Case studies on Microsoft Project 2003 Enterprise Project Management integration with SAP Enterprise

1
Case studies on Microsoft Project 2003
Enterprise Project Management integration with
SAP Enterprise Resource Planning processes

• Stavros Georgantzis, The Project Group GmbH

2
Agenda

• About TPG
• Some Backgrounds Project Management in SAP
• SAP R/3 and Enterprise The PS Module
• SAP PLM (cProjects)
• SAP xRPM
• Integration possibilities with Microsoft Project
  as the leading PM system
• Example 1 Project oriented organization
  (Engineering)
• Example 2 Matrix organization (Household
  appliances)
• Example 3 Multinational project organization
  (Automotive)

3
About TPG The Project Group

• Based in Unterhaching near Munich
• Business focus Project Management and Project
  Management Software
• Services
• Consulting and Training
• Software Development
• Software Implementation
• Software focus Microsoft Project, MSP AddOns and
  SAP integration

4
Main Customer list

• Cologne Transport Services (PSLink)
• GE CompuNet (PSLink)
• Keiper Recaro car seats (PSLink)
• Siemens VDO Automotive (PSLink, Project EPM
  Consulting)
• Miele household appliances (PSLink and TeamLink
  Project EPM Consulting)
• SAP AG (Project EPM Consulting Training, PSLink
  HR integration)
• Felsomat engineering automation (PSLink, Project
  EPM Consulting)
• ATLAS Elektronik (Project EPM Consulting, PSLink
  and TeamLink Pilot)
• MAN Power Plant division (Project EPM Consulting,
  PSLink Pilot)
• Cognis special chemistry (Project EPM Consulting,
  PSLink Pilot)
• AUDI (Project EPM Consulting, PSLink Pilot)
• BOSCH Siemens household appliances (Project EPM
  Consulting)
• TechData (Project EPM Consulting Training)
• DaimlerChrysler (Project EPM Consulting
  Training)
• Airport Munich (Project EPM Consulting
  Training, Construction solutions)

5
Project Management with SAP
6
Some SAP Backgrounds

• SAP R/3 and SAP Enterprise (Core) consists of
  different modules
• CO
• FI
• PS
• ...
• SAP Enterprise provides also the Enterprise
  extensions
• Travel extensions
• HR extensions
• PLM (Product Life Cycle Management)
• ...
• SAP xApps
• Based on Business Warehouse
• Cross functional integration, processes and
  reporting
• xRPM, xPD, xMA, Employee Productivity Suite ...

7
PM in SAP 3 approaches

• PS
• The traditional Project System in SAP R/3 and SAP
  Enterprise
• Used in over 3000 companies
• cProjects
• Part of PLM Collaboration Engineering
• New approach to address project managers
• xRPM
• Resource and Program Management
• New approach for top level portfolio planning

8
SAP PS module

• Provides similar functionality to Microsoft
  Project
• (comparison follows)
• Deep integration to other modules (CO, HR, FI
  ...)
• Addresses primarily Project Manager and Project
  Controller

9
SAP PS vs. MSP (1/3)
SAP PS
Project 2003
Structuring, Sequencing, Scheduling, Resources
and Capacity, Costs, Controlling, Budgeting,
Materials ...
Structuring, Sequencing, Scheduling, Resources
and Capacity, Costs
Planning activities
Resource management
Central, for the whole company
Central for all projects and administrative
projects
For all projects and for non project
activities(CATS)
Central for all projects and administrative
projects
Tracking
10
SAP PS vs. MSP (2/3)
SAP PS
Project 2002/2003
WBS-Elements, Networks, Sub-Networks, Internal
Tasks, External Tasks, Cost-Tasks, Service-Tasks,
Work Centers, Milestones, Persons ...
Tasks, Summary tasks, Milestones, Resources,
documents, issues and risks (SharePoint)
Objects
Over all company Projects, Summarizations,
integration with company Controlling
Easy to create, powerful graphics, OLAP, over all
projects, role based
Reports
Integration with Office (VBA, OLE), SQL (ODBC,
ADO, DAO), PDS, XML, SOAP, SharePoint, Exchange
etc.
Integration with all other SAP-Modules CO, SD, MM
etc. External interfaces RFC, BAPI, Java,
Integration
11
SAP PS vs. MSP (3/3)
SAP PS
Project 2002/2003
Gantt Chart, Network, WBS-Structure, but fussy
and complicated
Powerful and easy to use graphical Features
Graphical views
Connection to SAP System mandatory, hard
restricted
Independent, flexible, easy to use
Flexibility
Graphical, but complex Navigation, very hard to
learn and use
Very user friendly, intuitive
GUI
Editing
Rule-based, restricted
Enterprise restrictions
12
cProjects

• Part of PLM (Product LifeCycle Management)
• Next Generation of PS
• Linked to PS and other modules

13
xRPM

• Top Level consolidation
• Integrates data from different sources
• Reporting, Portfolio planning and resource
  capacity management

14
xRPM Architecture Overview
SAP Enterprise Portal 5.0
SAP xRPM Core
SAP Business Warehouse
MySAP FI
MySAP PS
MySAP HR
Microsoft Project EPM
Other Sources
15
Using SAP PM solutions

• Pros
• Rich functionality
• Detailed, status based business rules
• Company wide, controlling integrated reports
• High Level Consolidation

• Cons
• User interface still not adopted
• Not flexible enough (e.g. work offline, user
  defined customizing)
• Enterprise features not easy to use (esp. for
  PMOs)
• EPM scenarios difficult to deploy

16
Best fit for roles
17
Putting the pieces together
Microsoft Project EPM Server (diff departments,
sites etc.)
SAP R/3 / Enterprise with PS or cProjects (e.g.
diff. country locations)
PMO Project Manager Team Member
Manager Controller Dep. Leader
18
Integration
19
SAP integration issues

• Leading PM system
• SAP or Microsoft Office Project?
• Which data are controlled on which system?
• Automatic or manual synchronization?
• Who is working on which system (roles based
  concept)
• How do the components interact with each other?

20
Server-based data exchange
PSLink

• Central Project data store
• Holds SAP Difference Analysis Tables
• Holds Defaults/Standards
• Difference analysis
• Locking mechanism
• Consistency check

• Business Rules
• Status Administration
• SAP selection lists
• Controlling data
• SAP-Budget data

21
Client-based data exchange
PSLink

• Central Project data store
• Hosts SAP Difference-Analysis-Tables
• Hosts Defaults/Standards

• Business Rules
• Status admin
• SAP selection lists
• Controlling data
• SAP-Budget data
• Difference analysis
• Locking mechanism
• Consistency check

22
PSLink Enterprise Server vs. client based
synchronization

• Server based
• No direct user-interaction with SAP
• Synchronization can be scheduled
• Less components and functions are needed on
  client PCs (however, some functions are required)

• Client based
• Transfer data on command if necessary
• Data exchange control
• User-based changes in SAP (evidence)
• Better data consistency (avoid last-wins
  situations)

23
Example 1 Project oriented organization
Engineering
24
Overview

• Create project in Microsoft Project based on SAP
  SD Offer
• Upload project to SAP PS
• Project execution
• Planning of tasks, schedule and resources in MSP
• Cost Planning and task tracking in SAP
• Automatic over night synchronization with SAP PS
  and SD

25
The Project oriented organization
26
Sales Process
SAP
MS Project
PS
CATS
Server
SD
Client
Planning tasks
New Offer Project
Customer Order
Time and Work Tracking
Reporting
27
Customer Order
SAP
MS Project
SD
CATS
Server
PS
Client
Planning tasks
New Offer Project
Customer Order
Time and Work Tracking
Reporting
28
Planning Tasks
SAP
MS Project
SD
CATS
Server
PS
Client
Planning tasks
New Offer Project
Customer Order
Time and Work Tracking
Reporting
29
Tracking
SAP
MS Project
SD
PS
CATS
Server
Client
Planning tasks
New Offer Project
Customer Order
Time and Work Tracking
Reporting
30
Reporting
SAP
MS Project
SD
CATS
Server
Client
PS
Planning tasks
New Offer Project
Customer Order
Time and Work Tracking
Reporting
31
Example 2 Matrix organization Manufacturing of
household appliances
32
Overview

• Create Project in SAP PS
• Project Manager Task planning and scheduling in
  Microsoft Project
• Team Leader Detailed planning in Microsoft
  Project
• Tracking in SAP
• Reporting in MSP and SAP

33
The Matrix organization
34
Project Creation
MS Project
SAP
Client
Server
CATS
PS
Dep. Leader order process
Project Creation basic data
Project planning / synchron.
Reporting
35
Project Planning
SAP
MS Project
CATS
Server
PS
Client
Dep. Leader order process
Project Creation basic data
Project planning / synchron.
Reporting
36
Dep. Leader negotiation process
MS Project
SAP
Server
PS
CATS
Client
Dep. Leader negotiation process
Project Creation basic data
Project planning / synchron.
Reporting
37
Reporting
SAP
MS Project
CATS
Server
Client
PS
Dep. Leader negotiation process
Project Creation basic data
Project planning / synchron.
Reporting
38
Architec-ture
SAP PS
ESS / CATS
Management / Controlling
MS Project
Project Manager
Project Web Access
MS Project
Team Leader
39
Example 3 Multinational project organization
Automotive
40
Overview

• Central synchronization of site SAP systems
• Microsoft Project is the central planning and
  tracking tool
• SAP and SAP BW are the tools for controlling and
  central reporting

41
Central synchronization of distributed SAP systems

• New Projects are created in SAP Master system
• Automatic Creation of new Projects in Microsoft
  Project Server
• Synchronization of all related Site SAP systems
  based on resources assignments

42
Site systems synchronization
Master SAP System
Microsoft Project Professional
Microsoft Project Server
Project and PSLink database
WBSMilestonesWork (plan actual)Costs
SAP IDs Status
SAP BW Reporting

43
Q A

• www.TheProjectGroup.de
• Info_at_TheProjectGroup.de