Case Study PS en

CASE STUDY
Project Management (PS)

This case study explains the project management process in detail and
thus fosters a thorough understanding of each process step and
underlying SAP functionality.
Product MOTIVATION PREREQUISITES

SAP S/4HANA 1809 In the Project Management it will Before you use this case study, you
Fiori 2.0 be create a simple cost project, should be familiar with navigation in
Global Bike which will plan and control the the SAP system.
development of an ultra-light
Level racing bike.
Beginner NOTES
The project will be structures using
This case study uses the Global Bike
a work breakdown structure (WBS)
Focus data set, which has exclusively been
and network activities. In the
created for SAP UA global curricula.
Project Management Execution phase we will post
actual dates and actual costs on
Authors activities and WBS elements.
Martin Wassmann
Bret Wagner
Stefan Weidner
Version
3.3
Last Update
June 2019
© SAP UCC Magdeburg

CASE STUDY
Process Overview
Learning Objective Understand and execute an integrated project Time 140 Min.
planning.
Scenario To edit a complete project planning process, you will take
different roles in Global Bike, e.g. Production Supervisor and Cost
Accountant. Overall, you will be working in the Project Management (PS)
and Financial Accounting (FI) departments.
Employees involved Jun Lee (Production Supervisor)
Jermain Kumins (Shop Floor Worker 1)
Silvia Cassano (Accounts Payable Specialist)
Jamie Shamblin (Cost Accountant)
At the beginning of your project you assign WBS elements, activities and milestones at Project
Builder. Also, you assign milestones to your project.
In the last few steps, you create a creditor invoice for your business partner, who acts as an
intermediary for the test driver and you have to pay for the entire project.
© SAP UCC Magdeburg Page 2

CASE STUDY
Table of Contents
Step 1: Create Project................................................................................................................. 4
Step 2: Change Project ............................................................................................................... 8
Step 3: Create Relationships .................................................................................................... 10
Step 4: Assign milestones ........................................................................................................ 14
Step 5: Release of Project ........................................................................................................ 16
Step 6: Reporting using cost element report ........................................................................... 17
Step 7: Analyze Project Structure ........................................................................................... 20
Step 8: Further scheduling of Project...................................................................................... 22
Step 9: Post activity confirmations ......................................................................................... 26
Step 10: Display actual cost reporting .................................................................................... 28
Step 11: Create creditor invoice .............................................................................................. 30
Learning Snacks ....................................................................................................................... 32

CASE STUDY
Step 1: Create Project
Task Create a new project. Time 15 min

Short Description Use the SAP Fiori Launchpad to create a new project.
Name (Position) Jun Lee
This is the Project structure of cost project P/20##, which consists of WBS
elements, activities, and milestones.
We will use the project builder to create a project “Development of

Ultralight Bike”. The project consists of a work breakdown structure and
network activities.
Note A Work Breakdown Structure (WBS) is a model of a project and shows
the required project activities in a hierarchical form. The WBS forms the
basis for all subsequent planning tasks in the project. Emphasis is placed on
planning, analysis, description, control, monitoring of costs, basic dates, and
the budget. Costs, dates, resources, and payments are planned using the
activities extrapolated to specific WBS elements.

CASE STUDY
To create a project, use the app Project Builder. Fiori App
If the following pop up occurs Project Builder: Options, choose .
In the popup Project Builder: User-specific options enter for Hierarchy

99
levels 99 and select Preview last project. Leave other fields as they are. X
Confirm your entries by using the button.

CASE STUDY
To create the project P/2###, select and choose Project. Project
Note Projects are tasks that have the following characteristics. Projects are
usually complex and unique and involve a high degree of risk. They have
precise targets that are agreed on between the contractor and the sold-to
party. Projects are limited in duration and are cost and capacity intensive and
involve several departments. They are subject to specific quality
requirements and are of strategic significance for the business carrying them
out. Projects are an integral part of the commercial processes of a business.
Before you can control all the tasks that occur as part of project execution,
you need a project-specific organizational form that should be in a position
central to the user departments involved.
In the screen Project Builder enter in the field Project def. P/2###. P/2###
Development of
Remember to replace ### with your three-digit number, e.g. 003 if your number Ultralight Bike ###(I)
is 003. For Text (unlabeled) enter Development of Ultralight Bike ### (I) and Cost projects (Europe)
select in Project Profile Cost projects (Europe). Confirm your entries by

pressing Enter.
Click on the WBS Element Overview icon to create new WBS elements.
Fill in the following data in the Project Builder screen. Please notice that the

CASE STUDY
system will deduce the project number from the entry. Special characters
such as double quotes can be configured in the SAP customizing menu.
WBS element Description PE Acct

" Development of Ultralight Bike  
"1 Engineering  
"2 Prototype  
"3 Testing  
"4 Small series production  
"5 Release to mass production  
Again, confirm your entries by pressing Enter.
Note Operative indicators such as the above (”PE” and ”Acct”) control
whether the WBS elements can be used for cost planning (Planning Element)
and cost account (Account Assignment possible) purposes.
The hierarchy graphic can be used to edit the project as well. Please note,
that the derivation of WBS element structure has determined the hierarchy
from the number of the WBS elements. Naturally this works only for
numbers, which reflect a hierarchical order and are customized by a so-called
number mask.
To derive the WBS structure the number of the WBS elements choose in the
pull-down menu More ► Project ► Derive structure ► Execute. Go to Menu List
the tab Responsibilities to assign responsible cost centers to all WBS
elements.
Assign responsible cost centers to all WBS elements. Therefore, select the
Tab Responsibilities and enter the following data.
WBS element Resp.cost cntr

P/2### EURD1000
P/2###-1 EURD1000
P/2###-2 EURD1000
P/2###-3 EUQM1000
P/2###-4 EUPR1000
P/2###-5 EUQM1000
Confirm your entries and save your project with .
Click on the home icon to return to the Fiori Launchpad overview.

CASE STUDY
Step 2: Change Project
Task Change the project. Time 10 min

Short Description Use the SAP Fiori Launchpad to change the project form
the task above.
Name (Position) Jermain Kumins
The project P/20## will be enhanced by network activities to detail the tasks
of the WBS elements). Activities describe the process flow of the project.
You can plan dates, resources and costs through network activities as well.
To change a project, use again the app Project Builder. Fiori App
Click at . In the Open Project screen enter in Project Definition P/2### P/2###
and choose .
Use the Overview icon. Choose the Activity Overview icon. Enter
the following data:
Normal dura- Work in
Activity Description tion in days hours Work center
0010 General concept 10 80 DVLP1000
0020 Engineering of carbon frame 5 40 DVLP1000
0030 Engineering of steering fork 2 20 DVLP1000
0040 Purchasing of components 1 5 PROC1000
0050 Production of carbon frame 2 30 ASSY1000
0060 Production of steering fork 1 10 ASSY1000
0070 Prototype assembly 8 60 ASSY1000
0080 Wind channel test 1 8 INSP1000
0090 Stiffness test 1 6 INSP1000
0100 Testing acceleration dynamics 1 5 INSP1000
0110 Testing steering precision 1 8 INSP1000
0120 Small series production 10 100 ASSY1000
0130 Final test (internal) 5 50 INSP1000
0140 Release to mass production 1 3 INSP1000

CASE STUDY
Confirm your entries by pressing Enter.
In the Branch to the activity overview of external activities create more

0045
activities. To do so use the Ext Processing tab. In the Activity field enter Service
Outsourcing gear
0045 and activate the Service Field and enter Outsourcing gear in
Description. Confirm your entries by pressing Enter.
Note Use an externally processed activity to specify the necessary services to

be provided by other companies to complete the activity. Carry out external
processing through the purchasing department. Service activities are also
used to procure services externally.
Use an internally processed activity to determine the output to be provided
by machines or personnel to complete the activity. Evaluate the capacities of
the various work centers involved, reschedule these capacities as necessary,
and distribute the work among employees.
In the Service Specification: Ext. Specs f. Task List Maintain screen enter in 10
Engineering
the first line 10, in the field short text Engineering, choose for Quant. 1, for 1 EA
2000
Unit EA and in Gross price 2000.
20
In the second line enter 20, for the short text enter Ext. production, choose 1 Ext. production
1 EA
for Quant., EA for Unit and enter Gross price 3000. 3000
Confirm your entries with Enter. Go back to the Project Builder: Project
P/2### screen by pressing once .
On the Prim. Costs Tab enter for Activity 0135, enter Performance test by 0135
Performance test by
professional drivers in Description, for Amount 10000 and 741000 for professional drivers
10000
Cost Elem. 741000
Confirm your entries, by pressing Enter. Use the Save icon to save
your entries, confirm any messages.

CASE STUDY
Step 3: Create Relationships
Task Create the relationship structure. Time 15 min

Short Description Use the SAP Fiori Launchpad to create the relationship
structure.
So far, the activities are all assigned to the top WBS element. In addition,
there are no relationships between activities, i.e. activities so far begin all to
the same time. This will be changed now.
To create the relationships, use the app Project Builder.
Fiori App
P/2###
Click at . In the Open Project screen enter in Project Definition P/2###
and choose .
In the structure tree on the left side, double click on Development of
Ultralight Bike . Press the

Activity Overview Icon.
Enter the following values:

Activity WBS Element
0010 P/2###
0020 P/2###-1
0030 P/2###-1
0040 P/2###-2
0050 P/2###-2
0060 P/2###-2
0070 P/2###-2
0080 P/2###-3
0090 P/2###-3

CASE STUDY
0100 P/2###-3
0110 P/2###-3
0120 P/2###-4
0130 P/2###-5
0140 P/2###-5
Confirm your entries with Enter.
Note The activities in a project describe the various steps and the work
involved in them. In the Project Builder, you can create activities for WBS
elements, meaning that the activities are assigned to the WBS elements and
that the planned and actual data for the activities can be aggregated at the
WBS element level. Activities are linked to each other by means of
relationships, and this linking results in a chronological activity sequence.
Activities also form the basis for planning the following quantity structures:
 Dates
 Costs
 Resources
 Material requirements
In the following we create the relationship structure as shown in the screen
below. You can do this in the network graphic. In practice network graphic is
not a good way to edit networks with more than about 10 activities, as you
lose the overview.
Furthermore, network graphic is possible only for SAPGUI (for Windows).
For this reason, we edit relationships in a tabular way (which is the
productive way for large networks).
The Graphic shows the network for development of ultra light racing bike.
The following example will show to enter the relationships between

activities 10, 20 and 50. Please use the same procedure to create all
relationships of the image above.
As you can see in the image above as well as in the snippet below, activity
number 20 is the successor of activity number 10. In addition, activity
number 50 is the successor of number 20. Please keep in mind that only

CASE STUDY
direct relationships between two activities will be created. For example, no

relationship between activity 10 and 50 will be entered.
Click on your activity 10 in the structure tree on the left side
. Use the Relationship

Overview button.
Since we only care about the activities 10, 20 and 50, we will only enter 20 20
Scs
in activity and mark it as successor by selecting the Scs flag. However,
please keep in mind that you are supposed to create the relationships to 30,
40 and 45 in the same way later on.
Confirm your entries by pressing enter.
Please open the relationship overview for activity 20 as you did for activity
10. In this screen you can see that activity 10 was automatically added as a
predecessor (flag Scs isn’t selected).
Please enter activity 50 and mark it as successor of activity 20 by selecting 50

the Scs flag and confirm your entries by pressing enter. Scs
You may open the relationship overview of activity 50 to verify that activity
20 was added as predecessor.

CASE STUDY
Now populate each activity with its successors (as described in the network
plan above) in the same manner. Please make sure to select Scs for each
direct successor of the actual activity.
Use the Save icon to save your entries. Click on the home icon
to return to the Fiori Launchpad overview.

CASE STUDY
Step 4: Assign milestones
Task Assign milestones to activities. Time 10 min

Short Description Use the SAP Fiori Launchpad to assign milestones to
activities.
In the following step, we assign texts (e.g. a functional specification) to the

project. We assign milestones to activities, in order to indicate important
project stages.
To create the relationships, use again the app Project Builder. Fiori App
Click at . In the Open Project screen enter in Project Definition P/2### P/2###
and choose .
Note Important project stages can be indicated and described by project

milestones. Milestones are assigned either to WBS elements or to activities
of the project and fulfill information and documentation purposes but can
trigger business processes such as progress reporting or milestone billing in
the case of sales projects. In the following we create three milestones,
assigned to activities 0070, 0120, and 0140.
To assign a milestone to activity 0070 place your cursor on
activity 0070 at the structure
tree on the left side. Use the . Milestone Overview icon. For Usage
please enter 00004 and by Description enter Completion: prototype. 00004
Completion: prototype
Confirm your entries with Enter.
Go to the milestone detail data. For this click on Completion: prototype.

CASE STUDY
Complete the milestone data there. In the field Usage enter 00004. Select 00004
Trend analysis
Trend analysis, Progress analysis and Offset to fin. Leave other fields as Progress analysis
Offset to fin
they are and confirm your entries with Enter.
Now assign two other milestones to activities 0120 and 0140 analogously.
Make sure not to assign these milestones to the same activity 0070 or, worse,
to change the milestone which you just created. Finally, you should be able
to display three milestones in the structure tree on the left side.
To do so, use the following data:
For the activities 0120 enter for Usage 00005 and in Description enter 00005
Completion: small series
Completion: small series. Select Trend analysis, Progress analysis and Trend analysis
Progress analysis
Offset to fin. Offset to fin
For the activities 0140 enter for Usage 00006 and in Description enter 00006
Completion: release
Completion: release. Select Trend analysis, Progress analysis and Offset Trend analysis
to fin. Progress analysis
Offset to fin
Use the icon to save your entries.

CASE STUDY
Step 5: Release of Project
Task Release of the Project. Time 5 min

Short Description Use the SAP Fiori Launchpad to release the project.
The project will be released. The release of the WBS elements and / or
activities of the project are a precondition for the posting of actuals, in the
execution phase of the project. In productive environments and for large
projects, only those elements will be released which are to be executed in the
near future. The release of higher-level WBS elements will also release
subordinate WBS elements and / or assigned activities. In the exercises we
release the project definition, thereby releasing all WBS elements and
activities of the project.
To release the project, use the app Project Builder. Fiori App
In the Project Builder screen choose your project P/2### by double click. P/2###
Choose Menu More ► Edit ►Status ► Release to release your project. Menu bar
Use the Save icon to save your entries.

CASE STUDY
Step 6: Reporting using cost element report
Task Reporting using cost element report. Time 10 min

Short Description Use the SAP Fiori Launchpad to report by using cost
element report.
Name (Position) Silvia Cassano
By structuring the project using network activities, you have built a quantity
structure with internal and external services, which can be totaled as planned
costs. When releasing the activities, they are automatically calculated. From
now on, planned costs can be evaluated specific to controlling periods
(normally months) and specific to calculate elements. The evaluation can be
done on a specific activity, but also aggregated to WBS elements and the
whole project.
To report, use the app Project Costs – Actual/Commitment/Total/Planned in Fiori App
CO Area Currency.
GL01000
If required, enter in database GL01000 and confirm with .

CASE STUDY
Enter in the selection screen for Project P/2###, in the Controlling Area P/2###
EU00
choose EU00, for Plan Version 0. Enter the current year for From fiscal 0
current year
year and in To fiscal year enter the next year. By From period enter 1 and in next year
to period enter 12. Please delete all other field entries. 1
12
The project will usually last until the next year (corresponding to the
network activity durations and their relationships). Since a part of planned
costs will be assigned to the next year, you would only show a part of the
costs when selecting only the current year. Use the Execute icon .
Where do the planned costs result from, which are displayed in the report?
_____________________________________________________
What is the reason for the ”commitments” value?

_____________________________________________________
Note For the network activities you specified work centers and the amount of
work (in units of hours). As for the primary cost activities you entered the
costs directly. These costs are determined by network costing and will be
displayed as aggregated costs for WBS elements and for the project
definition. The servicing activity resulted in a purchase requisition for the
purchasing department, which is displayed as commitment (value type,
which displays a future obligation)

CASE STUDY
Follow the path: More ► Settings ► Options. Then, select the Expert Expert Mode
Mode indicator. Use and then click on . Confirm any

popups.
Return to the Fiori Launchpad by using the Back icon.

CASE STUDY
Step 7: Analyze Project Structure
Task Analyze the project structure. Time 5 min

Short Description Use the SAP Fiori Launchpad to analyze the project
structure.
Using the structure information system, you can analyze the project structure
as well as dates, costs and revenues (plan and actuals) of one or many
projects. The structure information system does not only display data, but
you can edit the project from there or post activity confirmations.
To analyze the project structure, use the app Structure Overview. Fiori App
If required, enter in the PS Info Profile filed GL01000 and confirm with GL01000
Enter.
In the selection screen enter for Project P/2### and leave the other fields as P/2###
they are. Use for the report.

CASE STUDY
Please notice that you can analyze the project structure as well as dates and
costs (plan, actual) using this report. You can always refresh the report
, in order to show changed data.
Please write down the network number which is the one in front of your
activity numbers.
________________
Return to the Fiori Launchpad by using the home icon.

CASE STUDY
Step 8: Further scheduling of Project
Task Further scheduling of the Project. Time 10 min

Short Description Use the SAP Fiori Launchpad for further scheduling of
the project.
In our project, dates have been already planned by the scheduling of network
activities. Network scheduling works in principle using the durations of the
activities and their relationships. The scheduled dates of the activities are
aggregated to the WBS elements (to which the activities are directly
assigned). They can be further aggregated within the work breakdown
structure (i.e. to the higher level / top level WBS elements).
To change your project using the app Project Builder. Fiori App
Open your project by double click on your Project P/2###. P/2###
To decrease the planned costs and make the duration of the activity flexible,
double click on activity 0135.
Change the Amount in 8000 and select Flexible. Leave the other fields as 8000
Flexible
they are.

CASE STUDY
Use the button.
Note Because of the indicator ”flexible” the duration of activity 0135 has
been linked to the duration of activity 0130, since both activities are
”parallel” and activity 0130 has a longer duration. The planned costs of
activity 0135 have decreased to 8 000 and are equally distributed over the
(flexible) duration of the activity.
Double click at activity 0010. Change the normal duration into 15 days. 15

CASE STUDY
Note In the lower section of the detail screen you see the earliest and latest
dates (start, finish) of the activity, which are the result of network
scheduling. The upper section of the detail screen can be used to edit
restrictions, in order to fix activities in schedule.
Although the system adjusts the length of the time bar of activity 0010, the
dates of the whole project are no longer up to date: the longer duration of
activity 0010 will affect the dates of its successors. Therefore, the project
will be scheduled again, to determine the dates of activities and WBS
elements new. Schedule the project again.
Therefore, double click on .
Click on and then switch the tab Total.

CASE STUDY
Use . Click on the home icon to return to the Fiori Launchpad

overview.

CASE STUDY
Step 9: Post activity confirmations
Task Post activity confirmations for your project. Time 10 min

Short Description Use the SAP Fiori Launchpad to post activity
confirmations for your project
Name (Position) Jamie Shamblin
In the execution phase we post actuals (actual dates, actual costs, material
movements, capacity utilization) to the project. A prerequisite for the posting
of actuals is always the release of the associated project object. We have
already released the entire project.
To post activity confirmations, use again the app Project Builder. Fiori App
Double click on your project

and select there your activity 0010 on the left side
At the tab Internal change, the working hours from 80 to 95. 95

CASE STUDY
Use the Save icon to save your entries and click on the home icon
to return to the Fiori Launchpad overview.

CASE STUDY
Step 10: Display actual cost reporting
Task Display the actual cost reporting. Time 5 min

Short Description Use the SAP Fiori Launchpad to display the actual cost
reporting.
Name (Position) Silvia Cassano
The actual costs will be analyzed using the cost element report.
To report, use the app Project Costs - Actual/Commitment/Total/Planned in Fiori App

CO Area Currency.
GL01000
If required, enter in database GL01000 and confirm with .
Enter in the selection screen for Project P/2###, in the Controlling Area P/2###
EU00
choose EU00, for Plan Version 0. Enter the current year for From fiscal 0
year and in To fiscal year enter the next year. By From period enter 1 and in current year
next year
1
to period enter 12. Please delete all other field entries. Click on 12

CASE STUDY
If required enter a variant name and fill the description field with a name you
want. Choose Save and execute again.
You see the used cost elements of the different activities.
Which cost element is used in the activity 0045 Outsourcing gear?

__________________________

CASE STUDY
Step 11: Create creditor invoice
Task Create a creditor invoice. Time 5 min

Short Description Use the SAP Fiori Launchpad to create a creditor
invoice.
Name (Position) Jamie Shamblin
Before the general release for mass production, the ultralight racing bikes are
tested by professional bikers. After testing the professionals send an invoice
to the enterprise for their service. This leads to further actual costs in the
project execution.
To create a creditor invoice, use the app Create Incoming Invoices. Fiori App
If required enter DE00 for Company Code. DE00
In the following screen, enter for Vendor 114000, choose the today’s date 114000
today’s date
for the Invoice and enter for Amount 9700. In the text field enter Invoice for 9700
Invoice for performance
performance testing. testing
Select the box Calculate Tax and choose A1 (19% output tax) in the drop- Calculate Tax
A1 (19% output tax)
down menu.
If you get the following warning message, press Enter.
For G/L acct enter 741000 and * in the Amount in doc.curr. field. Leave the 741000
*
Tax code blank and enter for Network Your network and for Trans. No Your network
135
choose 135.

CASE STUDY
Note For the ”network” and ”Trans.” fields, you have to scroll the table to
the right. Please notice, that this sort of table is adjustable specific to the user
(table control), so users can fix the order and sizes of columns according to
their specific needs. You can find the number of your network using
matchcode (F4 help) or the structure overview, session 3.
Post the invoice. Use the icon to post the invoice. Press Enter to
confirm the warning message.

CASE STUDY
Learning Snacks
In order to test and consolidate your knowledge use the app Learning Snack Fiori App
PS.
You see all the snacks for the individual case studies. Select the Snack PS
Learning Snack
English and answer all fourteen questions.
Note
If you do not see any Apps, you need to change the language on the page
Learning Snacks. Therefore click on the current language right next to
change language and choose English.

CASE STUDY
When you have answered all the questions you will receive a success
message and your placement.

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CASE STUDY

Project Management (PS)

Product MOTIVATION PREREQUISITES

© SAP UCC Magdeburg

© SAP UCC Magdeburg Page 2

© SAP UCC Magdeburg Page 3

Step 1: Create Project

Task Create a new project. Time 15 min

We will use the project builder to create a project “Development of

© SAP UCC Magdeburg Page 4

To create a project, use the app Project Builder. Fiori App

If the following pop up occurs Project Builder: Options, choose .

In the popup Project Builder: User-specific options enter for Hierarchy

Confirm your entries by using the button.

© SAP UCC Magdeburg Page 5

To create the project P/2###, select and choose Project. Project

select in Project Profile Cost projects (Europe). Confirm your entries by

© SAP UCC Magdeburg Page 6

WBS element Description PE Acct

WBS element Resp.cost cntr

Confirm your entries and save your project with .

Click on the home icon to return to the Fiori Launchpad overview.

© SAP UCC Magdeburg Page 7

Step 2: Change Project

Task Change the project. Time 10 min

© SAP UCC Magdeburg Page 8

Confirm your entries by pressing Enter.

In the Branch to the activity overview of external activities create more

Note Use an externally processed activity to specify the necessary services to

P/2### screen by pressing once .

Click on the home icon to return to the Fiori Launchpad overview.

© SAP UCC Magdeburg Page 9

Step 3: Create Relationships

Task Create the relationship structure. Time 15 min

To create the relationships, use the app Project Builder.

In the structure tree on the left side, double click on Development of

Ultralight Bike . Press the

Enter the following values:

© SAP UCC Magdeburg Page 10

Confirm your entries with Enter.

The following example will show to enter the relationships between

© SAP UCC Magdeburg Page 11

direct relationships between two activities will be created. For example, no

Click on your activity 10 in the structure tree on the left side

. Use the Relationship

Confirm your entries by pressing enter.

Please enter activity 50 and mark it as successor of activity 20 by selecting 50

© SAP UCC Magdeburg Page 12

© SAP UCC Magdeburg Page 13

Step 4: Assign milestones

Task Assign milestones to activities. Time 10 min

In the following step, we assign texts (e.g. a functional specification) to the

Note Important project stages can be indicated and described by project

To assign a milestone to activity 0070 place your cursor on

activity 0070 at the structure

Go to the milestone detail data. For this click on Completion: prototype.

© SAP UCC Magdeburg Page 14

To do so, use the following data:

Use the icon to save your entries.

Click on the home icon to return to the Fiori Launchpad overview.

© SAP UCC Magdeburg Page 15

Step 5: Release of Project

Task Release of the Project. Time 5 min