SAP PS Questions and Answers 3

1. Question 1. What Is Sap-project System?

Answer :
Project System is a Project management tool from SAP. Which has a very good
integration with the other modules of SAP like FI, CO, MM, SD, PP, HR, DMS. This
module basically co-ordinates and controls all the phases of a project, in direct co-
ordination with purchasing and controlling, from quotation to design and approval, to
resource management and cost settlement. Also beside the integration with the SAP
module this Project system also has an integration with the third party popular Project
management tools like Microsoft Projects and Primavera.
2. Question 2. Define Project Definition?
Answer :
Project definition is a binding framework in SAP for all organizational element created
within a project (e.g. WBS and Networks). Data like company code, plant and person
responsible can be defaulted into WBS if initially entered in the project definition.
Such data can also be defaulted into the project definition via project profile which will
then default it to subsequent WBS.
3. Question 3. Explain Wbs?
Answer :
Work Breakdown Structure (WBS) is a model of a project, and shows the project
activities to be fulfilled in hierarchical form. It forms the operative basis for planning
costs, revenues, and payments, as well as for scheduling, and budgeting. It also
shows the responsibility.
One definition from the Project Management Institute is as follows:
o The Work Breakdown Structure (WBS) is a key planning tool used to define
a project in terms of its deliverables while providing a method for breaking
these deliverables into meaningful work efforts.
o It is the functional basis for further planning steps in a project, for example,
for process planning, cost planning, scheduling, capacity planning or
costing, as well as project control.
o It provides a clear picture of the project and facilitates the coordination and
implementation of the project from a management standpoint.
o It shows the work involved in a project.
o Work Breakdown Structures (WBS) is created under an object known as
Project definition.
4. Question 4. What Is A Network?
Answer :
A Network in Project System module is used to represent the flow of activities or
tasks within a project. During the life cycle of a project, networks are used as a basis
for planning, analyzing, controlling and monitoring schedules, dates and resources.
A Network header contains all the project activities and can be used to default certain
values for the entire network. Some of these fields include assignment to WBS, profit
center, basic start and finish dates of the network as well as indicators for scheduling
(forwards, backwards).
5. Question 5. What Is Standard Project Structure?
Answer :
Standard structures in Project System can be found in Standard project definitions
and in Standard WBS These standard structures can be used as a template to
standardize project management.
This brings about the advantage of Making the processing of projects more
transparent (everyone create an operative project from a standard project), Enabling
comparison of projects with similar structures, Facilitates project controlling
Standard project templates CANNOT be used to capture any actual data (e.g. costs,
actual materials used) and they serve as a quick way to create an operative project
during implementation stage. As such, it is recommended that nominated users
maintain these standard project templates at least once a year or whenever there are
process changes for each type of project.
6. Question 6. Define Project Type?
Answer :
Project type is an object that groups projects according to criteria. Authorization and
security can be done based on the project types.
7. Question 7. What Is Project Coding Mask?
Answer :
Project Coding helps display complex project numbers. They can also be used to
indicate the position of a WBS element in the project hierarchy.
We can create a mask for every key you want to use in project coding. Project
Definition has to be unique in the SAP System and also WBS Element has to be
unique in the SAP System.
Project code is changeable and the hierarchy can be changed up to certain point of
project status.
Project Code has 2 parts
o Part 1: Project Identifier (Project Coding Mask)
o Part 2: Project Number (usually a serial number)
Every project begins with a Project-ID (max. 5 Characters), Using separators to
distinguish the different WBS levels. e.g.: “/”, “-“, “.” Character max. For Project Code
which includes Project ID, Project Number and all separators.
8. Question 8. Define Project Version?
Answer :
Project versions are used as snapshots of projects at different stages to keep track
change history.
9. Question 9. What Are The Parameters Of Project System?
Answer :
There are several parameters to define in here at the structures level. First, its the
Project Definition (Proj. Profile), then we have the WBS Level, and then, if used, the
Network/Activity/Sub activity Level. You may include components and services. The
configuration goes into Proj. Definition, WBS and Activity profiles.
10. Question 10. What Is The Accounting And Logistical Information That Gets
Defined With A Project Definition?
Answer :
In the Project Profile, you define the Controlling area, Company Code, Business
Area, Plant, Functional Area, Profit Center and Project Currency for the project. If it is
a sales project, you can also define Sales Organization, Distribution Channel,
Division and DIP Profile. In addition, you also define the Object Class, Planning
Profile, Budget Profile, Costing Sheet, Interest Profile, Investment Profile (CAPEX),
Result Analysis Key (CO-PA), Settlement Profile and Settlement Rule Strategy. You
will also define whether costs are actual or statistical. This information is then copied
to lower level WBS elements.
11. Question 11. What Do Activities, Ntw, Wbs Represents?
Answer :
WBS and Networks are two structures that differ in the way in which they enable you
to structure projects and in the functions provided for them in the SAP system. For
example, if you need a hierarchical budget management function for a project, you
would want to use a WBS structure. If, in addition, you also want to do capacity
planning, you would have to use one or several networks as well. Depending on the
specific requirements you may be able to map a project only via a WBS structure, or
by using only one or several networks, or a combination of both.
12. Question 12. What Is The Menu Path & T. Code For Defining Special Characters
For Projects?
Answer :
It can be found at the following location: Project System >>> Structures >>>
Operative Structures >>> Work Breakdown Structures >>> Project Coding Mask >>>
Define Special Characters for Projects Transaction is OPSK .
13. Question 13. The Structure Of Ntw Is Similar To What Type Of Order?
Answer :
Maintenance order.
14. Question 14. What Is The Impact Of Coding Mask On The Project And Where Is
It Created (menu Path) ?
Answer :
Coding masks contain the sections for the external identification of projects, and they
are separated by special characters. A section consists either of numbers that are
represented by “0” characters in the coding mask, or alphanumeric characters that
are represented by “X” characters in the mask. You can store a descriptive text for
each coding mask and use lock indicators to control whether the key and the
associated mask can be used for operative or standard WBS structures. Project
System >>> Structures >>> Operative Structures >>> Work Breakdown Structures
>>> Project Coding Mask >>> Define Project Coding Mask Transaction is OPSJ .
15. Question 15. How To Set Field Status Of Wbs As Mandatory, (wbs Element,
And Ntw) ?
Answer :
There are five different transactions. Project Definition, WBS Elements, Network
Header, Networks Overview and Network Details. There you will see a table with
 radio buttons that indicate whether a field should be set as Input, Required
(mandatory), Display, Hide. You can also define Influence Fields and Field Groups.
For Project Definition and WBS Elements: Project System >>> Structures >>>
Operative Structures >>> Work Breakdown Structures >>> User Interface Settings
>>> Define Field Selection for Work Breakdown Structures Transactions are OPUK
(Project Definition), OPUJ (WBS Elements) For Networks: Project System >>>
Structures >>> Operative Structures >>> Network >>> User Interface Settings >>>
Define Field Selection for Networks Transactions are OPUA (Header), OPUB
(Overview), OPUC (Details).
16. Question 16. Diff Between Validation & Substitution?
Answer :
It enables to automatically change master data fields of Project Definitions, WBS
Elements, Network Headers and Activities. For example, you can automatically set
the cost center 9999 for those WBS Elements into which responsible persons with
number 0 to 20 have been entered. Validation enables you carry out self-defined
checks for master data fields of the same elements. But the result of validations
consists of informational messages, warnings or error messages. For example, you
can validate that projects with a specific project profile always begin with the same
key.
17. Question 17. What Do Time Profiles Do?
Answer :
This profile is part of the “Planning Board Profile” and it determines the beginning and
the end of the evaluation and planning periods. This means that reevaluation and
post evaluation periods are defined automatically. This is how the Planning Board is
displayed graphically.
18. Question 18. Where Do We Define Time Profiles? What Is Evaluation Period?
Answer :
Evaluation period is the period in which you want to control your project, and it will be
displayed in your planning board. Don’t get confused with scheduling, which is how
time is managed in a project. Project System >>> Structures >>> Project Planning
Board >>> Define Time Profiles Transactions is OPTY .
19. Question 19. Is There Any Way By Which We Can Lock Two Specific Webs
Elements Say Overheads And Other Expenses, So That The User Cannot
Release Pr?
Answer :
The easiest way would be to define the project release process in the bottom-up
fashion. That means, you will only release the activities/WBS elements that you need
from time to time during the course of the project. That way, charges won’t be
accrued on a WBS element until it’s released (so, don’t release it until it’s ready for
collecting costs).
20. Question 20. How And Where Do You Control The Budget For The Project &
What Is The Menu Path?
Answer :
Through the Budget Profile, in transaction OPS9. Path is: Project System >>> Costs
>>> Budget >>> Maintain Budget Profile Among other things, you will have to define
 the Time Frame (Annual or Total), Exchange Rate type, whether or not Availability
Control will be used, and the Budgeting Currency. There are additional settings in
that path, such as defining a Budget Profile for a Project Definition among others.
21. Question 21. How Do You Control That The Project Does Not Run Over
Allocated Budget?
Answer :
You use Availability Control by defining tolerance limits, which will allow you to define
by how much you can overspend. For example, you can set the system to send you
a message when 95% of the budget has been spent, and stop al PR´s when you
have reached 100% or 110% of the budget. Path is Project System >>> Costs >>>
Budget >>> Maintain Budget Profile >>> Define Tolerance Limits.
22. Question 22. What Setting Does Ntw Scheduling Contains? Where Are These
Settings Done (menu Path)?
Answer :
Control Key in transaction OPSU defines whether an activity can be confirmed,
scheduled, capacity requirements determination, costs, etc. Other important settings
include Network Types, Parameters for Network Types, Network Profiles and Control
Keys. There settings are found in the following paths: Project System >>> Structures
>>> Operative Structures >>> Network >>> Settings for Networks Project System
>>> Structures >>> Operative Structures >>> Network >>> Settings for Network
Activities .
23. Question 23. What Is The Organizational Structure Of Ps Module?
Answer :
PS structure consists of Project Definition, WBS Elements and Networks. PS uses
structures from FI/CO, MM, SD, etc. There is no structure of PS but the one provided
above.
24. Question 24. For Raising Client Billing, Is There Any Possibility Of Linking Line
Items In Sd Module With Activities / Wbs In Ps Module?
Answer :
It can be linked through DIP Profile and do Resource Related Billing for raising
billing.
25. Question 25. Is There Any Way By Which We Can Stop The Network From
Attaching Further Materials After It Is Released?
Answer :
This is controlled through the change profile, which is assigned to the network profile.
In the change profile, under the Component tab, you can define the release status of
the activity at which you can create/change/delete material components.
26. Question 26. Can Revenues Be Linked With Activities?
Answer :
No, it can be done at WBS level with 'Billing' operative indicator.
27. Question 27. Can Progress Be Updated In Wbs Elements?
Answer :
Yes, You can use Progress Analysis (EVA) for this.
28. Question 28. We Would Like To Compare The Planned Cost, Actual Cost &
Revenue For Line Items In Sd Module. For This As What Object Should We
Consider The Line Item In Ps Module.
Answer :
You can use Billing level WBS in PS module.
29. Question 29. In Easy Cost Planning/ Cost Models, The Resource Requirement
Details (quantity And Rate) Are Given To Get The Cost Of Each Line Item. But
To Get Planned Cost Of Each Activity, The Consultant Is Asking Us To Assign
Resources Separately Again In Activities. If We Consider The Line Items As
Activities, Should We Assign The Resources Again Or The Same In Easy Cost
Planning / Cost Models Can Be Linked To Get The Resources Assignment In A
Simpler Method.
Answer :
Instead of this, you can use costing variant for Easy Cost Planning (not for the
activities)
30. Question 30. Is There Any Way By Which We Can Lock Two Specific Wbs
Elements Say Overheads And Other Expenses, So That The User Cannot
Release Pr?
Answer :
The easiest way would be to define the project release process in the bottom-up
fashion. That means, you will only release the activities/WBS elements that you need
from time to time during the course of the project. That way, charges won't be
accrued on a WBS element until it's released (so, don't release it until it's ready for
collecting costs).
31. Question 31. How Can We Set The Options For Capacity Reports Cm01?
Answer :
This will possible depend on your config, but the options I use are:
o Settings>General>
o Tick, Cumulation of reqmts, Dyn. capacity cumul. and then select the
hierarchy you have set up.
o I then select the financial year (as we are budget driven) using Entry type A
and the start/finish of the financial year.
o I select period Month.
o Then click tick.
o I then select the work centre I require. or arm of the hierarchy.
o You can then select standard overview and also select graphs or if you
need a detailed list press that button.