User Guide- Project Progress Ver 1.01

Project Progress and Controls – User Guide & Process Document Ver1.0

© Hiranandani Group of Companies of 17

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Progress Analysis in SAP System

User Guide and Process Document

Created By: SAP Team



Contents

Purpose of this Document ......................................................................................................................................................... 3

1. Define WBS Structure ............................................................................................................................................................ 3

Benefits ............................................................................................................................................................................ 3

Roles & Responsibilities ................................................................................................................................................... 3

2. BOQ Preparation .................................................................................................................................................................... 4

Benefits ............................................................................................................................................................................ 4

Format .............................................................................................................................................................................. 4

Roles & Responsibilities ................................................................................................................................................... 4

Reports ............................................................................................................................................................................. 5

3. Preliminary Budget ................................................................................................................................................................ 6

Report .............................................................................................................................................................................. 6

4. Service Code Mandatory (Master Data)................................................................................................................................. 7

System Changes ............................................................................................................................................................... 7

5. Control of Material Reservation ............................................................................................................................................ 7

Benefits ............................................................................................................................................................................ 7

System Changes: .............................................................................................................................................................. 7

Report BOQ vs. Actual ...................................................................................................................................................... 8

6. Service PR vs. BOQ Qty. ......................................................................................................................................................... 9

Benefits ............................................................................................................................................................................ 9

System Changes ............................................................................................................................................................... 9

Report BOQ vs. Actual .................................................................................................................................................... 10

7. Service PO vs. BOQ Qty. ....................................................................................................................................................... 11

Benefits .......................................................................................................................................................................... 11

System Changes ............................................................................................................................................................. 11

8. Activity Confirmation ........................................................................................................................................................... 12

Benefit ............................................................................................................................................................................ 12

System Process ............................................................................................................................................................... 12

Roles & Responsibilities ................................................................................................................................................. 13

9. SES Release based on the confirmation of services ............................................................................................................. 13

Benefits .......................................................................................................................................................................... 13

System Changes ............................................................................................................................................................. 13


10. Project Scheduling. ............................................................................................................................................................ 14


11. Mass upload of Service Activities/ Service PRs. ................................................................................................................. 14

12. Mass upload of Service PRs into Work Order. ................................................................................................................... 16



Purpose of this Document This user guide serves to provide guidelines to users on Project Progress Analysis:

Define WBS Structure

BOQ Preparation and Validations in SAP Project System

Upload Preliminary Budget

Service Code Mandatory(Master Data)

Material Reservation Control

Service Reservation Control

Activity Confirmation

SES Release based on the confirmation of services

Project Scheduling

1. Define WBS Structure:

We have to design proper WBS based on the type of building to get the project details in form of

progress based on cost and % completion. This will depend on type of Monitoring level, Building

type and contract type (With/Without Material). Due to this every project may have unique WBS.

Benefits:

Budget Vs Actual can be analysed at initial stage of project so necessary decisions can be taken.

Roles & Responsibilities:

Below mentioned responsibilities will help to identify the source of information.

New Process IT Engineering

- Costing

Engineering

- Scheduling

Engineering

– Site

Others

(Accounts,

Sales, etc.)

Define WBS

Structure

Format will

be

circulated

and also

will help to

create in

SAP.

Will Design

WBS

structure



2. BOQ Preparation:

For all new projects, BOQ will be uploaded as a Version “1” to calculate estimated budget with qty

and rate.

Any changes in budget will be updated by new Versions. (For any changes in BOQ quantity and rate).

So if we need to give any budget supplement to project, we have to amend the BOQ accordingly.

Benefits:

Easy Budget conversion

Different Budget amendments with versions can be maintained

Plan vs. Actual Quantity can be derived.

Control on Excess procurement, System will not allow to do any extra procurement

than the BOQ Quantity.

Format

WBS Element(SAP Code)

Description SAP Material / Service Code

Description BOQ Qty

Unit Rate(Inclusive of Tax)

Budget Value



Process

IT Engineering

- Costing

Engineering

- Scheduling

Engineering

– Site

Others

(Accounts,

Sales, etc.)

Define WBS

Structure

Will help to

create in

SAP

Will Design

WBS

structure



Reports: New Reports have been developed in SAP to see the details of entered BOQ

SAP T-Code- ZPS014 (To see BOQ Details)

SAP T-Code- S_ALR_87013534 (Plan 1/Plan 2/Actual/Commitments)



3. Preliminary Budget

For all new projects, BOQ will be uploaded as a Version “1” to calculate estimated budget with qty

and rate. Based on this, preliminary Budget gets prepared.

Benefits: If entire budget is given, report can be generated to get “to be completion cost” of project.

Report: Standard report is available to see Plan Vs Budgeted Values.

SAP TCodes-

Report 1: S_ALR_87013532 (Cost Plan Vs Actual)

Report 2: S_ALR_87013557 (Budget Vs Actual)



4. Service Code Mandatory (Master Data) Service code will be mandatory in SAP; therefore Rate analysis can be derived to get the best quote

from contractor.

System Changes:

Following error will be occurred while creating a Service Purchase order if the service code is not

entered. (Error as “Kindly enter Service Code”)

5. Control of Material Reservation Material reservation quantity will be verified against uploaded BOQ in system.

Benefits:

System will not allow to do more reservations than BOQ maintained in system. For any

amendments, BOQ needs to be changed in the system. Extra procurement can be controlled.

System Changes:

Following error will be occurred if Reservation (PR) qty of CJ20N Material Component exceeding

than the uploaded BOQ qty of a respective material.



Report BOQ vs. Actual

Following new report has been developed in SAP to track BOQ vs. Actual (Goods Issue) qty details.

SAP Tcode- ZPS013

Enter Project / WBS Number to see the details of BOQ vs Actual Variance report

Output will be as follows:

Format1:

Format2:



6. Service PR vs. BOQ Qty.

While creating the Service Purchase Requisition, system will check the quantity of the services

entered in BOQ and will not allow to do any extra service PR.

Benefits:

Service activities flow from BOQ to actual can be derived. Extra procurement can be controlled.

System Changes:

Following error will be occurred if qty of Service activities exceeding than the uploaded BOQ qty of a

respective services.

Error 1: “Requested Service Qty should not be greater than BOQ Qty” if service qty exceeding than

the BOQ Qty.

Error 2: “Kindly maintain Service Code in BOQ Planning” if service code is not maintained in BOQ.



Report BOQ vs. Actual

Following new report has been developed in SAP to track BOQ vs. Actual (based on Final SES Posting)

qty details.

SAP Tcode- ZMM057

Enter Project Number to see the details of BOQ vs. Actual Variance report based on the Final SES

Posting, it will provide the complete qty trail for the network activities including PR, PO and SES qty

information.



7. Service PO vs. BOQ Qty. While creating the Service Purchase Order, system will check the quantity of the services entered in

BOQ and will not allow to enter Extra services than BOQ qty.

Benefits:

Service activities flow from BOQ to actual can be derived. Extra procurement can be controlled.

System Changes:

Following error will be occurred if qty of Service activities exceeding than the uploaded BOQ qty of a

respective Services.

“PO qty should not be greater than PR Qty for Serv.Code XXXXXXXXXXX”



8. Activity Confirmation Service activities should be confirmed by Site engineer after the completion of Partial or Final Work.

Once the activity is partially completed, finished or terminated, Site users have to do the confirmation

based on completed portion of the work.

Benefit: Project Progress report can be prepared

System Process

SAP Tcode- CJ20N

I. Select activity which needs to be confirmed

II. Select option, Edit > Activity > Confirm

III. Enter POC, percentage of completion into field “Processing %”.

IV. Enter Actual Start Date and Actual Finished Date

V. Enter remarks.(if any) into field “Short Descript.”

VI. Save

This will be updated the actual confirmation for the Network Activity.

1. Enter reason for delay if any or critical

information up to 40 fields

4. Enter

cumulative %

of completion

2. Tick when job

is 100%

complete

3. Tick if job is

terminated

5. Enter Actual

Start & finish

dates






- Costing

Engineering

- Scheduling

Engineering

– Site

Others

(Accounts,

Sales, etc.)

Timely

confirmation

of activity

Reports are

available

Confirmation

will be done

by Site

engineer.

9. SES Release based on the confirmation of services

System will not allow to release any SES if the confirmation for service activities is not updated. SES

will be released based on the percentage defined in the confirmation of service activities.

Benefits:

Based on completion of work, vendor will be paid.

E.g. If activity is confirmed by 30% then 30% payment of the entire activity will be released.

System Changes

Following error will be occurred if the confirmation for Service activities is missing.




- Costing

Engineering

- Scheduling

Engineering

– Site

Others

(Accounts,

Sales, etc.)

Timely

confirmation

of activity

Reports are

available

Confirmation

will be done

by Site

engineer.



10. Project Scheduling.

Generally scheduling is carried out to outline the time required to complete various phases in

Project. You can do project scheduling thru CJ20n by using basic dates or forecast dates.

The project scheduling can be forward as well as backward scheduling. The scheduling is carried out based upon the business requirement and project timelines. The start and end dates are given in the WBS and the forward scheduling is carried out w.r.t start date and backward scheduling is carried out w.r.t end date,




- Costing

Engineering

- Scheduling

Engineering

– Site

Others

(Accounts,

Sales, etc.)

Project

Scheduling

Scheduling

will be done

by HO

Engineers

Scheduling

will be done

by Site

Engineers

11. Mass upload of Service Activities/ Service PRs.

Following mentioned Tcode can be used to create/upload mass Service Purchase Requisitions/

Service Activities with the help of Excel file.

Tcode- ZPS015 (BDC for Uploading Service Activities)

Format:

Network Activity Activity Desc.

Plant Purchasing Org.

Material Group

Purchasing Group

Service Code

Quantity

4011827 0020 EXC. IN MURRUM 0-4 IS

R200 MU01 508 Q01 1000000189 100



Procedure:

Prepare and save excel file (with any name) as per above mentioned format.

Run T-Code-ZPS015

Select file as follows (Press f4 to select the file from PC)

Press F8 (Execute) to process it further.

Press enter key till the completion of final record.

System will give you success message as follows once the activity/PR gets created.



12. Mass upload of Service PRs into Work Order.

Following mentioned Tcode can be used to upload mass Service Purchase Requisitions (PR) into

Work Order with the help of Excel file.

Tcode- ZMM060 (BDC for Uploading Service PRs)

Format:

PO Number PO Line Item PR Number

PR Amount

4700045914 10 1000233680

Procedure:

Prepare and save excel file (with any name) as per above mentioned format.

Run T-Code-ZMM060

Select file as follows (Press f4 to select the file from PC)



Press F8 (Execute) to process it further.

Press enter key till the completion of final record.

System will give you success message as message once the PR gets uploaded into Work

order

User Guide- Project Progress Ver 1.01

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