Balco ps user manual

SSAAPP PPRROOJJEECCTT SSYYSSTTEEMM
UUSSEERR MMAANNUUAALL
BHARAT ALUMINUM CO. LTD.
KORBA
DATED 29 11 2003

30/11/200230/11/200230/11/2002
R/3 implementation for BALCO  Hewlett-Packard
- confidential -
Prepared by
Kallol Sengupta
CONTENTS
1 PS MODULE INTRODUCTION........................................................................................................3
2 GLOSSARY OF TERMS USED IN THIS TRAINING PROGRAM .....................................................17
3 BUSINESS PROCESS SCOPE FOR SAP PROJECT SYSTEM ..........................................................20
5 PROCESS FLOW..........................................................................................................................22
6 ROLE 1 : CREATE PROJECT DEFINITION AND WBS STRUCTURES .............................................24
7. ROLE 2 : CREATE NETWORK AND ACTIVITIES............................................................................27
8. ROLE 3 : UPDATE PLANNED COST AND BUDGET.......................................................................32
9. ROLE 4 : PROJECT RELEASE FOR EXECUTION............................................................................35
10. ROLE 5 : CREATION OF ASSET UNDER CONSTRUCTION (AUC) AND SETTLEMENT RULE.........37
11. ROLE 6 : MATERIAL CYCLE : GOODS RECEIPT AND INVOICE VERIFICATION.......................42
12. ROLE 7: CARRY OUT INVIDUAL / MASS SETTLEMENT OF NETWORK AND WBS......................55
13. ROLE 8 : COMPLETED BLOCK AND PROJECT CLOSURE...........................................................58
14. ROLE 9 : PROJECT CONFIRMATION.........................................................................................62
15. ROLE 10 : PROJECT SCHEDULING.............................................................................................65
16. ADVANTAGES OF PS SYSTEM ................................................................................................82
17. REPORTING CONSIDERATIONS...................................................................................................83

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PROJECT SYSTEM USER MANUAL
for BALCO
 Hewlett-Packard
- confidential -
Prepared by : Kallol Sengupta
1 SAP PROJECT SYSTEM MODULE INTRODUCTION
Purpose:
To provide a project planning & management system integrated with various SAP modules with
greater visibilities of the project control parameters and status of activities
What is a Project?
Projects are tasks with special characteristics:
• They are generally complex, unique, and involve a high degree of risk.
• They have precise goals which are agreed on by you and the ordering party.
• They are limited in duration and are cost and capacity intensive.
• They are subject to certain quality requirements.
• They are mostly of strategic importance for the company carrying them out.
Projects are generally part of the internal processes of a company. To be able to control all tasks
in project execution, you need an organizational form that is specific to the project and which is
shared by all departments involved.
To be able to carry out a project in its entirety, the project goals must be precisely described
and the project activities to be carried out must be structured. A clearly and unambiguously
structured project is the basis for its planning, monitoring, control and success.
A project is structured:
• According to how it is organized
• According to the processes involved
In BALCO, SAP Project system will be used for Capital Investment projects. This system will help
BALCO to closely and constantly monitor of all aspects of a project including both technical
and commercial aspects.
Project Definition :
The project definition contains dates and organizational information that are binding for the
entire project
Work Breakdown Structure
A work breakdown structure (WBS) is a model of the work to be performed in a project
organized in a hierarchical structure. The WBS is an important tool which helps you keep an
overview of the project:
• It forms the basis for organization and coordination in the project.
• It shows the amount of work, the time required, and the costs involved in the project..

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It is the functional basis for further planning steps in a project, such as process planning, cost planning,
scheduling, date and capacity planning, or costing, as well as project control.
The project structure can be represented according to different criteria:
• By phase (logic-oriented)
• By function (function-oriented)
• By object (object-oriented)
In a work breakdown structure (WBS), you describe the individual tasks and activities in the project as
individual elements in a hierarchy.
Depending on the phase of your project, you continue to break down the tasks and activities in your
project, step-by-step, until you reach the level of detail necessary to carry it out.
WBS Elements
The individual elements represent activities within the work breakdown structure. The elements are called
work breakdown structure elements (WBS elements) in the Project System. WBS elements can be:
• Tasks
• Partial tasks which are subdivided further
• Work packages`
Machinery Planning Engineering
Engineering CockpitRotor headProduction Rotor blade
Mechanisms Electronics Hydraulics
WBS elementLegend
Hot Rotation
research helicopter

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Project Definition
Internally Processed
Activities
M aterial Com ponents
Controlling Area
Com pany Code
Plant
Plant Business Area
PlantPurchasing Organization
Externally Processed
Activities
Business AreaPlant
Purchasing Organization
W BS Elem ents
Com pany Code
Business Area
Profit Center
Plant
Business Area
Plant
Profit Center
Technical Location/Equipm ent
Responsible Cost Center
Investm ent Program
Jurisdiction Code
Joint Venture
Business Area
Profit Center
Jurisdiction Code
W ork Center Profit Center
Jurisdiction Code
Purchasing Group Business Area
Profit Center
Jurisdiction Code
Profit Center
Jurisdiction Code
Netw orks
Activities
Purchasing Group
Plant
Storage Location
General Costs Activities

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 S A P A G
R
D eterm ining W B S H ierarchy (1)
1 P .1234
1 P .1234.1
1 P .1234.1.1
1 P .1234.1.2
1 P .1234.1.2.1
1 P .1234.1.2.2
1 P .1234.1.2.3
1 P .1234.2
 SAPAG1999
Work Breakdown Structures: Functions
Costs/Revenues
Planned costs/revenues
Actual costs/revenues
Payment data:
Planning of payments
(debit-side/credit-side)
Actual data updates
Dates:
Basic dates
Scheduled dates
Actual Dates
April
7
Budget:
Original budget
Budget updates
Budget releases
Availabilitycontrol
CommtCommtCommitments:
Purchase requisition
Purchase order
Purc.order
Periodic processingPeriodic processingPeriodic processing:
Overheads, process costs
Interest calculation
Results analysis
Settlement

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Network
A network can represent the sequence of activities in a project or the sequence of a single activity within a
project. You can graphically display various structural elements of a project and their interdependencies in
the Project System.
During the life of a project, networks are used as a basis for planning, analyzing, controlling and
monitoring schedules, dates, and resources.(such as personnel, machines, materials, documents, and
drawings).
In the Project System networks are activity-on-mode networks.
The essential components of a network are:
• Activities
• Relationships between the activities
Activities
The Project System distinguishes between the following types of activity:
• Internally processed activities
• Externally processed activities
• General costs activities
For internally processed activities you determine how much work is needed to conduct the activity, which
capacities are required and which qualifications the personnel should have.
You can create externally processed activities in your network - for example, if you award the contract for
designing a machine to an external design agency
The most important data describing an activity in the Project System is:
• Work center in which the activity is to be carried out
• Duration of the activity
• Start and finish dates for the activity
• Resources required to carry out the activity
• Texts and documents describing the activity
You can break down activities into activity elements for more detail. For example, the activity
"Production" can be subdivided into the elements "Produce power unit" and "Produce housing".
Or you can create an external element for the activity "Engineering/Design", if for instance a
detailed design is to be performed by an external company.

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Relationships
There is usually a reason for a specific sequence of activities in a network. For example, there may be
technical dependencies between individual activities. These dependencies are represented by
relationships in which one activity is the predecessor or the successor of another activity.
The relationship type specifies how the individual activities are linked with each other:
• Finish - Start (FS) Relationship
Relationship between the finish of one activity and the start of its successor.
• Start - Start (SS) Relationship
Relationship between the start of one activity and the start of its successor.
• Finish - Finish (FF) Relationship
Relationship between the finish of one activity and the finish of its successor.
• Start - Finish (SF) Relationship
Relationship between the start of one activity and the finish of its successor.
Work Package
A work package is a quantitative and qualitative description of an activity to be carried out in the project -
for example, the work to be done and the result to be achieved for a clearly defined task within the
project.
A work package is not a separate function or data object in the Project System. You can create a work
package according to your needs using a WBS element or an activity. Work packages can be on any
level in the work breakdown structure and are characterized by:
• Start and finish dates
• Texts describing the work to be performed
 S A P A G 1 9 9 9
5 0 0 05 0 0 05 0 0 0
6 0 0 06 0 0 06 0 0 0
3 0 0 03 0 0 03 0 0 0
3 1 0 03 1 0 03 1 0 0
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1 2 0 01 2 0 01 2 0 0
1 3 0 01 3 0 01 3 0 0
1 4 0 01 4 0 01 4 0 0
1 5 0 01 5 0 01 5 0 0
4 0 0 04 0 0 04 0 0 0
T -2 0 0 # # .1
E n g in e e r in g
TT -- 2 0 0 # # .12 0 0 # # .1
E n g in e e r in gE n g in e e r in g
T -2 0 0 # # .2
P la n n in g
TT -- 2 0 0 # # .22 0 0 # # .2
P la n n in gP la n n in g
T -2 0 0 # # .3
P u r c h a s in g
TT -- 2 0 0 # # .32 0 0 # # .3
P u r c h a s in gP u r c h a s in g
T -2 0 0 # # .4
P r o d u c tio n
TT -- 2 0 0 # # .42 0 0 # # .4
P r o d u c tio nP r o d u c tio n
T -2 0 0 # # .5
A s s e m b ly
TT -- 2 0 0 # # .52 0 0 # # .5
A s s e m b lyA s s e m b ly
T -2 0 0 # #
T u r b in e
TT -- 2 0 0 # #2 0 0 # #
T u r b in eT u r b in e
1 2 0 01 2 0 01 2 0 0
4 0 0 04 0 0 04 0 0 01 0 0 01 0 0 01 0 0 0
3 0 0 03 0 0 03 0 0 0
5 0 0 05 0 0 05 0 0 0 6 0 0 06 0 0 06 0 0 0
2 0 0 02 0 0 02 0 0 0 3 1 0 03 1 0 03 1 0 0
1 3 0 01 3 0 01 3 0 0
1 1 0 01 1 0 01 1 0 0
1 4 0 01 4 0 01 4 0 0 1 5 0 01 5 0 01 5 0 0
9 0 x x x x
A c tiv itie sA c tiv itie s
R e la tio n s h ip sR e la tio n s h ip s
A c tiv it y
lis t fo r
W B S e le m e n t
A c tiv it y
lis t fo r
W B S e le m e n t
N e tw o r kN e tw o r k
A c tiv itie s a n d N e tw o r k s : S tr u c tu r e

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• Responsible cost centers
• Cost centers carrying out the project
Project Progress:
You use the planning phase of your project to plan how you want your project to progress. However,
errors in planning or unforeseen events may cause the project to vary from the plan.
The project objective will then only be achieved if project management identifies these variances early on
and takes prompt action to correct them. To this end, project management requires constant access to
current information about:
• Project status : The state of the project at a particular time, as derived from actual
data on costs, dates, and capacities.
• Project progress : The progress of the project towards achieving its goal, as of a
particular time, compared with planning
• Expected project development : How you expect your project do reach
completion. If the actual course of the project varies from the plan at a particular
point in time, you can use key dates and simultaneous schedule updates to
forecast the project's further progress
The Project System provides tools for effective project monitoring, control, and
execution, as follows:
• Progress analysis : Progress analysis is the tool you use to determine planned and
actual project progress values, and to compare the two sets of data. The system
uses the overall planned costs to evaluate the work done, meaning that that
evaluation is not dependent on the costs planned or posted by period. You can
determine the relevant values at any time or as part of the period-end closing work
that you plan in the Schedule Manager.
• Milestone trend analysis
This is an easy-to-use, effective process for monitoring your project schedule. To this
end, the system evaluates the milestones relevant to project progress at different
reporting times. In the graphical MTA chart you recognize trends and variances
immediately.
• Cost forecast
WBS & Network-Scheduling
Scheduling activities is carried out forwards and backwards. This takes into account constraints,
calculates their earliest/latest dates, and determines the floats. Based on this, you can analyze
the critical activities within the network that helps to optimize it. In addition, actual and forecast
dates will have an impact on the schedule during execution. The system calculates the dates for
an entire project or a portion of the project (subtree) with all associated activities when you
select the scheduling function

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Cost Planning :
Cost planning deals with the costs you expect to incur in connection with your project as it is
executed. Cost planning in the Project System is effected by means of the WBS and networks.
Cost planning has different aims at different stages of the project :
• At the concept and rough planning stage, cost planning acts as the base for an initial
cost estimate.
• At the approval stage, it forms the basis for the budget allocation. During project
execution, you use cost planning to monitor and control cost variances.
As a project is executed, variances occur between the original cost and process planning and the actual
course of the project. Simply shifting activities within floats is enough to change the pattern of costs in the
project. Once the first actual costs have been incurred, you will find it necessary to check and possibly
update the figures for the remaining costs. This is the only way to preserve a base for a realistic cost
forecast during the whole of a project’s life cycle.
The cost forecast is a process you can use to adapt cost planning to constantly changing circumstances.
For the cost to complete, the system determines and values the remaining activities on the basis of the
plan, forecast, and actual values in the network. The resulting figure is arrived at by adding the actual and
commitment costs already incurred in the project to the updated cost to complete.

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 SAP AG 1999
Cost Planning and Budgeting
Approved
Budget
BudgetingBudgeting
Budget
Top-down
distribution
E1E1--13991399
2 E2 E--13991399--11
3 E3 E--13991399--11--11
3 E3 E--13991399--11--22
2 E2 E--13991399--22
..
..
..
O
R
I
G
I
N
A
L
P
L
A
N
D
I
S
T
R
I
B
U
T
E
D
OverallOverall
20002000
20012001
...
...
...
...
Budget
applied for
Cost planningCost planning
Overall plan value
Bottom up
extrapolation
Budgeting :
Unlike cost planning, budgeting involves actually allocating funds for projects and their
work packages.
The investment program is used to budget the investment project, and the budget
values are then distributed within the project.
The budget differs from the cost plan in that it is binding. It is the device by which
management approves the anticipated development of project costs over a given
period of time.
Standard structures
By defining standard projects and networks you can standardize project management in your
company by referring back to data that has been derived from existing projects.
Standardization is one method of ensuring in the initial phase that projects are structured
efficiently and economically.

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A further advantage of standardizing project structures is that it makes the processing of projects
more transparent, enables the comparison of projects and subsequently facilitates project
controlling.
In the Project System there are several different standard structures that you can use as
templates to create operative structures.
• Standard networks for creating networks
• Standard project definitions for creating project definitions
• Standard work breakdown structures for creating work breakdown structures
• Standard milestones for creating milestones in networks
Project Builder
The Project Builder is a user-friendly method of accessing the Project System, which enables you
to edit your projects quickly and efficiently.
Its clear screen structure, split into three, and the ease with which you can use it, combine to
provide you with a comfortable working environment that facilitates your daily work in the
Project System. It also provides you with an overview of all the projects that interest you.
Context sensitive menus, Drag & Drop, and the capability to define your own worklist and
templates pool, further accelerate your work with projects.
The Project Builder integrates all the application-specific functions necessary for processing your
projects:
• It contains almost the entire functionality of structure planning, and is the basis for all
planning steps in a project. It thus facilitates consistent project coordination and
execution.
• You schedule projects in the project planning board, which you can call up directly from
the Project Builder.
• All the editing transactions for work breakdown structures and networks can be
executed in the Project Builder. In the Project Builder, you can process WBS structures
and networks individually or integrated in other structures
In the Project Builder
You can create, change or display all project structure data in one transaction
All the overview and detail screens from structure planning are available. You
can also go to
Graphic views (hierarchy and network graphic)
The project planning board with all its overviews (capacity, costs,
component, and maintenance order overviews)

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You can define a user-specific worklist and a user-specific templates pool, which
you can then use to process your projects.
The hierarchy of your current project is displayed in a separate screen area, while
you are editing it.

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Project planning board
The project planning board has a central position in the Project System. It simplifies planning and
controlling projects. The project planning board allows integrated processing of your project,
giving you a graphic overview of the project objects. In the graphic interface you can create,
edit and evaluate all the data for a project. You can change the appearance of the project
planning board to suit your individual needs and taste.
With the project planning board
• You obtain an overview about the hierarchy and progress of your project
• You can see interrelationships in the organization and the schedule.
• You can access all the important data in your project, and for example
o Calculate costs
o Plan and check dates
o Plan and schedule resources
o Define and distribute work
o Level capacities
o Make assignments

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Material procurement
Use this component to plan and monitor the material requirements and costs in projects, to control the
flow of materials and for scheduling. Material forms a link from a project to Sales, Materials Management
(Purchasing and Inventory Management), and Production Planning and Control.
Via the assignment of material components to network activities, you determine the assemblies and raw
materials that must be reserved or ordered for a project and trigger procurement via MRP or purchasing
If you assign components that are procured directly to a network activity, the system generates a
purchase requisition for the material. A purchase requisition is an internal document that defines the
requirements of a material or a service. This document authorizes the purchasing department to procure
the material in the quantity specified for the specified date.

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Material components in networks can be managed in different stocks. Depending on the network and the
settings entered in the material master, you can use the following different types of stock:
• Plant stock
This material is managed in general stock. It is not assigned to any particular sales order or
project.
• Sales order stock
• Project Stock
Viewed from material requirements planning, projects can have their own stock.
Valuated project stock is, in which every material in stock is managed on a both a quantity basis and a
value basis. The monetary value of each quantity of material is calculated separately.
Project Information System
The Project Information System is a flexible, comprehensive information system you can use to monitor
and control your project data. You can evaluate individual projects, partial projects, or multiple projects.
The system includes overview reports and reports offering various degrees of detail. The Project
Information System is designed to meet the needs of both project management and ordinary project
personnel.
In the information system, graphics are generally grouped into two categories: PS-Graphics and SAP
Business Graphic.
You can call up the following graphics:
PS Graphics
• Structure graphic
• Work breakdown structure graphic
• Network structure graphic
• Gantt chart : you can view the project schedule
Business Graphics
• Portfolio graphic
• Period drilldown
• Histogram
• Totals curve
• Correlation
• ABC analysis
• Classification
• Segmenting

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2 GLOSSARY OF TERMS USED IN THIS TRAINING PROGRAM
PROJECT CODE
The Project Code in SAP Project system for Balco is based on the following codification:
Project ID :
First two digits are based on the project executing agency (e.g. Smelter & Power)
CP/000-XX-XX-XX-XX-XX BALCO 540 MW Captive Power Plant
SM/000-XX-XX-XX-XX-XX BALCO Smelter Project
Third character is a separator ‘/ ‘
Numeric part is to be used for running project number.
Alphanumeric part is to be used for coding WBS hierarchy
The subsequent coding mask follows logic as explained below:
000 Project serial number.
XX 1st Level of the WBS element - Major work packages (e.g. EPC,NEPC for Power Project)
XX 2nd level of the WBS element : Major Work packages based on person responsible
(e.g. under EPC -- Boiler, Turbine, BOP, Electrical, C&I)
XX 3rd level WBS Element for further breakdown of the Major Work packages
XX 4th level WBS Element for further breakdown of the structure
XX 5th level WBS Element for breakdown of the structure
PROJECT PROFILE
The project profile contains default values and other control parameters such as the planning method for
dates and costs.
In case of BALCO, select Z000002 (BALCO capital projects)
PROJECT TYPES:
The following Project types have been decided in BALCO :
01 Civil
02 Mechanical
03 Electrical
04 Instrumentation

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05 Others
The project type does not influence program control or screen selection. You can use the
project type as a filtering criterion in the information system.
PERSONS RESPONSIBLE FOR BALCO PROJECTS
Enter the name of the persons responsible (Transaction code OPS6) for reporting purpose
COMPANY CODE, PLANT & STORAGE LOCATIONS
The following have been decided :
A separate company code for the Project : 3000
Plant :
For Smelter : Plant 3001
Storage locations : Based on the packages
For Power : Plant 3002
Storage locations : Based on the packages
PS : Project System
WBS : Work Breakdown Structure
AUC : Asset under construction
PROJECT STATUS :
A project is not a static object. It has it own life cycle that begins when it is created and
continues till completion. During this period various business transactions change the project. For
instance you plan tasks, post costs and perform settlements.
Each project passes through various system statuses. One of which is always set. For example,
• Created
In this status you cannot, for instance, make actual postings.
• Released
In this status virtually all business transactions are permitted. In this status you can assign
costs
In Released status you can create new WBS elements and change the project hierarchy.
The status is passed on to subordinate WBS elements
Technically Completed
You use this status for WBS elements that are completed from a technical point of view,
but where you still expect costs to accrue. The prerequisite is ‘Created’ or ‘Released’
status must have been set.

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In status Technically completed, you can create new subordinate WBS elements (with a
warning). The status is passed on to subordinate WBS elements.
The status allows
o You from assigning networks, production orders or CO orders to the WBS element.
o You to post actual costs
o You to transfer actual costs
You can cancel the Technically completed status. In this case the system sets the
Released status.
Closed Status
You use this status for a work breakdown structure or WBS element that has been
completed from both a logistic and an accounting point of view.
Prerequisite : You can only set the Closed status, if the project definition or the WBS
element have either the Released or the Technically completed status.
In the Closed status you can no longer make any changes to the project hierarchy. The
status is passed on to subordinate WBS elements.
The status allows you to post actual costs to orders and networks that are assigned to the
WBS element, as long as their status permit this
The status prohibits
• You from assigning networks, production orders or CO orders to the WBS element.
• You from posting actual costs to the WBS element
The status deactivates assets in construction that are assigned to the WBS element.
You can cancel the Closed status. In this case the system sets the Technically completed status
In BALCO, the system has been configured to raise purchase requisition automatically once the
WBS elements & Networks are released.

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3. BUSINESS PROCESS SCOPE FOR SAP PROJECT SYSTEM
5.1 Identification of the Project :
Project Definition ( e.g. Smelter Project & Power project)
Type & descriptions of the project
5.2 Planning the Project
Project schedule
Identification of project elements
Subdividing the project into various WBS elements
Identify the cost & duration estimate at each level
Identify the network & activities
Resource requirements
Budget estimate to be approved by Management
5.3 Budgeting
Cost planning (CAPEX planning)
Requested Budget
Approved budget (CAPEX approval)
Budget distribution to lower WBS elements
Check budget against actual
5.4 Procurement of Materials / services
Float enquiries
Obtain quotations
Compare quotations
Raise Contract / Purchase Orders
Approve Purchase Orders
5.5 Inventory management
Goods receipt of project stock
Inspection

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Return of defective goods
Monitoring of physical stock
5.6 Cenvat availment
Posting into RG23C Part1 at the time of Goods receipt
Posting into Rg23 C Part II for cenvat availment
5.7 Bill processing / Invoice Verification
Online invoice verification
Payment of Customs duty / CV Duty to Customs Authorities for import purchase
orders ( for imported capital items for Smelter & Power projects)
Cash discounts
Subsequent payments / recoveries
Entering invoices with foreign currencies
5.8 Scheduling of the project
Project scheduling
WBS scheduling
Network scheduling
Basic dates, forecast dates, actual dates
Forward scheduling, backward scheduling
5.9 Project progress analysis
Project progress analysis – planned percentage of completion
Milestone trend analysis
Degree of processing

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4. PROCESS FLOW
SAP TranCode Process / Purpose Description of the process in SAP
Project Initiation
CJ20N Create Project Create a new project, assigning the project
number manually or by allowing R/3 to assign
and available number. When a project is to be
created, the R/3 system will assign a project
number that is unique, you may assign a
number manually as long as the desired
project number is unique within the R/3 system
CJ20N Create Topmost WBS
element
Create topmost WBS element
CJ20N Extend WBS Extend WBS to as per decomposition of scheme
based on asset details.
Project structure in terms of estimate items and
WBS hierarchy created as per scheme
decomposition
CJ20N Make changes in WBS
elements
Make changes or edits to an existing project.
Once a project has been created and resides
in the R/3 system, it may become necessary to
make changes to the project structure or to
individual WBS elements, descriptions, etc. An
existing project may need to be changed for
several reasons. The project may have WBS
elements that need to be added, removed,
modified or edited. The R/3 system allows
changes to be saved.
CJ40 Carry out rough cut cost
planning Version 1
Cost planning done for the WBS Elements.
Change an overall Project plan at the annual
or WBS element level. The manager of a new
or existing project has a need to plan
expected costs on an annual overview or WBS
element overview on a project.
CJ40 Change the WBS cost Once a project cost is approved, change the
WBS cost based on the project cost
CJ30 Distribute Budget Distribute Budget from Topmost WBS element
to lower WBS elements as required.
CJ20N /CN21/
CN22
Add project details Add project details in terms of activities,
materials, services and relationships
CJ20N / CN21 Create Activities Create Internal / External activities & assign
materials to it.

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Release Project
CJ02 / CJ20N Release Project Change system status of Project to Released
CN22 / CJ20N Release Network Change system status of All the networks to
Released
Creation of AUC (Asset Under
Contruction)
AS01 Create AUC Create AUC for identified WBS elements
CJ02 Maintain Settlement Rule Maintain settlement rule for Asset level WBS
elements
CJB2 Copy Settlement rules Copy settlement rule to lower WBS elements
Procurement
Cycle (Domestic)
ME21N Create Purchase Order
(PO)
MIGO Create Goods Receipt Create GR and update Excise Invoice details
J1IB Post Excise Invoice Post the excise invoice into RG23C PartII for
cenvat availment (if any)
MIRO Invoice Verification Invoice verification for payment to the
Vendors
Period end
closing
CJ88 Carry out settlement CJ88 was used to settle the cost from network
to WBS . Network cost was settled to WBS
CJ88 Carry out mass
settlement for WBS
elements
Project Closure
CJ02 Change system status of
project to technically
complete
System status TECO for all WBS elements
CN22 Change System status of
Networks technically
complete
System status TECO for all Activities
CJ02 Change system status of
Project to Close
System status CLSD for all WBS elements
CN22 Change system status of
Networks to Close
System status CLSD for all Activities

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5. ROLE 1 : CREATE PROJECT DEFINITION AND WBS STRUCTURES
Menupath : SAP-> Logistics-> Project System -> Project -> Project Builder
Transaction Code : CJ20N Alternative Transaction code : CJ01
CLICK ON CREATE-> NEW -> PROJECT -> ENTER START VALUE -> FIND NEXT OPEN NO.
Enter Project definition : Say Balco Smelter Project
Enter Project Profile : Balco SMELTER Capital Projects OR Balco POWER Capital Projects
CJ20N
Click on
Create
Click
on
find

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Enter Person responsible and applicant number
Enter the start date and finish date
You can enter project details as a Long text
Create TOP WBS element using the Drag & Drop facility with the same no. ( Project definition
number) Enter the respective Basic start & finish dates.
Please note that there can be only one WBS element at level 1.
Save the project. Again open the project to add further WBS elements.

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Based on hierarchy diagram please enter levels and code as follows along with description
Please ensure to mark planning element (PE) indicator

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Level WBS Element Description Planning Element (PE) Project Type
Incase you want to change level of some WBS element within given hierarchy structure then use
following steps:
Select WBS element whose level is to be changed.
Form menu bar select Edit Object Level up for higher level.
Form menu bar select Edit Object Level down for lower level.
In case you want to insert some blank lines within WBS hierarchy to enter new WBS elements then
use following steps.
Select the WBS element below which you want to insert lines.
Select Insert icon from bottom of screen. OR
From menu bar select Edit Object Insert.

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6. ROLE 2 : CREATE NETWORK AND ACTIVITIES
USE TRANSACTION CJ20N TO CREATE THE NETWORK AND ACTIVITIES
Using Drag & drop again, you can create network.
Alternative transaction Code : CN21
Select SAP Logistics Project Systems Special Maintenance Functions->Network
Use this procedure to create the Network.
Network profile BALCO Network profile
Network type PS02
Plant 3001 for smelter and 3002 for power
MRP controller 001
Std network Blank
Network Blank
Enter.
The system takes user to Network Create : Header data screen.
Network : Network for SM/001 (WBS Element number)
Go to Assignments Tab.
Project def.
WBS Element

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Go to Activity Overview Icon (or F7).
Enter.
The system takes user to Create : Network : Basic Data overview (Basic Dates).
Go to Totals Tab.
Activity Type Description WBS Element
10 Service Civil L&T SM/001-11-11
20 Service Structural L&T SM/001-11-12
30 Service Civil GDCL SM/001-11-13
40 Service Structural GDCL SM/001-11-14
50 External Pots & Structures SM/001-11-2
60 External Alumina Handling System SM/001-11-3
70 External Bus Bars SM/001-11-4
Enter.
The system takes user to Service specifications Outline : Ext. Specs for task list
Short text : Civil L&T
Qty : 1
Unit : EA
Gross Price : 95,000
Network

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Enter.
Back.
Next the system takes User to activity – Excavation
Short text : Excavation
Qty : 20
Unit : D
Gross Price : 750
Enter.
Back.
Next the system takes user to Activity Detail data (Basic) for : J & PJ Series Foundation
Amount : 3500
Cost Element :
For attaching materials , Keep cursor on External Activity : Supply of xxxxxx Components.
Click on Material Components.
Search Material.Using F4.
Select Material
Reqmt Qty : 10
Save.
The network is saved and system issues a message “Network no. xxxxxxx is being created”.
Now, the network has been created. To change the network use t-code : CN22.
Network : xxxxxxx Enter.
System takes user to Network change : Header data.
Go to Network Icon (Ctrl+F8).
Connect (Ctrl+F6)
Link Activity 10 to Activity 20 using (FS).
Activity 10 to Activity 30 using (FS)
Activity 30 to Activity 70 using (SS)
Activity 60 to Activity 70 using (FF)

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Align Network (Ctrl+F7).
System takes user to Confirm Operation window. See that Radio button is on Adjust Complete
graph.
Double Click on Activity 10. Give Normal Duration – 10 days.
Activity 20 Planned Dely Time – 75
Activity 30 Normal Duration – 105
Activity 40 Normal duration – 75
Activity 50 Planned dely time – 30
Activity 60 Planned dely time – 15
Activity 70 Planned dely time – 45.
Edit Functions Schedule.(Ctrl+F8)
Save.
The network is displayed
Note that Critical Path activities are shown in red. Activity having slack are shown in blue.
Save.
Constraint :
Activity 60 should start in next Financial Year.
Go To Activity . In Dates Tab , Under Constraints give
Start : Must start on
Date : 01.04.2004
The system ensures that activity 60 starts only on 01.04.2004

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7 ROLE 3 : UPDATE PLANNED COST AND BUDGET
Transaction code : CJ40
SAP-> Logistics -> Project System -> Financials -> Planning -> Costs in WBS -> Overall values - >
Change –CJ40
Update the planned cost (planned cash outgo - year wise ) for each WBS element
In BALCO, we are using this menu for updating the planned cash outflow.
This will help to compare ‚Planned cash outgo’ with actual expenses using various reports
Project definition : SM/001
Version : 1
It is vital that version “0” is not used for planning .
Go to Annual Overview (F2).
Overall Rs. 500000000
2003 350000000
2004 150000000

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Then enter WBS element wise planned costs for the year & overall.
Enter.
Check for Errors (Icon).
System message issued “Check complete : No errors detected”.
Save. The system posts a document and message issued “Document 00000000xx posted”.
CHANGE / UPDATE BUDGET
TRANSACTION CODE : CJ30
Use this procedure to distribute budget from topmost WBS element to the lower WBS elements
The budget distribution to the top most WBS must be successfully done. This requires extensive planning
on paper regarding phasing
MENUPATH : Select SAP Accounting Project System Financials Budgeting Original
Budget Change
Project definition : Blank
WBS Element : SM/001
The system takes user to Change Original Budget : WBS Element Overview.
The display on the screen is :
Project def : SM/001
Budget
Level WBS Element Overall (INR) Planned Total (INR)
1 SM/001 500000000
2 SM/001-11
3 SM/001-11-1
3 SM/001-11-11
2 SM/001-11-12
3 SM/001-11-13
Go to Views Plan Total in CO Area Currency.
Enter.
System takes user to Version Window.
Against Version .Use search (F4).
Display only with Versions ? Enter on Yes.
Tick the version displayed.
The data gete modified and the planned total for lower WBS elements are displayed as shown
below.

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Budget
1 SM/001 500000000 500000000
2 SM/001-11 250000000
3 SM/001-11-1 150000000
3 SM/001-11-11 50000000
2 SM/001-11-12 50000000
3 SM/001-11-13 50000000
Now , Edit Select Select All.
Edit Copy View.
Enter.
In the Copy View window ensure that
Percentage : 100
Radio Button Should be on Overwrite.
Continue or F5.
The display changes as:
Budget
1 SM/001 500000000 500000000
2 SM/001-11 250000000 250000000
3 SM/001-11-1 150000000 150000000
3 SM/001-11-11 50000000 50000000
2 SM/001-11-12 50000000 50000000
3 SM/001-11-13 50000000 50000000
Save (or Ctrl+S).
System message issued : “Document 01000000xx posted”.

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8 ROLE 4 : PROJECT RELEASE FOR EXECUTION
TRANSACTION CODE : CJ02 , CN22
This requires extensive planning on paper regarding phasing
Use the following menu path(s) to begin this transaction:
→ Select SAP Logistics Project Systems Special Maintenance Functions Work
Breakdown Structure (WBS) Change
Select SAP Logistics Project Systems Special Maintenance Functions Network
Change
System takes User to Change Project : Initial Screen
Project definition : SM/001
WBS Element : Blank
Enter.
System takes user to Change Project : WBS Element Overview. Here the WBS elements are
displayed.
Select top most WBS Element. Highlight.
Go to Menu Bar . Edit Status Release.
Save.
System Message issued : “Project SM/001 is being changed”.
To see the status of the Project. After saving , use T-code CJ02 .
Go to Basic data tab. The status is displayed as follows:
Level WBS Element System Status
1 SM/001 REL BUDG AVAC
2 SM/001-11 REL BUDG AVAC SETC
3 SM/001-11-1 REL BUDG AVAC NTUP SETC
3 SM/001-11-11 REL BUDG AVAC SETC
2 SM/001-11-12 REL BUDG AVAC SETC
3 SM/001-11-13 REL BUDG AVAC NTUP SETC
It may be seen that System Status is shown as “REL” meaning project has been released.
Now , the network has to be released.
Use t-code CN22.
System takes User to Change : Network : Initial Screen.
To search the Network. Use drop down. Go to “Search networks by Project Definition”. Indicate
your Project definition “SM/001”.
Enter.

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Select the Network indicated.
Enter.
System takes User to Network Change : Header data.
Against the Scheduling Tab , see Status.
System Status shown as : ACAS CRTD MANC PRC.
To see the meaning of above , Click on System / User status Icon (Symbol I ). Enter.
Against System Status the following is displayed.
ACAS Activity account assign
CRTD Created
MANC Mat.availability not checked
NTUP Dates are not updated
This indicates the status of network.
To release the network Go to
Edit Status Release.(Ctrl + Shift + F12)
Enter. The system prompts user to enter following against the activities.
Purchasing org POBA
Purch. group Select from dropdown list
Material grp Select from dropdown list
Requisitioner 123456
Unit of measure for Act Qty EA
For material component
Purchasing org POBA
Requisitioner 123456
This is to be done for External as well as Service Activities.
Save. System makes changes in the network.
Now again release the network.
Save . System Message issued “Network xxxxxxxxxxx released”.
System Status : REL Released
SAVE
System message issued “Network XXXXXXX is being changed”.
Now the Network has been successfully released.
After release , the status of the project may be shown using t-code CJ20N.

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9 ROLE 5 : CREATION OF ASSET UNDER CONSTRUCTION (AUC) AND SETTLEMENT RULE
TRANSACTION CODE : AS01
SAP Accounting Financial Accounting Fixed Assets Create Asset
Asset Class 39000 CWIP Plant and Machinery
Company code 3000 For both Power and smelter
Number of similar assets 1
Asset Blank
Sub Number Blank
Company Code Blank
Post Capitalisation No Tick
Enter.
Go to general Tab.
Under General data,
Enter Description : Equipments,Anode Rodding
Enter WBS Element No. In the field Inventory number
System copies under asset main no. text : Equipments,Anode Rodding
Enter the following business area (in time dependant tab)
Leave all other fields blank.
Under Time dependent Tab.
Enter Business area : 3100 for Power, 3200 for Smelter
Cost Center : Select Appropriate. 3100 for Smelter, 3200 for Power
Under Deprec. Areas
B1 Book deprec.
Under Allocations Tab
Asset super number : SMELTER / POWER ( NON DEPRECIABLE ASSET )
Save.
System message Issued : “The asset 8000X is created”.
Similarly, you can create as many assets for your project as required.

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One of the most important functions of the asset class is to establish the connection between the asset
master records and the corresponding accounts in the general ledger in Financial Accounting.
SETTLEMENT RULE
Costs and revenues are collected in projects only temporarily. They are settled to one or more receivers
as part of period-end processing.
Settlement is the process where the actual costs incurred for a WBS element, network, or activity are
allocated, in whole or in part, to one or more receivers. In the process, offset entries crediting the project
are generated automatically. The debit postings remain in the receivers after settlement. You can display
them in the information system. The settled costs are recorded in the relevant receiver, and you can
evaluate them in reporting.
You settle individual objects in the project to the higher-level WBS element first. This then settles the
costs collected to the external receiver.
Note : Do not use multi-level settlement for the phased roll-up of values within the project hierarchy.
Failure to do this may lead to incorrect cost figures being displayed for the higher-level WBS element in
the Project Information System. The structure overview and hierarchy reports take due account of internal
settlements. To ensure consistent reporting, note the following:
• You must always settle WBS elements to the element directly above them in the hierarchy.
• You must always settle orders, suborders, networks, and activities to the relevant WBS element.
• Do not move the settled objects.

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MAINTAIN ASSET LEVEL WBS ELEMENTS
Transaction code : CJ02
Use this procedure to maintain asset level WBS elements using AUCs created for the Project
Perform this procedure when AUCs have been created
Select SAP Logistics Project Systems Special Maintenance Functions WBS Change
WBS Element : SM/001
Enter.
System takes user to Change Project : WBS Element Overview. Select WBS element at Level 2. i.e.
SM/001-01
Go to Settlement Rule (Soft switch).
System takes user to Maintain Settlement Rule: Overview.
Cat : FXA (Asset)
Settlement Receiver : Enter the CWIP Asset No. Created ( Note : This can be searched using
drop down.
% - 100
Settlement type : PER ( Periodic Settlement)
No. : 1
Next Click on the other Level-2 WBS element namely SM/001-02
Go to Settlement Rule (Soft switch).
System takes user to Maintain Settlement Rule: Overview.
Cat : FXA (Asset)
Settlement Receiver : xxxxxxxxx ( Note : This can be searched using drop down.
% - 100
Settlement type : PER ( Periodic Settlement)
No. : 1
Save.
System message issued “Project SM/001 is being changed”.

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COPY SETTLEMENT RULE TO LOWER WBS ELEMENTS
TRANSACTION CODE : CJB2
Use this procedure to copy settlement rules to lower WBS elements .
→ Select SAP Logistics Project Systems Special Maintenance Functions WBS
Change
The system takes user to Generate settlement rules.
Note that Settlement rule has to be done separately for each asset level AUC.
WBS Element : SM/001-01 ( Say for Building for Pot Room)
Tick With Hierarchy.
Period : 9 (December )
Fiscal Year : 2003
Tick Test Run.
Tick Detailed Lists.
Execute (F8).
Remove Tick against Test Run and Execute (F8).
The system gives following information :-
Basic list
WBS element SM/001-01 Building for Pot Room
With complete hierarcXy
Controlling area 1000 BALCO Controlling Area
Period 9
Fiscal year 2003
Function Execute
Processing status Production run
Processing completed without errors
Processing category No. Of objects
Processed xx
Now, the process has to be repeated for other asset level WBS
WBS Element : SM/001-02 ( Say for Civil Work)
Tick With Hierarchy.

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Period : 9
Fiscal Year : 2003
Tick Test Run.
Tick Detailed Lists.
Execute (F8).
Remove Tick against Test Run and Execute (F8).

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10 ROLE 6 : MATERIAL CYCLE : GOODS RECEIPT AND INVOICE VERIFICATION
Local Procurement Cycle
(A) Create Purchase Order
The system will create a Purchase requisition immediately after the release of a Network and
WBS Element. PR will not be created automatically unless the WBS elements are released.
Use transaction code CJ20N
Go to the external activity
Identify the Purchase Requisition (PR) (Copy thro’ Ctrl C ) for materials
Use transaction code ME21N
Enter the PR number in the line item . Press enter
Enter the Vendor Code, Plant,
Go to the item level , go to invoice tab, enter the Tax Code (P0 – for No ED &
Sales Tax), P1 to P9 for other excisable materials where different sales taxes are
applicable
Go to item level, conditions tab,enter the PO condition types required like
freight,insurance
Enter the Purchasing Organisation –POBA
Enter Purchasing Group
Enter Company Code = 3000
Purchase requisition no.

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Save. System will generate a PURCHASE ORDER NUMBER
Note :
(1) If the budget is not available, system will not allow you to raise PO.
(2) For the availment of cenvat credit , material is required to be updated in the PO
andtax code should be P1 to P9. Moreover, the CIN master tables (J1ID) are required
to be updated
(3) Tax code P0 should be used only when there is no ED and Sales tax
(B) CREATE GOODS RECEIPT
TRANSACTION CODE : MIGO
Steps
1) Enter the PO Number
2) Enter the Quantity received and delivery note quantity
3) Tick the item /s OK in the item level check box
4) Enter the Delivery note No. (Invoice No.)
5) Enter Excise Invoice No. & date
6) Check the Excise Base value and excise duty if the item is excisable
7) Ensure that ‚ONLY CAPTURE EXCISE INVOICE’ is selected at the header level
Enter Purchase Requsition No. here

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(8) The Excise Tab will come only when the item is cenvatable
(9) SAVE
System will generate a GR Number. Note this GR no. In the invoice.
(c) CENVAT AVAILMENT
Prerequisites :
In CIN Master (J1ID), the following are to be maintained
(i) Chapter ID
(ii) Material Chapter ID combination
(iii) Cenvat determination
(iv) Vendor Excise Details
This is a one time activity

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TRANSACTION CODE : J1ILN
SAP-> J1ILN -> Indirect taxes -> Procurement -> Incoming excise invoice -> J1IEX_P
Select option -> POST. Enter the Internal Document no.
To know the internal document no., use Transaction code J1I7
System will automatically display all the information. Check the Excise duty as per the invoice.
Post the document using (Shift+F8) or the post CENVAT button.
Before posting, you can check the entry by clicking on the button ‘Simulate CENVAT’
System will show the RG23 Part II Serial number.
Note : In case of projects, as per the present Cenvat Rule, 50% cenvat will be taken on receipt
of material. Balance 50% will be available in the next financial year. For this a report / transaction
is available to view & post the balance 50% cenvat credit in the next financial year
Transaction Code : J2I8
To know the cenvat availed against a Purchase order, use the report J1I7 (Part II posted)
(D) INVOICE VERIFICATION
Transaction code : MIRO
Enter the Delivery Note No. (Invoice No. )
Or, alternatively use PO No.
Enter Invoice date

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Enter the Baseline date (due date for payment)
Enter the Business area
Tick the Calculate tax
Tax code (say P1) should be same as in the header level
Enter the amount to be payable to the vendor (as mentioned in the invoice)
The balance will be shown as zero with the grreen light on
Simulate to see the accounting entry
Click on the post (save) button
System will generate an Internal Invoice Verification no.
Note : System will show the error message in the following cases:
(1) Quality check not done if Quality inspection is active
(2) Amount payable is not matching (balance not zero)
(3) Tax Code at the header level not matching with item level
(4) RG23 Part II Posting not done

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GOODS ISSUE ( FOR STOCK ITEMS )
STEPS INVOLVED :
1. Use Transaction code MIGO
2. Select Goods Issue , Reservation
3. Enter the reservation number ( From Network, CJ20N)
4. Select the item as OK & Quantity to be issued
5. Ensure that automatically the movement type is 281 Q
6. System will show the status as green if the stock is available. Otherwise it will be red.
7. Post the Document

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IMPORT PROCUREMENT CYCLE
1. Create Purchase Order – ME21N
a. In the Item conditions enter the Gross Price , ‘YEPC’ for EPCG
b. Change the vendor for YEPC to ‘Customs’
c. Enter Tax Code ‘P0’
c.d. Add other charges – Like Insurance (In case it is not paid to the main
vendor, change the vendor).
2. Make Down Payment to the Customs – F-48
a. In the selection screen enter the vendor code, bank account no. and special G/L
indicator (A).
b. Enter amount, which you want to deposit to customs.
d.c. Post the doc.
3. Make down payment to the main vendor – F-48
a. Same as above
4. Invoice Verification for payment to Customs Authorities (EPCG payment) – MIRO
a. In the selection screen enter the PO no. and select ‘Planned Delivery cost’
b. Enter the currency as ‘INR’
b.c. Select EPCG – Enter the quantity and amount paid to Customs in INR.
c.d. Simulate and post.
6.5.Goods Receipt – MIGO
a. Movement type = 101.
b. Enter the PO No.,
c. Enter the Bill of Entry No. & Date (in the vendor’s excise inv field).
c.d. Select ‘Only Capture Excise Invoice’
e. Change the BED(Basic Excise duty amount if required)
f. Enter the quantity received
g. Enter the Storage location
d.h. Check & Post the document.

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7.6.Verify / Post the Excise Invoice created – J1IEX
a. Enter the excise invoice no. created.
b. Verify the amount and quantity.
c. Post the document.
d. Check the accounting document.
8.7.Invoice Verification for the main vendor – MIRO
a. In the selection screen enter the PO no. and select ‘Goods / Service Items +
Planned Delivery cost’
b. Select Items and any other charges paid to the main vendor – Enter the quantity
and amount.
c. Simulate and post.
10.8. Check vendor balance – Fbl1n
a. Select the special / GL indicator in the selection screen.
b. See the vendor balances for main vendor and customs.

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11.9. Down Payment clearing for Customs – F-44
a. In the selection screen enter the vendor code and Special GL indicator (A).
b. Select the items to be adjusted against the down payment (double click on the
items to select)
c. Post the document.
12.10. Down Payment clearing for the main vendor – F-44
a. Same as above.

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PROCUREMENT OF SERVICES
 S A P A G 2001
E x tern al S ervice s M an ag e m e n t
P u rch a se o rd er
m o n ito rin g
P u rc h ase o rd er
h an d lin g
P u rch as e
req u isitio n
In vo ic e
verificatio n
A c cep tan ce o f
s ervices p e rfo rm ed
E xten sio n o f
se rvice
s p ecifica tio n s
B id in vita tio n
V en d o r
s electio n
E n try o f
services p e rfo rm ed
Invoice
??____
P O
E n try o f
q u o tatio n
S ervic e
activitie s
S ervic e
activitie s
P O
STEPS INVOLVED:
1. Create Purchase Requisition : In CJ20N , against a particular Network, assign a service
activity.
2. Enter the material Group & Purchasing Group
3. System will go to the next screen : Maintain Service Specifications
4. Enter the Requsitioner’s no. & tracking no. ( any number to identify)
5. Save
6. System will generate a Purchase Requsition no. If the activity status is release enabled.
The Purchase requisition will have the following :
(a) Account Assignment category ‚N’ (NETWORK)
(b) No material no. Is assigned
(c) In Account assignment, the network no. & activity no. is updated
7. Display the PR using transaction code ME53N
8. You can create request for Quotation (Transaction Code ME41)
9. Maintain the Quotation (Transaction code ME47 )
10. Compare the prices ( Transaction Code ME49 )

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11. Create Purchase Order using ME21N and using the same Purchase Requisition for
services
Please Ensure that in the GR/IR Tab, it is ‚Service based IV’
12. Enter the service entry sheet Transaction code (ML81N)
This is equivalent to GR (MIGO) in normal material cycle. As such, Network release is MUST
for Service Entry Sheet.
(a) Enter the Service PO Number
(b) Click on the button Create Entry Sheet
(c) Click on Service Selection button
(d) Click on the line item to select
(e) Click on adopt services
(f) Change the quantity if required
(g) Accept the Service Entry Sheet
(h) Save
System will generate the following message : Service entry sheet saved, acceptance document
XXXXXXXXXXXXX posted
13. Create Invoice Verification for payment to the Vendor
(a) Enter PO Number
(b) Select `Goods + Service items & Planned Delivery Cost’
(c) Enter Invoice date
(d) Enter baseline date (payment date) in the payment tab
(e) Enter ‚Business area’ in the details tab
(f) Enter the amount payable
(g) If balance is zero (with green signal), POST (save) the invoice
(h) Note down the invoice verification no.

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ACCOUNTING ENTRIES FOR MATERIALS CYCLE
SAP GL A/c DR CR
1(a) Goods Receipt
if it is a stock item Inventory GR/IR (liablity A/c)
if it is a non stock item CWIP/asset/Expense GR/IR (liablity A/c)
(b) At the time of issue CWIP/asset/Expense Inventory
For stock items
2 Cenvat availment RG Part 2 Cenvat clearing A/c
3 Invoice Verification GR/IR (liablity A/c) Vendor
for Original Vendor Cenvat clearing A/c
4 For Freight / 3rd party
payments Inventory GR/IR Freight Clearing A/c
5 Payment through Bank Vendor Bank A/c
6 Services Execution CWIP/ Expense GR/IR (liablity A/c)
Service Entry Sheet
e.g. Civil Erection
7 Services Invoice Verification GR/IR (liablity A/c) Vendor a/c

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11 ROLE 7 : CARRY OUT INVIDUAL / MASS SETTLEMENT OF NETWORK AND WBS
Period end closing
TRANSACTION CODE : CJ88 Individual Processing
Perform this procedure when the costs have been booked in the Networks WBS element. These
costs have to be settled to the respective AUC. It will be done by Finance department of
BALCO.
Prerequisites : AUC should have been created and the settlement rule for the WBS elements
should have been defined. There should be costs booked to the project.
Menu path : Use the following menu path(s) to begin this transaction:
Select SAP Accounting Project System Financials Period end closing Singles functions
Settlement Individual Processing
If system prompts for Controlling Area. Enter 1000
Enter.
The following screen appears:
Actual Settlement – Project/WBS element/Network
Project Definition Blank
WBS Element Blank
Network Network No.
With HierarchyDo not Tick
Include Orders Tick
Enter the following :
Settlement Period Period of cost accumulation (09 for December)
Posting period Period for posting the settlement (09 for December)
Fiscal Year 2003
Processing Type Automatic
Test Run Put tick for the first time
Detail List To be ticked always
Check trans data Do not tick
Execute (F8)
Actual Settlement – Project/WBS element/Network Basic List
The settlement report is displayed.

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Important points to be checked:
Settlement executed- No of objects settled.
Error- No of objects which could not be settled due to some errors.
Processing Mode- Test run/ Update run.
Press Enter (Go to Detail list)
Actual Settlement – Project/WBS element/Network Detail List
Check all the senders and receivers.
Repeat the procedure by removing the tick from the Test Run Mode.
Once all the Networks are settled, then as a next step, settle all the WBS elements.

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MASS SETTLEMENT
Alternatively the settlement can be done as follows:
1st STEP for NETWORKS
(a) Create a variant using Transaction code CJ8V for Networks
(b) Save
(c) Enter CJ8G. Enter the variant name
(d) Execute
Please ensure that all the settlement rules are properly defined.
2nd STEP for WBS Elements
(e) Create a variant using Transaction code CJ8V for WBS elements
(f) Save
(g) Enter CJ8G. Enter the variant name
(h) Execute

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12 ROLE 8 : COMPLETED BLOCK AND PROJECT CLOSURE
CONFIRM ALL ACTIVITIES USING TRANSACTION CODE : CN25
The system suggests the start and finish dates for the selected activity. Actual starting date may
be earlier than suggested. The actual start and finish dates for the activities are entered.
YOU CAN ENTER A DEGREE OF PROCESSING AS A PERCENTAGE AGAINST PROCESSING
PERCENTAGE
Prerequisites : The activities have been created and the network has been released
In the Create Network Confirmation : Initial screen, following data needs to be entered
Network Xxxxxxxx number
Activity
BLANK
Element Blank
Capacity cat. Blank
Split number Blank
Confirmation Blank
To search Network number press F4 to search the Network Number. Go to Network by Project
Definition. Against Project definition give your Project No. “SM/001”. Network Number is
indicated as “xxxxxx” . Copy.
Enter.
The system takes user to Create Network confirmation: Activity Overview and following table is
displayed.
For example
Activity Shrt Text Plant System Status
0010 Drgs & Technical Specs (Int) 3001 REL SETC
0020 Civil Foundation for BALCO (Ext) 3001 REL SETC
0030 Supply of SMELTER Furnace & Components (Int) 3001 REL SETC
0040 Cooling Water System - Turnkey (Serv) 3001 REL SETC
0050 Erection of Alumium Fce (Ext) 3001 REL SETC
0060 Commission & PG Trials (Serv) 3001 REL SETC
0070 Insurance / Security charges (GCA) 3001 REL SETC

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Position Cursor on Activity 00030. Highlight this activity. Double Click or Actual data icon (F8).
Enter.
The system takes user to Create Network Confirmation: Actual data.
Note that under Activity the following data is shown:
Activity Start Finish
Early.sched 23.03.03 06.07.03
Latest.sched 23.03.03 06.07.03
Actual Blank Blank
Under Confirm, enter
Actual 15.07.03 20.08.03
Processing Percentage – Enter 100 %.
Put Tick in Final Config.
Enter.
A tick appears indicating that confirmation is created against this activity.
Enter.
Save.
System message issued “Confirmation of network XXXXXXX saved”.
To see the Status of the activity using T-code CN23.
The status may be seen under System Status as :
STAT TEXT
MCNF Manually confirm
PCNF Partially confir
REL Released
SETC Settlement rule.
Similarly, for activity 0060 give
Actual date – 15.07.03 Finish date – 12.08.03
Processing % - 100
Enter.

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System message “The new or changed confirmation was copied”.
Save.
COMPLETED BLOCK :
STEPS
(1) Using transaction code CJ02, change user status to PTU for all relevant WBS elements
(2) Create main Fixed Assets using Transaction code AS01
(3) Create settlement rule with AUCs with relevant Fixed Assets as receivers
Transaction Code AIAB
(4) Carry out settlement for AUC Transaction Code AIBU
AIAB
AIBU

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PROJECT CLOSURE
STEPS
(1) Change system status of Project to Technically Complete (TECO)
Transaction Code : CJ02
(2) Change system status of all the Networks to Technically complete (TECO)
(3) Change System status of Project to Close

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13 ROLE 9 : PROJECT CONFIRMATION
 S A P A G 1 9 9 9
In d iv id u a l a n d C o lle c tiv e C o n firm a tio n
-
D e ta il s c re e n :
A c tu a l w o rk (a c t./fc s t)
D e g re e o f p ro c e s sin g
A c tiv ity typ e
In d iv .c o n firm a tio nIn d iv .c o n firm a tio n
T h e S tru c tu re In fo rm a tio n S ys te mT h e S tru c tu re In fo rm a tio n S ys te m C o n firm a tio n w o rk flo wC o n firm a tio n w o rk flo w
N e tw o rk
9 0 2 1 53
9 0 2 1 53
A c t.
1 0 0 0
1 2 0 0
S ta rt
1 0 .0 4 .0 0
1 5 .0 4 .0 0
F in is h
2 0 .0 4 .0 0
2 0 .0 4 .0 0
W o rk
1 4 3
8 7
In d iv id u a l
c o n firm a tio n c a n b e c a rrie d o u t d ire c tly
in th e P ro je c t B u ild e r o r
th e p ro je c t p la n n in g b o a rd
4 .6
C o lle c tiv e c o n firm a tio nC o lle c tiv e c o n firm a tio n
TRANSACTION CODE : CJ25
Use this procedure to confirm WBS actual dates
The system suggests the start and finish dates for the selected activity. Actual starting date may
be earlier than suggested. The actual start and finish dates for the activities are entered
You can enter a degree of processing as a Percentage against Processing Percentage.
Pre requisites : The activities have been created and the network has been released. This
requires extensive planning on paper regarding phasing.
Menu path : Use the following menu path(s) to begin this transaction:
Select SAP Accounting Project System Dates Change WBS dates
In the screen Change scheduling time: Actual dates
Enter
Project def. SM/001
WBS Element
blank
Under Selection, Put Tick in With Activities.

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The system goes to Change Time Scheduling: Actual Dates.
Level WBS Element Act Start date Act Finish Date Ac Cn
1 SM/001 23.11.2003
2 SM/001-1 Tick
3 SM/001-2 Tick
Note that Indicator Ac: Activities exist for WBS element has been ticked for WBS Elements
Select WBS Element SM/001-1
Go to Edit Reconcile Dates Determine actual dates.
On doing this it may be seen that a tick appears against Cn – “When this indicator is set, you can
enter an actual finish date for the WBS element. The WBS element gets the status "final
confirmation".

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Note that all the activities within the selected WBS element are confirmed i.e. Percentage – 100
% and Final Confirmation tick has been put.
In this case since finish date is not picked, go and see the activities attached to WBS element
SM/001-1 and check using t-code CN23.
It may be seen that all activities under WBS Element SM/001-1 have been confirmed.
The status appears as :
Level WBS Element Act Start date Act Finish Date Dur Ac Cn
2 SM/001-2 23.11.03 28.11.03 6 Tick Tick.
Edit Reconcile Dates Extrapolate.
Note that this will be possible only after activities under WBS Element SM/001-1 have to be
confirmed.
Now, Go to t-code CN25 and confirm for activities other activities
See the status against t-code CN23.
Note :
1) From the above it may be seen that dates of subordinate WBS element are picked up into the
superior WBS element.
2) Start date for superior WBS element is earliest actual date from among the earliest actual
date of lower WBS element.
3) Finish date for superior WBS element is copied only if all lower WBS elements have actual
dates. Finish date for superior WBS element is latest date from among all lower WBS elements.
COLLECTIVE CONFIRMATIONS CN27

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14 ROLE 10 : PROJECT SCHEDULING
Where do you Maintain Dates in the Project System?
Dates in the Project Definition
In the project definition you enter the outline dates (start and finish dates) for the whole project.
Dates in the Work Breakdown Structure (WBS)
As soon as you create WBS elements, you can start planning dates for them. In rough-cut planning, you
specify dates for WBS elements that are binding for more detailed planning. You can use this rough-cut
planning as a starting point for more detailed planning at network level. You can use several functions in
date planning to compare, reconcile, or calculate dates at a later point in time.
In the Project System, you can plan with lists or with different graphical views. You can start date
scheduling as follows:
• In the individual transactions for WBS scheduling by choosing Logistics → Project System →
Dates and the relevant transaction.
• In Structure Planning
• In the Project Planning Board
Dates in Networks
The system calculates dates in Network Scheduling. You can enter network dates in the network
maintenance transactions or change them in the Gantt chart or the project planning board.
How is Scheduling Carried out in the Project System?
Scheduling the Work Breakdown Structure
The system calculates the dates for an entire project or a portion of the project (subtree) with all
associated activities when you select the scheduling function.
Network Scheduling
Scheduling determines the earliest and latest start and finish dates for carrying out activities in the
network and calculates the required capacity requirements as well as the slack time or "floats".
Scheduling the Overall Network
In overall network scheduling, the system schedules all networks which are linked with relationships.
Project Scheduling
In project scheduling you can schedule the project with all assigned activities, as in WBS scheduling.
Additionally you can decide whether just networks are scheduled or whether service and maintenance
orders are also scheduled.

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Different dates
There are different types of dates in the Project System. In order to distinguish between planning and
execution in all phases of a project, it is necessary to clearly define different types of dates.
Use
The following types of dates are available in the Project System:
Basic and Forecast Dates
Basic dates are the dates that have a binding character for time scheduling and for other related areas
such as capacity planning.
Forecast dates are dates that you expect based on more detailed planning or on changes during the
course of the project. Forecast dates have no influence on reservations, purchase requisitions, or current
capacity requirements.
You can enter basic and forecast dates for WBS elements and activities. In networks, you can also
forecast values for the work as well as for the dates.
You are free to decide which type of date you use for planning and scheduling. You can schedule a
network using the forecast dates, for example, or you can copy the forecast dates into the basic dates in
the WBS or activity and then use them as the basis for further planning.
Actual dates:
Actual dates provide you with information on the state of the project. You enter them manually in the WBS
elements or the system calculates them using confirmation data.
Scheduled Dates
Scheduled dates are the start and finish dates of activities calculated by the system in scheduling. For
WBS elements the scheduled dates are determined from the scheduled dates of the activities that are
assigned to the WBS element.
Earliest and Latest Dates
Earliest and latest dates are calculated in network scheduling and tell you the earliest or latest data that
an activity must start or finish on.
Constraints
Time constraints prescribe the start and/or finish dates of the activity. When you schedule a network, the
system takes the constraints on the start and finish dates and times that you specified into account.
In the graphic you can see which types of dates are supported by which project object

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Scheduling scenario
There are basically three methods that you can use for scheduling projects. Top-down and Bottom-up are
predefined scenarios, whose parameters are determined by the system. These parameters cannot be
changed. If you choose one of these scenarios, the system uses these pre-defined parameters for
scheduling in all stages of the project. You do not have to edit or check the scheduling parameters. In
contrast to this, you edit all the scheduling parameters yourself in Free scheduling.
• Top-Down Scenario
The dates for scheduling are passed down from the project definition, to the WBS elements, and to the
activities. The dates of the activities must be within the dates of the WBS element to which they are
assigned. Similarly the dates of the WBS elements must be within the dates of the superior WBS element.
All the dates in the project must within the period formed by the basic dates of the project definition.
• Bottom-Up Scenario
In this case the dates are passed on from the bottom of the hierarchy to the top. The dates for activities,
determined in scheduling; are checked against the dates of the WBS element to which the activities are
assigned to see if the planning period defined by the dates of the WBS element include all dates from the
activities. If this is not the case, the start date, the finish date, or both dates of the superior WBS element
is changed. This is repeated up the WBS hierarchy to the project definition.
If a WBS element does not have other WBS elements or activities assigned to it, the system uses the
basic dates of the WBS element as scheduled dates.
• Free Scheduling
You can set up the scheduling parameters as you like. You make these settings in the Scheduling
parameters for activities section of the Scheduling tab page.

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Scheduling Method for WBS Structure
You must specify planning methods for planning using both basic and forecast dates. This only refers to
the work breakdown structure and not to the activities:
With top-down planning , you plan the dates starting from the highest WBS element in the project
hierarchy. The dates in the subordinate WBS elements must be within the dates of the higher-level WBS
elements.
With bottom-up planning , you plan the dates starting from the subordinate WBS elements. The start and
finish dates of subordinate WBS elements and then passed on up (independently of each other), if they
are outside the planning period of the superior WBS element.
With strict bottom-up planning, you specify that the dates from the subordinate WBS elements
determine the dates for the superior WBS elements. If you have already entered planned dates for
superior WBS elements, the system deletes and recalculates them based on the dates of the subordinate
WBS elements.
In open planning, you plan dates without hierarchical dependencies. You can also check and extrapolate
the dates.
Scheduling Parameters for Activities
Function What You Should Know
WBS scheduling profile The system displays the pre-defined scheduling profile from the
project profile.
Scheduling type Determines which scheduling is taken into account first (forwards,
backwards, current date etc.)
If you have set the Adjust basic dates indicator and are using
forwards scheduling, the subsequent backwards scheduling starts
at the scheduled finish date. Similarly , in the case of backwards
scheduling the scheduled start date is used for the subsequent
forwards scheduling. If you do not set the Adjust basic dates
indicator the two scheduling runs occur independently of another,
starting at the basic start and the basic finish dates. In this case
you must have maintained both the basic start and basic finish
dates.
Scheduling method • WBS determines dates
In the case of forwards scheduling the earliest start date of the
activities (or in the case of backward scheduling the latest finish
date) is determined by the basic dates of the WBS element to
which the activities are assigned.
• Network determines dates
In the case of forwards scheduling the earliest start date of the
activities (or in the case of backward scheduling the latest finish
date) is determined by the basic dates of the network header.

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Maximum reduction level Determines the maximum level used to reduce the lead time so that
the project can be completed on time.
Start in past Determines the number of days that the basic start date is allowed
to be in the past.
Adjust basic dates Specifies that in the case of scheduling based on activity dates
(bottom-up scenario), the scheduled dates from the activities
overwrite the basic dates of the WBS element.
Shift order Specifies that, in the case of partially confirmed activities, the actual
dates that have already been confirmed are not taken into account,
if the activity is scheduled again.
Latest staging Specifies how the requirements date for a component should lie in
relationship to the dates of the activity. Set the indicator for
• Components with a positive requirements quantity and the
requirements date is the latest start date for the activity.
• Components with a negative requirements quantity and the
requirements date is the latest start finish date for the
activity.
Automatic log Specifies that the scheduling log is automatically displayed after
each scheduling run.
Automatic scheduling Specifies that the system automatically schedules the network or
project, when you save it and you have made changes that affect
scheduling.

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Scheduling Functions
Use
The following table presents the general functions available in dates scheduling. You can call them up in
all dates scheduling transactions by clicking on the relevant icon or in the Edit menu.
The functions are valid for all sets of dates. If the function is inactive, that means it is not
valid for that particular set of dates.
Features
Function Icon/Menu Path What You Should Know
Schedule
Choose or Edit →
Schedule
You start WBS scheduling.
Shift Dates Choose Edit → Shift dates →
• Shift project
• Shift subtree or
• Shift WBS element
You can enter a new start or finish date
for a project, a sub tree or a WBS
element.
You can use the shift dates function for
both basic and forecast dates, regardless
of planning method.
Comparing Dates
Choose or Edit →
Compare dates
Use the compare dates function to
compare the various types, for example
basic dates with forecast dates.
You can use the Compare dates function
for all sets of dates regardless of
planning method.
Choose Edit → Reconcile dates
→
Reconciling Dates
• Copy scheduled dates
The scheduled dates from network
scheduling are copied to the WBS
elements as basic or forecast dates.

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• Copy top-down
You can transfer the dates from one
WBS element to all subordinate WBS
elements.
You can carry out this function for all sets
of dates, regardless of planning method.
• Extrapolate dates
You can transfer the dates from one
WBS element to all superior WBS
elements, if these higher-level WBS
elements do not yet have any dates.
You can carry out this function for all sets
of dates, regardless of planning method.
• Transfer forecast dates
to basic dates or
• Transfer basic dates to
forecast
The basic dates are transferred to the
forecast dates and vice versa.
Choose Edit → Check dates →
• Within WBS
The system checks whether the basic or
forecast dates of the WBS element lie
within the time frame of the superior
WBS elements.
• Activity dates for WBS
element
The system checks whether the basic or
forecast dates of the activities lie within
the time frame of the WBS element to
which they are assigned.
• Scheduled dates in
project structure
The system checks whether the
scheduled dates of the WBS element lie
within the time frame of the superior
WBS elements.
• Final confirmation WBS
element
Makes a final confirmation for the
selected WBS element.
Checking Dates
For actual dates, you can only use the Final confirmation WBS function in the
Check Dates menu entry.
The system does not check whether the dates lie within the framework of the
project definition.

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You can also change dates in the project planning board.. To do so, in the graphic move
the date bar for the relevant WBS element or activity.
Entry of Actual Dates
Use
To keep control over your schedule efficiently, you can compare your basic dates with the actual dates,
that means, you are comparing your planned dates with the actual dates or the anticipated completion
dates.
Prerequisites
Whether you can enter actual start and finish dates for a WBS element, depends on
• Whether the WBS element has been further described using activities
• Whether you have already entered actual dates for subordinate WBS elements.
WBS Elements Without Activities
• You can always enter the actual start.
• You can only enter the actual finish, if all the subordinate WBS element already have an actual
finish.
WBS Elements With Activities
• You can only maintain the actual start, if all the activities that are assigned to the WBS element
have the status "Partially Released" or "Released".
• You can only enter the actual finish if all subordinate WBS elements already have an actual finish
and all activities for this WBS element have the system status "final confirmation".
To see if you can enter an actual finish dates for a WBS element, call up the actual date overview
and check whether the indicator PR has been set.
Entering Actual Dates
1. Choose Logistics/Accounting → Project System → Dates → Change WBS dates.
2. Enter the relevant data on the initial screen and then choose Enter.
The work breakdown structure is displayed.
3. Enter the actual dates in the corresponding fields in the table..
4. Save your data by choosing Project → Save.
You can also enter actual dates in the project planning board. Alternatively, if you are on the tab page for
basic or forecast dates you can go to the Actual dates tab page

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Copying Actual Dates from Confirmations to WBS Elements
Use
You can copy actual dates from activity confirmations to the superior WBS elements and use these dates
as provisional actual start and finish dates.
Procedure
1. Choose Logistics/Accounting → Project System → Dates → Change WBS dates.
2. Enter a project definition or a WBS element.
3. Choose Edit → Reconcile dates → Determine actual dates.
Result
The provisional actual start or finish dates are copied to the corresponding fields in the table area.
Scheduling the Work Breakdown Structure
Use
You can schedule a project or a sub-hierarchy of the project with all activities assigned to it.
• The WBS element basic dates are used as the basic dates for scheduling the activities
(presuming you have set the WBS determines dates indicator.
• If a network has activities, which are not all assigned to the same WBS element, the system
treats these activities as external networks in scheduling.
Procedure
1. In SAP Easy Access choose Logistics → Project System → Dates → Change basic dates.
The initial screen for WBS scheduling appears on which you enter the relevant data.
What do you want to do? Action
Maintain dates for the whole project Enter the project definition.
Maintain dates for a sub hierarchy or a WBS
element
Enter the WBS element.
Select all the activities assigned to the WBS
elements
Set the With activities indicator.
2. Choose Actual dates.
If there is not a basic start date for activities or WBS elements, a dialog box is displayed.

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4. Choose the relevant tab page for the set of dates you want to maintain. Edit the dates.
5. Choose Enter.
Errors in scheduling are displayed in the error log.
5. Choose . All dates in the project are saved.
You can display an overall overview of all the dates in WBS scheduling by choosing
Extras → Log → Old/new date overview.

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Network Scheduling
Use
Scheduling determines the earliest and latest start and finish dates for carrying out activities in the
network and calculates the required capacity requirements as well as the slack time or "floats".
Features
What is Scheduled?
The following are scheduled:
• Activities
• Relationships
When is Scheduling Carried Out?
A network is scheduled:
• If you create a network.
• If you call up the schedule function.
• When you save the network, depending on whether you have set the Schedule automat. indicator
in the network header.
If you release the network, the indicator is set automatically and the network is scheduled each
time you save it.
• If you have made a change relevant to scheduling - for example, changed a duration in the
activity or a relationship - and then have saved the network. This function depends on the settings
you made in the scheduling parameters (Schedule automat. indicator).
If you make changes in the network which are relevant to scheduling, the system automatically
sets the status "Dates are not updated" (NTUP).
Which Set of Dates is Used in Scheduling?
In the network, you can enter basic and forecast data for dates, duration, units, constraints and work.
For scheduling, you specify in the network header, with which set of dates scheduling is to be carried out.
In network maintenance choose Edit → Settings → Set of dates and then either Basic or Forecast. In the
project planning board choose Settings → Options, in the dialog screen the Planning board node and on
the Settings tab page the relevant set of dates.
• If you create a new network, the default is always the basic dates.
• If you are working with an existing network, the set of dates with which it was last scheduled is
always displayed.

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Scheduling Results
The system determines the following dates:
• The scheduled start and scheduled finish of the network.
• The earliest start and earliest finish (earliest dates) and the latest start and latest finish (latest
dates) of the activities.
• The earliest and latest dates of the relationships.
• The reduction level used to reduce the duration in the network.
• The slack time called "floats" (total float and free float) of the activities.
• The capacity requirements for the activities.
How Is a Network Scheduled?
A network is always scheduled forwards and backwards.
• Forward scheduling calculates the earliest start and finish dates of activities (earliest dates) and
the scheduled finish date of the network. All activities without predecessors in the network are the
starting activities. The date from which scheduling starts is the basic start date from the network
header or the scheduled start date from backward scheduling, if no basic start date is specified.
• Backward scheduling calculates the latest start and finish dates of activities (latest dates) and
the scheduled start date of the network. All activities without successors in the network are the
target activities. The date from which scheduling starts is the basic finish date from the network
header or the scheduled finish date from forward scheduling, if no basic finish date is specified.
With the Scheduling Type in the network header, you determine whether the network is first scheduled
forwards or backwards.
The graphic shows you how a network is scheduled. In the following example the network is first
scheduled forwards, a basic start date has been entered in the network header. The basic start date from
the network header is the earliest start date for the start activity (activity 10). The system uses this date to
calculate all earliest start and finish dates.
The network is subsequently scheduled backwards. The system starts scheduling from the latest end
date in activity 40 (scheduled finish). The system uses this date to calculate all latest start and finish
dates.

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Scheduling Types
Definition
The following types of scheduling are used in the Project System for scheduling networks:
Forward Scheduling
If you have specified forward scheduling in the network header as the schedule type, you must also
specify the basic start date of the network.
The system starts from the basic start date and schedules forward in time to calculate the earliest dates of
the activities and the scheduled finish first. Then it calculates the latest dates of activities and the
scheduled start of the network.
If you have also specified a basic finish date in addition to the basic start date in the network header, the
system uses the basic finish date as the starting point for backward scheduling.
Backward Scheduling
If you have specified backward scheduling as the scheduling type in the network header, you must enter
the basic finish date of the network.
The system starts from the basic finish date and schedules backward in time to calculate the latest dates
of activities and the scheduled start. Then it calculates the earliest dates of activities and the scheduled
finish of the network.
If you also enter a basic finish date in addition to the basic start date in the network header, the system
uses the basic start date as the starting point for forward scheduling.
Current Date Scheduling
With scheduling to current date, you can see whether the network can be completed by a certain date. In
this method, the system uses the basic finish dates and schedules the network backwards and then
starting with the current date, schedules forwards.
You can use the floats in the activities to determine how many days you still have or are short to make the
finish date.
Floats
Definition
Floats provide information on the slack time available for individual activities. You can use the floats
calculated during scheduling in capacity leveling for example, to shift activities between the earliest and
latest dates or to extend the duration

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Total Float
The total float is the time interval in which an activity, starting from its earliest dates can be shifted out into
the future without the latest dates of its successors or the basic finish date of the network being affected.
The total float can be smaller than, greater than or equal to zero (total float = latest finish - earliest finish).
If the earliest and latest dates of an activity fall on the same day, the total float is zero.
Activities with the smallest total float are called "critical".
The critical path is the path through the network in which the activities and their relationships are ordered
so that the total float is minimum. The critical path is in general the longest way to carry out the
network.

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Free Float
The free float is the time interval in which an activity, starting from the earliest dates, can be shifted out
into the future without the earliest dates of its successors or the basic finish date of the network being
affected.
The free float cannot be smaller than zero or larger than the total float. The system first calculates the
earliest start date for all successors of the activity and subtracts the offset of the relationship. The
smallest of these dates subtracting the earliest start date of an activity, determines the free float.
Scheduling of Finally/Partially Confirmed Activities
Features
If you schedule a network that has activities with final and partial confirmations, the system schedules as
follows.
• For partially confirmed activities, the earliest start date is replaced by the actual start date from
the confirmation.
The earliest finish date is equal to the actual start date plus the forecast processing time. If you
have entered a forecast finish date in the confirmation, scheduling takes the forecast finish date
as the earliest finish date. If neither a forecast duration nor a forecast finish date exists, the
system then proceeds from the planned duration (basic dates) and adds it to the actual start date.
For the latest start and finish dates, the activities from the start date of the successor are
scheduled backwards so that the floats can be calculated for the activity.
If you set the Shift network indicator in the scheduling parameters, you determine whether the
actual dates of partially confirmed activities are taken into account. The system schedules using
the remaining duration of the activities and starts with the earliest start date of the activities that it
has calculated.
• For activities with final confirmation, the actual dates determine whether earliest or latest dates
are used for the activities. The actual dates you have entered are taken into account when
scheduling the predecessors and the successors.
Scheduling the Overall Network
Definition
In a complex project, different networks can exist for substructures. The dependencies in a project can
make the activities in one network dependent on the completion of activities in another network. You can
use the function for scheduling the entire network to take these dependencies into account during the
calculation of dates.
In overall network scheduling, the system then schedules all networks that are linked with relationships.

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Procedure
In the SAP Easy Access menu choose Logistics → Project System → Dates → Overall network
scheduling.
Enter the network that is to be scheduled.
1. Select the set of dates by choosing Basic dates or Forecast.
2. Enter the necessary start or finish date.
3. Choose Execute.
4. On the initial screen for overall network scheduling you can determine the scheduling type
(backwards/forwards) and whether service/maintenance orders are taken into account.
5. In the info line, you receive a message that scheduling has been successfully carried out and that
there is a log. With this log you receive information, warning or error messages.

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15 ADVANTAGES OF PS SYSTEM
• Projects will be monitored on a real-time basis. This reduces the frequency of reviews
required for the projects plans in BALCO.
• Central repository of projects will be available.
• Accountability of project owners / project managers at BALCO.
• The actual effort spent for the project can be tracked. Historical data on projects can thus
be used for project sizing.
• Progress analysis can be done, which can give the percentage of completion at each
stage of the project. The tasks can be tracked vis-à-vis the planned schedules
• Availability of cost breakup based on expense groups.
• Due to the availability of data on planned and actual costs, these can be tracked vis-à-vis
the budget
• Project costs vis a vis budget can be tracked on a real time basis.
• Transparency of Project Data across Enterprise Functions like Finance, Commercial, cost
etc.
• Analysis of projects from any location.

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16 REPORTING CONSIDERATIONS
There are several standard reports on SAP, which have been created to meet varied
requirements. It is envisaged that SAP standard reports should cater for most reporting
requirements. SAP standard reports are flexible in terms of selection criteria and outputs,
enabling users to choose from a range of selection criteria.
The reports shown in this section will be further refined during the Realization phase, along with
a more detailed mapping to the SAP standard reports and the various SAP reporting options.
The following reports are the SAP reports that have been identified as per the requirements for
the Plan Projects process:
The standard SAP Project System reports include reports offering different degrees of detail,
summarizations, and views of current data, version data, and archive data for:
• Structures
• Controlling
• Progress
• Resources
• Material
The following table will help you decide which report type is best for you in each case:
To: Choose:
Analyze operative or organizational data from different
viewpoints, bearing your project structure in mind
The structure reports in technical project
reports
Obtain detailed information on selected objects, such as
WBS elements, activities, or confirmations
The appropriate individual overview in
technical project reports
View a hierarchical overview of your cost and payment
data
Hierarchy Reports: Costs, Revenues, and
Payments
Evaluate detailed information at cost element level
(example: reconciliation reports)
Cost Element Reports.
Trace the origin of your costs at document level CO line item reports

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View detailed information at area level on, for example,
purchase orders or capacities
Reports on Resources
View information on the progress of your project The reports described in Evaluating Project
Progress
View information on claims relating to your projects The reports described in Evaluating Claims
Evaluate project data, summarized, per different
viewpoints
Project summarization
Obtain information on the materials situation in your
projects
Reports on Project Materials
SOME USEFUL REPORTS
PROJECT MANAGEMENT
REPORT TRANSACTION ID DESCRIPTION
CN41 Structure Overview
CN42N Project Definitions
CN43N WBS Elements
CN46N Networks
CN47N Activities
CN49N Relationships
CN53N Milestones
CNMT Milestone Trend Analysis
CNE5 Structure Overview
S_ALR_87015124 Project Hierarchy
S_ALR_87015125 Details

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PROJECT MATERIALS MANAGEMENT
CN52N - Material Components
MD04 - Stock/Requirements
ME5J Purchase Requisitions - For Projects
ME5K - For Account Assignment
ME2J PO - For Projects
ME2K PO - For Account Assignment
MBBS - Valuated Project Stock
MB03 Display GRN
ME23N Display Purchase Orders
ME2L Display PO by Vendors
ME2M Display PO by Materials
ME2S PO Planned Actual comparison
MSRV3 PO - By Service
ML84 List of service Entry Sheets
ME53N Display Purchase Requisitions
MB51 List of material Documents
MR51 Accounting Documents for materials
MBLB Stock with subcontractor
MB5S List of GR IR Balances
MIR4 Display Invoices
MIR6 INVOICE OVERVIEW
J1I7 List of cases Cenvat availed
S_ALR_87012105 List of Down Payments Open On Key Date -
Vendors
S_ALR_87012078 VENDORS - Due Date Analysis for Open Items
S_ALR_87012103 List of Vendor Line Items
S_P99_41000099 Payment List
S_ALR_87012277 G/L Account Balances

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PROJECT FINANCIALS : REPORTS
S_ALR_87013531 Costs/Revenues/Expenditures/Receipts
S_ALR_87013533 Plan/Actual/Commitment/Rem.Plan/Assigned
S_ALR_87013536 - Plan/Actual/Down Payment as Expense
S_ALR_87013537 - Commitment Detail
S_ALR_87100185 - Actual Costs for Each Month (Current Fiscal
Year)
S_ALR_87100186 - Planned Costs for Each Month (Current Fiscal
Year)
S_ALR_87100190 - Plan/Actual/Variance for Each Project and
Person Responsible
S_ALR_87100188 - Cumulated Actual Costs
S_ALR_87013556 - Funds Overview
S_ALR_87013558 Budget/Actual/Commitment/Rem
Plan/Assigned
S_ALR_87013559 Budget/Distributed/Plan/Distributed
S_ALR_87100191 - Receipts/Expenditures in Fiscal Year
S_ALR_87013573 - Receipts/Expenditures for All Fiscal Years
S_ALR_87013575 - Plan/Actual/Commt
S_ALR_87013574 - Expenditures
CJIA - Actual Payments/Payment Commitments
CJIB - Planned Payments
AW01N Asset Explorer
S_ALR_87011963 by Asset Number
S_ALR_87011964 by Asset Class
S_ALR_87011967 by Plant

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