Project ManagerStructure Navy ERP Instructor-Led Training
Course Agenda • Overview of Training • Introduction to Project Manager • Structure • Date Planning • Plan Capacities • Plan External Services • Plan: Make or Buy Goods • Cost Planning • Project Budgeting • Project Release • Rescheduling and Actual Date Entry • Materials Procurement and Material Processing
Course Agenda (Cont.) • Project Monitoring and Controlling • Project Completion and Closing • Reporting Project Results • Internal Project Initiation • Course Summary
Lesson Objectives This lesson is intended to provide participants with the skills to create, change, and display projects, networks/subnetworks, WBS elements, activities, activity elements, and milestones. Upon completion of this lesson, participants should be able to: Create a project structure either free form or by copying an existing project or template Change the project structure Create and change project milestones Execute Structure Overview reports
Lesson Objectives (Cont.) Upon completion of this lesson, participants should be able to: Understand the key differences between the six Navy project types: Direct Projects Budget Structures Capital Projects (CPP) Overhead Projects (Statistical) Overhead Projects (Non-Statistical) Service Center Projects Create and change document info records for project system documents
Course Focus (1 of 3) This course focuses on the highlighted sections of the process flow.
Navy ERP Transactions This lesson will address the following Navy ERP transactions: Free Form Project CJ20N Copy Operative Project CJ20N Copy Standard Project CJ20N Change Project WBS Network CJ20N Create Document CV01N Change Document CV02N Milestone CJ20N Structure Overview Reports CN41 Budget Structure CJ20N Direct Project CJ20N CPP Project CJ20N Statistical Overhead Project CJ20N
Navy ERP Transactions (Cont.) This lesson will address the following Navy ERP transactions: Overhead (Non-Statistical) Project CJ20N Service Center Project CJ20N
Terminology • Project • A business undertaking involving a predetermined goal to achieve with prescribed funds and operating resources, to an agreed level of quality, and by a particular date. • Project Definition • The framework of data that is binding to the entire project. • WBS Element • A deliverable-oriented project element which organizes and defines the scope of the project, and describes tasks or subtasks in the project to perform within a defined time period. • WBS elements exist in a hierarchy with each descending level representing an increasingly detailed definition of a project component.
Terminology (Cont.) • Network • A work package that describes detailed tasks. • Network Activity • A task in a work package, or network, that is planned for and executed. • Each activity has a unique network activity number. • Activities are classified as internal, external, or general cost. • Activity Element • A project object subordinate to a network activity. Activity elements inherit start and finish dates from the parent network activity. • It is also known as a sub-operation.
Terminology (Cont.) • Subnetwork • A network that replaces a network activity and only covers a portion of the project. It is linked to other subnetworks in the same project and they are used in large projects. • Milestone • An activity that has no duration and is commonly used to mark a start, stop, or interdependency hand-off.
Business Rules Projects are required to plan for and execute Navy funding – direct appropriation, FMS, reimbursable, direct cite, CPP, and overhead. Projects can be created free-form, by copying from an existing project, or by copying from existing WBS element or network standard templates. Standard templates are optional and are defined locally. Each type of project has a unique set of Business Rules which will be discussed separately in each section. Chargeable objects must be at the lowest level of the project hierarchy.
Project Hierarchy This diagram illustrates how PS assigns accounting and logistics elements when defining the project structure. Accounting elements are shown in the right tree and Logistics elements are shown in the left tree.
Free Form Project Use transaction CJ20N to create a free form project. Free-form means creating a project along with its associated WBS elements, networks, activities/elements, subnetworks, and milestones from scratch without copying from an operative or standard project. Before beginning, obtain: • Project Definition • Project Name • Person Responsible • Company Code • Business Area • Plant • Project Profile • Cost Center • Project Category • WBS Elements • Networks • Activities
Exercise Free Form Project (CJ20N)
Copy Operative Project Perform Copy Operative Project, transaction CJ20N, to create a new project by copying an existing project. The process will copy the project structure to create a new project with an identical structure to the copied project. The process will copy the following: WBS elements, networks/subnetworks, activities, activity elements, relationships, dates, network planning, milestones, master data, PS text. This process will NOT copy the following: Fields on the Navy Data tabs, PM orders, system and user statuses, WBS element planning values, budget values, costs – commitments, obligations, actuals, earned values. The master data will be copied along with the project.
Copy Operative Project (Cont.) A new project number must be assigned for every new project, and the new project number will be used in all of the WBS element numbers. New network numbers will also be assigned. Before beginning, obtain: • Project Definition • Project Name • Person Responsible • Company Code • Business Area • Plant • Project Profile • Cost Center • Project Category • WBS Elements • Networks • Activities
Exercise Copy Operative Project (CJ20N)
Copy Standard Project • Perform Copy Standard Project, transaction CJ20N, to create a project by copying a Standard (template) WBS and a Standard (template) network. • New projects copied from templates can be created with single or multiple WBS elements, networks, and network activities. • Standard projects and networks are comprised of a set of predetermined activities and must be created and maintained locally for each plant. • Standard projects can be created once and may be copied in whole or in select parts. • Standard milestones can be copied in order to create operative milestones within a project.
Copy Standard Project (cont.) Before beginning, obtain: Standard WBS, Network, and/or Milestone Templates Project Definition Project Name Person Responsible Company Code Business Area Plant Project Profile Cost Center Project Category WBS Elements Networks Activities
Exercise Copy Standard Project (CJ20N)
Change Project WBS Network Perform Change Project WBS Network, transaction CJ20N, to make changes to an existing project structure. This process occurs after the project structure has been created, and the user needs to make additional changes to the structure. Changes to the project structure should be minimized after the objects are funded, otherwise this may cause inconsistencies in data. However, new items may be added to a project structure without risk. Before beginning, obtain: Project Definition WBS Element Network
Exercise Change Project WBS Network (CJ20N)
Create Document • The Document Management System (DMS) is used to attach an external document to a document within Navy ERP. • When you create a document in Navy ERP, the system creates a document info record (commonly referred to as a “document”) in the Document Management System (DMS) of Navy ERP. External documents can then be uploaded and stored in the document info record, providing the ability to link the stored documents to a Navy ERP project system document. • Note: External documents are stored in the Originals tab and are thus commonly referred to as “original documents”.
Create Document (Cont.) • Use transaction Create Document (CV01N) to create a document info record in Navy ERP and attach (i.e. upload and store) an external document (Word, Excel, Adobe PDF, etc.) to it. • NOTE: The external document must exist before it can be stored in the document info record. External documents are stored using the Originals tab. • This transaction provides the ability to create a link between the stored document and Project Systems projects, networks, and WBS elements within Navy ERP. • NOTE: The document info record can be created in advance of the creation of the project then linked to the project at a later date using the Change Document (CV02N) transaction.
Create Document (Cont.) • The following fields are shown on the Create Document (CV01N) initial screen: • Document: This is the document info record (i.e. “document”) number and is system assigned. It should be left blank for document creation. • Document Type: Should be PJS for all project system documents. • Document Part: This field is used to subdivide a document into several documents. It will default to 000 if left blank. • Document Version: This field is used to represent the different change or delivery status of a document. It will default to 00 if left blank. • The following information is required at a minimum: • Document type
Create Document (Cont.) • The Create Document screen consists of the following four tabs: • Document data: Use to enter basic data for the document. Can also be used in lieu of the Originals tab to attach the external document (using the Originals screen section). • Descriptions: Shows the description from the Document data tab. No entries are required for this tab but it can be used to change the Description field. • Object Links: Use to link the document to a network or WBS element. • Originals: Use to attach (i.e. upload and store) an external document in the document info record.
Create Document (Cont.) The external document must be checked-in ( ) before it is available for viewing by other users. Once checked-in, the system shows the Locked ( ) indicator. • Two options are available for attaching external (i.e. “original”) documents: • Open Original : This is the preferred method as it automatically determines the original application file (i.e. Word, Excel, PDF, etc.) • This method will automatically assign a generic description. However, this can be changed using the Change Attributes button . • Create : User must manually select the original application file.
Change Document • Use transaction Change Document (CV02N) to change a previously created document info record. • This transaction can be used to change the link between a document (Word, Excel, Adobe PDF, etc.) and Navy ERP projects or to change other document info record information. • Changes to documents are not historical. If you change the document stored in the document info record and save, the document as it appeared before the change is no longer available in the Document Management System (DMS). DMS will store the document as it appears after the change. If you want to see both in DMS, you must create a version. • Users may also add additional external (i.e. “original”) documents to an already existing document info record utilizing transaction CV02N. • The following information is required at a minimum: • Document number • Document type
Milestone Use transaction CJ20N to create or change a project milestone. Milestones may be used to track project progress. Milestones may be placed in the project structure subordinate to WBS elements or they may be subordinate to network activities. Before beginning, obtain: Project Definition WBS Element Activity Milestone name Milestone dates
Exercise Milestone (CJ20N)
Structure Overview Reports Use Structure Overview Reports, transaction CN41, to execute a Structure Overview report. Structure overview reports are part of the SAP Information System and provide structure, planning, schedule, execution, cost, and progress information for projects, WBS elements, networks, network activities, and milestones. Field selection allows for customizing the data displayed and, once selected, these user-defined layouts can be saved as variants and readily recalled. All reports can be printed, emailed, and exported into various programs and formats, including MS Excel. Before beginning, obtain: Project Definition WBS Element Network
Simulation Structure Overview Reports (CN41)
Budget Structure Use transaction CJ20N to create, change, and display a Budget Structure. Budget Structures are used to plan for and execute direct appropriation and internal (Navy) direct cite funding. Budget Structures are also required for producing Navy Budget Exhibits. WBS elements in Budget Structures contain Navy custom fields that are required to produce Navy Budget Exhibits. Some of these fields include: Project Unit, Program Element, BLI, etc.
Budget Structure (Cont.) Budget Structure business rules are as follows: Used by Navy Echelon II SYSCOMS Consist of WBS elements only – no network activities Chargeable objects are the lowest-level WBS elements Required to execute direct appropriation and Navy internal direct cite funding “Appropriation” standard WBS templates and budgetary data field population are required in order to produce Navy Budget Exhibits Numbering scheme for project definition is BS-000001 Numbering scheme for WBS elements is BS-000001.XXXXXXXXXXXXXX
Budget Structure (Cont.) Before beginning, obtain: Project Number Start Value—Example BS-000001 Project Title Cost Center Company Code Business Area Plant Responsible Person Appropriation templates (APN1, APN5, WPN, RDT&E, etc.) Navy budgetary data attributes (PE, BLI, project unit, etc.)
Exercise Budget Structure (CJ20N)
Direct Project Use transaction CJ20N to create, change, and display a Direct Project. Direct Projects are used to plan for and execute reimbursable, FMS case, and external direct cite funding. Direct Project business rules are as follows: Used by Echelon II and Echelon III Consist of WBS elements, networks, activities, activity elements, and/or milestones Chargeable objects are network activities or activity elements WBS billing elements are required to accept incoming funding via sales orders – 1 per Business Area at a minimum Multiple sales orders/line items can be assigned to a single WBS billing element
Direct Project (Cont.) Direct Project business rules are as follows (continued): Chargeable network activities/elements must be at the lowest level of the project hierarchy and must be subordinate to the WBS billing element (do not need to be directly subordinate) Direct projects can be assigned to program structures for program-level reporting (optional – locally defined) Numbering scheme for project definition is DR-000001 Numbering scheme for WBS elements is DR-000001.XXXXXXXXXXXXXX
Direct Project (Cont.) Before beginning, obtain: Project Definition Project Name Person Responsible Company Code Business Area Plant Project Profile Cost Center Project Category WBS Element Networks Activities Investment Program ABC ID
Exercise Direct Project (CJ20N)
CPP Project Transaction CJ20N is used to create, change, or display a Capital (CPP) Project. CPP Projects are used to plan for and execute CPP funding. A CPP Project can be created for any combination of Asset Under Construction (AUC) asset classes, depending upon the funding and the complexity of the project. The four asset classes supported by CPP projects are: Software development Minor construction ADPE Non-ADPE
CPP Project (Cont.) Costs posted to network activities will settle, on a monthly basis, to the parent WBS elements. Costs will then settle from the parent WBS elements to the Asset Under Construction (AuC) assigned to the WBS element as a settlement receiver (via Investment Profile assignment). When the asset is complete, costs will settle from the AuC to the Final Asset. This is part of the Navy ERP Acquire to Dispose scenario.
CPP Project (Cont.) CPP business rules are as follows: Used by Echelon III – Working Capital Fund (WCF) Consist of WBS elements, networks, activities, activity elements, and/or milestones Chargeable objects are network activities or activity elements Chargeable network activities/elements must be at the lowest level of the project hierarchy and must be subordinate to the parent WBS element in which the CPP funding is assigned to (do not need to be directly subordinate) Each project must contain at least one unique WBS element for each AUC asset class included in the project The AUC asset class is designated by the Investment Profile entered onto the WBS element. There must be at least one network activity for each AUC asset class included in the project
CPP Project (Cont.) CPP business rules are as follows (continued): Numbering scheme for project definition is CP-000001 Numbering scheme for WBS elements is CP-000001.XXXXXXXXXXXXXX Before beginning, obtain: • Project Definition • Project Name • Person Responsible • Company Code • Business Area • Plant • Project Profile • Cost Center • Project Category • WBS Elements • Networks • Investment Profile/Asset Class • Activities
Exercise CPP Project (CJ20N)
Statistical Overhead Project • Use transaction CJ20N to create, change, and display a Statistical Overhead Project. • Statistical Overhead Projects are used to plan for and track organizational expenditures in a project hierarchical format. • Statistical Overhead business rules are as follows: • Used by Echelon II or III • Consist of statistical WBS elements only – no network activities • Chargeable objects are cost centers and statistical WBS elements – costs are posted directly to a cost center, and they are posted simultaneously to a statistical WBS element for reporting purposes • Numbering scheme for project definition is OG-000001 for G&A overhead or OP-000001 for production overhead • Numbering scheme for WBS elements is OG-000001.XXXXXXXXXXXXXX or OP-000001.XXXXXXXXXXXXXX