PROJECT SYSTEM HANDBOOK FOR NPI · PDF filePROJECT SYSTEM HANDBOOK FOR NPI PLANNERS . SAP:...
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SAP: Project System
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SAP
PROJECT SYSTEM HANDBOOK
FOR NPI PLANNERS
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General Login Information
Double Click on SAP LOGON Icon Select development server of SAP 4.6C Select Client 250 Enter User id & Password
Master Data Requirements Controlling Area Company Code Business Area Plant Cost Center Activity Type Cost Element GL Account Purchasing Organisation Purchasing Group Material Group Profit Center
Project Management Transactional Steps
Project Definition creation WBS Creation Network & Activity creation Component Planning Plant Approval Corporate Planning Approval Budget Creation Board Approval Budget Release WBS Release Purchase order release Procurement cycle starts Production cycle starts Labour hour confirmation Settlement of Cost WBS completion AUC converts to Asset
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Project Definition
The project definition is the binding framework for all organizational elements within a project. You can also define non-binding start and finish dates for the project
Menu Path: Logistics -> Project System -> Project -> Special
Maintenance Functions -> Structure Planning -> Work Breakdown Structure -> Project Definition -> Create Transaction: CJ01 This transaction is carried out for the creation of Project Definition by the Coordinator or the NPI office after he receives the approved proposals from the respective cost centers.
Person Responsible: Coordinator / NPI Office
Refer to the Project Coding Mask for TATA Motors as explained below
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T.00.X1X2X3.000.000.00.00
T Represents projects in Tata Motors
00 Year of Project Commencement e.g. 03 ,04
X1X2X3 X1 : C = CVBU ; M = MUV ; K = CAR X2 : A = HCV ; B = MCV ; C = LCV ; D = SUB FOUR TONNE-CUB ; E = BUS-HCV ; F = BUS-MCV ; G = BUS-LCV ; H = ENGINES ; I = TRANSMISSION ; J = AXLE ; K = CAB ; L = SUMO/SPACIO ; M = SAFARI ; N = 207 ; O = INDICA ; P = SEDAN ; Q = ESTATE X3 : N = NEW GENERATION ; D = DERIVATIVE ; E = ENHANCEMENT ; F = FACELIFT ; U = UPGRADE ; V = VERSION
000 Running Serial number for given project category 001 to 500 = PCBU & CAR 501 to 999 = CVBU
000 Level 1 WBS element serial number – to be standardized as follows: Characters Work breakdown (alternate characters) 001 ERC(Inhouse) ERI 002 ERC(Outsource) ERO 003 PE (Inhouse) PET 004 PE(Outsource) PEO 005 SQIG /ADD SQI and ADD 006 Plant and Machinery PAM 007 PO,PP Trials TRI 008 Marketing(Launch) MKT 009 Others(not known) MSC
00 Level 2 WBS element serial number to be standardized as follows (for PE toolings only) : Characters Activity (alternate characters) (Toolings reqd for) 01 ENGINE AE 02 GEAR BOX AG 03 BIW AB 04 PRESS/FRAME AF 05 VEH ASSY AV 06 STEERING AS 07 AXLE AA 08 PAINT AP
0 Level 3 WBS element serial number to be standardized as follows (for PE toolings only) : Characters Activity (alternate characters) (Toolings reqd for) 1 Non Foundry toolings N 8 Foundry toolings F
All projects for TATA Motors will be defined as per above coding mask. In TATA Motors WBS can be created up to level 4.
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Field Definitions: Field Name Mandatory Remarks
Project def Yes Enter new project number System help is available to search next available number, using ‘OPEN NUMBER’ Push Button
Project Profile
Yes Profile determines which kind of project it is and based on settings fields are displayed on the screen
Template Optional Data will be copied from reference template
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Project Definition Details Screen: Basic Data Tab:
Field Definitions: Field Name Mandatory Remarks
Description Yes Enter Project Description
Start Yes Enter Start Date of overall project
End Yes Enter End Date of overall project
Controlling Area
Yes Use '0100' for Tata Motors
Company Code
Yes Use '0100' for Tata Motors
Business Area
Yes Based on Location select BA from drop down box
Plant Optional Based on Location select
Click here to see the Project Status
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Plant from drop down box
Profit Center Yes Enter the Correct Profit Center from drop down box
Mask ID Optional Free field helps you to search project
Factory Calendar
Optional Select calendar for location where work is going to get exceeded
Enter in all the relevant data. TATA Motors TAB:
Field Name Mandatory Remarks
Market Classification
Yes Select from Drop Down
Project Type No Select from Drop Down
Launch Date No Enter Launch date
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NPV No To be put by User
IRR No To be put by User
EVA No To be put by User
Life Cycle Volume
No To be put by User
Pay Back No To be put by User
Project Status Management: The current status of a project or an object in a project determines which business transactions can be executed. Statuses document the current processing stage of an object
When the different stages of the project are completed, the relevant gate status is ticked by the project office.
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Work Breakdown Structure It is the functional basis for further planning steps in a project, for example, for process planning, cost planning, scheduling, capacity planning or costing as well as projects control. It gives you a clear picture of the project and facilitates the coordination and implementation of the project from a management standpoint.
Menu Path: Logistics -> Project Systems -> Project -> Special
Maintenance Functions -> Structure Planning -> Change Project Transaction: CJ20 This transaction is carried out by the Project Planner, Coordinator / NPI Office, Department Head for creating WBS for each cost center. Person Responsible: Project Planner, Coordinator / NPI Office, Department Head
Field Name Mandatory Remarks
Project def Yes Use drop down menu to select existing project number
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Press ‘Enter’.
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Short Cut: Use ' “.01 ‘ to generate new WBS. Field Name Mandatory Remarks
WBS element
Yes Based on Masking system allows to create running WBS number
Description Yes Enter WBS description
Short id No You can change default number to identify WBS by different name
Note: To Create a lower level WBS change the level to ‘2’ instead of ‘1’ and follow the same steps as that of creating the first level wbs element.
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Double Click on WBS Element for Details Screen: Tata Motors Tab:
Field Name Mandatory Remarks
Supply Source Yes Select from drop down box
Basis of Estimate Yes Select from drop down box
Primary Category Yes Select from drop down box
Secondary Category No Select from drop down box
Aggregate No Select from drop down box
Business Unit Yes Select from drop down box
Inv. Classification Yes Select from drop down box
NPI Process Yes Select from drop down box
WBS Element description
Yes Appropriate description to be put
Go to next tab ‘WBS Basic Data’
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WBS Basic Data:
Field Name Mandatory Remarks
Project type
No Select from drop down box
Priority No Select from drop down box
Responsible Person
No Select from drop down box
Resp. Cost Center
Yes Cost Center where asset will be capitalised
Req. Cost Center
No Who is going to consume
Billing Element
Optional If WBS is billable to customer then check this option
User Status
Detail explanation on another page
System Status
System based on different business transaction maintains different statuses
Go to next tab ‘Dates’.
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Dates Tab:
Field Name Mandatory Remarks
Basic Start Date
Yes Plan Start date
Duration Yes Duration of the activity
Basic End Date
No Plan End date
Forecast Start No
Forecast End No
Calendar Yes Select Calendar
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Addition of PS Text to a WBS Element In the CJ20 Screen go to Details -> PS texts as shown below:
This will give the following screen:
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Select the type of PS text like in the example ‘Z1’ has been selected and give a Description and press Enter which will give the following screen where one can enter the text in detail.
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Back and Save.
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NETWORK
A network can represent the sequence of activities in a project or the sequence of a single activity within a project.
Menu Path: Logistics -> Project Systems -> Project -> Special
Maintenance Functions -> Network -> Create Transaction: CJ20 This Transaction is carried out by the Planner who creates separate Network activities for each WBS. Person Responsible: Project Planner Select the WBS element and click on ‘Activity Data’ Tab. This will bring us to the detail screen for creating Network Activity.
Click on Activity data tab
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Type: Internal Activity (Mainly for Internal Labor usage)
Field Name Mandatory Remarks
Activity Yes System defaults number
Description No Activity Description
Duration Unit No E.g. Hours/ Day
Plan Duration Yes Plan Duration
Work Center Yes Resource group within Cost Center
Plant Yes Facility where activity is going to be perform
Activity type Yes Skill set from cost center / Work Center
For selecting the Activity Type, follow the process wherein the dates for the activity are to be put in. Double click on activity and then go to Dates tab where the dates can be put in. Save.
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This will enable us to select the relevant Activity Type.
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Type: External Activity (Mainly for Material)
External Activity can be ‘Material’ and ‘Services’. For Components: Select Activity and click on the Component Overview Icon to go to the component overview screen.
Select the Activity and click on the Component Overview icon
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Component Overview Screen:
If Material was procured before or if it is Stock item then select material code from drop down list else for new Capital Material procurement use Generic material ‘CAPITAL_DOM’ for domestic procurement and ‘CAPITAL_IMP’ for imports. Double click on the item number and enter the price for the component.
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Click here for Invoice Plan.
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Invoice Plan: Click on the Button ‘Invoice Plan’ as shown above to get the following screen:
Save. Field Name Mandatory Remarks
Activity Yes System defaults number
Description No Description of the activity
Purchasing Org No Who is going to perform procurement activity
Cost Element Yes Where cost to get booked
Vendor No Required at the time of WBS release
Material Group Required at the time of WBS release
Price Yes Expected price of the material
Activity Qty Yes Plan Quantity
Enter the Details as shown
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Type: External Activity (Mainly for Services)
Select ‘Service’ tab & enter description of activity. Press Enter to get to the next screen.
Tick the Services Box for creation of Service
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Enter the Contract number where relevant. If Service is coded then pick up number from drop down else enter short text manually. Enter all the relevant info including Qty and Price and press F3 twice.
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Type: Primary Cost Activity (Mainly General Expenses)
Field Name Mandatory Remarks
Activity Yes System defaults number
Description No Description of the activity
Amount Yes Total Plan amount
Currency Yes
Cost Element Yes While using search, put ‘TATA’ in the chart of accounts.
Press Enter to fill up Details.
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Save after having filled up the details in the respective Tabs.
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WBS Status Management The current status of a project or an object in a project determines which business transactions can be executed. Statuses document the current processing stage of an object
To check the WBS Status Select the WBS Element or the Activity and the click on the Status Button
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Based on Status certain business transactions will be allowed: Draft Capex: By Default WBS will have this status. Deferred Capex: If the WBS is not approved, it is put on hold and this status is set. (Plant Head / Corporate Planning) Project Manager Approved: This Status is set by Project Manager Project Office Approved: This Status is set by Project Office HO Clarification requested: This status is set when the Head Office asks for any clarification. (Corporate Planning) Management Approved: When Management Approves the Budget, this status is set. (Corporate Planning) Budget Closed: In case the work was dropped in the middle and the budget is no longer required then this status is set. (Planner) Budget Not Required: This status is set in case planner wants to return approved budget. Budget Carry Forward: This Status is set in case the excess budget for the year is to be carried forward to the next financial year. (Corporate Planning)
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To use Template for creating new proposals. For including Standard Network as an activity set in the WBS Element. Go to Activity screen – then go to menu Network -> Include Std. Network which will give the following screen.
Select a Standard Network from the List and press Enter
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Standard Network has been included which contains these three activities
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To attach a document to a WBS Element Select the WBS and then click on the ‘Services for object’ button -> Create -> Create attachment as shown below.
Click here and follow the path
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Which then gives us the option of selecting which ever document we want to attach from the directory as needed.
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Create Standard Network
Menu Path: Logistics -> Project Systems -> Basic Data -> Templates ->
Standard Network Transaction: CN01 This transaction is carried out by the Project Planner, Coordinator / NPI Office, or Corporate Planning for creating Standard Network. Person Responsible: Project Planner, Coordinator / NPI Office, Corporate Planning
Fill up the Profile and press Enter.
To be left blank – system generated number
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Field Name Mandatory Remarks
Network Usage No Select from drop down
Planner Group No Select from Match Code
Network Status No Select from drop down
Std. WBS Element
No Select from Match Code
Predefined Plant
No Select from Match Code
Click on activities button to go to the next screen.
Click on Activities Button
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Click on the External Activities Tab and create the Activity as follows:
Press Enter to go to the details screen.
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Field Name Mandatory Remarks
Work Center / Plant
Yes Select from Match code
Material Group Yes Select from Match Code
Purchasing Group
Yes Select from Match Code
Purchase Organisation
No Select from Match Code
Net Price No Enter the Price of the Component
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Click on the Internal Activities Tab and create the Activity as follows:
Press Enter to go to the Details Screen.
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Field Name Mandatory Remarks
Work Center / Plant
Yes Select from Match code
Work No No. of days to be filled up
Click on tick which takes you back to the previous screen and save the internal number gets generated as shown below.
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The Standard Network with the system generated number has been created.
Internal Number Generated by the system