197_BPP_EN_DE

EHP4 for SAP ERP 6.0

June 2009

English

Internal Project (197)

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany

Business Process Documentation

SAP Best Practices Internal Project (197): BPD

Copyright

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Icons

Icon Meaning

Caution

Example

Note

Recommendation

Syntax

External Process

Business Process Alternative/Decision Choice

Typographic Conventions

Type Style Description

Example text Words or characters that appear on the screen. These include field names, screen titles, pushbuttons as well as menu names, paths and options.

Cross-references to other documentation.

Example text Emphasized words or phrases in body text, titles of graphics and tables.

EXAMPLE TEXT Names of elements in the system. These include report names, program names, transaction codes, table names, and individual key words of a programming language, when surrounded by body text, for example, SELECT and INCLUDE.

Example text Screen output. This includes file and directory names and their paths, messages, source code, names of variables and parameters as well as names of installation, upgrade and database tools.

EXAMPLE TEXT Keys on the keyboard, for example, function keys (such as F2) or the ENTER key.

Example text Exact user entry. These are words or characters that you enter in the system exactly as they appear in the documentation.

<Example text> Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries.

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Contents

1 Purpose.................................................................................................................................. 5

2 Prerequisites........................................................................................................................... 5

2.1 Master Data and Organizational Data.............................................................................5

2.2 Roles............................................................................................................................... 6

3 Process Overview Table.........................................................................................................6

4 Process Steps........................................................................................................................ 7

4.1 Creating a Project from a Standard Template.................................................................7

4.2 Generating the Settlement Rule......................................................................................9

4.3 Time Recording (211)....................................................................................................10

4.4 Travel Management (191).............................................................................................11

4.5 Closing Completed Projects (Technical View)...............................................................11

5 Follow-Up Processes............................................................................................................12

6 Appendix............................................................................................................................... 13

6.1 Reversal of Process Steps............................................................................................13

6.2 SAP ERP Reports.........................................................................................................14

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Internal Project

1 Purpose

In any professional service firm a considerable amount of time is spent with internal work, such as proposal work, or training or development of new service offerings. It is desirable to capture the times and expenses incurred on such tasks with the same tools as used for external work.

The setup of codes for internal projects might be different as no sales order is required. The data capture should follow the same logic as for external work. Subsequent treatment in accounting and reporting is then different, but should result in an overall complete picture.

The process described here covers:

Creating the code to collect costs

Capturing costs (time, expense, purchases)

Periodic processing

Closing the code for further postings

Sundry billing from internal projects to recover overheads is also possible but not covered here.

2 Prerequisites

2.1 Master Data and Organizational DataSAP Best Practices Standard Values

A range of indispensable master and organizational data was created in your ERP system in the implementation phase, such as the data that reflects the organizational structure of your company, as well as master data that suits its operational focus, for example, master data for materials, vendors, and customers.

This master data usually consists of standardized SAP Best Practices default values and enables you to go through the process steps of this scenario.

Additional Master Data (Default Values)

You can test the scenario with other SAP Best Practices default values that have the same characteristics.

Check your SAP ECC system to find out which other material master data exists.

Using Your Own Master Data

Note that you can also test the scenario with other material, or organizational data for which you have created master data. To find out how to create master data, refer to the Master Data Procedures documentation.

Use the following master data in the process steps described in this document:

Service

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Service Plant

Master data Value Comments

Controlling Area 1000

Sender Cost Center 1321 Services/ Consulting

Activity Type 8 Consulting

Personnel number 999103 Frank Reibel

2.2 Roles

UseThe following roles must have been installed to test this scenario in the SAP Netweaver Business Client (NWBC). The roles in this Business Process Documentation must be assigned to the user or users testing this scenario. You do not need these roles if you are not using the NWBC interface, but the standard SAP GUI.

PrerequisitesThe business roles have been assigned to the user who is testing this scenario.

Business role Technical name Process step

Employee (Professional User)

SAP_NBPR_EMPLOYEE-S Assignment of this role is necessary for basic functionality.

Project Manager SAP_NBPR_PROJECTMANAGER-M Creating a Project from a Standard Template,

Generating the Settlement Rule

Project Manager SAP_NBPR_PROJECTMANAGER-M Close Completed Projects (technical view)

3 Process Overview Table

Process step

External process reference

Business condition

Business role Transaction code

Expected results

Creating a Project from a Standard Template

Project Manager

(SAP_NBPR_PROJECTMANAGER-M)

CJ20N


Project Manager


CJB2

External Process 211

External Process

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Process step

External process reference

Business condition

Business role Transaction code

Expected results

191

Completing the Project

Project Manager


CJ02

4 Process Steps

4.1 Creating a Project from a Standard Template

UseThe project maps the work structure and is the object for collecting costs incurred for the internal work.

PrerequisitesIt is assumed that a standard project template has already been created to facilitate project creation.

Procedure

1. Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC menu Logistics Project System Project Project Builder

Transaction code CJ20N

Option 2: SAP Net Weaver Business Client (SAP NWBC) via Business Role

Business role Project Manager


Business role menu Project Management Project Planning Project Project Builder

2. The first time you access this transaction, the system displays a dialog box Project Builder: Options to welcome you to the project builder. To continue, choose Skip this in future and then Set Options Enter.

3. In the subsequent Project Builder: User-Specific Options dialog box, select the Preview Last Project indicator. This recommended setting allows you to access the last project you worked on. Accept all other default settings and choose Continue (Enter).

You can change these settings at any time in the future by choosing Settings Options on the Project Builder screen.

4. On the Project Builder screen in the empty Project Structure area, choose Create Copy

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Project.

5. In the Create Project dialog box, select Find in the upper Project Definition field.

6. In the Find Open Number dialog box, enter S-0000 in the Start value field and choose Find. A new project number was generated in the proposed field. Make a note of the project number:________________________.

7. Choose Copy (Enter). In the Create Project dialog box, make the following entries:

Field name Description User action and values Comment

Project Def. S-00XX

Description as desired

Start Day before yesterday

Finish date 2 months later

Project Profile not selected

Template

Version not selected

Project Def. Not selected

Std. proj.def. S-INT Internal Project

Template Profile Data

select

Other fields Unchanged

8. Choose Create Project (Enter).

If you do not enter a project finish date, the system displays a warning that a default date will be used. In this case, simply choose Continue.

9. The Basic Data view of the new project definition appears in the main area of the screen. The project structure is displayed to the left. The standard template automatically adopts the new definition given to your project.

To change the descriptions of the project definition and all levels below it, select the appropriate level in the structure to the left and make the changes in the window to the right. Do not change the other default values. Note that the initial system status indicates CRTD (created).

The top level WBS element of the project structure represents the entire internal project. The first lower-level WBS elements represent the project phases.

10. Select the WBS element S-00XX-10 Phase 1, Project Study. Choose Edit Status Release (Ctrl+F2) from the Menu.

Only the selected WBS element (Phase 1, Project Study) is now released! To release the complete project structure, select the project definition Internal Project and then choose Edit Status Release (Ctrl+F2) from the menu.

11. Choose Save (Ctrl+S).

Result

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An internal project is created and a WBS element is released.

4.2 Generating the Settlement Rule

UseThis transaction automatically generates the results analysis key and settlement rule in the project. The settlement rules determine the controlling object that will receive the revenues and costs of the project.

PrerequisitesThe settlement rule and results analysis key of the project may be generated at any time once you have created the project. A default settlement strategy, that is, settlement rule determination based on certain project criteria, must be defined for settlement generation to occur.

Procedure1. Access the transaction choosing one of the following navigation options:


SAP ECC menu Logistics Project System Financials Period-end Closing Single functions Settlement Rule Individual Processing

Transaction code CJB2




Business role menu Project Management Project Execution Financials Generate Settmt Rule: Indiv.Proc.

2. If the Set Operating Concern dialog box appears, make the following entries:


Controlling Area 1000

3. Choose Enter.

4. On the Generate Settlement Rules: WBS Elements screen, make the following entries.


Sales Document

Key identifying sales document Empty

Project Key identifying project definition

Enter Project definition number (S-00XX)

WBS Element

Key identifying project definition

Empty

With Hierarchy

Includes all sub items below WBS element

Deselect

Period Period signifying the start of Current period, for

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the analysis example 006 for June

Fiscal Year Fiscal year Current fiscal year, for example 2007

Test Run Simulation control Deselect

Detailed Lists Generates list of the updated database records

Select

5. Choose Execute.

6. Choose Next List Level.

7. Choose Back to return to the SAP Easy Access screen (SAP GUI).

Or

Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

Result The settlement rules and results analysis keys have been generated for the accounting elements.

4.3 Time Recording (211)

External Process

UseThe Cross-Application Time Sheet (CATS) is the tool used for recording time worked by an employee on a certain assignment. In this scenario the sales order is the focal point of the process as it collects labor.

ProcedureComplete all activities described in the Business Process Documentation of the scenario:

To accomplish activities of the Time Recording (211) scenario, carry out the process steps in the relevant Business Process Documentation using the following master data:


Data Entry Profile YBPS SP Project

Key Date Today’s date Accept default of today’s date

Personnel Number 999103 Frank Reibel

Receiver WBS element Released WBS element (for example, S-00XX-10)

Enter the WBS element that will collect time and cost

Hours Time worked on the receiving object

8 hours on day before yesterday

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4.4 Travel Management (191)

External Process

UseWhile recording working times in CATS you can switch over to travel management to enter travel expenses on the used cost object in your scenario.

ProcedureComplete all activities described in the Business Process Documentation of the scenario:

To accomplish activities of the Travel Management (191) scenario, carry out the process steps in the relevant Business Process Documentation using the following master data:


Personnel Number 999103 Frank Reibel

From Start date and time of trip

Enter date and time

Default value when coming from Time Recording

End End date and time of trip

Enter date and time


Reason Consulting Reason for trip

City Berlin Enter the city as target of the trip

Country DE Default

Cost Assignment Released WBS element (for example, S-00XX-10

Cost assignment of the trip


Expense Type Line item 1, enter MTWG

Line item 2, enter BENZ

Expense type describes the kind of expenses

Amount Line item 1, enter 100

Line item 2, enter 50

Amount of the expense type

4.5 Closing Completed Projects (Technical View)

UseOnce you have viewed the project postings, you complete the project by setting the project status to technically complete. This prevents further changes to the project.

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PrerequisitesYou can view revenue and expense postings to the project at any time following time sheet entry and/or invoicing activities. Completion of all project work triggers technical completion of the project.

Procedure1. Access the transaction choosing one of the following navigation options:


SAP ECC menu Logistics Project System Project Special Maintenance Functions Work Breakdown Structure (WBS) Change

Transaction code CJ02




Business role menu Project Management Project Planning WBS Change Work Breakdown Structure

2. On the Change Project: Initial screen, enter the project definition number (for example, S-00XX) or select the relevant project from the work list.

3. Choose Project Definition.

4. On the Change Project: Project Definition choose Edit Status Technically Complete.

5. Choose Save.

6. Choose Back to return to the SAP Easy Access screen (SAP GUI).

Or

Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

ResultThe project is technically completed.

5 Follow-Up ProcessesYou have finished all activities that are part of the business process described in this document.

To accomplish subsequent activities of this business process, carry out the process steps described in one or more of the following scenarios, using the master data from this document.

Period End Closing Projects (207) (optional)

UseAdditional activities must be carried out in this project. These are executed collectively as a part of month-end closing. For more information on the month-end closing procedure, see the Business Process Documentation for Period End Closing Projects (207).

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Note that month-end closing can only be executed once a month.

6 Appendix

6.1 Reversal of Process StepsIn the following section, you can find the most common reversal steps, which you can take to reverse some of the activities described in this document.

Creating a Project from a Standard Template

Transaction code (SAP GUI) CJ20N

Reversal: Delete Project

Transaction code (SAP GUI) CJ20N




Comment Delete Project Definition and WBS elements


Transaction code (SAP GUI) CJ2B

Reversal: Delete Settlement Rules from WBS elements

Transaction code ( SAP GUI) CJ20N




Comment Delete Settlement Rules from WBS elements

Completing the Project

Transaction code (SAP GUI) CJ02

Reversal: Cancel Status Close technical

Transaction code (SAP GUI) CJ02



Business role menu Project Management Project Planning WBS Change Work Breakdown Structure

Comment Cancel Status Close technical

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6.2 SAP ERP Reports

UseThe table below lists the most frequently used reports that help you to obtain additional information on this business process.

You can find detailed descriptions of the individual reports in the following BPD documents, which provide a comprehensive compilation of all important reports:

Financial Accounting: SAP ERP Reports for Accounting (221)

Logistics Processes: SAP ERP Reports for Logistics (222)

Note that the descriptions of some reports that are an indispensable part of the process flow may be located directly in the section where they belong.

ReportsReport title Transaction code Comment

Plan/Actual/Variance S_ALR_87013532

Actual Costs/Revenues CJI3

Actual/Plan/Variance Absolute/Variance %

S_ALR_87013543

Costs/Revenues/Expenditures/Receipts S_ALR_87013531

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