Project System FAQ

Welcome to Frequently Asked Questions about the Project System. What is SAP-Project System: Project System is a Project management tool from SAP. Which has a very good integration with the other modules of SAP like FI, CO, MM, SD, PP, HR, DMS. This module basically co-ordinates and controls all the phases of a project, in direct co-ordination with purchasing and controlling, from quotation to design and approval, to resourse management and cost settlement. Also beside the integration with the SAP module this Project system also has an integration with the third party popular Project management tools like Microsoft Projects and Primavera. What is Project Definition? Project definition is a binding framework in SAP for all organizational element created within a project (e.g. WBS and Networks). Data like company code, plant and person responsible can be defaulted into WBS if initially entered in the project definition. Such data can also be defaulted into the project definition via project profile which will then default it to subsequent WBS. What is WBS? A Work Breakdown Structure (WBS) is a model of a project, and shows the project activities to be fulfilled in hierarchical form. It forms the operative basis for planning costs, revenues, and payments, as well as for scheduling, and budgeting. It also shows the responsibility. One definition from the Project Management Institute is as follows: The Work Breakdown Structure (WBS) is a key planning tool used to define a project in terms of its deliverables while providing a method for breaking these deliverables into meaningful work efforts.

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 project control. It provides a clear picture of the project and facilitates the coordination and implementation of the project from a management standpoint. It shows the work involved in a project.

Work Breakdown Structures (WBS) is created under an object known as Project definition. What is a Network? A Network in Project System module is used to represent the flow of activities or tasks within a project. During the life cycle of a project, networks are used as a basis for planning, analyzing, controlling and monitoring schedules, dates and resources. A Network header contains all the project activities and can be used to default certain values for the entire network. Some of these fields include assignment to WBS, profit center, basic start and finish dates of the network as well as indicators for scheduling (forwards, backwards). What is Standard Project Structure? Standard structures in Project System can be found in Standard project definitions and in Standard WBS These standard structures can be used as a template to standardize project management. This brings about the advantage of: Making the processing of projects more transparent (everyone create an operative project from a standard

project) Enabling comparison of projects with similar structures

Facilitates project controlling

Standard project templates CANNOT be used to capture any actual data (e.g. costs, actual materials used) and they serve as a quick way to create an operative project during implementation stage. As such, it is recommended that nominated users maintain these standard project templates at least once a year or whenever there are process changes for each type of project. What is Project type? Project type is an object that groups projects according to criteria. Authorization and security can be done based on the project types. What is Project Coding Mask? Project Coding helps display complex project numbers. They can also be used to indicate the position of a WBS element in the project hierarchy. We can create a mask for every key you want to use in project coding. Project Definition has to be unique in the SAP System and also WBS Element has to be unique in the SAP System. Project code is changeable and the hierarchy can be changed up to certain point of project status. Project Code has 2 parts Part 1: Project Identifier (Project Coding Mask) Part 2: Project Number (usually a serial number) Every project begins with a Project-ID (max. 5 Characters) Using separators to distinguish the different WBS levels e.g.: "/", "-", "." 24 Character max. for Project Code which includes Project ID, Project Number and all separators.

What is Project version? Project versions are used as snapshots of projects at different stages to keep track change history.