SAP Project Systems (SAP PS)

Structures and Master Data

Structures and their master data form the basis for all other planning and execution steps by using
profiles and control indicators.

Definitions
1.1

1.2

Organization Units: SAP PS does not contain any organizational units of its own, but instead uses
organizational units of financial and Managerial Accounting, Production, Purchasing, Sales and
Distribution, and so on.
Structures: SAP Project System provides two structures: Work breakdown structures and
networks.

WBS

Networks

hierarchical budget management function

for a project / mostly for controlling aspect of
project
data can be inherited / distributed in top
down direction
data can be aggregated or summarized in
bottom up direction
structuring can be based on phase, function or
orgnaizational aspect (no standard rule)

capacity requirements planning in addition

to budget management of same project
map the flow of a project or of parts of a
projects as activities that are linked to each
other via relationships
automatically determine planned dates for
activity / network
determine floats and time-critical activities

1.3

Usage Options of Work Breakdown Structures and Networks

1.4

Important Key Functions

WBS
Planning and entering dates
Cost planning and account assignment
of documents
Planning and invoicing revenues
Planning and monitoring payment flows
Hierarchical budget management
Material stock management
Various period-end closing activities
Monitoring a project's progress
Aggregated data analysis

1.5

Network
Scheduling
Resource planning
Confirmation of work
External procurement of services
Material requirements planning,
procurement, and delivery
Network costing
Various period-end closing activities
Monitoring a project's progress

Networks can be used independently or in conjunction with a work breakdown structure.

1.6
1.7

1.8

Budget can be distributed to individual parts of a project within a work breakdown structure. This is
not possible with internal orders.
A WBS element can be assigned several activities (even different networks, if required); however, an
activity can only be assigned to a maximum of one WBS element. Once you have assigned activities
to WBS elements, you can exchange data between the work breakdown structure and the activities.
Activities can inherit data from the WBS elements or summarize or aggregate activities (dates,
budget etc.) to WBS.

1.9 Structures in SAP PS

1.9.1 operative structures (work breakdown structure and network)
Used for planning and carrying out your projects, that is, for operational project management
1.9.2 standard structures (standard work breakdown structure and standard network)
Serve as templates for the creation of operative structures or of parts of those structures
1.9.3 versions (project version and simulation version)
Versions can be used to record the status of a project at a specific point in time or at a certain stage
in the system. In addition, versions can be used to test changes that are implemented retroactively
before including them in your operative project.
Customization and Master Data Creation
1.10 Work Breakdown Structure
Max. no. of WBS levels: 99
Max. no. of WBS in a level: 10,000
WBS should be time-dependent, feasible and should contain criteria to analyze project
progress.
1.11 Methods of Structuring WBS
Identify structuring logic for each level based on following:
1.11.1 Phase-based structuring
Example: engineering, procurement, assembly
Well suited for time scheduling and a step-by-step execution of project parts.
1.11.2 Function-based structuring
Example: motor, elevator shaft, elevator cabin
Suited for example keeping separate stocks for the different assemblies.
1.11.3 Structuring based on organizational aspects
Example: Sales and Distribution, Purchasing, and Production or they separated by responsible cost
centers.
Suited for direct evaluation of cost portions for the different organizational units.
1.12 WBS Elements
WBS elements actually contain the cost, revenue, budget, and scheduling data of project.
WBS is based on Project Definition that serves as a framework for the project and contains
parameters that control the properties of the entire project and default values to WBS elements.
Each WBS element is uniquely assigned to a project definition. This assignment cannot be changed.
1.13 Project Definition

Planning Functions
Functions for planning the logistical and relevant accounting aspects of the project. For many projects,
in particular, cost or investment projects, budgeting takes place in the approval phase of projects.

Budget

Project Execution Processes

Typical processes that can be mapped in the SAP system as part of the execution phase of projects
following approval, and the resulting quantity and value flows. The wide range of integrations of SAP
Project System with other SAP components is addressed in this phase. Additional procedures such as
calculating overhead costs or project settlement, for example, are carried out periodically.

Period-End Closing
Period-End Closing covers the periodic procedures available in SAP Project System for the planned and
actual data of your projects.

6
7

Reporting
Integration Scenarios with Other Project Management Tools