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Welcome to Project System(PS)

Overview
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Capital Budget & Project Systems Overview

Projects created in the project systems module will be for Facilities and Site projects only.
District wide activities will reside in the Funds Management Module with a specified Functional Area as its
cost identifier.
Projects will be created by the Project Scheduling Group when the project is ready to begin.
Planned values will be captured in PS Planning for both Capital and Site Projects.
Capital Budget will be notified when funds are ready to be loaded to a project.
Appropriated funds for projects that have not been created in project systems will remain in a Non
Consumable Funds Center.
SAP does not allow budgetary overrides. Budget must be assigned at the phase level prior to posting
costs.
Availability Control (AVC) at the phase level will allow some flexibility.
Costs are always posted at the sub-phase level.
The BI-IP module will capture the DEFP (five-year capital plan) with Record ID allowing reconciliation with
projects in Project Systems
SAP will be the single source for Project Scope.
Primavera will remain the project scheduling source but will now interface project milestone date in SAP.
PPO work orders will be posted in SAPs general ledger via interface with Compass.
Automated settlement of projects to fixed assets (Wave 2)

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Project Definition and WBS Elements

Projects are made up of a Project Definition and WBS Elements


WBS = Work Breakdown Structure (hierarchy structure)
Represents the phases, and sub phases of a project.
Basis for separating and organizing cost

Capital Facilities Projects - P

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Capital Project WBS Element Structure

Site Acquisition WBS Element


Structure

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Review of T Codes for Project Systems

Transaction Use
CJ20N Project Builder Organize and collect cost
Assign responsible Cost Center
Assign Responsible Person
Identify funding source
Control the availability of finding resources (Availability Control
/ AVC)
View Project Information
Change Project status:
oCreated (CRT)
oReleased (REL)
oTechnically Completed (TECO)
oClosed (CLSD)
Change Funding Status
Post charges, e.g., material, labor, etc
CN43N WBS Element Overview Display Project WBS Element data
Drill into and review WBS Element data

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Review of T Codes for Project Systems

Transaction Use
CJ41 Display Project Plan Display a Projects Cost Plan which includes items such as:
oDistributed Budget
oDistributable Budget
oPlanned Cost
oPrevious Years Cost

S_ALR_87013533 Report for Plan vs Actuals, Compare the Projects allocated budget against commitments
Commitments, and Remaining Plan and expenditures

CJI3 Display Project Actual Line Items Report actual expense and revenue line items in detail within a
capital project
Drill down capabilities to review expenditures source
documents
CJI5 Display Project Commitment Line Items Report commitment line item detail within a capital project
Drill down capabilities to review expenses placed against a
commitment item

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CJ20N- Project Builder

The check Set Up Funds should be checked by Facilities The check Funded will be changed
if they are requesting funding to a new project
by Capital when funds have been loaded.
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CN42N Project Definition Overview

View Details Double Click- Drill into Project Definition

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CN43N WBS Element Overview

Select a project range


Select WBS levels

Double click 10
CN43N WBS Element Overview- Continued

Top level of the WBS Element

Customize reports from any of the Basic Data and User Fields
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S_ALR_87013533 Plan/Actual/Commitment/Remaining Plan

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Demonstration
Display Project Systems WBS Elements

T-code: CJ43N WBS Elements

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CJ43N WBS Element

Follow the menu path and double click


transaction CJ43N WBS Elements.

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Search icon
CJ43N WBS Element
The Enter profile pop up box appears.
DB Profile
000000000001 1. Click the Data prof. search icon.

The Profile for logistical database pop


up box appears.
2. Double click to select DB
Profile 000000000001 from the
list.

The Enter profile pop up box appears.


3. Click the Enter icon
(green check).
Enter icon
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CJ43N WBS Element

Execute icon

The Project info System: WBS Elements Initial Screen appears.


1. Enter the project number, e.g., P000002.
2. Click the Execute icon.

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CJ43N WBS Element
Double click the WBS
element number

The Project info System: WBS Elements Overview appears.


The individual elements may be reviewed in greater detail by double clicking
the WBS element number.
1. Enter the project number, e.g., P000002.

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CJ43N WBS Element

The Project Builder, Basic Data tab appears.


1. Click the Expand node (triangle next to the WBS elements until the Project
is completely open).

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CJ43N WBS Element

Displayed is the level 1 WBS element P.000002 Sunrise MS- 12 Classroom Add.
2400096030 - FAC PROJECT MGMT is the Responsible Cost Center.
3800202510 - SUNRISE M is the Requesting Cost Center.

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CJ43N WBS Element

Displayed is the level 2 WBS element P.000002.01 Planning.


2400096030 - FAC PROJECT MGMT is the Responsible Cost Center.
3800202510 - SUNRISE M is the Requesting Cost Center.

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CJ43N WBS Element

Displayed is the level 3 WBS element P.000002.01.01 (Planning)-Basic Fees.


2400096030 - FAC PROJECT MGMT is the Responsible Cost Center.
3800202510 - SUNRISE M is the Requesting Cost Center.

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CJ43N WBS Element Click the Back icon

Displayed is the level 1 WBS element P.000002 Sunrise MS- 12 Classroom Add.
FP ID is 5 Dates: Request Date 10/15/2007
Board Mem Dist is 1 Fund Date 10/25/2007
PPO Zone is 4
2007 is the Plan Year 22
CJ43N WBS Element
Click the CHANGE LAYOUT icon

Review the displayed data columns.


Many times additional information such as, Fund Date, Requested Date and Set up
date is needed or desired. The CHANGE LAYOUT icon function can be used to
add, removed or rearrange the displayed information.
1. Click the Change Layout icon.
2. Select Change layout from the dropdown list. 23
CJ43N WBS Element
The CHANGE LAYOUT pop-up
screen appears and allows users to add or
remove columns from the displayed list.
Columns that are not displayed are listed
on the right side of the screen. Columns
that are displayed are listed on the left side
of the screen.
1. While holding down the CTRL key
select Basic Finish Date from the
Displayed Columns list (left side).
2. Continuing to hold down the
CTRL key select Basic start the
Displayed Columns list.
3. Click the HIDE SELECTED FIELDS icon.
Notice the selected fields are no
longer displayed in the Displayed
Columns (left side column) list.

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CJ43N WBS Element Column
Header
Columns my be arranged in
alphabetic order by clicking the
Column Header.
1. Click the Column Header Column
Name.

Notice fields in the Column Set list


(right column) are displayed in
alphabetic order.

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CJ43N WBS Element

1. While holding down the CTRL key


select Basic Finish Date from the
Displayed Columns list (left side).
2. Continue to hold down the
CTRL key and select Basic start the
Displayed Columns list.
3. Click the Show Selected field icon.

Notice the selected fields have been


brought over to the Displayed Columns list
(left side column).
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CJ43N WBS Element

Data columns will be displayed


in the order in which they appear in
the list.
The sequence in which the data
columns are displayed can be
rearranged by identifying a
column and moving it up or down the
list using the Move Column icons.

- Move Column up one position


- Move Column down one position
- Move Column to the top
- Move column to the bottom

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CJ43N WBS Element

Layout information can be saved and


easily retrieved for future use.

The following steps demonstrate


how a layout may be saved.

1. Click the CHANGE LAYOUT screen


Save icon.

Save
icon

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CJ43N WBS Element

The Save Layout screen appears.


1. Enter a unique identification for the
layout in the Save Layout field.

Note: If this layout is to be used system


wide as a default setting layout the Save
Layout name must start with a back slash
(\).

2. Enter a unique layout Name, e.g.,


Continue
TRN 001 Ind WBS Element Overview.
icon
3. Select the User-specific selection.
Click the Continue icon (green check).

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CJ43N WBS Element
The Change Layout screen appears. The new display layout has been saved as indicated
by the message, Layout saved displayed at the bottom of the screen.
1. Click the Change Layout screens Continue icon (green check).

Continue
icon

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CJ43N WBS Element
The Change Layout screen appears. The new display layout has been saved as indicated
by the message, Layout saved displayed at the bottom of the screen.
1. Click the Change Layout screens Continue icon (green check).

Added Columns

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CJ43N WBS Element

Search
icon

1. Click the Layout fields Search icon.

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CJ43N WBS Element

1. Click the Layout fields


Search icon.

Search
icon

The Layout Choose pop


up box appears with the
new Layout option
available.

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Demonstration
PS Cost Element Report: Plan vs Actuals and Commitments

T-code: S_ALR_87013542

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S_ALR_87013542

Follow the menu path and double click transaction


S_ALR_87013542 PS Cost Element Report: Plan vs Actuals
and Commitments.

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Search
S_ALR_87013542 icon
The Enter profile pop up box appears.
DB Profile
000000000001
1. Click the Data prof. search icon.

The Profile for logistical database pop


up box appears.
2. Double click to select DB
Profile 000000000001 from the list.

The Enter profile pop up box appears.


3. Click the Enter icon (green check).

Enter icon
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S_ALR_87013542

Search
icon

Controlling Area, enter SBBC

The Actual/Comm/Total/Plan in COAr Crcy: Selection screen appears.


1. Enter SBBC in the Controlling Area field.
2. Click the Project field.
3. Click the Project field Search icon.
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S_ALR_87013542

Enter P* in the Project


Definition field
Start Search icon

The Project Definition search pop up box appears and can be used to locate
for projects using a variety of different search criterion.
1. Enter P* in the Project Definition field.
2. Click Start Search icon.
Note: The system recognizes the asterisk * symbol as a wildcard while
processing search information. By entering a P followed by the asterisk *
symbol the system will search and locate all projects that start with the letter P. 38
S_ALR_87013542

Note: The system has


located all projects that
start with the letter P.
Double click to select
project P.000002
1. Double click to select
a project from the list,
e.g., P.000002.

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S_ALR_87013542

Execute icon

1. Click the Execute icon.

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S_ALR_87013542

WBS elements

The Act/Com/Total/Plan screen appears.


Notice the folders displayed in the left column represent the various WBS elements
under the selected project P.000002. Organized under the WBS element folders
are documents which have been posted (material ordered) against the respective
WBS Element. 41
S_ALR_87013542

Header

Double
click

The Header section located above the table contains information under which
all data in the table is organized.
1. More details regarding a particular item may be viewed by double clicking
the item, e.g., double click 34,5000.00 .
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S_ALR_87013542

Header

Double click

The Header section located above the table contains information under which
all data in the table is organized.
1. More details regarding a particular item may be viewed by double clicking the
line item, e.g., P.0000002.01.04.
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Back icon
S_ALR_87013542

Additional information regarding


individual cost may be obtained by
double clicking the Purchase Requisition
number.

1. Review the displayed information then click the Back icon.


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S_ALR_87013542 Back icon
Change
Layout

1. Review the displayed information then click the Back icon.


As previously described in this presentation data fieldssuch as, Posted Date, Doc.
Type and Document Number may be added by using the Change Layout icon
functionality.
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S_ALR_87013542
Click folder WBS P.000002.01

Header

The Header section located above the table contains information under which all data in the
table is organized. In this example information contained in the table roles up from lower WBS
elements into the higher project. Example: $34,500.00 has been posted against Cost Element
56310000. The exact WBS element in which these cost were placed my be identified by
clicking the individual WBS element folders located in the left column.
1. Click folder WBS P.000002.01. 46
S_ALR_87013542
Click folder WBS P.000002.01
Click folder WBS P.000002.02

Header

Notice WBS P.000002.01 has $25,000.00 cost placed Cost Element 56310000.
1. Click folder WBS P.000002.02.

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S_ALR_87013542
Back icon

Notice WBS P.000002.02 has $9,500.00 cost placed Cost Element 56310000.

WBS P.000002.01 has $25,000.00 & WBS P.000002.02 has $9,500.00

25,000.00 + $9,500.00 = $34,500.00 (total cost for Cost Element 56310000 under
project P.000002) 48