Project System

Module (PS) SAP Project System Module

Projects System Module

Basics

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Project System Project
Identification
Module (PS)

WHAT IS A PROJECT ?
 Projects are tasks with special characteristics.
 They are generally complex, unique, & involve high degree of risk.
 They have precise goals which are agreed as per Contract.
 They are limited in duration and are cost and capacity intensive.
 They are subject to definite set of quality requirements.
 They are mostly of strategic importance for Client executing them.

PROJECTS IN MCGM PERSPECTIVE

 Construction Works (Buildings / Bridges / Drainage System, etc).
 One time Repair works.
 Construction of Trenches.
 Treatment of Ward level & Departmental Projects is different in
MCGM SAP Process.

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Project System
Module (PS) Dept. Level Projects

DEPARTMENTAL PROJECT
Project Criteria
 BOQ
 MEASUREMENT BOOK
 RUNNING BILLS
 VALUE DURING PROJECT IS ACCOUNTED AS CWIP
(CAPITAL WORK IN PROGRESS)

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Project System
Module (PS) Ward & Hospital Projects

 WARD 
 NORMALLY ONLY CWC CONTRACTS
 TRENCHING WO

 HOSPITALS 
 CWC CONTRACTS
 LARGE SUPPLY
 INSTALLATION PROJECTS

EXCEPTIONS
PURE PROCUREMENT OF STOCK OR ASSET
---------
PURE MAINTENANCE WORK OR AMC (HIRING
OF VEHICLES, REPAIR OF AC’s)
SMALL REPAIR WORKS & PATTY WORKS OF
HOSPITAL
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Project System
Module (PS) Project System Process
Project Structuring

Block Estimate

Detail Estimate

Project Budgeting

Work Order Process

Executed work details

Service Entry sheet

Payment Certification

Payment Processing

Period-End Process

Notification Process
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Project System
Module (PS) Project Structuring

 IDENTIFICATION OF PROJECT

CREATION OF PROJECT
 IDENTIFICATION OF PROJECT DEFN.
 (THE NEXT AVAILABLE NO.)
 PROJECT DESCRIPTION
 TYPE OF PROJECT
 CAPITAL PROJECT
 MAINTENANCE PROJECT
 BUSINESS AREA
 START DATE
 LONG TEXT

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Project System
Module (PS) Project Coding
 PROJECT NUMBERING
 THE 1ST ## 3 LETTERS IDENTIFIES THE RESPECTIVE DEPT.S AND
WARDS.
 THE NEXT ## 2 LETTERS ARE FOR THE SPECIFIC FISCAL YEARS
 THE LAST ## 3 LETTERS ARE THE SERIAL NUMBER OF THE PROJECT

 BUSINESS AREA
 BUSINESS AREA SHOULD BE 2001, 2002, 2003, 1000, 5000
 IF BUSINESS AREA IS CUTTING ACROSS DIFFERENT ZONES ---1000
 IF OUTSIDE CITY LIMIT-----------------------------------------------------------5000
 FOR WARD LEVEL THERE ARE RESPECTIVE BUSINESS AREAS

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Project System
Module (PS) Project Coding Mask

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Project System
Module (PS) Project coding

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Project System
Module (PS) Project Builder

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Project System
Module (PS) Project Creation

Nomenclature Project Description

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Project System
Module (PS) Proposed Project Definition

Next Available No. in Series

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Project System
Module (PS) Project Profile

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Project System
Module (PS) Basic Data for Project

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Project System
Module (PS) Project Creation….
 Project Structuring : WBS Elements

The project is structured with multiple wbs elements

at 2nd Level if :
 If the value of the project is more than Rs. 100 Cr,
 If sections of the projects are using different rebate
percentages/charges.
 If sections of the projects are using different budget
allocations.

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Project System
Module (PS) Accessing the Project

Put no. of required project

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Project System
Module (PS) Creation Of WBS Elements

Click on WBS Element Overview

Level 1 WBS

Level 2 WBS

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Project System
Module (PS) WBSe Parameters

G/L A/C, FA & F

Cost center

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Project System
Module (PS) Project Estimation

Block Estimate

Detail Estimate

• Carrying out Block Estimate

• Carrying out Detail Estimate per
WBS element with Schedule items
with measurement details

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Project System
Module (PS) Project Estimation

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Project System
Module (PS) Project Estimation..

Summary GREY AREA

Detail of activity

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Project System
Module (PS) Claim_Notification Process

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Project System
Module (PS) Notification Process

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Project System
Module (PS) Notification Process..

Details date , Time & the concerned

person.

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Project System
Module (PS) Document Mgmt. System

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Project System
Module (PS) DMS- In Project / WBS

Document

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Project System
Module (PS) DMS-In Notification

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Project System
Module (PS) Notification Process : Business Workplace

Business Workplace

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Project System
Module (PS) Business Workplace for Claim

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Project System
Module (PS) Business Workplace for Claim..

Double Click to open

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Project System
Module (PS) Business Workplace : Inbox..

Save after giving comments

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Project System
Module (PS) Business Workplace : Forwarding

Login ID

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Project System
Module (PS) Notification Process**

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Project System
Module (PS) Estimation–Deviation

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Project System
Module (PS) Estimation–Deviation..

Quantity yet to get updated

Approval Still Pending

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Project System
Module (PS) Business Workplace : Inbox

Details of
Deviation

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Project System
Module (PS) Estimation – after Approval

Notification No. after approval 37

Project System
Module (PS) Project Budgeting
Project Budgeting • Allocate Overall and Annual
Budget for the Project
• Check the fund, fund center and
functional area for the Project WBS
elements
• Release the budget
• Release the WBS elements

THE BUDGET WILL BE ALLOCATED BY THE

EE ------------------IN DEPT LEVEL
AE-------------------IN THE WARD LEVEL

THE BUDGET WILL BE RELEASED BY THE ACCOUNTS OFFICER

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Project System
Module (PS) Budget Allocation
Basis for Allocation
 Budget Allocation is determined based on Following :

 Estimated Value of the Project

 Contractors rebate (if applicable),
 Water / Sewerage Ch/ Supervision Charges, etc.,
 Contingencies (if applicable).

 Budget for the respective Project will be booked in the Liability

Register which shows outstanding liability.

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Project System
Module (PS) Budget Allocation.. CJ30

Budgeted Amount to be Released

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Project System
Module (PS) Budget Allocation.. CJ30

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Project System
Module (PS) Liability Register :ZPS_LBR

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Project System
Module (PS) Liability Register..

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Project System
Module (PS) Work Order Structure

 WO STRUCTURES

 AS MANY ITEMS ARE REQUIRED AS THERE ARE WBS

ELEMENTS
 QUANTITY ---- UNPAID,
 EXT.SER.NO.------PAID UP TO 31ST MARCH
 IF COMPLETE PAID QTY.------- PUT 0.001 IN QUANTITY
COLUMN.

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 Work Order Structure..
Project System
Module (PS)

 T CODE----ME21N

 TYPE------- PROJECT WORK ORDER(ZTPS)

 PUT VENDOR CODE
 ACCOUNTING ASSIGNMENT-------P
 ITEM CATEGORY -------------------D
 SHORT TEXT -----------------------WBS ELEMENT
 MATERIAL CODE -------------------PROJECT WORK
 PLANT
 STORAGE LOCATION---------------0001
 PURCHASING ORGANISATION-----MCGM
 PURCHASE GROUP

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Project System
Module (PS) Work Order Structure..ME21n

G/L A/C

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Project System
Module (PS) Variation In Work Order
Project Work Orders
 IF THERE ARE MORE THAN 1 WBS THE work order SHOULD
HAVE AS MANY HEADER ITEMS AS WBS ELEMENTS , UNDER
WHICH SERVICES ARE SPECIFIED.
This is to ensure that payment certificates are created properly
----as rebates / additional charges etc. Would be different for
different WBSe elements.

FOR RELATED ADDITIONAL WO AS

ARBITATION FEES, CONSULTATION
FEES-----
 A SEPARATE WBS ELEMENT IS TO BE CREATED
 WO --- WITH ACCOUNT ASSIGNED AS (P) [WITH NO ITEM
CATEGORY AS (D)]

FOR LS CONTRACT -------------------------

 WO --- WITH ACCOUNT ASSIGNED AS (P) [WITH NO
ITEM CATEGORY AS (D)]

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Project System
Module (PS) Consultancy PO .. ME21n

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Project System
Module (PS) PO Release .. ME29n

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Project System
Module (PS) Work Order Printout.. ZPSWORD

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Project System
Module (PS) Project Execution.. ZPSPRO
 PHYSICAL PROGRESS

 Enter date wise executed Quantities for various Activities.

 You can enter executed quantities for the Activity for

duration (from / to) also.

 You can maintain text description for the entered executed

quantity.

 Once the executed quantities are saved it cannot be deleted

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Project System
Module (PS) Project Execution..ZPSPRO

Executed Quantity

Details of Execution

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Project System
Module (PS) Service Entry Sheet..ML81n

Payment Certification

Service
Selection

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Project System
Module (PS) Service Entry Sheet..ML81n

Services Selected

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Project System
Module (PS) Release- Service Entry Sheet

 T CODE----ML81N

 THE SERVICE ENTRY SHEET WILL BE REALEASED

BY THE HIGHER AUTHORITY
 THE SERVICE ENTRY SHEET WILL BE RELEASED
ONLY AFTER THERE IS SUFFICIENT BUDGET
AVAILABLE IN BUDCON FOR THE GIVEN
COMBINATION.

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Project System
Module (PS) Release of Service Entry Sheet

Release Flag

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Project System
Module (PS) Payment Certificate

 T CODE----ZPSCERT

 DEDUCTIONS
 ADDITIONS
 OTHER PROJECT COST
 PRICE ESCLATION

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Project System
Module (PS) Payment Certificate..ZPSCERT

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Project System
Module (PS) Payment Certificate..ZPSCERT
Deductions
 WCT
 TDS
 PENALTY
 RECOVERY
 ADHOC RECOVERY
 DEFERRED PAYMENT
 DIFFERENCE IN TAXES
 LIQUIDATED DAMAGES

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Project System
Module (PS) Payment Certificate..ZPSCERT
ADDITIONS
 SERVICE TAX
 EXCISE DUTY & TAXES
 TDS ON MOBILISATION ADVANCE RECOVERY
 WITHHELD AMOUNT TO BE RELEASSED

OTHER PROJECT COST

 SUPERVISION CHAGES
 WATER TAXES
 SEW. CHARGES

ESCLATION
 PRICE
 LABOUR CHARGES
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Project System
Module (PS) Payment Certificate..ZPSCERT

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Project System
Module (PS) Goods Receipt_MIGO

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 Payment Processing- MIRO
Project System
Module (PS)

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Project System
Module (PS) MIRO

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Project System
Module (PS) MIRO

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Project System
Module (PS) Reports on Work

•
BOQ Details ...PZSBOQ
•
Project Structure..CN41
•
PO History.. ME2J
•
Change History..ME2J
•
Budcon ..
•
Budcon report
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Project System
Module (PS) Reports on Work

•
Total WO value on GL basis.. ME2J
•
Service Entry Sheet Ward Wise
•
Status Service Entry Sheet.. ML84
•
Status of WBS till date
•
Project Score Card
•
Project Cockpit
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Project System
Module (PS) Project Cockpit

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Project System
Module (PS) Project Score Card

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Project System
Module (PS) REPORTS- VENDOR PO VALUE

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Project System
Module (PS) Project Structure

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Project System
Module (PS) Reports-PO Release status

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 PO-Released.. ME80FN
Project System
Module (PS)

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Project System
Module (PS)

Thank You

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