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Golden Demo Project Management

Demo Script
Project Management
Classification: Internal and for Partners

Version: 20180131

SAP Business ByDesign Reference Systems


Golden Demo Project Management

Disclaimer
This demo script is based on the ByD Reference System for the Almika model company. There are several country versions
of the Almika ByD implementation available. The content is similar but deviates especially with respect to language support,
names and object descriptions. Sample data used in this demo script relates to the US country version – for other country
versions different data samples might be relevant.
A prerequisite for being able to fully understand this demo script and run the demo, is a sound system knowledge on SAP
Business ByDesign. General assumption is that you are familiar with the Learning Center content available in your ByD
system at: Home Self-Services – Learning Center.

Although the script has been tested carefully you might nevertheless encounter different system behavior when running a
demo in an actual Almika demo tenant.

Release Statement
This version of the demo script is released for the following country versions of the ByD Reference System for the Almika
model company:

• US – United States, as of demo release ByD 1705

• DE – Germany, as of demo release ByD 1705

• UK – United Kingdom, as of demo release ByD 1705

• FR – France, as of demo release ByD 1705

• AT – Austria, as of demo release ByD 1705

• CH – Switzerland, as of demo release ByD 1705

• NL – Netherlands, as of demo release ByD 1705

• CA – Canada, as of demo release ByD 1705

• MX – Mexico, as of demo release ByD 1705

• AU – Australia, as of demo release ByD 1705

• CN – China, as of demo release ByD 1705

• IN – India, as of demo release ByD 1705

The demo release basically is determined by the time when the demo tenant has been provisioned for demo usage, a demo
tenant provided between mid of March and mid of June 2018 is part of the demo release ByD 1802.
As of demo release ByD 1802 the release status of your ByD demo tenant can be identified in the Company-Specific-Help:
You can find a help entry “ByD <nnnn> Demo Guides <CC>” under Help – Company-Specific-Help. <nnnn> specifies the
demo release of your ByD demo tenant, e.g. ‘1802’ – released in February 2018. <CC> specifies the country version of your
demo tenant, e.g. ‘US’ – Almika US country version. The version-controlled demo guides provided in this help entry match to
the demo release and the country version of your ByD demo tenant. Please be aware that the demo guides are not specific
to the country version, only the version of the demo guide is specific to your ByD demo tenant.

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Table of Content

1 Demo Script Overview ..........................................................................................................................................4


1.1 Demo Overview .............................................................................................................................................4
1.2 Intended Audience ........................................................................................................................................4
1.3 Protagonists ..................................................................................................................................................4
1.4 Key Messages and Value Proposition ...........................................................................................................5
1.5 Story Flow Summary .....................................................................................................................................5
2 Technical Requirements .......................................................................................................................................6
2.1 System Access Information ...........................................................................................................................6
2.2 User Accounts ...............................................................................................................................................6
3 Demo Steps ............................................................................................................................................................7
3.1 Projects Performance Overview ....................................................................................................................7
3.1.1 Highlight Projects Performance Overview Graph .............................................................................7
3.2 Edit a Project .................................................................................................................................................8
3.2.1 Show options on project creation .....................................................................................................8
3.2.2 Edit a particular project ....................................................................................................................9
3.2.3 Create Purchase Request out of the Project.................................................................................. 11
3.2.4 Track Purchase Order within the Project ....................................................................................... 13
3.2.5 Sales Tracking ............................................................................................................................... 14
3.2.6 Project Overview / Reporting ......................................................................................................... 16
3.2.7 Summary ....................................................................................................................................... 18
4 Scenario Quick Guide and Key Master Data ..................................................................................................... 19
4.1 Projects Performance Overview .................................................................................................................. 19
4.2 Edit a Project ............................................................................................................................................... 19
5 Appendix .............................................................................................................................................................. 20

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1 Demo Script Overview

1.1 Demo Overview


This demo script outlines the highlights of SAP Business ByDesign Project Management and shows you how to demo these
capabilities along with their benefits and how to deliver proof of these value propositions in your demo.
In the demo, you will present the ByDesign system from the perspective of the project manager Peter Sellers. This demo
includes features such as:
 Projects performance overview
 Project structure, staffing, scheduling
 Purchase order/sales order integration
 Analyzing projects/reporting

 Why does the demonstrated solution differentiate SAP from the competition (SAP strengths and competitor weakness)?
o Integration to CRM, SRM, SCM, FIN, and HCM
o Integration with ERP for Master Data
o Integration with MS Outlook
o Easy to use UI

 What are the technology differentiators?


o 100% SaaS
o Real time Analytics
o Mobile Enabled

1.2 Intended Audience


 SAP internal: Pre-Sales Executives, Pre-Sales Solution Advisors
 SAP external: CEO, CIO, Sales Management

1.3 Protagonists
The main character of this demo story is Peter Sellers, who is a project manager for professional services.
KPIs:

 Planned Incurred Costs/Revenue


 Planned/Actual Work
 Project Performance by Project Structure
 Milestone Trend Analysis

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1.4 Key Messages and Value Proposition


Business ByDesign Project Management business process is fully integrated to Business ByDesign Financials,
Purchasing/Procurement, Sales and Human Resources. The true value of Project Management is to show a full picture, 360
degrees, not just the health and status of the project.

Overview
Project Management allows project managers to accurately plan cost, schedule resources, and plan revenues within
Business ByDesign that are needed for a successful completion of the project.

Key Features and Associated Benefits


 Real Time Analytics
o Tracking of Costs and Revenues
o Properly managing resources
 Integration to Sales and SRM
o Accurate cost distribution based on sales quotes and orders
o Proper procurement of 3rd party services
 MS Project Integration

1.5 Story Flow Summary


This demo is an introduction demo and does not show an end-to-end process but rather takes you through some of the key
features of Project Management within ByDesign:

• Projects performance overview

• Project structure, staffing, scheduling

• Purchase order/sales order integration

• Analyzing projects/reporting

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2 Technical Requirements

2.1 System Access Information


To run the demo, you need access to a ByD demo tenant for the Almika model company, which is available in different
country versions.

2.2 User Accounts


The following user accounts for ByD Almika implementation are to be used to run the demo:

Predefined User ID User Name Password Component

PROJECTS01S Peter Sellers Welcome1 SAP Business ByDesign

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3 Demo Steps

3.1 Projects Performance Overview

3.1.1 Highlight Projects Performance Overview Graph

What to Say

Introduction
Peter Sellers has personalized his Home work center view by integrating a report which gives him an overview about
the performance of the existing projects.

Key Features and Advantages


Real time analytics allows project managers to always stay on top of budget and overrun project costs.

What to Do
 WoC Home - Overview
 Point out Projects Performance Overview Graph section.

What you Should See

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3.2 Edit a Project

3.2.1 Show options on project creation

What to Say
Introduction
Briefly highlight the options to create a new project.

Key Features and Advantages


Project Management allows for easy project creations using guided activity and project templates.

What to Do
 WoC Project Management -> Projects.

 Click New -> Project.

 Show options (Source) to create a new project:


o From a template
o From an existing project
o From MS projects

What you Should See

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3.2.2 Edit a particular project

What to Say
Introduction
Peter edits a certain project plan and gets an overview about the whole project. On a detailed level he gets information
about the planned and actual work, the staffing of the project, expenses, and products/services which are needed.

Key Features and Advantages


Project Management allows project managers to view project structure using a Gantt Chart or Work Breakdown
Structure.

What to Do
 WoC Project Management -> Projects.
 Select Project ID 200_PRO_250.
 Click Edit -> Project Plan.
 Click Expand.

 Introduce the structure of the plan: phases, tasks, milestones.

 Move graphical elements (horizontal bars) as an example.


 Select dependency lines and show dependency definitions.
 Select grey lines which represents percentage of completion (POC%) for particular tasks.
 Select task ‘Write Blueprint’ and show appropriate information at the bottom on different tabs:
o Basic data
o Work

o Expenses

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3.2.2 Edit a particular project

What you Should See

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3.2.3 Create Purchase Request out of the Project

What to Say
Introduction
Directly out of the project Peter is able to create a purchase request which is sent over to the purchasing organization.

Key Features and Advantages


Integration to SRM, allows project managers to procure 3rd party services directly from the project without any
purchasing access controls by creating a purchase request for purchasing.

What to Do
 Choose Products section.

 Click Create Purchase Request -> For Whole project.


 Click Cancel.

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What you Should See

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3.2.4 Track Purchase Order within the Project

What to Say
Introduction
Within the project Peter is able to track an existing purchase order from its request over creation, goods receipt and
invoicing.

Key Features and Advantages


With the Project Management document flow, project manager can easily track the status of the purchase order
against the project and its details.

What to Do
 Choose Products section.
 Choose subarea Purchase Orders.
 Select Purchase Order ID 357-1 (Item Type: Material).

The data provided in this script is country specific. Please refer to appendix to find the data which was created
in the respective country version.
 Select View All. SR: there is no ‘View all’ – instead you can simply select the PO line and then click on the
doc flow tab in the details section of the table (as per screen shot below)
 Select tab Document Flow.

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3.2.4 Track Purchase Order within the Project

What you Should See

3.2.5 Sales Tracking

What to Say
Introduction
Peter looks at the entire project from a revenue perspective analyzing the business flow from lead generation to
invoicing. This can be done right out of the project via the sales tracking view.

Key Features and Advantages


Project Management business process is tightly integrated to CRM business process. This integration allows easy
access for project managers to track the true revenues and plan project budget accordingly. And allows for quick and
easy way to monitor invoicing.

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3.2.5 Sales Tracking

What to Do
 Choose Sales Tracking section.
 Choose subarea Document Flow.
 Show document flow for sales order ID 1641.

What you Should See

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3.2.6 Project Overview / Reporting

What to Say
Introduction
Within the Project Overview section Peter gets access to certain reports showing him important figures from different
areas.

Key Features and Advantages


Real time analytics allows project managers to always monitor time, cost, and budget.

What to Do
 Choose Project Overview section.
 Point out the reports listed under subarea Reports.

What you Should See

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3.2.6 Project Overview / Reporting

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3.2.7 Summary

What to Say
Introduction
Summarize project management capabilities as shown before.

Key Features and Advantages


There are many project management tools out in the market. However, they lack the integration with FIN, CRM, SRM,
TLM, ERM - which comes with ByD out of the box. W/O this integration there are a lot of double entries necessary and
there is a lack of transparency – how is the project doing e.g. from a financial point of view (budget vs. actual cost;
planned profitability vs. actual profitability…).

What you Should See

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4 Scenario Quick Guide and Key Master Data


This section summarizes the entire process and provides all the master data that you need to run it. If there is more than one
process alternative, additional tables will be provided.
This chapter is intended as a quick reference for experienced users who have understood the basics of the business process
and have already completed the scenario.

4.1 Projects Performance Overview

Steps Summary
Path Data to Use/Enter Activity

Step 1 – Highlight Projects Performance Overview Graph

WoC Home Point out projects overview


performance graph on Home WoC

4.2 Edit a Project

Steps Summary
Path Data to Use/Enter Activity

Step 1 – Show options on project creation

WoC Project Management ->


Projects -> New

Highlight options to create a new


project:
- From a template
- From an existing project
- From MS projects

Step 2 – Edit a particular project

WoC Project Management ->


Projects -> Edit -> Project
Plan

Project ID: 200_PRO_250

Step 3 – Create Purchase Request out of the Project

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 Products and Purchasing section

Click Create Purchase Request ->


For Whole project

Click Cancel

Step 4 – Track Purchase Order within the Project

 Products and Purchasing section


 subarea Purchase Orders

Select Purchase Order ID 357-1 (Item


Type: Material)
 tab Document Flow

The data provided in this script is country specific. Please refer to appendix to find the data which was created
in the respective country version.

Step 5 – Sales Tracking

 Sales Tracking section


 subarea Document Flow

Show document flow for sales order


ID 1641

Step 6 – Project Overview / Reporting

 Project Overview section

Point out the reports listed under


subarea Reports

5 Appendix
The data provided in this script is country specific. Please refer to the table below to find the contract ID which was created in
the respective country version.

Country DE US UK FR IN CN MX AU AT CA CH NL

Purchase
322-1 357-1 322-1 273-1 282-1 305-1 255-1 247-1 418-1 104-1 63-1 2-1
Order ID

Sales Order
1595 1641 476 540 485 516 409 396 1628 212 93 15
ID

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