SAP Project System – A ready
Reference ( Part 1 )
297170,030
Being a beginner in SAP PS is a challenge. As a techie, When I started my ABAP
Program in PS Module, I found a lot of scattered information but there is no article or
blog with consolidated information even on basic terminologies of SAP PS. This blog
is my attempt to provide an insight of basic techno-functional aspects and
terminologies of SAP PS to a novice.
In my first blog you will find the important terms of the PS module. I have tried to
explain them with the help of an example. Following this is the next blog SAP Project
System – A ready Reference ( Part 2 ) where the technicalities of the same are
covered.
The Project System (PS) module of SAP is specifically designed to provide
comprehensive and fully integrated project management functionality for SAP
customers. A Project is a complex undertaking, bringing with it huge data of different
type.
At the beginning of each project, whether it involves developing a new product,
make-to-order engineering or internal organization, you need to define and set up
the structures necessary to manage your project and incorporate them into your
existing organizations and processes. Before you can run a project in its entirety, you
must first describe the project goals precisely and create a structure for the project
activities to be carried out. A clear project structure provides a basis for successful
project planning, monitoring and control.
Organizational Structures in Project System:
”
You create and manage your project structure in SAP R/3 Project System, by means
of work breakdown structures and networks.The WBS describes individual phases
and functions of a project. Network contains the individual project tasks and the
dependencies between them in the form of activities and relationships
Some important terms:
Project Definition
Project Definition is general description of the project that you want to manage. It is
a framework laid down for all the objects created within a project. It contains
organizational data that is binding for the entire project.
Work Breakdown Structure (WBS)
WBS is a hierarchical model of the tasks to be performed in the project. It provides
overview of the project and forms basis for the project organization and
coordination.It shows work, time and money spent on the project. You can use it to
plan dates & costs and allocate budget. The Work Breakdown Structure can be
displayed according to:
Phase
Function
Object
Individual tasks required to carry out the project is called WBS elements.
Network
The network describes project processing. Thus the Network contains instructions on
how to carry out activities in a specific way, in a specific order and in a specific time
period.Main elements of network are activities and relationships. It forms the basis
for planning, analyzing and monitoring time schedules, costs, & resources.
Activities
Activities are used to plan project staffing, capacity, material, PRTs, and service
requirements. When activities are assigned to WBS elements, detailed view of costs,
dates, and capacities at WBS element could be obtained. It’s a task in a network
which has a defined start and finish. An activity can be broken down into activity
elements.Three categories of activities in the Project System:·
Internal Activities
External Activities
General Cost Activities
Activity element
Activity element is an activity which is subordinate to another activity. Activity
elements contain the same information as activities.Three categories of activity
elements in the Project System:
Work elements
External Elements
General Cost Elements
Activity Type
It’s a physical measure of activity output of a cost center .e.g. hours, number of units
produced, machine times, production times.
Milestones
Milestones are the events in the project to which particular importance is attached
Or which trigger predefined functions. In general they indicate transition between
different departments or phases. Milestones are assigned to activities and WBS
elements:In PS milestones are used to:
Trigger predefined functions in network activities.
Carry out earned value analysis.
Determine dates in billing plan for sales orders.
Relationships
You use relationships to depict chronological and technical dependencies between
activities. The relationship determines the nature of the link between the individual
activities. :
FS Relationship : An activity does not start until the preceding activity is
completed.
SS Relationship : An activity can not start unless another activity has started.
FF Relationship : An activity can not be completed until another activity has
been completed.
SF Relationship : An activity can not be completed until another succeeding
activity has stared.
Confirmations
It is a part of network control. It documents the state of processing for the network
activities and activity elements. There are two types of confirmations Partial &
Final.Confirmations are used to record:
The work center where the activity was carried out.
The person who carried out this activity.
The yield and scrap produced in an activity.
The actual values for the duration and dates.
Settlement
As a rule, projects are used to collect and monitor costs, but are not usually the final
cost object. For this reason the costs in atypical project will be settled at the end of
the period.To this end, you store settlement rules in the activity / WBS element
requiring settlement. They contain information on settlement receivers, cost
apportionment and control data. Settlement receivers could be cost centers, G/L
accounts. Etc.
Budget
The budget is the approved cost structure for an action or project in a particular
period.Budgeting differs from cost plan in that it is binding. In the approval phase
you prescribe your project funds in the form of budget. It is possible to allocate
overall and annual budget in parallel.
Work Centers
Work center represents the resources responsible for executing an activity. In a work
center, you can enter the available capacity and an operating time. You can arrange
the work centers in a hierarchy for capacity evaluation purposes. Internal activities
are assigned to work centers (resources) to be completed.A work center is a physical
unit within a company where an activity is performed.
Profit Center
It is subdivision of business organization which is set up for internal management
control purposes. Profit centers divide business up on a management basis. The
basic aim of profit center accounting is to present areas of the business as entities
operating independently in the market.
Lots of jargons ….let me site an instance of the construction project of a
building..
Let say there is a construction company that is going to construct a Multi-Storey
building.
The first thing that needs to be created in the system is Project Definition. The
entire activity plan for this project will come under this project definition. Overall
budget needs to be estimated, assigned and get approved for the project. Project
timeline needs to be decided. Project could be then subdivided into separate parts
which are actually WBS elements lets say in this e.g. we have 4 main WBS
elements:
1. Land Acquisition
2. Procurement
3. Construction
4. General
To every above WBS, budget and time line need to estimated.
Now to take an example we will drill down two WBS elements namely Land
Acquisition and Construction.
– Land Acquisition could be sub divided into activities as in
Generation of request document for the land.
Soil testing
Approval for construction
Preparation of purchase order of the land
Above 4 activities should be done in sequence. As in second activity will start only
after request document for the land is completed and so on. Hence these activities
have FS Relationship between them.
– Now take WBS element Construction.
It could be sub divided in to floor wise tasks. Let say, we have four story building and
each floor has 4 flats. So under WBS element ‘Construction’ we may create
separate sub WBS element for each floor. Each sub WBS element of floor may be
divided further into last level of WBS elements one for each flat on the floor. This
way we will have hierarchy of the WBS elements.Finally last level of WBS
elements i.e. WBS elements of the flats will have activities like
1. Plumbing
2. Electrical work
3. Flooring
4. Painting
5. Furniture
These activities form the Network.
Let say Plumbing and Electricity work are the external activities as they are given
to a outside contractor. While the other activities are done by company labor so they
are internal activities. Plumbing and Electrical work could be started
simultaneously.While flooring needs be done once the plumbing and Electrical work
is complete. Hence they have FS relationship and so on…. Now if we talk
about milestones:
1. First milestone could be purchasing the land
2. Second could construct the base of the building.
3. Third could be construct the floors
4. Fourth could be completion of plumbing and electrical work for all the flats.
And so on….
As I have said that Work center represents the resources responsible for executing
an activity For the above activities, work centers could be the company labor
required for the construction, labor provided by the external service center for
plumbing and Electricity work. while Profit Centers could be the finally constructed
flats.
Sr Project Examples
NO Elements
1 Project Def Constructing the Buiding
2 WBS Generation of request document for the
land
Soil testing
Approval for construction
Preparation of purchase order of the land
3 Activities (Under Plumbing( external Activities)
3rd WBS) Electricity work( external Activities)
Flooring (internal activities)
Painting (internal activities)
Furniture
4 Relationship Flooring needs be done after the plumbing and
Electricity work. Hence they have FS relationship
5 Milestones First milestone could be purchasing the
land
Second could construct the base of the
building.T
hird could be construct the floors
Fourth could be completion of plumbing
and electricity work for all the flats
6 Network Plumbing and Electricity installation are to be one
contractor each. Therefore, there exist a network
within on the activities of it under different WBSs.
( Referencee : The book : Functions in Detail : R/3 System – Project Management
in Engineering & Construction )
SAP Project System – A ready
Reference ( Part 2 )
165546,432
In my previous blog SAP Project System – A ready Reference ( Part 1 ) , I had
explained Basic PS terminologies with the help of a simple example.
Now let me go to some technicalities of the same.
If some body asks me to develop report in PS module what basic information do I
need?
Mainly I need to find out three things :
Master tables and there relationship with each other.
Standard transactions in PS module and
BAPIs used to deal with PS data.
Let’s start with the master table
PS Master Tables and their relationship:
Object Master Table
Project PROJ
Definition
WBS element PRPS
Network AFKO ,AUFK
Activity AFVV , AFVC
Activity AFVV , AFVC
Element
Activity Type CEPC
Milestone MLST
Budget BPGE , BPJA
Following diagram depicts the linkage between various master tables in PS
module.
Frequently used PS Transactions
Object Transaction Description
Project CJ06 Create Project Definition
Definition CJ07 Change Project Definition
CJ08 Display Project Definition
CJ20N Project Builder
WSB Element CJ01 Create Work Breakdown
Structure
CJ02 Change Work Breakdown
Structure
CJ03 Display Work Breakdown
Structure
CJ11 Create WBS Element
CJ12 Change WBS Element
Cj13 Delete WBS Element
Network CN21 Create Network
CN22 Change Network
CN23 Display Network
CN24 Overall Network Scheduling
CN24N Overall Network Scheduling
CJ20N Project Builder
Activity CJ20n Project Builder
Milestone CN53N Overview: Milestones
CJ20N Project Builder
Relationship CN49 Overview: Relationships
CN49N Overview: Relationships
CNS49 Overview: Relationships
Confirmations CN25 Confirm Completions in
Network
CN27 Collective confirmation
CN28 Display Network
Confirmations
CN29 Cancel Network Confirmation
CN2X Confirm Completions in
Network
Settlement CJ02 Create Settlement Rule
CJ88 Settle Projects and
Networks
CJ8A Act.-setlmt: Proj. retirmt.
from IM
CJ8G Actual Settlement:
Projects/Networks
Budget CJ30 Change Project Original
Budget
CJ31 Display Project Original
Budget
CJ35 Budget Return from Project
CJ36 Budget Supplement to
Project
CJ37 Budget Supplement in
Project
CJ38 Budget Return in Project
CJ3A Change Budget Document
CJ3B Display Budget Document
BAPIs used in PS Transactions
Project Definition:
BAPI to extract details of Project Definition:
BAPI Name BAPI Description
BAPI_PROJECTDEF_EXISTENCECHECK To check whether a project definition
exists
BAPI_BUS2001_GETDATA To get detailed information about a
project definition. To do this, you
must transfer the external ID of the
project definition in the parameter
I_PROJECT_DEFINITION. If required,
you can also specify in which
language the language-dependent
fields, such as time units, system
status, and so on, are to be
returned. If you do not specify a
language, the system language is used
BAPI_PROJECT_GETINFO To read detailed information about
project definitions and the WBS
elements of projects from the system.
BAPI_PROJECTDEF_GETDETAIL To read detail information about the
project definition
BAPI_BUS2001_GET_STATUS To get both the active system
statuses and the user statuses for a
project definition
BAPI_PROJECTDEF_GETLIST Provides a list of project
definitions
BAPI_GET_PROJECT_STATISTICS Display project statistics
BAPI to create/update Project Definition data:
BAPI Name BAPI Description
BAPI_BUS2001_CREATE Create a project definition
BAPI_PROJECTDEF_CREATE Create a project definition
BAPI_BUS2001_CHANGE Change Project Definition
BAPI_PROJECTDEF_UPDATE Change Project Definition
BAPI_BUS2001_DELETE Delete Project Definition
BAPI_BUS2001_SET_STATUS one system status and one user status
can be revoked each time, and one
system status and one user status
can be set each time for a project
definition
WBS – Work Breakdown Structure:
BAPI to extract details of WBS element:
BAPI Name BAPI Description
BAPI_BUS2054_GETDATA To get detailed information about
WBS elements.
BAPI_BUS2054_GET_GUID_FROM_KEY Read the GUID (Global Unique
Identifier) using the
external object key.
BAPI_BUS2054_GET_STATUS To read the active system statuses
and user statuses for
a list of PSP elements
BAPI_BUS2054_GET_KEY_FROM_GUID Read the externalobject key (WBS
Key)
using the GUID (Global Unique
Identifier).
BAPI create/update WBS element data:
BAPI Name BAPI Description
BAPI_BUS2054_CREATE_MULTI Create WBS Element
BAPI_BUS2054_CHANGE_MULTI Change WBS Element
BAPI_BUS2054_DELETE_MULTI Delete WBS Element
Network:
BAPI to extract details of Network:
BAPI Name BAPI Description
BAPI_NETWORK_EXISTENCECHECK Check whether network exists
BAPI_NETWORK_GETDETAIL Read detailed information about a
network including all objects from the
system.
BAPI_NETWORK_GETINFO Read detailed information about a
network including all objects from the
system
BAPI_NETWORK_GETLIST Produces a list of networks with
descriptions. Returns a container of
network numbers
BAPI_BUS2002_GETDATA Returns Detail Data for Network
Header.
BAPI_BUS2002_GET_GUID_FROM_KEY Read GUIDS Using the Network Keys
BAPI_BUS2002_GET_KEY_FROM_GUID Read Network Key Using the GUIDs
BAPI_BUS2002_GET_STATUS Get network Status
BAPI create/update Network data:
BAPI Name BAPI Description
BAPI_NETWORK_MAINTAIN To edit network headers, activities
and relationships
BAPI_BUS2002_CREATE Create Network Header. Only one
network can be created each time this
BAPI is called.
BAPI_BUS2002_CHANGE Change Network Header. Only one
network header can be changed each
time this BAPI is called.
BAPI_BUS2002_DELETE Delete Network Header. Only one
network can be processed each time the
BAPI is called.
BAPI_BUS2002_SET_STATUS Set/Reset Network Status. At the same
time, you can revoke one system status
and one user status, or set one system
status and one user status in a list
of activities for the network.
Activity:
BAPI to extract details of Activity:
BAPI Name BAPI Description
BAPI_BUS2002_ACT_GETDATA Detail Data for Activities
BAPI_BUS2002_GET_ACTGUID_4_KEY Read the GUIDs Using the Network
Activity Key. Read the GUID (Global
Unique Identifier) using the external
object key.
BAPI_BUS2002_GET_ACTKEY_4_GUID Read the Network Activity Key Using
the GUIDs. Read the external object
key using the GUID (Global Unique
Identifier).
BAPI_BUS2002_GET_STATUS Read active system statuses and user
statuses for a network header (NUMBER)
as well as its activities
BAPI create/update Activity data:
BAPI Name BAPI Description
BAPI_BUS2002_ACT_CHANGE_MULTI Change one or more activities.
Activities of one network only can be
changed each time this BAPI is called.
BAPI_BUS2002_ACT_CREATE_MULTI Create one or more activities.
Activities of one network only can be
changed each time this BAPI is called.
BAPI_BUS2002_ACT_DELETE_MULTI Delete one or more activities.
Activities of one network only can be
changed each time this BAPI is called.
Activity Element:
BAPI to extract details of Activity Element:
BAPI Name BAPI Description
BAPI_BUS2002_ACTELEM_GETDATA Get detailed information about
activity elements.
BAPI_BUS2002_GET_ELEGUID_4_KEY Read the GUIDs Using the Activity
Element IDs
BAPI create/update Activity Element data:
BAPI Name BAPI Description
BAPI_BUS2002_ACTELEM_CHANGE_M Change one or more activity elements.
Each time this BAPI is called, only
the activity elements for one network
can be changed
BAPI_BUS2002_ACTELEM_CREATE_M Create one or more activity elements.
Each time this BAPI is called, only
the activity elements for one network
can be changed
BAPI_BUS2002_ACTELEM_DELETE_M Delete one or more activity elements.
Each time this BAPI is called, only
the activity elements for one network
can be changed
Activity Type:
BAPI to extract details of Activity Type:
BAPI Name BAPI Description
BAPI_ACTIVITYTYPE_GETDETAIL Detailed information on a selected
activity type on Key Date.
BAPI_ACTIVITYTYPE_GETLIST List of Activity Types Using Selection
Criteria
BAPI_ACTIVITYTYPE_GETPRICES Determines, for a given day, activity
prices for cost center/activity type
combinations.
BAPI create/update Activity Type data:
BAPI Name BAPI Description
BAPI_ACTTYPE_CHANGEMULTIPLE Change One or More Activity Types
BAPI_ACTTYPE_CREATEMULTIPLE Create One or More Activity Types
Confirmation:
BAPI to extract details of Confirmations
BAPI Name BAPI Description
BAPI_NETWORK_CONF_GETDETAIL Using this method you can make the
detail data of a confirmation for a
network available for the transferred
object. You can also make goods
movement posted together with the
confirmation available.
BAPI_NETWORK_CONF_GETLIST All confirmations are determined for
the specified network activity or
activity element. The transferred
capacity category and split are
interpreted as additional constraints
BAPI_NETWORK_CONF_GETPROP To make default data available for
confirming network activities
BAPI create/update Confirmation data:
BAPI Name BAPI Description
BAPI_NETWORK_CONF_ADD To enter confirmations for network
activities/ activity elements and
splits.
BAPI_NETWORK_CONF_CANCEL To cancel a network confirmation that
has already bee
