Project LAKSHYA

Tutorials

Project Systems

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Table of Contents

1.

Project Definition

Creation of Project

2. Work Breakdown Structure

3. Creation of Internal activity
4. Creation of External activity
5. Creation of Costs activity
6. Creation of Service Activity
7. Material Assignment
8. PS Texts
9. Estimation
10. Date Planning /Scheduling
11. Cost Planning
12. Revenue Planning
13. Project Budget
Budget will get copied from cost plan for release
14. Release Project
15. System Status.
16. Confirmation
T Code: CJ20N
17. Closing.

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1.

Project Definition
Creation of Project
Transaction code: CJ20N
Open the Project Builder either by typing the T code mentioned above or through
the drill down menu as shown below

Project Builder:
The project Builder is a user-friendly method of accessing Project System, which
enables you to edit your projects quickly and efficiently.
It consists of three parts: Structure tree, work list and templates and Work Area

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In the work List Area we can see Last Five projects Processed.
If you want to create a project click on Create and choose Project

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Then it will take you to the Next Screen

Here Enter the Project Definition and its description in the Work Area

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Select Project Profile (Which is a mandatory field) shown in Control Tab

Then press enter

Then we can notice that Project definition has been created, and can be seen in
structure tree. The Entire screen appears as below

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We have to give the required organization elements. Once we have selected the project
profile, default organization elements will come. Required changes can be made
according to your project requirements.
Basic data Tab

We have to give the project start date, finish date, factory calendar and Time unit.

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Press enter and SAVE.

2. Work Breakdown Structure

Creation of WBS Element - Level 1Follow the process
a) select the Project Definition in structure tree

b) Click on the WBS element icon (Yellow triangle)

c) This will display blank rows

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d) Enter Level 1, with coding mask & description of the WBS element

On pressing Enter, WBS at level 1 gets created.

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Creation of WBS element Level2

Repeat the same process mentioned above but with level as 2 & entering the coding
mask starting with followed by Activity short code & description as shown below

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On pressing Enter, WBS at level 2 gets created.

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Repeat the same for all Level 2 & 3 WBS elements so as to create a project structure.

Press enter and SAVE.

Same process can be repeated for the creation of required WBS element levels

3. Creation of Internal activity

Select the WBS element in structure tree & click on activity overview shown by green
rectangle

It is an integration of Production Planning and Controlling Modules.

Rows will appear at the bottom as shown

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Enter the activity description & press enter

Repeat the same for other WBS elements so as to create one activity each under each
WBS element

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Press Enter and SAVE.

4. Creation of External activity

Select the WBS element in structure tree and double click on External processing in
work list area. This is integration with Materials Management and Finance.

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Press Enter and SAVE.

5. Creation of Costs activity

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Select the WBS element in structure tree and double click on Costs in
work list area. Here we can mention general costs.

6. Creation of Service Activity

Select the WBS element in structure tree and double click on Service in
work list area. This is integration with Materials Management and Finance.

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Press Enter and SAVE.

7. Material Assignment

Select the activity and Double click on Material. Mention the material and its type also
give required quantity and date.

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Press enter and SAVE.

8. PS Texts
If we want to attach PS texts and Documents, select the WBS Element and double
click on PS texts.
PS Text for the description and its type and
Documents for the attaching the required documents for the WBS Element.

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9. Estimation
T Code: KKE1 (Create base planning object)
Open the transaction either by typing the T code mentioned above or through the drill
down menu as shown below

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Estimation is done using unit costing method. Base Planning object shall be created for
defining material, equipment & labour norms. These BPO will then be assigned to WBS
elements to get the total cost of the project.
Use T code KKE1 for creating a base planning object

Define Unit of measurement & description to this BPO.

A new screen with blank rows will appear.

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For defining material norms, select Item category M, select material code from material
master & enter the norms & rate will be picked from the master which is editable.

Repeat the steps for all materials to be used in this analysis

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For service item, select Item category N & then select the appropriate service. Enter the
norms & rate for the service selected.

Repeat the steps for all services. The system calculates the unit cost of the item at the
bottom
Assign this BPO to the WBS element in CJ40.
Open the transaction either by typing the T code mentioned above or through the drill
down menu as shown below

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Select the WBS element & click on Primary costs

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Select the Cost element & click on edit

as shown

Detailed Planning

Change / Display

Select B as Item category & select the BPO created & enter the quantity

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Save the record. This will give the total cost of WBS element. Repeat the steps for all
WBS elements & select Edit
Total Up which will sum up the costs of all WBS
elements.

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Save the record.

10. Date Planning /Scheduling

T Code: CJ20N
We have to mention the dates in Project definition, WBS and Network Levels. We can
do the scheduling, if the activities exists. After creation of the activities we have to give
the duration for different activities and create the relationships among the activities in
project Builder. At the same time if there is any constraints for the activities we need to
mention.
Next we have to open the project in Project Planning board, choose the project or
appropriate WBS for which you wish to do the schduling. Select the appropriate
scheduling scenario and the dates you wish to do the update. And then do the
scheduling. Update the dates according to the planning method.
Select the activity & define the duration as shown

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Assign the relationship with respect to other activity displayed as

Enter the superceding activity number, relationship & interval (in days) after which this
activity should start

Repeat the steps for all activity. Schedule the project which will give the bar chart for the
project

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11. Cost Planning

T Code: CJ40
Open the transaction either by typing the T code mentioned above or through the drill
down menu as shown below

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Cost planning can be classified in to two categories.

i)

Manual planning for WBS Elements

a)
b)
c)
d)

ii)

Hierachial planning/Overall planning

Detailed planning
Unit costing
Easy cost Planning

Network Costing
We have to use Cj40 for Manual cost planning with cost element

Enter the project for which cost planning needs to be done & enter the version as 1

Select the WBS element for which cost planning is to be done & click on the primary
costs

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Enter the costs against resective cost elements & Save.

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Repeat the steps for all WBS elements.

Once the costs are planned for all WBS elements, select Edit in the top menu bar &
select the option Total Up

This will sum up costs of all the WBS elements & give the total cost of the project

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Save the record.

12. Revenue Planning

T Code: CJ42
Open the transaction either by typing the T code mentioned above or through the drill
down menu as shown below

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a) Manual Revenue Planning can be done in CJ42.

b) By using billing plan in sale order or WBSe.
Enter the project for which revenue planning needs to be done & enter the version as 1

Select the WBS element for which revenue is to be planned & click on the detailed
planning button

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Enter the revenue for the WBS element & the quantity

Save the record

Repeat the steps for all WBS elements & select Edit from the top menu bar & select the
option Total Up

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This will sum up the revenues of all the WBS elements for the project

Save the project

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13. Project Budget

T Code: CJ30 / IMCCP3
Open the transaction either by typing the T code mentioned above or through the drill
down menu as shown below

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Project budget comprises of

Original Budget
Convert cost plan to budget
Release of budget
Supplement or Return of budget

Once the cost planning is done the same is transferred as an original budget through
IMCCP3. User has to enter the cost planning version, project code & controlling area for
copying

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Executing this T code will copy the budget from cost plan version selected as shown

The copied budget is released through T code CJ32 as shown below.

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Select the WBS elements & select Edit

Copy View

Select Current budget

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Enter percentage as 100% with overwrite option

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Budget will get copied from cost plan for release

Saving the project will release the budget

14. Release Project

T Code: CJ20N
Project release initiates the activity confirmation & procurement cycle. Release can be
done at project or WBS or Activity levels as per requirement
Select the project & select Edit

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Status

Release as shown

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Save the project & the project will get released for execution

15. System Status.

The following system statuses are important in Project system
a)
b)
c)
d)
e)

CRTD- Create we can plan but not post the costs

REL- Release - we can plan and post the costs
CNF- Confirmed- we cant plan but can post
TECO- Technically complete- we cant plan but can post
CLSD- Closed- We cant and post

16. Confirmation
T Code: CJ20N
We have to confirm the internal activities for obtaining actual values. Confirmation
means mentioning the actual work done. In the Project Builder we have
to select the activity and go to Edit in the menu bar choose activity- confirmation and
mention the number of units of actual work done.

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Select the activity requiring confirmation & click on Edit

will open a new screen for entering confirmations

Activity

Confirm. This

Enter Actual start & End date with the quantity executed for that period under
consideration

Click on Back button & Save the record.

Repeat the steps for all the activity confirmations.
** For external activities, once Goods receipt is done then actual values will be
obtained

17. Closing.
There are two impotant closing procedures which will be done by the finance
They are Period End closing and Year end closing.

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