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SAPxRPM 4.

5 - Update

New Capabilities for Enterprise


Project and Portfolio Management

Arend Weil, SAP AG


AGENDA

Customer scenarios and roadmap priorities

SAP xRPM 4.5 Portfolio Management Capabilities

SAP xRPM 4.5 Demonstration

Questions & Answers


Enterprise Project- and Portfolio-Management
addresses two different business needs

Strategic Portfolio and Resource Management:


One tool (SAP xRPM) and project portfolio management model
Project prioritization & selection
Strategic Planning
Global Resource ManagementProject portfolio management process
Phased gate approvals
Portfolio Management

Enterprise Project
Management & Portfolio
process of Management
DP DP DP DP DP
ideas and - Capital Projects,
concepts - IT Projects
- R&D Projects

Project management
Steering
Operational Project Control:
DP DP DP DP DP DP DP E
0 1
Planning & Budgeting
2 3 4 5 6 P

Project
Management
Pre-study phase
Project Planning
Phase Implementation Phase
Accounting
Closing
Phase Evaluation Phase

Logistics
Operational Project Management Tools &
Time collection
Detailed
Integration with Purchasing, Human Resource, actvity
Accounting management
Real time visibility through structuring and
monitoring of projects and programs
Integrated financial & resource transparency
from long-term to operational planning

© SAP 2007 / Project & Portfolio Management 4.5 / Arend Weil/ Page 5
Holistic view on SAP and non-SAP data
incl. PS, FI/CO, Microsoft Project

1 Project cost planning


(Budget vs. Plan, Actual, Commitments)

2 Subcontractor

Checklists

Export / Import Project plan- MSP

Phase 1 Phase 2 …… Phase 5


Manage and understand the complete project
livecycle from proposal to hand-over

© SAP 2007 / Project & Portfolio Management 4.5 / Arend Weil/ Page 7
Product Evolution

SAP xRPM 1.0


Portfolio Planning: Project Registration, Resource Planning, Enterprise Approval
Process
Integration to human resources, financial and project management systems
SAP xRPM 2.0
Simulation
Advanced Capacity Management
Integration to SAP xPD (Concepts)
Enhanced integration to project management systems
SAP xRPM 4.0
Tighter cProjects Integration
Flexible Portfolio Hierarchies
Scoring: Questionnaires, Scoring Models
Financial and Capacity Planning
Portfolio Reviews

SAP xRPM 4.5 – Ramp-up starts 17th of Dec. 2007


Foundation for Decision Flow Management
End-to-end portfolio life cycle support with detailed phase decision point
integration
Product Profitability Analysis
Phase and Decision Point Dashboards
UI & Usability Improvements
AGENDA

Customer scenarios and roadmap priorities

SAP xRPM 4.5 Project & Portfolio Management Capabilities

SAP xRPM 4.5 Demonstration

Questions & Answers


New Key Capabilities for Project- and
Portfolio Management with SAP xRPM 4.5

Programs & Financial Planning Resource Project Planning Usability &


Product & Monitoring Management & Execution General Features
Initiatives
Phase
Phase andand Gate
Gate Loading
Loading rates
rates Staffing via
Staffing via fast-
fast- New Gantt
New Gantt Design
Design Field Configuration
Field Configuration
Process
Process Derivation entry resource
entry resource Multi-Project for Item
for Item Overviews
Overviews
Derivation of
of labor
labor Multi-Project
Management
Management cost plans management
management Monitor New and
and improved
improved
cost plans Monitor New
Key
Key Figure
Figure Monitor
Monitor Financial Project demand
Project demand Multi-Project Filter
Filter dashboards
dashboards
Financial Reporting
Reporting Multi-Project
Financial generation
generation
Financial Roll-up
Roll-up Cockpit
Cockpit Six Sigma
Six Sigma Support
Support Additional
Additional
Date Different Vacant Role
Vacant Role Personalization
Personalization
Date Different Periodic
Periodic Enhanced CATS
Enhanced CATS
synchronization Breakdowns Search
Search Distribution
synchronization Breakdowns of of Integration
Integration Distribution
Role units
units Role Chart
Role Chart Versioning
Role Distributed Cost
Distributed Cost Versioning
synchronization
synchronization Different
Different Period
Period Staffing Chart
Staffing Chart and Revenue Change LogLog
and Revenue Change
Phase Types Activity Based
Based
Phase Dashboard
Dashboard Types Activity Calculation
Calculation Item Templates
Item Templates
Decision Summary
Summary LineLine in Demand Planning
Demand Planning
Decision Point
Point in Object Links
Object Links for
for Fact Sheets
Fact Sheets
Dashboard Fast Entry Screens
Fast Entry Screens Availability
Availability Roles
Dashboard Roles Dependencies
Product Sensitive Staffing
Staffing Dependencies
Initiative
Initiative Product Profitability
Profitability Sensitive Closed loop
Closed loop between Items
Items
Analysis between
Dashboard
Dashboard Analysis Project Member
Project Member Microsoft Project
Microsoft Project
Save Project
Save Project Filter
Filter
Substitution
Substitution Integration
Integration
Project Type
Project Type
Business Partner
Business Partner
Deactivation
Deactivation
Replace
Replace
Enhhanced Object
Enhhanced Object
Link Framework
Link Framework
Note Printing
Note Printing
PDF Print
PDF Print Forms*
Forms*
*: Functions in Italic available with integrated SAP cProjects 4.5
Decision Flow Management 4.5 – The way
to manage programs & product initatives

Initiative & Sub


Item
Time Line Phases &
Monitor Decision Points

Vertical &
KPI‘s & Metrics Programs Horizontal
& Product Synchronization

Initiatives

Financial &
Capacity Check Lists
Planning

Roles & Access


Documents
Control
Introducing: The new new way to manage and
monitor enterprise programs and initiatives

Roll-Up of Process
Process Management
Management based
based on
on
financial phase
phase // gate
gate methodology
methodology
and
capacity
planning
data on
Aggregated
Aggregated information
information
product
initiative
level

Defined
Defined process
process templates
templates
for
for specific
specific use-cases
use-cases

Flexible
Flexible
Grouping
Grouping
© SAP 2007 / Project & Portfolio Management 4.5 / Arend Weil/ Page 12
Transparant phases and
effective gate and decision point management

Phase and portfolio reviews Stakeholders for portfolio reviews and gates

Workflow based approval process Bottom up status aggregation and


top down implementation of decisions

Manage
Manage top-down
top-down and
and
aggregate
aggregate bottom
bottom up
up

View
View phases
phases and
and decision
decision
gates
gates

© SAP 2007 / Project & Portfolio Management 4.5 / Arend Weil/ Page 13
Transparant phases and gate management

Visualize
planning, status
and progress

Timeline-Monitor
for programs /
initiatives and all
off its sub
items/projects

Visualize
Visualize the
the program
program and
and all
all
of
of the
the assigned
assigned (sub-)
(sub-)
projects
projects

© SAP 2007 / Project & Portfolio Management 4.5 / Arend Weil/ Page 14
Controlling and management
of the decision making process

Checklists to
reflect, manage
and monitor
deliverables,
issues and
prerequisites

Drag
Drag &
& Drop
Drop Scheduling
Scheduling ofof
Phase
Phase // Check
Check List
List Items
Items

© SAP 2007 / Project & Portfolio Management 4.5 / Arend Weil/ Page 15
Flexible management of sub-projects,
concepts, items – linked to an initiative

Aggregation between sub-items and Vertical synchronization of dates, status,


program / initiative attributes, authorizations

Horizontal synchronization between


projects and portfolio items

Sub-Projects,
Sub-Projects, Concepts,
Concepts, Items
Items
assigned
assigned to
to aa program
program //
initiative
initiative

© SAP 2007 / Project & Portfolio Management 4.5 / Arend Weil/ Page 16
Transparency and accountability
with stakeholders of an initiative

Flexible
Flexible roles
roles and
and access
access control
control

© SAP 2007 / Project & Portfolio Management 4.5 / Arend Weil/ Page 17
Metrics to inidicate and support
success of a program / initiative

Flexible Metrics
Management

KPI Planning Metrics


Metrics aggregated
aggregated from
from
Integrated the
the assigned
assigned sub-projects
sub-projects // items
items
Product
Profitability
Planning

© SAP 2007 / Project & Portfolio Management 4.5 / Arend Weil/ Page 18
Status reporting and fact sheets

Usage
Usage ofof pre-defined
pre-defined templates
templates to
to
easily
easily create
create pdf-status
pdf-status reports
reports

© SAP 2007 / Project & Portfolio Management 4.5 / Arend Weil/ Page 19
Roll-Up of Financial and Capacity Planning
across the Program / Initiative

Information rolled-up from sub-items to master item


Financial / Capacity Planning

- Roll-Up information from financial/capacity category groups into product initiative

- Roll-Up is only be supported for active sub-items

- Either Initiative or Sub-items are rolled up to bucket-level


Product Initiative
Category Groups Q1/2006 Q2/2006 Q3/2006 Total

Labor Cost

-> Actual 200 200 200 600

-> Forecasted 400 150 300 850

-> Planned 200 300 300 650

Sub Item A Sub Item B


Category Groups Q1/2006 Q2/2006 Q3/2006 Total Category Groups Q1/2006 Q2/2006 Q3/2006 Total

Labor Cost Labor Cost

-> Actual 100 200 100 400 -> Actual 100 0 100 200

-> Forecasted 200 150 150 500 -> Forecasted 200 0 150 350

-> Planned 100 150 150 400 -> Planned 100 150 0 250
Scenario: Product Initiative Lifecycle

Design Source &Supply Market Launch


Invent Define
Idea

Phase Gate Phase Gate Phase Gate Phase

Product
Gate Phase

Product
Initiative

Idea

Requirements

Project: Build Prototype

Project: Design & Build

Project Phase: Design Project Phase: Build

Material
Summary: Scope of „Decision Flow Mgmt“ and
the 4.5 Program and Initative Support

Scope
Innovation Process Management based on phase / gate methodology
Complete view on the process with all phases and decision gates planned
Process for a product initiative
Predefined process templates suitable for NPDI processes within various
industries

Financial and Capacity planning capabilities for product initiatives and all of
it‘s sub-projects / portfolio items
Planning From strategic HL resource planning to operational project staffing
Top-Down and bottom scheduling for product initiatives and it’s sub-
objects
KPI Planning and monitoring during complete lifecycle

Support of phase reviews and portfolio reviews


Gates & Approvals Workflow based approval process for decision gates
Management of stakeholder lists for portfolio reviews and gates
Bottom up status aggregation and top down implementation of decisions

Central place for maintaining roles, authorizations, categories, org.


structures
Integration Consistent document management
Integration into ERP and PLM objects (Materials, BOM, Production Plans)
Closed-Loop Resource Management

Derive labor cost-


plans from capacity
plans via cost rates

Automatic
generation of
project demands
from high-level
capacity plans

Efficient staffing of
candidates and
resources on
projects via fast-
entry screens

Improved
personalization and
advanced
distribution
functions
Closed Loop Resource Management

Summary
Search and assign
resources to
project role directly
in Fast Entry
Screens

Assign candidates

Get overview of
Soft booked versus
Hard booked
Resource Demands
Financial Planning Enhancements

Financial Reporting Cockpit


for financial details

Enablement of different
periodic breakdowns of units
for financial & capacity
planning
New Gantt Design with additional flexibility
and up-to-date, easy to use look and feel

Flexible
Flexible expand
expand Show
Show more
more columns
columns and
and drag
drag and
and drop
drop persistent
persistent custom
custom layout
layout

Drag
Drag and
and Drop
Drop Duration,
Duration, Constraints
Constraints and
and Relations
Relations

Edit New
New colour
colour codes:
codes:
Edit description
description and
and other
other data
data in-place
in-place
yellow
yellow == constrained,
constrained,
red
red == critical
critical path,
path,
blue
blue == other
other tasks
tasks Task
Task Summary
Summary Mouse-Over
Mouse-Over
Proactively manage multiple projects and
cross-project dependencies

Open from project,


task or checklist
dashboard

All selected objects


shown in one single
graphic

Read-only with
navigation to individual
projects for editing
Multi-Project Monitor (cont.)

In-place visualization of multi-project dependencies

Programs, Mirror tasks, Subprojects


Multi-Project Filter allows to quickly create a
list of activities tailored to the users need

Identify project elements with respect to business criteria


such as

Person responsible

Criticality

Status

Approval relevance

Time Frame
Out of the box support for six sigma projects

predefined roles and project types

new tab for six sigma project charter

predefined business metrics (completely


configurable)

six sigma data (such as savings and ROI)


included in project dashboard

predefined BI reporting
Vacant Role Search

Search for open positions based on project and


organizational attributes.

Navigate to project or project role


(if authorized)

show details or send as e-mail to oneself


Resource planning using
role charts

Role demand and staffing as


chart
Required capacity line
Bookings in green
Reservations in yellow
Reserved vs. booking now
also shown in table
exportable to BI
Support of closed loop integration with
Microsoft Project out-of-the-box
AGENDA

Customer scenarios and roadmap priorities

SAP xRPM 4.5 Portfolio Management Capabilities

SAP xRPM 4.5 Demonstration

Questions & Answers


AGENDA

Customer scenarios and roadmap priorities

SAP xRPM 4.5 Portfolio Management Capabilities

SAP xRPM 4.5 Demonstration

Questions & Answers


Portfolio management to
build, balance and monitor projects and programs

“Project Portfolio Management is the process of


selecting, balancing and managing the optimum
combination of (capital) projects in order to deliver
long-term value while addressing demands,
constraints and assessing impact of future changes.”

Enterprise Portfolio Management


As-is Situation All Project KPI’s accessible in one tool
Project-,Resource- data in many sources
Full Project Lifecycle available
Business Case-, Project-history not available
Full Progress tracking from idea to closure
Project & Proposal status & progress unclear
Resource visibility and allocation along priorities
Resource allocation not transparent
Reviews, Risk-Management and Scoring
Late or no “kill project” decisions
Real Time Analytics leveraging accounting data
Monthly reporting based on manual input
Key Scenarios, Criteria's and Benefits
today and tomorrow

“Manage and control enterprise wide, project Alignment of capital /


Capital

related investments” operational spend and strategic


Process, Utilities, Oil & Gas, Mining intend

Modifications of Assets; “Greenfield projects”, etc. Effective stage gate control for
projects
Auditable planning and
“Optimize strategic resource & financial budgeting process
management of the innovation process” Early identification of
NPDI

Consumer Products, High Tech, R&D in General opportunities, bottlenecks and


risks
Innovation-Pipe, Resource plg., Budget allocation
Improved visibility and
management of the portfolio
“Help IT organizations to align activities & resources Link between business case
with business strategy” and actual spend
IT

All industries (LE) Agile process of reviewing and


adapting the portfolio
Demand- and Resource Mgmt., PMO-Support, etc.

selection of customer that did present their implementation at Sapphire 2006, 2007
Thanks for your attention

QUESTIONS – SUGGESTIONS – DISCUSSION

Contact for additional requests:


Arend Weil (arend.weil@sap.com)
Freek Malherbe (frederik.johannes.malherbe@sap.com)
Copyright 2007 SAP AG
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