PS Tutorial ENDUSER LLoydinsulations

Project “LAKSHYA”

PS Level-2 training 1

Tutorials

Project Systems



Table of Contents 1. Project Definition 3

Creation of Project 3

2. Work Breakdown Structure 8

3. Creation of Internal activity 12

4. Creation of External activity 14

5. Creation of Costs activity 15

6. Creation of Service Activity 16

7. Material Assignment 17

8. PS Texts 18

9. Estimation 19

10. Date Planning /Scheduling 26

11. Cost Planning 28

12. Revenue Planning 32

13. Project Budget 36

Budget will get copied from cost plan for release 41

14. Release Project 41

15. System Status. 42

16. Confirmation 42

T Code: CJ20N 42

17. Closing. 43



1. Project Definition

Creation of Project

Transaction code: CJ20N Open the Project Builder either by typing the T code mentioned above or through the drill down menu as shown below

Project Builder: The project Builder is a user-friendly method of accessing Project System, which enables you to edit your projects quickly and efficiently. It consists of three parts: Structure tree, work list and templates and Work Area



In the work List Area we can see Last Five projects Processed. If you want to create a project click on “Create” and choose “Project



Then it will take you to the Next Screen

Here Enter the Project Definition and its description in the Work Area



Select Project Profile (Which is a mandatory field) shown in “Control” Tab

Then press enter Then we can notice that Project definition has been created, and can be seen in structure tree. The Entire screen appears as below



We have to give the required organization elements. Once we have selected the project profile, default organization elements will come. Required changes can be made according to your project requirements. Basic data Tab

We have to give the project start date, finish date, factory calendar and Time unit.



Press enter and SAVE.

2. Work Breakdown Structure Creation of WBS Element - Level 1—Follow the process

a) select the Project Definition in structure tree

b) Click on the WBS element icon (Yellow triangle)

c) This will display blank rows



d) Enter Level 1, with coding mask “ & description of the WBS element

On pressing Enter, WBS at level 1 gets created.



Creation of WBS element – Level2 Repeat the same process mentioned above but with level as 2 & entering the coding mask starting with “followed by Activity short code & description as shown below



On pressing Enter, WBS at level 2 gets created.



Repeat the same for all Level 2 & 3 WBS elements so as to create a project structure.

Press enter and SAVE. Same process can be repeated for the creation of required WBS element levels

3. Creation of Internal activity

Select the WBS element in structure tree & click on activity overview shown by green rectangle

It is an integration of Production Planning and Controlling Modules. Rows will appear at the bottom as shown



Enter the activity description & press enter

Repeat the same for other WBS elements so as to create one activity each under each WBS element



Press Enter and SAVE.

4. Creation of External activity

Select the WBS element in structure tree and double click on External processing in work list area. This is integration with Materials Management and Finance.




5. Creation of Costs activity



Select the WBS element in structure tree and double click on Costs in work list area. Here we can mention general costs.

6. Creation of Service Activity

Select the WBS element in structure tree and double click on Service in work list area. This is integration with Materials Management and Finance.




7. Material Assignment

Select the activity and Double click on Material. Mention the material and its type also give required quantity and date.



Press enter and SAVE.

8. PS Texts

If we want to attach PS texts and Documents, select the WBS Element and double click on PS texts. PS Text for the description and its type and Documents for the attaching the required documents for the WBS Element.



9. Estimation

T Code: KKE1 (Create base planning object) Open the transaction either by typing the T code mentioned above or through the drill down menu as shown below



Estimation is done using unit costing method. Base Planning object shall be created for defining material, equipment & labour norms. These BPO will then be assigned to WBS elements to get the total cost of the project. Use T code KKE1 for creating a base planning object

Define Unit of measurement & description to this BPO.

A new screen with blank rows will appear.



For defining material norms, select Item category M, select material code from material master & enter the norms & rate will be picked from the master which is editable.

Repeat the steps for all materials to be used in this analysis



For service item, select Item category N & then select the appropriate service. Enter the norms & rate for the service selected.

Repeat the steps for all services. The system calculates the unit cost of the item at the bottom Assign this BPO to the WBS element in CJ40. Open the transaction either by typing the T code mentioned above or through the drill down menu as shown below



Select the WBS element & click on Primary costs



Select the Cost element & click on edit Detailed Planning Change / Display as shown

Select B as Item category & select the BPO created & enter the quantity



Save the record. This will give the total cost of WBS element. Repeat the steps for all WBS elements & select Edit Total Up which will sum up the costs of all WBS elements.



Save the record.

10. Date Planning /Scheduling

T Code: CJ20N We have to mention the dates in Project definition, WBS and Network Levels. We can do the scheduling, if the activities exists. After creation of the activities we have to give the duration for different activities and create the relationships among the activities in project Builder. At the same time if there is any constraints for the activities we need to mention. Next we have to open the project in Project Planning board, choose the project or appropriate WBS for which you wish to do the schduling. Select the appropriate scheduling scenario and the dates you wish to do the update. And then do the scheduling. Update the dates according to the planning method.

Select the activity & define the duration as shown



Assign the relationship with respect to other activity displayed as

Enter the superceding activity number, relationship & interval (in days) after which this activity should start

Repeat the steps for all activity. Schedule the project which will give the bar chart for the project



11. Cost Planning

T Code: CJ40 Open the transaction either by typing the T code mentioned above or through the drill down menu as shown below



Cost planning can be classified in to two categories.

i) Manual planning for WBS Elements

a) Hierachial planning/Overall planning b) Detailed planning c) Unit costing d) Easy cost Planning

ii) Network Costing

We have to use Cj40 for Manual cost planning with cost element Enter the project for which cost planning needs to be done & enter the version as 1

Select the WBS element for which cost planning is to be done & click on the primary costs



Enter the costs against resective cost elements & Save.



Repeat the steps for all WBS elements. Once the costs are planned for all WBS elements, select Edit in the top menu bar & select the option Total Up

This will sum up costs of all the WBS elements & give the total cost of the project



Save the record.

12. Revenue Planning

T Code: CJ42 Open the transaction either by typing the T code mentioned above or through the drill down menu as shown below



a) Manual Revenue Planning can be done in CJ42. b) By using billing plan in sale order or WBSe. Enter the project for which revenue planning needs to be done & enter the version as 1

Select the WBS element for which revenue is to be planned & click on the detailed planning button



Enter the revenue for the WBS element & the quantity

Save the record Repeat the steps for all WBS elements & select Edit from the top menu bar & select the option Total Up



This will sum up the revenues of all the WBS elements for the project

Save the project



13. Project Budget

T Code: CJ30 / IMCCP3 Open the transaction either by typing the T code mentioned above or through the drill down menu as shown below



Project budget comprises of

• Original Budget • Convert cost plan to budget • Release of budget • Supplement or Return of budget

Once the cost planning is done the same is transferred as an original budget through IMCCP3. User has to enter the cost planning version, project code & controlling area for copying



Executing this T code will copy the budget from cost plan version selected as shown

The copied budget is released through T code CJ32 as shown below.



Select the WBS elements & select Edit Copy View

Select Current budget



Enter percentage as 100% with overwrite option



Budget will get copied from cost plan for release

Saving the project will release the budget

14. Release Project

T Code: CJ20N Project release initiates the activity confirmation & procurement cycle. Release can be done at project or WBS or Activity levels as per requirement Select the project & select Edit Status Release as shown



Save the project & the project will get released for execution

15. System Status.

The following system statuses are important in Project system

a) CRTD- Create –we can plan but not post the costs b) REL- Release - we can plan and post the costs c) CNF- Confirmed- we can’t plan but can post d) TECO- Technically complete- we can’t plan but can post e) CLSD- Closed- We can’t and post

16. Confirmation

T Code: CJ20N We have to confirm the internal activities for obtaining actual values. Confirmation means mentioning the actual work done. In the Project Builder we have to select the activity and go to Edit in the menu bar choose activity- confirmation and mention the number of units of actual work done.



Select the activity requiring confirmation & click on Edit Activity Confirm. This will open a new screen for entering confirmations

Enter Actual start & End date with the quantity executed for that period under consideration

Click on Back button & Save the record. Repeat the steps for all the activity confirmations. ** For external activities, once Goods receipt is done then actual values will be obtained

17. Closing.

There are two impotant closing procedures which will be done by the finance They are Period End closing and Year end closing.

