P55_BPP_EN_DE

SAP ECC 6.00

March 2007

English

Project Management in Research & Development (P55)

SAP AGDietmar-Hopp-Allee 1669190 Walldorf

Business Process Procedure

Germany

© SAP AG of 27

SAP Best Practices Project Management in Research & Development: BPP

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Example

Note

Recommendation

Syntax

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.

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ContentsProject Management in Pharmaceutical Research and Development...........................................5

Overview.................................................................................................................................... 5

Organization of the R&D Project....................................................................................................7

General...................................................................................................................................... 7

Creating Project......................................................................................................................... 7

Creating Milestones for WBS elements....................................................................................10

Creating a Network..................................................................................................................11

Creating Activities....................................................................................................................13

Creating Milestones to a Network activity................................................................................16

Creating Relationships between Network activities..................................................................17

Scheduling the Project.............................................................................................................18

Planned Costs.......................................................................................................................... 18

Budget...................................................................................................................................... 19

Release.................................................................................................................................... 20

Confirmations........................................................................................................................... 21

Storing the Settlement Rule - Networks...................................................................................22

Network Settlement.................................................................................................................. 23

Storing the settlement rule WBS Elements..............................................................................24

Settlement of all costs..............................................................................................................24

Evaluating the Project..............................................................................................................25

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Project Management in Pharmaceutical Research and Development

Overview

Use

This scenario describes the project management of a research and development project in the pharmaceutical industry.

This example involves the integrated use of the following ERP components:

ERP Component Functions

Project System Create, plan, confirm and archive project

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Process Flow

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Create

concept

Create

SOP

Feinplanung

Edit project (execute)

Approve and release project

Create

detailed planning


Organization of the R&D Project

GeneralIn order to create (project definition) and structure (create WBS elements) the project, eCATTs have been created. These eCATTs can be processed in the foreground so that the proposed values can be changed or a different variant can be assigned.

The organization of the project in the project system can also be performed manually. The transactions required for manual organization are described for the individual steps and the data can be set up with the help of the standard documentation.

Creating Project

UseThe project definition is the first step in the creation of a project. It forms the framework of the entire project. It details the tasks to be solved. The project definition contains data that is binding for the entire project, for example the start and finish dates and data for the project organization.

With installation of Building Block ‘P35 - Project Management in R&D with PS’ project definition P-RD-0001 with WBS elements P-RD-0001-00 to P-RD-0001-110 have been created already. If you use this project, you can skip this step and perform the following steps with P-RD-0001 instead of P-RD-000X.

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

SAP Menu Logistics Project System Project Special Maintenance Functions Work Breakdown Structure (WBS) Create

Transaction code CJ01

2. On the Create Project: Initial Screen, enter the necessary data.

Field name Description User action and values Comment

Project def. P-RD-000X

Project profile Research & Development Pharma

3. On the following Create Project: Project definition screen, enter the description of the project.

4. Click WBS element overview (Ctrl+Shift+F12).

5. Enter the following data:


Level 1

WBS Element P-RD-000X-00

Description Research & Development

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PE Set flag Planning Element


Level 2


Description Drug Discovery



Level 3


Description Discovery



Level 2


Description Preclinical Phase



Level 2


Description Scale-Up



Level 2


Description Clinical Trial



Level 3


Description Clinical Trial Phase I


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Level 3


Description Clinical Trial Phase II



Level 3


Description Clinical Trial Phase III



Level 2


Description Regulatory Approval



Level 2


Description Scale to production



Level 2


Description Launch



Level 2


Description Post Market Clinical Trial


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Level 2


Description cGMP regulated production



Level 2


Description Administration



Level 2


Description Documentation


6. Choose Save.

ResultA Project with the project definition P-RD-000X and 16 WBS elements is created. The work breakdown structure is the hierarchical organizational plan of the research and development project. It can be used to plan basic dates and costs and a budget can be assigned for it.

Creating Milestones for WBS elements

UseA strategic date to indicate the importance of a particular part of the project can be represented with a milestone created with respect to a WBS element.


SAP Menu Logistics Project System Project Project Builder

Transaction code CJ20N

2. Choose Open.

3. Enter the number of the project created in the project definition box P-RD-000X.

4. Choose Open (Enter).

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5. Open the WBS element where a milestone should be created e.g. WBS element P-RD-000X-20.

6. In the templates part of the screen open the part Individual objects.

7. Take the symbol for a milestone and drag and drop it to the WBS element e.g. WBS element P-RD-000X-20 where the milestone should be created.

8. Enter the data required as described below.


Description Release for clinical trials

Usage Enter Usage 00004, Start execution

Prog. analysis Mark check box

Trend analysis Mark check box

9. Choose Enter.

10. Double-click WBS element e.g. P-RD-000X-70 where a second milestone should be created.


12. Take the symbol for a milestone and drag and drop it to the WBS element e.g. WBS element P-RD-000X-70 where the milestone should be created.



Description Go to market

Usage Enter Usage 00005, Finish execution

Prog. analysis Mark check box

Trend analysis Mark check box

14. Choose Enter.

15. Save the data.

ResultThe milestones are created linked to the corresponding WBS elements.

Creating a Network

UseThe network is the process structure of a research and development project. The network can be used to plan durations and dates, allocate resources to the individual operations and to define the sequence of the operations.


SAP Menu Logistics Project System Project Special Maintenance

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Functions Network Create

Transaction code CN21

2. On the Create: Network: Initial Screen, enter the necessary data.


Network profile Select a profile according to which the network is to be created

Choose Network profile w/activity acct. assignm.

Network type The network type specifies the scheduling and the assigning of the network number

YP02

Plant Enter your plant BP01

MRP Controller Enter an MRP controller

001

3. Choose Enter.

4. On the following Number Assignment dialog box enter the network number RD-0001.

5. Choose Continue.

6. On the following Network Create: Header Data screen enter the necessary data.


Network description

Enter a description of the network being created

Start Date Enter a start date used to forward schedule the network

Enter the actual date

Finish Date Leave blank/delete default date

Scheduling type Choose Forwards

7. Choose Continue (Enter).

8. On the following Assignments tab page enter the necessary data.


Project def. Enter the project definition of your project

P-RD-000X

7. Choose Enter.

8. Save your settings.

Warnings may come up if prices, activity types and plan versions are not maintained for complete duration of the project. Ignore these warnings.

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ResultA network has been created.

Creating Activities

UseActivities are the components of a network, comparable to the WBS within a Project. Thus, activities can be assigned to single WBS-Elements. Activities have certain characteristics such as:

They have a duration.

They have a defined start and a defined finish.

They are processed without interruption.

Resources are needed to execute them.

They incur costs.

The Project System distinguishes between internally processed activities, externally processed activities and general cost activities.


SAP Menu Logistics Project System Project Special Maintenance Functions Network Change


2. On the following Change: Network: Initial Screen enter RD-0001 in the Network field and choose Activity overview (F7).

3. On the Change: Network: Basic Data Overview (Basic Dates) screen all activities for the network RD-0001 can be created and assigned to single WBS elements.

4. On the Int.processing tab page scroll to the right until the column WBS element appears.

5. Enter the necessary data for activity 0010.


Description Drug Discovery

Norm. 6

Norm.duratn un. MON

Work 480

Work Center RES-0610





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Norm. 1

Norm.duratn un. MON

Work 200





Description Scale up

Norm. 2

Norm.duratn un. MON

Work 320





Description Clinical Trial Phase I

Norm. 3

Norm.duratn un. MON

Work 600





Description Clinical Trial Phase II

Norm. 12

Norm.duratn un. MON

Work 1000





Description Clinical Trial Phase III

Norm. 12

Norm. Duration MON

Work 3000



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Description Regulatory Approval

Norm. 12

Norm.duratn un. MON

Work 500





Description Scale to Production

Norm. 3

Norm.duratn un. MON

Work 360





Description Launch

Norm. 3

Norm.duratn un. MON

Work 400





Description Post market Clinical Trial

Norm. 4

Norm. Duration MON

Work 300





Description cGMP Regulated Production

Norm. 2

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Norm.duratn un. MON

Work 200



16. Choose Enter.


ResultNetwork activities are created and assigned to WBS elements.

Creating Milestones to a Network activity

UseA strategic date to indicate the importance of a particular part of the project can be represented with a milestone linked to a network activity.




2. Choose Open.

3. Enter the number of the project created in the project definition box e.g. P-RD-000X.


5. Open the network activity where a milestone should be created e.g. RD-0001/0020.


7. Take the symbol for a milestone and drag and drop it to the network activity e.g. RD-0001/0020 where the milestone should be created.

8. Enter the data required as described below.



Usage Enter Usage 00004, Start execution

9. Choose Enter.

10. Save the data.

ResultThe milestone is created linked to the corresponding network activity.

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Creating Relationships between Network activities

UseThe purpose of this activity is to ensure that links are created so that activities are carried out and scheduled in the correct order, relationships are created between the network activities.




2. Choose Open.



5. Double-click network RD-0001.

6. Choose Network graphic (Shift+F7).

7. Choose Connect (Ctrl+F6) and link the network activities as appropriate by drag and drop, for example.

Predecessor Network Activity SuccessorNetwork Activity

Relationship type

P-RD-000X-0010 P-RD-000X-0020 FS

P-RD-000X-0020 P-RD-000X-0030 FS

P-RD-000X-0030 P-RD-000X-0040 FS

P-RD-000X-0040 P-RD-000X-0050 FS

P-RD-000X-0050 P-RD-000X-0060 FS

P-RD-000X-0060 P-RD-000X-0070 FS

P-RD-000X-0060 P-RD-000X-0080 FS

P-RD-000X-0060 P-RD-000X-0090 FS

P-RD-000X-0070 P-RD-000X-0100 FS

P-RD-000X-0070 P-RD-000X-0110 FS

8. Turn off connect indicator.

9. Between the activities RD-000X-0060 and RD-000X-0090 a value for the time interval between the activities should be entered by double-clicking the relationship.

10. Enter a value of 6 months (MON) in the field Offset rel. ship.


12. Choose Back (F3) and confirm upcoming screen with Yes.

13. Choose Save (Ctrl+S).

ResultThe desired relationships between network activities have been created.

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Scheduling the Project

UseIn the project system you can plan various date types, such as basic dates and forecast dates. In this process, you plan basic dates only. To do this, you copy the scheduled dates of the activities into the dates of the WBS elements.


SAP Menu Logistics Project System Project Project Planning Board Change Project

Transaction code CJ2B

2. On the following Change Project Planning Board screen enter the necessary data:


Project def. P-RD-000X

Plan. Board prf Choose PS: Planning board profile for network

3. Choose Open project.

4. On the following Project: Change screen choose Select all (Ctrl+Shift+F1).

5. Click Schedule (Shift+F8). The system uses the project start and finish dates as the basis for calculating and displaying the earliest and latest dates for the activities.

6. Choose Edit Select WBS elements.

7. Choose Edit Reconcile dates Copy scheduled dates. The system copies the maximum dates (earliest start and latest finish) determined in scheduling for each activity and displays them as date bars in the WBS elements.

8. Save your settings. (Accept any warnings relating to future costs)

ResultAll activities of the network RD-0001 are scheduled.

Planned Costs

UsePlanned costs indicate the costs that are planned for the implementation of a research and development project. The planned costs are not binding.


SAP Menu Logistics Project System Financials Planning Costs in

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WBS Overall values Change


2. Choose Extras Set Controlling Area enter BP01in the Controlling Area field and choose Continue (Enter).

3. On the following Change Cost Planning: Initial Screen enter P-RD-000X in the Project Def. field, the corresponding version number e.g. 0 and choose Cost Planning.

4. Enter your specific overall plan costs for each WBS Element, for example see the box below.


P-RD-000X-11 85.000.000,00

P-RD-000X-20 15.000.000,00

P-RD-000X-30 85.000.000,00

P-RD-000X-40 85.000.000,00

P-RD-000X-50 15.000.000,00

P-RD-000X-60 15.000.000,00

P-RD-000X-70 85.000.000,00

P-RD-000X-80 85.000.000,00

P-RD-000X-90 85.000.000,00

P-RD-000X-100 85.000.000,00

P-RD-000X-110 85.000.000,00

The cost plan relates to the Overall Project and not to individual years. Keep the hierarchical structure of your project in mind.

5. Choose Enter.

6. Optional: If you want to plan your costs on a year-to-year base select the respective year in Period pull-down menu and make the appropriate entries.

7. Choose Edit Total up and set the check mark for Total values and, if you planned costs also on a year-to-year base, Annual values. Choose Continue (Enter).

8. Choose Check (Ctrl+F12).


ResultCosts are planned for the project.

Budget

UseThe budget shows the means available for implementing a project. It differs from the planned costs in that it is binding.

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SAP Menu Logistics Project System Financials Budgeting Original Budget Change


2. On the following Change Original Budget: Initial Screen enter P-RD-000X in the Project Def. field and choose Original Budget.

3. Enter your specific budget values for each WBS Element.

The budget is allocated for the individual WBS elements. This also entails a total distribution and not a distribution by year. Keep the hierarchical structure of your project in mind.


P-RD-000X-10 10000000

P-RD-000X-20 10000000

P-RD-000X-30 5000000

P-RD-000X-40 5000000

P-RD-000X-50 10000000

P-RD-000X-60 10000000

P-RD-000X-70 5000000

P-RD-000X-80 5000000

P-RD-000X-90 5000000

P-RD-000X-100 5000000

P-RD-000X-110 5000000

4. Choose Enter.

5. Optional: If you want to budget your project on a year-to-year base select the respective year in Period pull-down menu.

6. Choose Edit Total up and set the check mark for Total values and, if you budgeted your project also on a year-to-year base, Annual values. Choose Continue (Enter).

7. Choose Check (Ctrl+F12).


ResultThe project is budgeted.

Release

UseBefore a project can be edited, it must be released. The release can either be granted for individual activities or elements, or the entire project can be released all at once. Research and development projects are normally released step by step as the individual elements are

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organized sequentially and are processed in sequence. The decision whether the project will continue to be processed or abandoned due to the results, is made from operation to operation. For this reason, partial release makes sense.


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


2. On the following Change Project: Initial Screen enter P-RD-000X in the Project Def. field and choose WBS element overview (F5).

3. Select the second WBS Element to be released by choosing Edit Status Release.

If you release the first WBS Element the project will be completely released at once since the first WBS Element is the Top-WBS Element.

4. Save your entries.

After releasing the respective WBS Element, the activity in the network, which is connected with the released WBS Element, has to be released as well.

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



2. Enter the network number RD-0001

3. Choose Activity overview (F7).

4. Select the activity which is aligned to your released WBS Element (P-RD-000X-10). Release the activity by choosing Edit Status Release.


ResultThe second WBS element and the activity which is connected to the second WBS element is released

Confirmations

UseAn activity is processed and the work achieved needs to be confirmed in order to end the activity and to credit the scheduled resources. Partial confirmations are possible. This primarily makes sense for time-intensive R&D projects as partial confirmations can be used to determine the progress made on a project.

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PrerequisitesWBS elements and network activities for which confirmations are set have to be released.






4. Select the first activity

5. Choose Details Activity/Element Confirmation

6. Enter the duration (Actual in days) and the work (Actual in hours) for the activity/element performs the confirmation. If an activity/element is completely finished, you can set the final confirmation indicator.

7. Choose Back (F3).


ResultThe first activity of the network is confirmed.

Storing the Settlement Rule - Networks

UseThe project is only a cost collector. The purpose of this activity is to settle network activities at the end of each period 100% to the aligned WBS elements.

PrerequisitesComponent Projects is activated in controlling area BP01.






4. Select the first activity.

5. Choose Details Activity/Element Settlement Rule.

6. On the following Maintain Settlement Rule: Overview screen enter the necessary date:

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Cat WBS

Settlement Receiver

P-RD-000X-10

% 100

Settlement type FUL

7. Choose Check (Ctrl+F12). No errors should occur. On the appearing Information dialog box choose Continue (Enter).



ResultThe settlement rule for the first network activity is defined.

Network Settlement

UseThe purpose of this activity is to settle network activities ONLY at the end of each period to the corresponding WBS elements.


SAP Menu Logistics Project System Financials Period-End Closing Single Functions Settlement Individual Processing


2. On the following Actual Settlement: Project/WBS Element/Network screen enter the necessary data:


Network Enter first network and network activity (e.g. RD-0001 / 0010

Settlement Period Enter period The settlement period and the period on which the execution/setup of the operation started must be similar

Fiscal Year Enter current year

3. Optional: In the Processing Options field group deselect checkmark Test Run if you want to make a real run.

4. Choose Execute (F8).

5. On the following Actual Settlement: Project/WBS Element/Network Basic list the results, the processing category and the selection are displayed.

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6. Optional: For detailed posting information choose Detailed Lists.


ResultThe WBS element received the actual costs of the selected period from the network activity.

Storing the settlement rule WBS Elements




2. Click Open.



5. Click the WBS element for which a settlement rule should be entered e.g. P-RD-000X-10

6. Choose Edit Costs Settlement rule.


Cat Settlement receiver

% Comment

WBS Enter WBS element which should receive costs e.g.P-RD-000X-00

100


9. Repeat the procedure for further WBS elements e.g. P-RD-000X-11

10. Click the WBS element for which a settlement rule should be entered e.g. P-RD-000X-00

11. Choose Edit Costs Settlement rule.


Cat Settlement receiver

% Comment

PSG

13. Choose Enter and Continue.



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Settlement of all costs

UseThe purpose of this activity is to settle ALL costs to the corresponding receiver at the end of each period.


SAP Menu Logistics Project System Financials Period-End Closing Single Functions Settlement Individual Processing


2. On the following Actual Settlement: Project/WBS Element/Network screen enter the necessary data:


Project Enter the project name of the project for which you which to settle the costs e.g. P-RD-000X

WBS elements to be settled must already be released and have a settlement rule.

With hierarchy Check box

With orders Check box

Settlement Period Enter period The settlement period and the period on which the execution/setup of the operation started must be similar

Fiscal Year Enter current year

3. Optional: In the Processing Options field group deselect checkmark test run if you want to make a real run.


5. On the following Actual Settlement: Project/WBS Element/Network Basic list screen the results, the processing category and the selection are displayed.

6. Optional: For detailed posting information choose Detailed Lists.


ResultAll costs are settled to the appropriate receiver for the project number entered.

Evaluating the Project

UseIn the structure overview of the Project Information System, you can evaluate the various project data. The purpose of this activity is to define the scope of the evaluation by selecting the fields to be displayed and defining the PS Info Profile.

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SAP Menu Logistics Project System Information System Structures Structure Overview


2. On the Enter Profile screen enter 000000000001 and choose Continue (Enter).

3. One the following Project Info System: Structure Initial Screen enter the necessary data:


Project P-RD-000X


5. On the following Project Info System:Structure Overview screen choose Choose fields (F5).

6. In the following Select fields dialog box double-click Actual costs.


ResultYou have now evaluated the values of your project. During the lifetime of a project, you need to execute periodic tasks. For example, you need to settle the costs incurred to the final cost objects.

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