Integrated Financial and Capacity Management in RPM

Purpose
This scenario leads you through the process of managing IT projects with RPM with respect to the integrated financial and capacity planning. It starts with the creation of a new initiative and underlying projects, covers financial and capacity planning, the transfer of capacity demand to roles in an assigned operational project in cProjects, the staffing of resources, time confirmation with CATS, the integration of financials back into RPM and the roll up from items to initiatives and buckets for a comprehensive overview. This scenario focuses on the new features provided with release 4.5 of SAP Resource and Portfolio Management. SAP Resource and Portfolio Management is a comprehensive solution designed to improve the execution of complex projects in research & development (R&D) and IT organizations. SAP RPM integrates information from existing project management, human resource, financial, and time tracking systems to provide an overview of the project portfolio, with easy drill down to details for portfolio managers, executives, project managers, resource managers, and employees. SAP RPM pulls and organizes scattered data into a collaborative "dashboard" for project and executive leaders as well as resource managers and team members. By putting more information and advanced tools at their fingertips, SAP RPM helps portfolio managers more effectively choose and execute new sources of revenue. It helps them answer questions such as: Is the project aligned with corporate goals? Are the most skilled employees involved? What are the risks or impact of a delay?

SAP RPM is designed around roles within an organization, ranging from individual contributors on projects through to executive management. Key benefits: Improve productivity by effectively monitoring, analyzing and managing major enterprise projects

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Improve time-to-market by speeding up project delivery cycles for strategic initiatives and get the right resources to the right projects

Reduce project failure rates by identifying and addressing at-risk projects earlier Reduce integration costs by leveraging pre-built integration with FI/CO, HCM and PLM Reduce personnel costs by improving utilization, reduce turnover and associated new-hire costs

System Access Information

This paragraph gives you the generic system access information needed to run this process.

System Landscape

System Landscape, this Process is built in This scenario was built in the IDES Cross-Industrie ECC master and therfore this scenario can be run out of any IDES landscape refreshed from ID3/800. Please see the the Demo@SAP landscape viewer for available systems landscape information. Solution Components used in this Process SAP RPM 4.5 SAP cProjects 4.5 SAP Netweaver 2004S mySAP ERP with Enhancement Pack 3 Please check the currently valid system ids and active clients on the tab strip SYSTEMS of this process in the Demo Database.

Users
Predefined User (Role) IT-PO Password WELCOME Components Portal / RPM/ cProjects

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 Process Flow
1. Planning a. Do Financial and Capacity Planning on Initiative Level b. Do Financial and Capacity Planning on Item Level c. Show integration between Capacity and Financial Planning

d. Detailed task-based demand planning for cProjects roles e. Roll-Up role demand to RPM Capacity Planning f. Do Cost Planning in PS i. ii. iii. iv. Prepare accounting in cProjects Perform calculation Look at the planning results Make additional planning with Easy Cost Planning

g. Upload planned cost data from PS to RPM Financial Planning h. Roll-Up financial planning information to initiative and bucket

2. Actuals during project lifecycle a. Do staffing for cProjects role b. Report time in ESS/CATS c. Transfer confirmed working time from CATS to cProjects and Accounting i. ii. Upload Recorded hours to cProjects with report DPR_CATS_Trans Upload evaluated hours to Accounting Object (based on activity type from infotype 0315 and planning information from cost center assignment of employee - KP26) d. Upload Actuals from Accounting to RPM Financial Planning e. Roll-Up financial planning information to initiative and bucket

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Procedure
Strategy:

The IT department of Robotic Solutions Inc. has an overall budget projects and Infrastructure projects. The Application

of 30 million Euros per year. Their portfolio is subdivided in Application development development bucket contains projects that focus on developing new functionality. The bucket is subdivided into an Innovation bucket and a Miscellaneous bucket. The Infrastructure bucket contains the projects for maintaining and improving the current infrastructure. They are subdivided further into Must-Have and Maintenance Projects. One of the strategic goals of the IT portfolio manager is to increase his budget for Application development and especially for Innovation. Those are the reasons to choose this portfolio structure.

Scenario content: This scenario is based on the assumption to use the automated integration from cProjects to PS using the task based automatic replication of WBS elements. Nevertheless, you can use this scenario as master for the other six existing integration scenario types. We indicated in the steps at which point there will be a difference to the standard script and give some hints to handle the difference in the scenario.

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 Master Data

TOP NAVIGATION

LEFT NAVIGATION PANALE

The following master data has been created in RPM. There are existing initiatives with related items and with the respective cProjects projects linked to them.

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The scenario description is based on the existing master data in the system. In the example we use the integration functionality from cProjects to the Accounting with PS and an automatically created structure based on the cProjects tasks. In case you need to work with a different integration type, please see section for Preparation of new Master data for the execution.

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 Preparation of new Master data

You will need to create at least a new initiative and a new item that is assigned to this initiative. The item must be created with an assigned cProjects project. The creation of the master itself is not part of this scenario but if you create it please use the following settings to be sure the process runs properly.

Initiative:
Field Initiative type Currency Financial Period Breakdown: Capacity Period Breakdown Unit Data 3500 IT Initiative New American Dollar Monthly Monthly Person day

Item:
Field Item type Automatically create a cProjects project when this item is created cProjects Template Choose one from these 7 templates. The templates are based on 7 different project types in cProjects. The main difference between these project types is the integration to the Accounting. The difference is also related in the name: 3500 - PS automatically role based 3500 - PS automatically task based 3500 - PS manually role based 3500 - PS manually task based 3500 - Internal order automatically 3500 - Internal order manually role based 3500 - Internal order manually task based Data IT Project (cProjects Integration) New X (checked)

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 Show Portfolio Structure

Portfolio:
A portfolio reflects the strategic structure of a company. There could either be one portfolio for the overall company, or different portfolios, reflecting independently managed areas. One portfolio is a single entity and not related to other portfolios. Logon to the Portal as Portfolio Manager named IT-PO with password welcome (case sensitive). 1. Select Portfolio Management -> Portfolio Management in the TOP NAVIGATION 2. If the portfolio Portfolio for IT Projects is not selected and shown in the top area of NAVIGATION PANEL, click on Other Portfolio in the NAVIGATION PANEL and tick the check box and select the portfolio Portfolio for IT Projects.

Graphic 1: Select Portfolio

Buckets:
An administrator defines the portfolio header and its underlying buckets. The overall structure of a portfolio is reflected in the hierarchy of buckets, which allows a flexible categorization of portfolios. The bucket hierarchy can be structured into any level of detail. Each bucket can have several subbuckets. The bucket hierarchy can be flexibly defined based on the set up of the company. Each bucket can have its own planning timelines and field services (questionnaires, scoring models),

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1. Select Portfolio Management -> Portfolio Management in the TOP NAVIGATION 2. Select Portfolio Structure of buckets in the NAVIGATION PANEL 3. Open the Portfolio Structure by clicking on the arrows in front of the buckets 4. Optional: Click on the bucket 3510 Projects and navigate to the bucket settings. Explain the settings. 5. Navigate into FINANCIAL PLANNING in the NAVIGATION PANEL. Show budget for bucket 3510 Projects. For this you must select the radio button FINANCIAL VIEW. This should be 30 Million USD for 2008. To show the budget choose the view. 6. Click on other bucket and select the bucket 3511-1 Innovation.

7. Navigate into FINANCIAL PLANNING for bucket 3511-1 Innovation. Show budget for bucket 3511-1 Innovation. This should be 6 Million USD for 2007. 8. Explain Top Down distribution and Bottom-up aggregation based on the views Details on the integration settings are given in the section Explanation Integration of financial views. the view Budget Bucket has been maintained manually on bucket level the view Bugdet Initiative has been maintained manually at the level of the initiative and roll-up automatically on the bucket level the view Budget Items has been maintained manually on the item level and roll-up automatically on the bucket level the view Plan.Cost.Roles (Role functions) has been integrated from roles in assigned cProjects project taking into account the demand of the assigned role functions the view Plan.Labor.Cost (Cost Rate) has been integrated from the capacity management in RPM using generic cost rates for the evaluation the view Plan.Cost.Proj. should be maintained automatically on the item level for planned project costs (value type 01) with the cost upload between RPM and cProjects or ERP cost objects (internal order or wbs elements) and roll-up automatically on the bucket level the view Actual Cost.Proj. should be maintained automatically on the item level for actual project costs (value type 04) with the cost upload between RPM and cProjects or ERP cost objects (internal order or wbs elements) and roll-up automatically on the bucket level

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9. Navigate into CAPACITY PLANNING in the NAVIGATION PANEL. Show budget for bucket 3510 Projects. For this you must select the radio button CAPACITY VIEW. This should be 2400 days. To show the budget choose the view. 10. Explain Top Down distribution and Bottom-up aggregation based on the views Details on the integration settings are given in the section Explanation Integration of financial views. the view Budget Bucket has been maintained manually on bucket level the view Bugdet Initiative has been maintained manually at the level of the initiative and roll-up automatically on the bucket level the view Forecast has been maintained manually on the item level and roll-up automatically on the bucket level; this view is integrated to the financial view Plan.Labor.Cost (Cost Rate) the view Planned has been integrated from cProjects using the planned demand for the cProjects roles assigned to role functions the view Allocated has been integrated from cProjects using the already allocated resource capacity of the roles assigned to role functions the view Actual should be maintained automatically on the item level for actual project time confirmation (value type AT) with the cost upload between RPM and cProjects or ERP cost objects (internal order or wbs elements) and roll-up automatically on the bucket level

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 Explanation / Information
Planning Integration Bottom up Procedure

Graphic 2: Graphical overview of the rollup procedure from item to bucket

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General Integration settings of financial and capacity views

Graphic 3: General Integration settings - Overview

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Graphic 4: View oriented integration settings

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 Planning
Do Financial and Capacity Planning on Initiative Level
Initiative:
The initiative is used in the process of discovering, designing, and developing new products within a company, and introducing these products to the market. This innovation process follows predefined innovation process templates where decision gates and phases are defined. This initiative is intended to complement the Portfolio (XAP-RPM) and Project (PLM-CPR) components to support additional program management requirements and related decision flows (with the decision flow management). 1. Select Portfolio Management -> Portfolio Management in the TOP NAVIGATION 2. Select Initiative Dashboard in the NAVIGATION PANEL 3. Select the initiative that you just created

Financial Planning:
In the financial and capacity planning sheet of the portfolio initiative, several financial and capacity categories and category groups are specified to reflect cost categories. There are different views on the financial data: e.g. Budget item and Actual cost values support the analysis of variances between initially estimated and actual values. Data from underlying Items can be rolled-up to allow a comparison of forecasted program information (entered within the initiative) with aggregated bottom-up information from the assigned items. The category groups view allows to change e.g. the forecasted cost data. Any changes are summed up to the different views on category level. 1. Select Financial Planning in the NAVIGATION PANEL. 2. Please note that the dates in Current Planning Period are inherited from the bucket settings. 3. Select the radio button Financial Views to explain the five different views. 4. Explain the view Budget initiative. 5. In the field Timeline Displayed, put in the following values:

Field Plan Start Date

Data 01/01/2008

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Plan Finish Date

31/12/2009

6. Click on 7. Open up view Budget Initiative. 8. Expand all by clicking on 9. Click on Financial Category General to drill down. 10. Click on Distribution. Enter the following: Field names Valid from Valid to Required amount Action type Calculation base Set required financial amount Complete interval Values 01/01/2008 31/12/2009 900.000

11. Click on confirm

and see that the value has been spread over the period. .

12. Save your data by clicking on

Capacity Planning
The capacity planning sheet supports a long-term, strategic resource demand planning. The capacity planning view specifies how many resources will be needed for the given planning period, based on capacity categories. For the initiative the demand of resources for the complete program is planned on a high level basis. Information from the single items of the initiative are roll-up for comparison reasons. Within the portfolio, the demand is planned on this aggregated level to get an idea of the future demand for the portfolio item and identify potential bottlenecks. The portfolio demand is aggregated from operational systems (cProjects operational role demand) or defined in the portfolio itself (forecasted demand). By clicking on a capacity category, the demand for the corresponding category group is shown. Any changes made within the detailed groups will be aggregated up to category level. 1. Select Capacity Planning in the NAVIGATION PANEL. 2. Please note that the dates in Current Planning Period are inherited from the bucket settings.

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3. Select the radio button Capacity Views to explain the different views. a. Budget Initiative high level manual planning for initiative b. Forecast rolled up information from the assigned items c. Planned Planned demand based on cProjects roles rolled up from the items

d. Allocated Allocated resources to cProjects roles rolled up from the items e. Actual Actual bookings integrated from Accounting application 4. In the field Timeline Displayed, put in your project start and end date. Field Plan Start Date Plan Finish Date Data Todays date Todays date + eight months

5. Click on 6. Open up view Forecast. 7. Expand all by clicking on 8. Click on Capacity Category Internal IT to drill down. 9. Maintain the following data depending on what the current month is (values are all in PDA (=Consulting Day): If you use a multiple of 6 you will get a round sum in the end. Month Capacity Category Groups (PDA)
Project Manager Software Engineering Developmen t Technology Engineering Quality Support

January February March April May June July August Septemb er October Novemb

60 60 60 60 60 60 60 60 60 60 60 48 48 60 60 60 48 48 48 18 48 48 48 48 48 60 60 60 60 12 18 24 36 48 48

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er Decembe r 60 48 48 48

10. Save your data by clicking on

Do Financial and Capacity Planning on Item Level

Item:
RPM works with Portfolio Items generic objects representing e.g. proposals, projects, concepts (anything that should be analyzed within a portfolio). Each portfolio item is assigned to a bucket or an initiative. The portfolio item details show general information on item type, name, ID, description, portfolio area, etc. The portfolio manager creates a new proposal item that should be analyzed within the portfolio of existing initiatives, projects and other proposals. Basic data is filled in (description, schedules, location, etc.), planning units are specified (e.g. monthly planning) and corresponding stakeholders are granted access to this proposal. 1. Select Portfolio Management -> Portfolio Management in the TOP NAVIGATION 2. Select Initiative Dashboard in the NAVIGATION PANEL 3. Select the Initiative you created 4. Select Item Dashboard in the NAVIGATION PANEL. 5. Create a new item with 6. Select Bucket 3511-2 Miscellaneous and click 7. Select item type IT Project (cProjects Integration) New and click 8. Enter the following parameters: Field name Name External ID cProjects Template Plan Start Date Plan Finish Date
1

Values FI/CO Implementation 3511-2_Exx

1

3500 PS automatically task based Beginning of current month (DD/MM/YYYY) Plus 12 month

xx stands for a consecutive number that needs to be typed in

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Area, Location Category, Subcategory, Group, technology type and stage Automatically create a cProjects project when this item is created

Select from the dropdown Select from the dropdown

Make sure that checkbox is activated

9. Save your data by clicking on Now item is stored in the database and the according cProjects project is created from the selected template.

Financial Planning
In the financial and capacity planning sheet of the portfolio item the same financial and capacity categories and category groups as in the initiative (or also buckets) are specified to reflect cost categories. There are also the same views. Operational data from underlying Financial Systems (FI/CO) can be mapped to e.g. planned and actual financial category groups to allow a comparison of forecasted portfolio information (entered within the portfolio) with aggregated bottom-up information (e.g. uploaded from financial base system). The category groups view allows to change e.g. the forecasted cost data. Any changes are summed up to the different views on category level. By using the versioning functionality, base lining and versioning of financial and capacity data (and any other portfolio item key performance indicators) is available. 1. Select Financial Planning in the NAVIGATION PANEL. 2. Please note that the dates in Current Planning Period are inherited from the bucket settings. 3. Select the radio button Financial Views to explain the different views. 4. Explain the view Budget initiative. 5. In the field Timeline Displayed, put in your project start and end date.

Field Plan Start Date Plan Finish Date

Data Todays date Todays date + eight months

6. Click on

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7. Open up view Budget Items. 8. Expand all by clicking on 9. Click on Financial Category General to drill down. 10. Click on Distribution. Enter the following: Field names Valid from Valid to Required amount Action type Calculation base Set required financial amount Complete interval Values Project start date Project end date 900.000

11. Save your data by clicking on

Capacity Planning
The capacity planning sheet supports a long-term, strategic resource demand planning. The capacity planning view specifies how many resources will be needed for the given planning period, based on capacity categories. Within the portfolio, the demand is planned on this aggregated level to get an idea of the future demand for the portfolio item and identify potential bottlenecks. The portfolio demand is aggregated from operational systems (cProjects operational role demand) or defined in the portfolio itself (forecasted demand). By clicking on a capacity category, the demand for the corresponding category group is shown. Any changes made within the detailed groups will be aggregated up to category level. 1. In the item dashboard open the item you created 2. Select Capacity Planning in the NAVIGATION PANEL. 3. Please note that the dates in Current Planning Period are inherited from the bucket settings. 4. Select the radio button Capacity Views to explain the different views. a. Forecast Manual planning high level on item b. Planned Planned demand based on cProjects roles (integration via role functions)

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c.

Allocated Allocated resources to cProjects roles (integration via role functions)

d. Actual Actual bookings integrated from Accounting application 5. In the field Timeline Displayed, put in your project start and end date. Field Plan Start Date Plan Finish Date Data Todays date Todays date + eight months

6. Click on 7. Open up view Forecast. 8. Expand all by clicking on 9. Click on Capacity Category Internal IT to drill down. 10. Maintain the following data depending on what the current month is (values are all in PDA (=Consulting Day)): If you use a multiple of 6 you will get a round sum in the end. Month Capacity Category Groups (PDA)
Project Manager Software Engineering Developmen t Technology Engineering Quality Support

Actual Actual + 1 Actual + 2 Actual + 3 Actual + 4 Actual + 5 Actual + 6 Actual + 7 Actual + 8 Actual + 9 Actual 10 Actual 11 + +

6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 12 12 12 6 12 12 6 6 6 6 6 6 6 6 6

11. Save your data by clicking on

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Show integration between capacity and financial planning

Both in the item and in the initiative the labor costs in the financial planning category labor costs are determined from the integration to the capacity planning. The financial figures are evaluated from the corresponding resource demands that are maintained in the capacity planning. In the financial planning there are two different views that determine the costs with different methods and are also different in terms of granularity. The views planned labor cost (role functions) and planned labor cost (cost rates) are only used for the planning of the labor costs and the values are determined the following way: The view Planned Labor Cost (Cost Rate) in the financial planning is evaluated from the manually entered Forecast of the capacity management.
Financial View Groups of Financial Cat. Cost/Revenue Rate Labor Costs Planned Labor 3541 1 Project Management 35PM IT Project Manager (new) Cost (Cost Rate) Planned Labor 3542 2 Software Engineering 34SE IT Software Engineer Cost (Cost Rate) Planned Labor 3543 3 Development 35DE IT Developer (new) Cost (Cost Rate) Planned Labor 3544 4 Technology 35TE IT Technology Engineer Cost (Cost Rate) Engineering (new) Planned Labor 3545 5 Quality 35QE IT Quality Expert (new) Cost (Cost Rate) Planned Labor 3546 6 Support 35SU IT Support Consultant (new) Cost (Cost Rate) Capacity View Forecast Forecast Forecast Forecast Forecast Forecast Groups of Capacity Cat. Internal IT 3511 Project Manager 3512 Software Engineering 3513 Development 3514 Technology Engineering 3515 Quality 3516 Support

Cost/Revenue Rate 35PM 35SE 35DE 35TE 35QE 35SU IT Project Manager (new) IT Software Engineer IT Developer (new) IT Technology Engineer (new) IT Quality Expert (new) IT Support Consultant (new)

Cost Rate $ $ $ $ $ $ 200,00 180,00 150,00 170,00 140,00 160,00

The view Planned Labor Cost (Role function) is filled with a calculated value of the demand on the roles with this role function and their cost rate.
Financial View Planned Labor functions) Planned Labor functions) Planned Labor functions) Planned Labor functions) Cost (Role Cost (Role Cost (Role Cost (Role Groups of Financial Cat. Labor Costs 354 1 Project Management 1 354 2 Software Engineering 2 354 3 Development 3 354 4 Technology Engineering 4 Amount 1 Role Demand 1 Role Demand 1 Role Demand 1 Role Demand Cost/Revenue 1 Cost 1 Cost 1 Cost 1 Cost Role Function 340000000000001 340000000000002 340000000000003 340000000000004

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Planned Labor Cost (Role 354 functions) 5 Planned Labor Cost (Role 354 functions) 6

5 Quality 6 Support

1 Role Demand 1 Role Demand

1 Cost 1 Cost

340000000000005 340000000000006

For the item FI/CO Implementation it the following 1. Select Financial Planning in the NAVIGATION PANEL. 2. Select the radio button Financial Categories and open the financial category Human Resources Cost with the button.

3. In the field Timeline Displayed, put in your project start and end date. 4. Show that the maintained capacity values have been transferred into the financial figures

Capacity Category Groups (PDA)

Month January February March April May June July August Septembe r October November December
Project Manager Software Engineering Developme nt Technology Engineering Quality Support

$9.600,00 $9.600,00 $9.600,00 $9.600,00 8.640,00 $9.600,00 8.640,00 $9.600,00 8.640,00 $9.600,00 $9.600,00 $9.600,00 $9.600,00 $9.600,00 $9.600,00 $ $ $ 4.400,00 4.400,00 4.400,00 7.200,00 $ $ $ $ $ $ 13.440,00 7.680,00 $ $ 13.440,00 7.680,00 7.680,00 7.680,00 7.680,00 $ $ $ 8.160,00 8.160,00 8.160,00 8.160,00 $ $ $ $

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Attention: There might be some differences due to the fact that the conversion from capacity planning to financial planning is based on fixed days per month and the conversion can include conversion calculation differences.

Transfer demand from item capacity planning to cProjects roles

After planning your project on a high level basis in the SAP RPM you want to start the planning and execution of your operational project in cProjects. In the cProjects you will do the scheduling and the planning of resources according to roles that are assigned to the task representing the work packages. In the RPM you have already planned resource demands based on the capacity categories and groups. Now you wish to use this data for your first draft planning of the more detailed planning in the cProjects. So, once the capacity in RPM planning is finalized, you can transfer this planning data to the operational cProjects project roles. In general you can choose between two different options: Creation of new roles in the underlying cProjects project for the capacity category/group and transfer the planning data to the operational data in the role. Transfer planning data in the portfolio item to the already existing role for the linked cProjects project. As in our project we already have the roles created form the template in cProjects related to the item type in RPM we do not need to create new roles but we will transfer the demand to the existing roles in our assigned cProjects project.

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1. Select

Transfer

Demand

in

the

NAVIGATION

PANEL.

Graphic 5: Sample of Role Demand transfer 2. Use the following values to fill the screen:
Category Category Group 1 Internal IT 1 Internal IT 1 Internal IT 1 Internal IT 1 Internal IT 1 Internal IT Project manager Software Engineering Development Technology Engineering Quality Support Forecast Forecast Forecast Forecast Forecast Forecast Capacity View Related Action Create Create Create Create Create Create Project Manager Software Engineer ABAP Developer Tech. Engineer Quality Expert Support IT Project Manager IT Software Engineering IT Development IT Technology Engineering IT Quality IT Support IT Project Manager IT Software Engineer IT Developer IT Technology Engineer IT Quality Expert IT Support Consultant Role name Role function Role type

3. Click button 4. Click button Now the roles are created in the assigned cProjects project and the information is stored as demand on the project role Project Manager for example. You can show the created roles in the assigned cProjects: 1. Select Roles in the NAVIGATION PANEL 2. You see all roles that have been created

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Detailed task-based demand planning for cProjects roles

When you have done the transfer of the high level planned resource demand information to cProjects roles you are able to plan costs with this information with the accounting integration to PS or CO. You will mainly use this when you are working with a scenario that is using a role based integration into Controlling or PS. Further this information gives the project manager of the cProjects a first glimpse of the resource demand and the number of people he needs to staff for his project. But the real planning of the role based resource demand is derived from the tasks that the role needs to fulfill. Therefore the project manager will plan the projects with tasks and phases and plan the effort for each task. Then he assigns the role to the tasks and can determine the resource requirement in the role by reading it from the tasks assigned to the role. 1. Select Tasks in the NAVIGATION PANEL 2. Open the project structure with the 3. Select task Introduction & Clearing 4. Go to tab 5. Enter 5 days for Effort. 6. Select task Technical Requirements 7. Enter 15 days for Effort 8. Select task IT Project Preparation 9. Enter 10 days for Effort 10. Select task Solution Scope 11. Enter 30 days for Effort 12. Select task Process Analysis 13. Enter 5 days for Effort 14. Select task Blue Print 15. Enter 20 days for Effort 16. Select task Blue Print Review 17. Enter 2 days for Effort 18. Select task Consolidation & Release 19. Enter 2 days for Effort 20. Select task Cutover to Productive System button

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21. Enter 5 days for Effort 22. Save your data by clicking on

23. Go to tab 24. Select role Project Manager 25. Go to tab Tasks

Now we assign the tasks to the roles. 1. Select Tab Tasks 2. Select the following tasks from the task list (multiple selection with CTRL key): Introduction & Clearing Technical Requirements IT Project preparation Solution Scope Process Analysis Blue Print Blue Print Review Consolidation & Release Cutover to Productive System

3. Assign the selected tasks with button 4. Go to tab General 5. Click on button tasks and see the effort updated by the assigned

Show role demand integrated in RPM capacity planning

The now more accurate planning of the role demand is stored in the cProjects project. The portfolio manager also needs this information in the capacity planning of the item. With this information he can compare his original estimation with the planning of the project manager. The demand planning from the cProjects roles is integrated into the capacity management on view different from the one where the portfolio manager did his initial planning. Steps 1 6 can be done hidden from the audience as this is usually performed as a background activity in the system that is scheduled to be executed automatically.

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Make sure you have the system where you perform the Demo as an entry in your SAP Logon application. If not please add it. 1. Go to the RPM start page by selecting the portfolio name in the NAVIGATION PANEL (this is needed to prevent locked project in the rollup) 2. Logon to the SAP system with user IT-PO and password welcome 3. Enter SA38 in the field for the transaction code

4. Enter the report name /RPM/CAP_PLAN_INT and execute 5. Enter the following values Field Portfolio ID Bucket ID Item/Item of Initiative ID Test Mode Value 3500 3512 3511-2_Exx Make sure that checkbox is activated The other values can remain as they are 6. Execute the report

7. Go to the RPM Portal again 8. Select Item Dashboard in the NAVIGATION PANEL 9. Open the item you created 10. Select Capacity Planning in the NAVIGATION PANEL 11. Select the radio button Capacity Views to explain the different views. 12. Open up view Planned 13. Expand all by clicking on 14. Click on Capacity Category Internal IT to drill down. 15. You see the values integrated to the RPM capacity management based on the role functions in cProjects

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Do Cost Planning in PS
Prepare accounting in cProjects
After the initial planning in the financial and capacity management in RPM you have transferred the forecasted workload to cProjects and already performed the detailed project plan by scheduling the work packages with the cProjects tasks and assigning the roles to the tasks. With this information you can now calculate the project costs. This cost calculation is much more accurate as it is not an assumption but based on real and detailed planning data. To use the accounting in cProjects you need an accounting object from the ERP that stores the planned values and is used for the cost calculation. The project type of this cProjects project is set to automatic task based integration to PS. That means that according to the structure in cProjects (Project header, phases and tasks) a corresponding PS project with the WBS structure is created and the single items of cProjects and PS are linked. 1. Select Capacity Planning in the NAVIGATION PANEL 2. Check the total required capacity, there should be the following values:

Role Project Manager

Total Req Capacity 94

Unit Pers. Day 8H

3. Show the costing rate in the TAB Costing. Role Project Manager Software Engineer Developer Technology Engineering Quality Expert Support Consultant Cost/Revenue Rate IT Project Manager IT Software Engineer IT Developer IT Technology Engineering IT Quality Expert IT Support Consultant

4. Click on tab Structure in the TAB BAR. 5. Select the project definition and click on the tab Additional Data 6. Enter the Organisation responsible: 50004100 (PLM PO) then click

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Perform calculation
1. Select the project definition then click tab Status 2. Change Status from Created to Flag for transfer .

Graphic 6: Set "Flag For Transfer" 3. Save your data by clicking on 4. Click on tab 5. Click on Costing 6. Explain that a PS project has been created and show the structure and the calculated plan costs Attention: If the error message 0INMITEM appears when you change the status of the cProjects project and click on the status change is saved. , please click on once again. The error will disappear and in the TAB BAR

At last, release the project to prepare for the further steps. 1. Click on tab Structure in the TAB BAR. 2. Select the project definition then click tab Status 3. Change Status to Flag for transfer 4. Change Status to Released 5. Save your data by clicking on .

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Make additional planning with Easy Cost Planning

After you have now planned the project costs according to the resource demands and tasks based on the assigned cost/revenue rates you may need to plan additional costs for the project like new hardware, travel costs or material in general. You can plan these costs with the Easy Cost Planning module directly from the cProjects in the Accounting tab for each single WBS element. 1. Click on the Accounting tab 2. Click on Account Assignment 3. You see the assignment of the cProjects planning elements (phases and tasks) to the WBS elements from PS 4. Click on WBS element which has the same name as your project 5. Click on link Edit Easy Cost Planning (Project) The ECP popup screen shows up 6. Select the 2nd level object from the costing structure that is also called like the top level WBS 7. Click on the to display the planning details .

At this time only the planned values from cProjects are shown in the item list aggregated to the next level (cProjects phases) 8. Click on Choose Planning Form to choose planning form 9. Select costing model ZSP-PRSV01 for ProfSvcs: Additional Costs 10. Enter the following values Field Estimated Travel Costs Estimated Other Costs Value 5000 5000

11. Click Confirm Now you can see that the new cost planning values have been introduced automatically into the item list. 12. Save your changes 13. Close the pop up window 14. Click on Costing 15. Click on Calculate 16. Explain that the additional 10.000 USD are seen as non aggregated costs in the table

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Upload planned cost data from PS to RPM Financial Planning

Steps 1 14 can be done hidden from the audience as this is usually performed as a background activity in the system that is scheduled to be executed automatically. You will find an overview of the reports that need to be run in the appendix. Make sure you have the system where you perform the Demo as an entry in your SAP Logon application. If not please add it. 1. Go to the RPM start page by selecting the portfolio name in the NAVIGATION PANEL (this is needed to prevent locked project in the rollup) 2. Logon to the SAP system with user IT-PO and password welcome 3. Enter SA38 in the field for the transaction code

4. Enter the report name RPM_FIN02 and execute 5. Enter the following values Field Destination System Range of Controlling Area Range of Project ID Section Plan Versions Actual Cost Planned Cost Budget Commitment IM IM IM IM The other values can remain as they are 6. Execute the report It can take some time to process the created IDoc. Please give the system at least one minute to finish the IDoc booking. 7. Go back and select the next report Value ECCXRPM800 2000 3511-2_Exx

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8. Enter the report name /RPM/PLAN_INT_PREP and execute 9. Enter the following values Field Portfolio ID Bucket ID Item/Item of Initiative ID Test Mode Value 3500 3512 3511-2_Exx Make sure that checkbox is activated The other values can remain as they are 10. Execute the report 11. Go back and select the next report 12. Enter the report name /RPM/FIN_PLAN_INT and execute 13. Enter the following values Field Portfolio ID Bucket ID Item/Item of Initiative ID Test Mode Value 3500 3512 3511-2_Exx Make sure that checkbox is activated The other values can remain as they are 14. Execute the report

15. Go to the RPM Portal again 16. Select Item Dashboard in the NAVIGATION PANEL 17. Open the item you created 18. Select Financial Planning in the NAVIGATION PANEL 19. Select the radio button Financial Views to explain the different views. 20. Open up view Plan.Cost.Proj 21. You see in Category Overhead the additionally planned 10.000 USD 22. You see in Category Human Ressources Costs the cost planned according to the planning of the cProjects from PS.

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 Actual values
Do staffing for cProjects role
The recording of time for cProjects projects can be done with the SAP application CATS in the ERP system. The recorded times can later be transferred to the cProjects and the evaluated hours are stored on the accounting object. The staffing is done for the cProjects role and the staffed resource is assigned to the tasks that he should perform. 1. Select Roles in the NAVIGATION PANEL 2. Select the role project manager 3. Click on Tab Staffing 4. Enter the ID 1548 in the field resource 5. Click on 6. Click on Tab Tasks 7. Select the resource Chris Robertson in the right lower box 8. Select the tasks Introduction & Clearing, Technical Requirements and IT Project preparation (multiple selection with CTRL key) 9. Click on 10. Save your data by clicking on

Time Confirmation in CATS

After the planning of the work packages and the assignment of the resources the project tasks is now is its operational phase. The tasks that are due to be executed are released by the project manager and the team members are doing their work. After performing the work the team members will need to record the time spend on the task. From cProjects the work list in CATS is automatically created once the project is released. All released tasks are shown in the work list. Make sure you have the system where you perform the Demo as an entry in your SAP Logon application. If not please add it.

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1. Go to the RPM start page by selecting the portfolio name in the NAVIGATION PANEL (this is needed to prevent locked project in the rollup) 2. Logon to the SAP system with user IT-PO and password welcome 3. Enter CAT2 in the field for the transaction code

4. Enter the following values Field Data Entry Profile Key-Date Personnel Number 5. Click to enter time Value 3300_IDES Begin Date of Task Introduction & Clearing 80508

6. Select the line with task Introduction & Clearing 7. Click Copy 8. Enter 8 hours for each day in the week 9. Save your data by clicking on

Transfer working time to cProjects

On one hand the evaluated hours are automatically transferred into the accounting object after the time confirmation is saved. The evaluation is done with the plan data for the activity type from cost center 30200. On the other hand the reported times can be transferred to the cProjects task. There they will be accumulated for all recorded times for this task. Make sure you have the system where you perform the Demo as an entry in your SAP Logon application. If not please add it. 1. Go to the RPM start page by selecting the portfolio name in the NAVIGATION PANEL (this is needed to prevent locked project in the rollup) 2. Logon to the SAP system with user IT-PO and password welcome

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3. Enter

SA38

in

the

field

for

the

transaction

code

4. Enter the report name DPR_CATS_CPR_TRANSF and execute 5. Enter the following values Field Project Parameters Test Reconstruct Log 6. Execute the report Blank Blank Checked Value 3511-2-Exx

Actual Posting on accounting object

During the project life cycle also postings for e.g. invoices are booked on the accounting object. Also those costs can be uploaded to RPM to view the comparison between the former planned values and all actuals of the project, time confirmation and other postings. For the project we will post 12.000 USD on the accounting object with cost element 476000 for Office Supplies. This posting is done from the master cost center of the project -30200- to the accounting object. Make sure you have the system where you perform the Demo as an entry in your SAP Logon application. If not please add it. 1. Go to the RPM start page by selecting the portfolio name in the NAVIGATION PANEL (this is needed to prevent locked project in the rollup) 2. Logon to the SAP system with user IT-PO and password welcome 3. Enter KB15N in the field for the transaction code

4. Enter the following values

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Field Doc. Date Postg. Date Scrn. Variant Document Item Cost Element Amount Currency Sender Cost Ctr Sender WBS Elem.

Value Start date of project + 1 month Start date of project + 1 month ZAP09 SAP: Cost Center / cost object 476000 12.000 USD 30200 3511-2_Exx number) (your project

Graphic 7: Example Actual Posting

5. Click on 6. Save your data by clicking on These costs will be uploaded to the RPM as well as the postings that were automatically done by the CATS time confirmation.

Show comparison between Plan and Actual for Accounting Objects cost element-based
Before we upload the posted actual values we will take a look at the cost element based accounting reporting to view the values that are booked on the accounting object. Here the project accountant can see the detailed postings per project. Make sure you have the system where you perform the Demo as an entry in your SAP Logon application. If not please add it. 1. Go to the RPM start page by selecting the portfolio name in the NAVIGATION PANEL (this is needed to prevent locked project in the rollup) 2. Logon to the SAP system with user IT-PO and password welcome

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3. Enter

S_ALR_87013544

in

the

field

for

the

transaction

code

a. Alternatively

you

can

access

the

report

via

the

menu

in

Accounting -> Project System -> Information system -> Costs -> Plan-Based -> By Cost Element -> Actual/Plan Comparison: Periods 4. If you are asked for a database profile select 000000000001 5. Enter the following values Field Project Selection Values Controlling Area Plan Version Actual Valuation Fiscal Year Period 6. Execute the report In the result you will see the comparison between the actual and plan values. 2000 IM BLANK Year of the posting Year of the posting Value 3511-2-Exx

Upload Actual Values to RPM

Steps 1 14 can be done hidden from the audience as this is usually performed as a background activity in the system that is scheduled to be executed automatically. You will find an overview of the reports that need to be run in the appendix. Make sure you have the system where you perform the Demo as an entry in your SAP Logon application. If not please add it. 1. Go to the RPM start page by selecting the portfolio name in the NAVIGATION PANEL (this is needed to prevent locked project in the rollup) 2. Logon to the SAP system with user IT-PO and password welcome

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3. Enter

SA38

in

the

field

for

the

transaction

code

4. Enter the report name RPM_FIN02 and execute 5. Enter the following values Field Destination System Range of Controlling Area Range of Project ID Section Plan Versions Actual Cost Planned Cost Budget Commitment 0 IM IM IM The other values can remain as they are 6. Execute the report It can take some time to process the created IDoc. Please give the system at least one minute to finish the IDoc booking. 7. Go back and select the next report 8. Enter the report name /RPM/PLAN_INT_PREP and execute 9. Enter the following values Field Portfolio ID Bucket ID Item/Item of Initiative ID Test Mode Value 3500 3512 3511-2_Exx Make sure that checkbox is activated The other values can remain as they are 10. Execute the report 11. Go back and select the next report Value ECCXRPM800 2000 3511-2_Exx

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12. Enter the report name /RPM/FIN_PLAN_INT and execute 13. Enter the following values Field Portfolio ID Bucket ID Item/Item of Initiative ID Test Mode Value 3500 3512 3511-2_Exx Make sure that checkbox is activated The other values can remain as they are 14. Execute the report

15. Go to the RPM Portal again 16. Select Item Dashboard in the NAVIGATION PANEL 17. Open the item you created 18. Select Financial Planning in the NAVIGATION PANEL 19. Select the radio button Financial Views to explain the different views. 20. Open up view Plan.Cost.Proj 21. You see in Category Overhead the additionally planned 10.000 USD 22. You see in Category Human Ressources Costs the cost planned according to the planning of the cProjects from PS. 23. You see in the view Actuals a. The actual posting of 12.000 USD b. The evaluated time confirmation of 2.800 USD

Roll-Up Plan and Actual to initiative and bucket

Steps can be done hidden from the audience as this is usually performed as a background activity in the system that is scheduled to be executed automatically. You will find an overview of the reports that need to be run in the appendix. Make sure you have the system where you perform the Demo as an entry in your SAP Logon application. If not please add it.

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1. Go to the RPM start page by selecting the portfolio name in the NAVIGATION PANEL (this is needed to prevent locked project in the rollup) 2. Logon to the SAP system with user IT-PO and password welcome 3. Enter SA38 in the field for the transaction code

4. Enter the report name /RPM/ROLLUP and execute 5. Enter the following values Field Portfolio ID Test Mode Value 3500 Make sure that checkbox is activated The other values can remain as they are 6. Execute the report

Check budget availability for bucket Miscellaneous

1. Go to Portfolio Management Portfolio Management. 2. In the navigation panel on the left click on Portfolio Structure of Buckets. 3. Drill down to bucket 3511-2 Miscellaneous. Click on the bucket name. 4. Go to Financial Planning to check the budget availability on the bucket level. 5. Set the radio button to Financial Views. 6. Explain that the view Budget Bucket shows the available budget on bucket level. The view Budget Items shows the summed up budget of items. 7. Explain that the values from the item have been rolled up to the bucket.

Check budget availability for initiative where item belongs to

1. In the navigation panel on the left click on Portfolio Structure of Buckets. 2. Drill down to bucket 3511-1 Innovation. Click on the bucket name. 3. Go to the Initiative Dashboard and open the initiative you created. 4. Go to Financial Planning to check the budget availability on the bucket level.

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5. Set the radio button to Financial Views. 6. Explain that the view Budget Initiative shows the available budget on initiative level. The view Budget Items shows the summed up budget of items within this initiative. 7. Explain that the values from the item have been rolled up to the initiative.

Appendix
1) List of reports to be executed:

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