SAP Project System

Configuration Document

Prepared by – Santanu Das

Define Special Characters for Projects

This configuration setting enables to define how the project number is coded for
editing.
Following parameters are controlled in this setting to edit the project number.
 Length of the key for project coding - Max. five
 Mandatory length of the project coding – whether all five must be filled or

 Special characters allowed for entering WBS

not.

INSTRUCTION

Follow the Menu Path: IMG: Project System > Structures >
Operative Structures > Work Breakdown Structures (WBS) >
Project Coding Mask > Define Special characters for Projects
Click Execute
Or
Use OPSK in the command field and press Enter.

Thus for the above configuration the project code will start with a single digit
alphanumeric code.
Define Project Coding Mask

This configuration setting enables to create masks for editing the project number.
Project coding mask is helpful to simplify the complex project numbers. It is also
used to indicate the position of the WBS element.

INSTRUCTION

Follow the Menu Path: IMG >Project System > Structures >
Operative Structures >Work Breakdown Structures (WBS) >
Project Coding Mask > Define Project Coding Mask
Click Execute.
Or
Enter OK02 in the command field – press Enter
Click on New Entries

Click Save & Exit

Create Status Profile

You can set your own user status for an event. You need to create status profile,
create user status and assign various business transactions which will influence
the user status.

INSTRUCTIONS
Follow the Menu Path: IMG > project System > Structures > Operative Structures
> Work Breakdown Structure (WBS) > WBS User Status > Create Status Profile
Click On Create

Click Continue

Double click

Click Save

Click Yes
Enter Following:

Now you need to assign the user status to the business transaction
Click on Create
Update Below
Double click AGPL and update similarly

Define Field selection for Work Breakdown Structures

 This configuration setting enables to define the WBS field selection.

 Through this configuration setting it is possible to make a field mandatory,
optional, hide or view only.
 It is required to make certain field to make mandatory according to the
business requirement.

INSTRUCTIONS

Follow the Menu Path: IMG>Project System > Structures >

Operative Structures >Work Breakdown Structures (WBS) >
User Interface Settings > Define Field Selection for Work
Breakdown Structures.
Click Execute.
Double click Field Selection Project Definition

Double click Description

Click on Company Code

Click New Values

Double Click to influence any of one fields

Save & Exit

Double click Field Selection: WBS Element
Similarly as explained above, field selection can be done for
WBS element also.
Note- the procedure is same for Network field selection as well.

Define Time Profiles

This configuration setting enables to define the time profiles.

Time profile is used to specify various working time periods used in the project
planning board.
Time profile contains the evaluation period and planning period.
Evaluation period is the time frame for working with and displaying data in the
project planning board. Beyond the evaluation period, it is not possible to work
with and display the data in the planning board.
Planning period is used to define the time frame for carrying out current planning

 If the start date is beyond the current date, the planning period begins with
in the project planning board.

 If the start date is earlier than the current date, the planning period begins
the start date.

with the current date.

INSTRUCTION

Follow the Menu Path: IMG >Project System > Structures > Project Planning Board
> Define Time Profiles
Execute.

Click New Entries

Field Name Value and Description

Time Profile Key identifying the time profile.
Enter key and description.
Evaluation Period Key indicates the type of entry to be made.
I.e. Monthly, yearly.
Select from available entries:
Start Date Enter start date. E.g. 0. Indicates start
from 0 years
Start date is the date of the first day of the period to
which the data required to be evaluated.
System determines the first date with entry here along
with entry type.
E.g. today is 01.12.2014
Type of entry: G
Start: -30
Finish : +20
For evaluation period.
This generates an evaluation period from
01.11.2014 to the 20.12.2014.
Finish Date Enter finish date.
E.g. 2 indicates evaluation allowed for next two years.
Similarly maintain entries for planning period.
Save & Exit
Define Profiles for Time Scales

This configuration setting enables to define Time scale profile.

Time scale profile defines the properties of all possible scales.
The possible time scale headings are
Yearly split
Quarterly split
Monthly split
Weekly split
Daily split
Hourly split
Minute split
Shift split
For each time scale heading maximum and minimum time scale must be
maintained.

INSTRUCTION

Follow the Menu Path: IMG > Project System > Structures > Project Planning
Board > Define Profiles for Time Scales
Click Execute.

Click to create New Entries

As the standard setting is sufficient nothing much to change other than specifying
the bar chart width in mm for minimum and maximum.
Profile for time scale defined here will be used in the project planning board
setting.
Define PRT Usage

This configuration setting enables to define the PRT usage.

Production Resource Usage controls the usage of PRT in different task list and
applications.
It is possible to allow the usage of PRT only in networks.

INSTRUCTION

Follow the Menu Path: IMG > Project System > Production
Resource Tool > General Data > Define PRT Usage
Click Execute.

Click to create New Entries, SAP standard usage is sufficient to work with.
Let us discuss the standard usage 003.

Select usage 003

Double Click Task Type in the left side

Maintain the task list type under the usage.
When creating the PRT, usage can be defined as per the settings here.
Activate Project Management in Controlling Area

This configuration setting enables to activate project management in controlling

area.
This setting also enables to activate the commitment management for a
controlling area.

INSTRUCTIONS

Follow the Menu Path: - IMG > Project System > Costs > Activate Project
Management in Controlling Area
Click Execute

Available controlling areas are displayed at right side. Select the desired row.
To the desired controlling area activate the Projects & Commitment Management
as active.
Click Save & Exit.

Maintain Value categories

This configuration setting enables to define value categories.

Value categories are required for
 Updating project information database
 Calculating interest on projects
 Defining reports
 Updating quantities in project info.

INSTRUCTIONS

Follow the Menu Path: - IMG > Project System > Costs >Value Categories >
Maintain Value categories
Click Execute
Enter Controlling Area

Click New Entries.

 Enter the value category. E.g. Z01

 Enter the description for value category maintained.
 Select the relevant radio button as explained below-
 E.g. Cost radio button to the purpose of posting of costs or outgoing

 Revenues to the purpose of posting revenues and incoming payments

payments.

 SKFw.Tt to the purpose of posting statistical key figure with total

 SKF FVA to the purpose of posting statistical key figure with fixed value
characteristic value

characteristic

Click Save & Exit

Unit Costing

Unit costing will be where you have information on sources of supply, quantities,
and prices. Plan overall or annual values for unit costing.
Costing variant is to combine all the controlling parameters for costing. Costing
variant represents the link between the application and customizing because all
costing run must reference a costing variant as they are made and stored.

The costing variant controls the following parameter.

 Costing variant contains the valuation variant and costing type.
 Valuation variant controls price to pick up for material, subcontracting and
external processing.
 Valuation variant contains the costing sheet also (overhead calculation)

INSTRUCTIONS

Follow the Menu Path: - IMG > Project System > Costs >
Manual cost planning in WBS > Unit Costing > Create
Costing Variant.

Or Enter OKKT in the command field – press Enter.

Costing Variant- This field sets how the cost to be estimated based on the
materials, Production orders with controlling, internal orders and sales orders.
Based on the type of business scenario costing variant is created.
Click New Entries

Costing Type This field requires how the cost estimate to be used.
Ex: unit cost est. for project
Valuation Variant This field specifies the prices the system selects to
value the quantity structure of a cost estimate with
quantity structure or of the order, or to value the
costing items of a unit cost estimate. Ex: Planned
valuation –orders.
Data Control This field sets how the date control of a cost estimate is
handled. Ex: Mod. Std. cost estimate dates
Click on assignment TAB

Click Save

And Exit.

Based on the business scenario use the variant.

Create / Change Planning Profile

This configuration setting enables to create / change planning profile. Planning

profile is required to plan the cost methods.
Following controls are available in the planning profile.
Time frame – can specify which values are to be planned and their fiscal years.
Value display - to display the decimal places and decimal factor
Detail planning – values for cost element planning, activity
Input planning and cost planning.
Planning profile is used:
 For all WBS elements or only on planning elements,
 Bottom-Up planning within hierarchical planning,
 Automatic revenue planning.
Based on the settings one can decide whether the system updates plan revenues
on the corresponding billing elements.
Profile can be Cost planning for investment programs or investment measures,
and for appropriation requests.

INSTRUCTIONS

Follow the Menu Path: - IMG > Project System > Costs > Planned Costs > Manual
cost planning in WBS >
Hierarchical Cost Planning > Create / Change Planning
Profile.

Or Enter OPSB in the command field – press Enter.

Click on the new entries or copy the existing plan based on the business scenario.
This sets the control parameter for the planning.
In the Manual Planning -
When the Bottom up planning indicator is set, the
system automatically carries out the total up
function in structure planning for costs and
revenues each time you save and check data. The
structure plan value for the higher level
WBS item is the total of all the plan values for the
WBS elements directly below it.
To ensure that the structure plan values for the
whole project structure are uniform, must access
the structure planning for the whole project and
check and save the values.
This field sets cost planning is possible in only those
WBS elements are defined as Planning elements.
Can carry the cost planning in any WBS elements
when the indicator is set.
This field require the time frame in future –
Based on the scenario can mention Past and start
time frames.
This field sets the values required in total and
annual years.
This field sets whether any decimal places and its
scaling factor required for the planning profile.

This field sets the cost element group as primary

Costs where goods brought in externally like raw
materials, operating supplies, services, etc. based
on the chart of accounts. Ex: OAS_PRIM
This field sets to summarize cost elements of the
same Types in reports. Ex:
OAS_REVEN
This field sets each activity type in this group can
appear as a sender activity type in activity input
planning.
This field specifies the cost center group of sender
for which activity types are planned.
 This field sets a group of statistical key figure used
in reporting to process multiple key figures in a
single transaction.
This field sets how the cost estimate is performed
and valuated.
This field sets the exchange rate in the system and
value dates determines daily exchange rates applies
for currency translation.
This field sets the types of planning currency based
on Controlling area currency / object currency /
Translation currency.
This field sets how the revenue planning should
happen automatically through quotation or sales
order.
This field requires to enter the type of revenue
element for billing plan to WBS element.
Click Save

Based on the planning profile – one can carry out Cost Planning by entering values
in the cost plan column using CJ30 transaction code.
Maintain Budget Profile

This configuration setting enables to control the budget for the Project.

INSTRUCTIONS

Follow the Menu Path- IMG >Project System > Costs > Budget > Maintain Budget
Profiles.

Or Enter OPS9 in the command field – press Enter.\

Click on New Entries or copy the existing profile based on the

Business scenario.

Profile This field sets type profile type and description.

Time Frame This field sets the time frames which can in past, future or
start and enable total and annual values.
This field sets WBS element using this budget profile can
only be budgeted if the WBS element or a WBS element
above it in the hierarchy is assigned to a program position of
an investment program with the correct program type.
This field sets type of control that should be available while
budgeting and how the activation type should be. i.e
Automatic activation during budget allocation.
This field sets a WBS element using this budget profile can
only be budgeted if the WBS element or a WBS element
above it in the hierarchy is assigned to a program position of
an investment program with the correct program type.

Based on the type of business scenario use the control parameters for
network scheduling.
Click Save

Based on the business scenario define and use the control parameters.

Define Tolerance Limits

This configuration setting enables to give tolerance limit for the budget profile.
The Tolerance range /limits the budget if any project overruns the allocated cost /
money. Activate availability control for a certain budget profile. Can specify one
or more tolerance limits for each activity group for a budget profile. Selected
actions (warning, warning with mail to person responsible for project, error
message) are triggered when these limits are reached. Tolerance limit for all
activity groups can be chosen as activity group ++ which make entry easier.
Tolerance limit for all activity groups can be used if it is not required to define a
separate tolerance limit for each activity group.
It is possible to define a limit for a specific activity group in addition to a tolerance
limit defined for all activity groups. This additional tolerance limit has priority over
the generally valid tolerance limit.

INSTRUCTIONS

Follow the Menu Path:- IMG >Project System > Costs >
Budget > Define Tolerance Limits.

Click on New Entries

Controlling Area This field tells about the controlling area

Profile This field sets the budget profile to the controlling
area.
Tolerance Group This field tells about target group of the activity type.
Activity Type This field sets activity type.
Usage This field sets how much the usage should be for the
said budget profile.
Absolute Variance This field tells about difference between the assigned
funds and the budget exceeds the absolute variance,
availability control triggers the appropriate action
Currency This field tells about the controlling area currency

Click Save & Exit

Based on the business scenario define the budget tolerance limits.

Maintain Progress Version

This configuration setting enables to define the progress version.

Progress version is required to create control data for calculating the % of
completion and the earned value.

INSTRUCTIONS

Follow the Menu Path: - IMG > Project System > Progress >
Progress Analysis > Maintain Progress Version

Click Execute
Click New Entries to create new entry

Co Area Key identifying the controlling area. Enter controlling area

Progress Version Key identifying the progress version. Enter progress version
and description
Plan Version Key identifying the plan version.
Note: - the CO version must have exclusive use 03 i.e.
earned value analysis.
Ev Basis Earned value is calculated by applying the % of completion
of the cost amount. This defines which cost amount is to be
used.
 Available entries are-
P. Comp. Weighting Value used for weighting in the aggregation of the % of
completion.
Possible entries are-

Planning Type Key identifying the type of planning to be used. Available

entries are-
Early/Late This key to determine whether either:
 The earliest date is set to the latest date of the
activity. Or
 The latest date is set to the earliest date of the
activity.
Tick in this check box will enable the system to use the
system uses an existing method if the method is not
maintained.

Click Save & Exit

Scheduling Types

This configuration setting enables to define the scheduling types to the projects.
Scheduling types governs the way scheduling is to be performed.

INSTRUCTIONS

Follow the Menu Path: - IMG > Project System > Dates >
Scheduling > Define scheduling types.

Or Enter OPJN in the command field – press Enter.

Forward This indicator sets the scheduling type as Forward or orders and
Networks means schedules from the start date.
Backward This indicator sets the scheduling type as backward for orders
and Networks – means schedules from the Finish date.
Capacity This indicator sets the capacity requirements to calculate.
Requirement Distributed across the periods based on the types of dates.
Current Date This indicator sets as today’s date for scheduling.
Date & Time This indicator sets the time to enter the basic dates for the
production orders.

Based on the type of business scenario use the scheduling type.

Click Save & Exit

When performing the scheduling in the project, scheduling will be carried

out as per the setting maintained here.
Parameters for Network Scheduling

This configuration setting enables to define parameter for network scheduling.

Network scheduling contains settings for-
 Dates adjustment
 Type scheduling to be performed
 Control to allow start day in the past
 Reduction type
This setting is performed for the combination of Plant, order type and Production
scheduler.

INSTRUCTIONS

Follow the Menu Path: - IMG >Project System > Dates >
Scheduling > Specify Parameters for Network scheduling.

Or Enter OPU6 in the command field – press Enter.

Click on New Entries
Plant Key identifying the plant
Order Type Key identifying order type
Prod. Scheduler Key identifying the production scheduler.
Adjust Dates This control determination of basic dates to the element or
to its dependent requirements during lead time scheduling
Scheduling Type Type of scheduling to be applied to this order type or
network type
Start in the past Indicates whether the past start date is allowed. If it is to be
allowed, enter the number of days.
Automatic Log Tick in this check box displays scheduling log automatically
during each scheduling
Scheduling with Tick in this check box considers the exact time of break
Breaks during scheduling.
Shift Order Tick in this check box will not consider the partially
confirmed operations.
Latest dates This tick mark to schedule the component on latest
scheduled date.
Reduction Type Indicates what reduction type is to be employed
Maximum Number of reduction level to be applied.
Reduction Level

Click Save & Exit

During network creation, scheduling will be done according to the settings

maintained here.