SAP

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PROJECT SYSTEM HANDBOOK

FOR NPI PLANNERS

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General Login Information



 Double Click on Double Click on SAP SAP LOGON LOGON IconIcon 

 Select development server of SAP 4.6CSelect development server of SAP 4.6C 

 Select Client 250Select Client 250 

 Enter User id & PasswordEnter User id & Password

Master Data Requirements



 Controlling AreaControlling Area 

 Company CodeCompany Code 

 Business AreaBusiness Area 

 PlantPlant 

 Cost Center Cost Center 

 Activity Activity TypeType 

 Cost ElementCost Element 

 GL AccountGL Account 

 Purchasing OrganisationPurchasing Organisation 

 Purchasing GroupPurchasing Group 

 Material GroupMaterial Group 

 Profit Center Profit Center

Project Management Transactional Steps

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 Project Project Definition Definition creationcreation

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 WBS WBS CreationCreation

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 Network Network & & Activity Activity creationcreation

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 Component Component PlanningPlanning

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 Plant Plant ApprovalApproval

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 Corporate Corporate Planning Planning ApprovalApproval

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 Budget Budget CreationCreation

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 Board Board ApprovalApproval

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 Budget Budget ReleaseRelease

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 WBS WBS ReleaseRelease

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 Purchase Purchase order order releaserelease

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 Procurement Procurement cycle cycle startsstarts

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 Production Production cycle cycle startsstarts

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 Labour Labour hour hour confirmationconfirmation

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 Settlement Settlement of of CostCost

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 WBS WBS completioncompletion

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General Login Information



 Double Click on Double Click on SAP SAP LOGON LOGON IconIcon 

 Select development server of SAP 4.6CSelect development server of SAP 4.6C 

 Select Client 250Select Client 250 

 Enter User id & PasswordEnter User id & Password

Master Data Requirements



 Controlling AreaControlling Area 

 Company CodeCompany Code 

 Business AreaBusiness Area 

 PlantPlant 

 Cost Center Cost Center 

 Activity Activity TypeType 

 Cost ElementCost Element 

 GL AccountGL Account 

 Purchasing OrganisationPurchasing Organisation 

 Purchasing GroupPurchasing Group 

 Material GroupMaterial Group 

 Profit Center Profit Center

Project Management Transactional Steps



 Project Project Definition Definition creationcreation



 WBS WBS CreationCreation



 Network Network & & Activity Activity creationcreation



 Component Component PlanningPlanning



 Plant Plant ApprovalApproval



 Corporate Corporate Planning Planning ApprovalApproval



 Budget Budget CreationCreation



 Board Board ApprovalApproval



 Budget Budget ReleaseRelease



 WBS WBS ReleaseRelease



 Purchase Purchase order order releaserelease



 Procurement Procurement cycle cycle startsstarts



 Production Production cycle cycle startsstarts



 Labour Labour hour hour confirmationconfirmation



 Settlement Settlement of of CostCost



 WBS WBS completioncompletion



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Project Definition

T h e p r o j e c t d e f i n i t i T h e p r o j e c t d e f i n i t io n o n i s t h e bi s t h e bi n d i n g f r a m e w o r k i n d i n g f r a m e w o r k f o r f o r a l l o r g a n i za l l o r g a n i za t ia t io n a l e l eo n a l e l em e n t s m e n t s w i t h i n aw i t h i n a p r o j e c t . Y p r o j e c t . Yo u co u ca n a l s o d e f i n e n o n - b i n d i n g s t a r t a n d fi n i s h d a t e s fo r th e p r o j e c ta n a l s o d e f i n e n o n - b i n d i n g s t a r t a n d fi n i s h d a t e s fo r th e p r o j e c t Menu Path

Menu Path

::

Logistics -> Project System -> Project -> SpecialLogistics -> Project System -> Project -> Special Maintenance Functions -> Structure Planning -> Work Breakdown Maintenance Functions -> Structure Planning -> Work Breakdown Structure -> Project Definition -> Create

Structure -> Project Definition -> Create Transaction:

Transaction: CJ01CJ01

This transaction is carried out for the creation of Project Definition by the Coordinator 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 or the NPI office after he receives the approved proposals from the respective cost centers.

centers.

Person Responsible: Coordinator / NPI Office Person Responsible: Coordinator / NPI Office

Refer to the Project Coding

Refer to the Project Coding Mask forMask for TATA Motors as explained below TATA Motors as explained below

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T.00.X

T.00.X11XX22XX33.000.000.00.00.000.000.00.00

T

T Represents Represents projects projects in in Tata Tata MotorsMotors 00

00 Year Year of of Project Project Commencement Commencement e.g. e.g. 03 03 ,04,04 X

X11XX22XX33 XX11 : C = CVBU ; M = MUV ; K = CAR : C = CVBU ; M = MUV ; K = CAR

X

X22: A = HCV ; B = MCV ; C = LCV ; D = SUB FOUR TONNE-CUB ;: A = HCV ; B = MCV ; C = LCV ; D = SUB FOUR TONNE-CUB ;

E = BUS-HCV ; F = BUS-MCV ; G = BUS-LCV ; H = ENGINES ; E = BUS-HCV ; F = BUS-MCV ; G = BUS-LCV ; H = ENGINES ;

I = TRANSMISSION ; J = AXLE ; K = CAB ; L = SUMO/SPACIO ; M = SAFARI ; I = TRANSMISSION ; J = AXLE ; K = CAB ; L = SUMO/SPACIO ; M = SAFARI ; N = 207 ; O = INDICA ; P = SEDAN ; Q = ESTATE

N = 207 ; O = INDICA ; P = SEDAN ; Q = ESTATE X

X33: N = NEW GENERATION ; D = DERIVATIVE ; E = ENHANCEMENT ;: N = NEW GENERATION ; D = DERIVATIVE ; E = ENHANCEMENT ;

F = FACELIFT ; U = UPGRADE ; V = VERSION F = FACELIFT ; U = UPGRADE ; V = VERSION 000

000 Running Running Serial Serial number number for for given given project project categorycategory 001 to 500 = PCBU & CAR

001 to 500 = PCBU & CAR 501 to 999 = CVBU

501 to 999 = CVBU 000

000 Level Level 1 1 WBS WBS element element serial serial numbernumber – – to be standardized as follows: to be standardized as follows: Characters

Characters Work Work breakdown breakdown (alternate (alternate characters)characters)

001

001 ERC(Inhouse) ERC(Inhouse) ERIERI 002

002 ERC(Outsource) ERC(Outsource) EROERO 003

003 PE PE (Inhouse)(Inhouse) PETPET 004

004 PE(Outsource) PE(Outsource) PEOPEO 005

005 SQIG SQIG /ADD /ADD SQI SQI and and ADDADD 006

006 Plant Plant and and Machinery Machinery PAMPAM 007

007 PO,PP PO,PP Trials Trials TRITRI 008

008 Marketing(Launch) Marketing(Launch) MKTMKT 009

009 Others(not Others(not known) known) MSCMSC 00

00 Level 2 Level 2 WBS WBS element serial number to element serial number to be standardized as be standardized as followsfollows (for PE(for PE toolings only)

toolings only) :: Characters

Characters Activity Activity (alternate (alternate characters)characters)

(Toolings reqd for)

01

01 ENGINE ENGINE AEAE

02

02 GEAR GEAR BOX BOX AGAG 03

03 BIW BIW ABAB

04

04 PRESS/FRAME PRESS/FRAME AFAF 05

05 VEH VEH ASSY ASSY AVAV 06 06 STEERING STEERING ASAS 07 07 AXLE AXLE AAAA 08 08 PAINT PAINT APAP 0

0 Level 3 Level 3 WBS WBS element serial number to element serial number to be standardized as be standardized as followsfollows (for PE(for PE toolings only)

toolings only) :: Characters

Characters Activity Activity (alternate (alternate characters)characters)

(Toolings reqd for)

1

1 Non Non Foundry Foundry toolings toolings NN 8

8 Foundry Foundry toolings toolings FF

All

All projects projects for for TATA TATA Motors Motors will will be be defined defined as as per per above above coding coding mask.mask. In TATA Motors WBS In TATA Motors WBS can

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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

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Project Definition Details Screen: Basic Data Tab:

Field Definitions:

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:

Market

Classification

Yes Select from Drop Down

Project Type No Select from Drop Down

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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:

T h e c u r r e n t s t a t u s o f a p r o j e c t o r a n o b j e c t i n a p r o j e c t d e t e r m i n e s w h i c h b u s i n e s s t r a n s ac t i o n s c a n b e e x e c u t e d . S t at u s e s d o c u m e n t t h e c u r r e n t p r o c e s s i n g s t a g e o f a n o b j e c t

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

I t i s t h e f u n c t i o n a l b a s i s f o r f u r t h e r p l a n n i n g s t e p s i n a p r o j e c t , f o r e x am p l e , f o r p r o c e s s p l a n n i n g , c o s t p l a n n i n g , s c h e d u l i n g , c a p ac i t y p l a n n i n g o r c o s t i n g a s w e l l a s p r o j e c t s con trol. It gives you a clear picture of the project and facilitates the coo rdination and i m p l e m e n t a t io n o f t h e p r o j e c t f r o m a m a n a g e m e n t s t a n d p o i n t .

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

Project def Yes Use drop down menu to select existing project number

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Short Cut:

Use ' “.01 ‘ to generate new WBS.

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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D o u b l e C l i c k o n W B S E l e m e n t f o r D e t ai l s S c r e en : Tata Motor s Tab:

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

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WBS Basic Data:

Project type

No Select from drop down box

Priority No Select from drop down box

Responsibl e 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:

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

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A d d i t i o n o f P S T ex t t o a W B S E l em e n t

In the CJ20 Screen go to Details -> PS texts as shown below:

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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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NETWORK

A n e t w o r k c a n r e p r e s en t t h e s e q u e n c e o f a c t i v i t i e s i n a p r o j e c t o r t h e s e q u e n c e o f a s i n g l e a c t i v it y w i t h i n a p r o j e c t .

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.

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Type: Internal Activity (Mainly for Internal Labor us age)

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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Type: External A ctivity (Mainly fo r 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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C o m p o n e n t O v e r v i e w S c r ee n :

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.

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Invoic e Plan:

Click on the Button ‘Invoice Plan’ as shown above to get the following screen:

Save.

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

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Type: External Activ ity (Mainly fo r 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.

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Type: Primary Cos t Activ ity (Mainly General Expenses)

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.

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WBS Status Management

T h e c u r r e n t s t a t u s o f a p r o j e c t o r a n o b j e c t i n a p r o j e c t d e t e r m i n e s w h i c h b u s i n e s s t r a n s ac t i o n s c a n b e e x e c u t e d . S t at u s e s d o c u m e n t t h e c u r r e n t p r o c e s s i n g s t a g e o f a n o b j e c t

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.

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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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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

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Click on the External Activities Tab and create the Activity as follows:

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Work Center / Plant

Yes Select from Match code

Material Group Yes Select from Match Code Purchasing

Group

Yes Select from Match Code

Purchase Organisation

Net Price No Enter the Price of the

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Click on the Internal Activities Tab and creat e the Activity as follows:

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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.