site projects only.

District wide activities will reside in the Funds Management Module with a specified Functional Area as its cost identifier.

Projects will be created by the Project Scheduling Group when the project is ready to begin.

Planned values will be captured in PS Planning for both Capital and Site Projects. Capital Budget will be notified when funds are ready to be loaded to a project. Appropriated funds for projects that have not been created in project systems will

remain in a Non Consumable Funds Center. SAP does not allow budgetary overrides. Budget must be assigned at the phase level

prior to posting costs. Availability Control (AVC) at the phase level will allow some flexibility. Costs are always posted at the sub-phase level. The BI-IP module will capture the DEFP (five-year capital plan) with Record ID

allowing reconciliation with projects in Project Systems SAP will be the single source for Project Scope. Primavera will remain the project scheduling source but will now interface project

milestone date in SAP. PPO work orders will be posted in SAP’s general ledger via interface with Compass. Automated settlement of projects to fixed assets (Wave 2)


Project Definition and WBS ElementsProject Definition and WBS Elements

Projects are made up of a Project Definition and WBS Elements WBS = Work Breakdown Structure (hierarchy structure) Represents the phases, and sub phases of a project. Basis for separating and organizing costs

Capital Facilities Projects - “P”

Site Acquisition Projects – “S”


Capital Project WBS Element StructureCapital Project WBS Element Structure

Site Acquisition WBS Element Structure


Review of T Codes for Project SystemsReview of T Codes for Project Systems

Transaction UseCJ20N Project Builder Organize and collect cost

Assign responsible Cost CenterAssign Responsible PersonIdentify funding sourceControl the availability of finding resources (Availability Control / AVC)View Project InformationChange Project status:

oCreated (CRT)oReleased (REL)oTechnically Completed (TECO)oClosed (CLSD)

Change Funding StatusPost charges, e.g., material, labor, etc…

CN43N – WBS Element Overview Display Project WBS Element data Drill into and review WBS Element data


Review of T Codes for Project SystemsReview of T Codes for Project Systems

Transaction UseCJ41 – Display Project Plan Display a Project’s Cost Plan which includes

items such as:oDistributed BudgetoDistributable BudgetoPlanned CostoPrevious Years Cost

S_ALR_87013533 – Report for Plan vs Actuals, Commitments, and Remaining Plan

Compare the Project’s allocated budget against commitments and expenditures

CJI3 – Display Project Actual Line Items

Report actual expense and revenue line items in detail within a capital projectDrill down capabilities to review expenditures source documents

CJI5 – Display Project Commitment Line Items

Report commitment line item detail within a capital project Drill down capabilities to review expenses placed against a commitment item


CJ20N- Project BuilderCJ20N- Project Builder

The check “Set Up Funds” should be checked by Facilities if they are requesting funding to a new project

The check “Funded” will be changed by Capital when funds have been loaded.


CN42N – Project Definition OverviewCN42N – Project Definition Overview

View Details Double Click- Drill into Project Definition


CN43N – WBS Element OverviewCN43N – WBS Element Overview

Select a project rangeSelect WBS levels

Double click


CN43N – WBS Element Overview- ContinuedCN43N – WBS Element Overview- Continued

Customize reports from any of the Basic Data and User Fields

Top level of the WBS Element


S_ALR_87013533 Plan/Actual/Commitment/Remaining PlanS_ALR_87013533 Plan/Actual/Commitment/Remaining Plan


Display Project Systems WBS Elements

T-code: CJ43N WBS Elements

DemonstrationDemonstration


CJ43N WBS ElementCJ43N WBS Element

Follow the menu path and double click transaction CJ43N WBS Elements.


CJ43N WBS ElementCJ43N WBS Element Search icon

The Enter profile pop up box appears. 1. Click the Data prof. search icon.

The Profile for logistical database pop up box appears. 2. Double click to select DB

Profile 000000000001 from the list.

The Enter profile pop up box appears. 3. Click the Enter icon

(green check).

DB Profile 000000000001

Enter icon



The Project info System: WBS Elements Initial Screen appears.1. Enter the project number, e.g., P000002.2. Click the Execute icon.

Execute icon



The Project info System: WBS Elements Overview appears.The individual elements may be reviewed in greater detail by double clicking the WBS element number.1. Enter the project number, e.g., P000002.

Double click the WBS element number



The Project Builder, Basic Data tab appears.1. Click the Expand node (triangle next to the WBS elements until the Projectis completely open).



Displayed is the level 1 WBS element P.000002 Sunrise MS- 12 Classroom Add.2400096030 - FAC PROJECT MGMT is the Responsible Cost Center. 3800202510 - SUNRISE M is the Requesting Cost Center.



Displayed is the level 2 WBS element P.000002.01 Planning.2400096030 - FAC PROJECT MGMT is the Responsible Cost Center. 3800202510 - SUNRISE M is the Requesting Cost Center.



Displayed is the level 3 WBS element P.000002.01.01 (Planning)-Basic Fees.2400096030 - FAC PROJECT MGMT is the Responsible Cost Center. 3800202510 - SUNRISE M is the Requesting Cost Center.



Displayed is the level 1 WBS element P.000002 Sunrise MS- 12 Classroom Add.FP ID is 5 Dates: Request Date 10/15/2007Board Mem Dist is 1 Fund Date 10/25/2007PPO Zone is 42007 is the Plan Year

Click the Back icon



Review the displayed data columns. Many times additional information such as, Fund Date, Requested Date and Set up date is needed or desired. The CHANGE LAYOUT icon function can be used to add, removed or rearrange the displayed information.1. Click the Change Layout icon.2. Select Change layout from the dropdown list.

Click the CHANGE LAYOUT icon


The CHANGE LAYOUT pop-up screen appears and allows users to add or remove columns from the displayed list.Columns that are not displayed are listed on the right side of the screen. Columns that are displayed are listed on the left side of the screen.

1. While holding down the CTRL key select Basic Finish Date from the Displayed Columns list (left side).2. Continuing to hold down the CTRL key select Basic start the Displayed Columns list.3. Click the HIDE SELECTED FIELDS icon.


Notice the selected fields are no longer displayed in the Displayed Columns (left side column) list.



Columns my be arranged in alphabetic order by clicking the Column Header.1. Click the Column Header “Column Name”.

Column Header

Notice fields in the Column Set list (right column) are displayed in alphabetic order.


CJ43N WBS ElementCJ43N WBS Element1. While holding down the CTRL key select Basic Finish Date from the Displayed Columns list (left side).2. Continue to hold down the CTRL key and select Basic start the Displayed Columns list.3. Click the Show Selected field icon.

Notice the selected fields have been brought over to the Displayed Columns list (left side column).



Data columns will be displayed in the order in which they appear in the list. The sequence in which the data columns are displayed can be rearranged by identifying a column and moving it up or down thelist using the Move Column icons.

- Move Column up one position - Move Column down one position - Move Column to the top - Move column to the bottom



Layout information can be saved and easily retrieved for future use.

The following steps demonstrate how a layout may be saved.

1. Click the CHANGE LAYOUT screen Save icon.

Save icon



The Save Layout screen appears.1. Enter a unique identification for the layout in the Save Layout field.

Note: If this layout is to be used system wide as a default setting layout the Save Layout name must start with a back slash (\).

2. Enter a unique layout Name, e.g., TRN 001 Ind WBS Element Overview.3. Select the User-specific selection. Click the Continue icon (green check). Continue

icon


CJ43N WBS ElementCJ43N WBS ElementThe Change Layout screen appears. The new display layout has been saved as indicated by the message, Layout saved displayed at the bottom of the screen.1. Click the Change Layout screen’s Continue icon (green check).

Continue icon


CJ43N WBS ElementCJ43N WBS ElementThe Change Layout screen appears. The new display layout has been saved as indicated by the message, Layout saved displayed at the bottom of the screen.1. Click the Change Layout screen’s Continue icon (green check).

Added Columns



1. Click the Layout field’s Search icon.

Searchicon



1. Click the Layout field’s Search icon.

Searchicon

The Layout Choose pop up box appears with the new Layout option available.


PS Cost Element Report: Plan vs Actuals and Commitments

T-code: S_ALR_87013542

DemonstrationDemonstration


S_ALR_87013542S_ALR_87013542

Follow the menu path and double click transaction S_ALR_87013542 PS Cost Element Report: Plan vs Actuals and Commitments.


S_ALR_87013542S_ALR_87013542Search icon

The Enter profile pop up box appears.1. Click the Data prof. search icon.

The Profile for logistical database pop up box appears.2. Double click to select DB Profile 000000000001 from the list.

The Enter profile pop up box appears.3. Click the Enter icon (green check).

DB Profile 000000000001

Enter icon


S_ALR_87013542S_ALR_87013542

The Actual/Comm/Total/Plan in COAr Crcy: Selection screen appears.1. Enter SBBC in the Controlling Area field.2. Click the Project field.3. Click the Project field Search icon.

Controlling Area, enter SBBC

Search icon


S_ALR_87013542S_ALR_87013542

The Project Definition search pop up box appears and can be used to locate for projects using a variety of different search criterion. 1. Enter P* in the Project Definition field.2. Click Start Search icon. Note: The system recognizes the asterisk “*” symbol as a wildcard while processing search information. By entering a P followed by the asterisk “*” symbol the system will search and locate all projects that start with the letter P.

Start Search icon

Enter P* in the Project Definition field


S_ALR_87013542S_ALR_87013542

Note: The system has located all projects that start with the letter P.

1. Double click to select a project from the list, e.g., P.000002.

Double click to select project P.000002


S_ALR_87013542S_ALR_87013542

1. Click the Execute icon.

Execute icon


S_ALR_87013542S_ALR_87013542

The Act/Com/Total/Plan screen appears. Notice the folders displayed in the left column represent the various WBS elements under the selected project P.000002. Organized under the WBS element folders are documents which have been posted (material ordered) against the respective WBS Element.

WBS elements


S_ALR_87013542S_ALR_87013542

The Header section located above the table contains information under which all data in the table is organized. 1. More details regarding a particular item may be viewed by double clickingthe item, e.g., double click 34,5000.00 .

Header

Double click


S_ALR_87013542S_ALR_87013542

The Header section located above the table contains information under which all data in the table is organized. 1. More details regarding a particular item may be viewed by double clicking theline item, e.g., P.0000002.01.04.

Header

Double click


S_ALR_87013542S_ALR_87013542

1. Review the displayed information then click the Back icon.

Back icon

Additional information regarding individual cost may be obtained by double clicking the Purchase Requisition number.


S_ALR_87013542S_ALR_87013542

1. Review the displayed information then click the Back icon.As previously described in this presentation data fieldssuch as, Posted Date, Doc. Type and Document Number may be added by using the Change Layout icon functionality.

Back iconChange Layout


S_ALR_87013542S_ALR_87013542

The Header section located above the table contains information under which all data in the table is organized. In this example information contained in the table roles up from lower WBS elements into the higher project. Example: $34,500.00 has been posted against Cost Element 56310000. The exact WBS element in which these cost were placed my be identified by clicking the individual WBS element folders located in the left column. 1. Click folder WBS P.000002.01.

Header

Click folder WBS P.000002.01


S_ALR_87013542S_ALR_87013542

Notice WBS P.000002.01 has $25,000.00 cost placed Cost Element 56310000.1. Click folder WBS P.000002.02.

Header

Click folder WBS P.000002.01Click folder WBS P.000002.02


S_ALR_87013542S_ALR_87013542

Notice WBS P.000002.02 has $9,500.00 cost placed Cost Element 56310000.

WBS P.000002.01 has $25,000.00 & WBS P.000002.02 has $9,500.00

25,000.00 + $9,500.00 = $34,500.00 (total cost for Cost Element 56310000 under project P.000002)

Back icon

Documents

Project Systems Super User 11-07web