Topic: SAP PPM Maintain Projects Contents(refer sap ppm maintain contracts) maintain ppm noc project supplier hno programme manager nzta project manager 7. maintain contract 1. create

Version 2.0 Published: May 2016 SAP PPM Maintain Projects 1

Topic: SAP PPM Maintain Projects

Contents Topic: SAP PPM Maintain Projects ...................................................................................................... 1

Overview ........................................................................................................................................ 2 Maintain PPM Capital Project – HNO Business Process .................................................................... 4

Maintain PPM Capital Project – HNO Business Process Steps ........................................................ 4 Maintain PPM NOC Project – HNO Business Process ........................................................................ 6

Maintain PPM NOC Project – HNO Business Process Steps ........................................................... 6 Maintain Project Structure .............................................................................................................. 8

Maintain Phase ............................................................................................................................ 9 Add Phase to a Project .............................................................................................................. 10 Maintain Task............................................................................................................................ 10 Add Task to a Phase .................................................................................................................. 10 Distribute Original Allocation across Project Phases or Tasks ................................................... 11 Release Project (Maintenance Projects only) .............................................................................. 11

Maintain Project Authorisations .................................................................................................... 13 Assign Project Read Access to External User ............................................................................. 13 Maintain Phase Access for External User ................................................................................... 14 Maintain Task Access for External User ..................................................................................... 14 Assign Phase Manager .............................................................................................................. 14 Assign Task Manager ................................................................................................................ 15

Maintain Project Milestones and Checklists .................................................................................. 16 Add Project Milestone ............................................................................................................... 17 Maintain Project Milestone ........................................................................................................ 17 Add Checklist Item .................................................................................................................... 17 Complete Checklist Item ........................................................................................................... 17 Make Change Documents tab viewable (set up required only once) .......................................... 18 Display Change Documents ...................................................................................................... 18

Search for Projects, Phases and Tasks .......................................................................................... 19 Open Project (Project Number known) ....................................................................................... 19 Search for Project ...................................................................................................................... 19 Search for Phase........................................................................................................................ 20 Search for Task ......................................................................................................................... 20 Project Search Variants .............................................................................................................. 21


Overview

NZTA contracts out many aspects of its work. Project management is a key element of ensuring that projects are delivered on budget and on time to make sure that customers get the benefits that the transport project delivers as soon as possible.

SAP Projects are not created manually. They are created automatically in SAP when a stage of the project (an Item) receives funding approval.

The diagram below depicts how Projects are typically linked to an Initiative, Items and Contracts:


SAP projects contain the following elements:

All NZTA users can see and update all Project information, namely:

• Phase details • Task details • Checklists • Milestones • Consultant Authorisations • Accruals & Forecasting • Allocation Distribution • Reporting

External users (consultants) are given authorisation to update Accruals and Forecasts for Phase & Tasks related to their company.

Just as the data in a Portfolio Item cascades down to the Project, Project data is passed to the Project Phases and Tasks. Attributes for Phases and Tasks can be changed at the Phase or Task level e.g. Phase Manager and Task Manager by NZTA users only.

The diagram above depicts the four states a HNO PPM Project may be in and how it transitions between those states.

Maintenance Projects must be manually released after they are created and Project Managers must manually set Tasks/Phases and Projects to Technically complete to allow SAP to complete the Project.

Project

Phase

Checklist – Capital only

Milestones – Capital only

Task – Maintenance only

Project Manager

Task Manager

Phase Manager

Consultant

Consultant

Consultant

Read

Write

Write

Project State Diagram

Created /Transferred

Released / Assigned

TechnicallyComplete

Status “Set to

Released”CompleteTIO

Interface

Status“Set

TechnicallyComplete”

MaintenanceProjectSaved

Status “Set Released”

Capital Project Saved


Maintain PPM Capital Project – HNO Business Process

Maintain PPM Capital Project – HNO Business Process Steps

The following table details the steps related to the Maintain PPM Capital Project HNO Business Process:

Step No.

Process Step Description

1. Approve New Funding Request

P & I approves the new Funding Request for the Item. SAP automatically creates the Project, based on the project template for the Item Type. (Refer SAP PPM Maintain Initiative)

2. Maintain Project Structure

The NZTA Project Manager maintains the standard Phases automatically created by SAP and creates and maintain additional Phases that are required. (Refer Maintain Phase) (Refer Add Phase to a Project)

3. Distribute Funding

The NZTA Project Manager distributes the Allocation across the Project Phases. (Refer Distribute Allocation across Project Phases)

4. Assign Authorisations

The NZTA Project Manager provides read or write access to external consultants (to complete accruals and forecasts), enters Financial Authorities e.g. DFA (for invoicing approval) and if required assigns Phase Managers. If the Financial Authority you are trying to assign does not exist, (Refer Maintain Financial Authorities Training Documentation) (Refer Assign Project Read Access to External User) (Refer Maintain Phase Access for External User) (Refer Assign Phase Manager)

5. Maintain Contract

The NZTA Project Manager creates and maintains the Contracts for the Project. (Refer SAP PPM Maintain Contracts)

Maintain PPM Capital Project

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5. MAINTAIN CONTRACT

2. MAINTAIN PROJECT STRUCTURE

3. DISTRIBUTE FUNDING

1.APPROVE NEW FUNDING REQUEST

4.. ASSIGN AUTHORISATIONS

7. PROCESS PROJECT

FINANCIALS

9. CLOSE PROJECTS

8. MONITOR PROJECT

6. ADD MILESTONES AND CHECKLIST

ITEMS

https://infohub.nzta.govt.nz/otcs/cs.dll/open/8249513



Step No.


6. Add Milestones and Checklist Items

Following the award of the contract and acceptance of the project schedule, the NZTA Project Manager adds Checklist Item, Milestones, with planned completion dates for all Milestones. (Refer Add Project Milestones) (Refer Maintain Project Milestones)

7. Process Project Financials

As per the business process, the Professional Services Consultant or NZTA Project Manager, creates CPVs; approves CPVs and invoices; inputs accruals for work completed in previous financial months where the invoice is not received and approved in AIP; updates and submits the project’s future forecasts and when required requests funding variations. (Refer SAP PPM Process Project Financials)

8. Monitor Project The NZTA Project Manager amends milestone planned completion dates, enters Milestone actual completion dates (as they are achieved) and ticks off Checklist items as they are completed. (Refer Maintain Project Milestones) (Refer Complete Checklist)

9. Close Project The NZTA Project Manager completes the Contract Items, Contracts, and Phases when they are no longer required for required for financial processing. On completion of the Project, the NZTA Project Manager closes the Project. (Refer SAP PPM Close Project)




Maintain PPM NOC Project – HNO Business Process

Maintain PPM NOC Project – HNO Business Process Steps

The following table details the steps related to the Maintain PPM NOC Project HNO Business Process:

Step No.


1. Create NOC Project

The HNO Programme Manager updates the Item status to “Draft”. SAP automatically creates the NOC Project.

2. Maintain Project Structure

The HNO Programme Manager maintains the standard Phases and Tasks automatically created by SAP and adds tasks. (Refer Maintain Phase) (Refer Maintain Task) (Refer Add Tasks to a Phase)

3. Release Project The HNO Programme Manager releases the Project which creates the WBS elements and makes it available to process financials against it. (Refer Release Project)

4. Distribute Funding

The NZTA Project Manager distributes the allocation across the Project Tasks. (Refer Distribute Allocation across Project Tasks)

5. Assign Authorisations

The NZTA Project Manager provides authorisations to external consultants (to complete accruals and forecasts), enters Financial Authorities e.g. DFA for invoicing approval and assigns Task Managers. (Refer Assign Project Read Access to External User) (Refer Maintain Task Access for External User) (Refer Assign Task Manager)

6. Maintain Contract

The NZTA Project Manager creates and maintains the Contracts for the Project. (Refer SAP PPM Maintain Contracts)

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7. MAINTAIN CONTRACT

1. CREATE NOC PROJECT

5. ASSIGN AUTHORISATIONS

6. DISTRIBUTE FUNDING

3.. RELEASE PROJECT

8. PROCESS PROJECT

FINANCIALS

10. CLOSE PROJECTS

9. MONITOR PROJECT

2. MAINTAIN PROJECT STRUCTURE

4. CREATE/MAINTAIN TASKS



Step No.


7. Process Project Financials

As required, the Professional Services Consultant or NZTA Project Manager approves CPVs and invoices, inputs accruals for invoices that have been received but not paid in the previous financial months and updates the project’s future forecasts. (Refer SAP PPM Process Project Financials)

8. Monitor Project The NZTA Project Manager and Professional Services Consultant monitors the Project and if required update the Contract. (Refer SAP PPM Maintain Contracts)

9. Close Project The NZTA Project Manager completes the Contract Items, Contracts, Tasks and Phases when they are no longer required for required for financial processing. On completion of the Project, the NZTA Project Manager closes the Project. (Refer SAP PPM Close Projects)





Maintain Project Structure

Overview

A PPM project is automatically created in SAP when approval of a new funding request is given at Item level. The project is created based on the project templates set up for the Item type. These project templates include the basic information required for a NZTA project of that type but Project Managers can and should supplement this structure to ensure that the project is adequately tracked. Project Type Project Template Defaulted Phases Improvements Indicative

Business Case Detailed Business Case Pre Implementation Construction Post Implementation

Fees NZTA Managed Costs Property Fees (DBC, IBC only) Physical Works (Construction only) Contingency (Construction only)

Property Acquisitions Emergency Works

Emergency Works Fees NZTA Managed Costs Physical Works

NMA 111 – Sealed pavement maintenance 112 – Unsealed pavement maintenance 113 – Routine drainage maintenance 114 – Structures maintenance 121 – Environmental maintenance 122 – Traffic services maintenance 123 – Operational traffic management 124 – Cycle path maintenance 131 – Level crossing warning devices 151 – Network and asset management 211 – Unsealed road metalling 212 – Sealed road resurfacing 213 – Drainage renewals 214 – Sealed rd pavement rehabilitation 215 – Structures component replacements 221 – Environmental renewals 222 – Traffic services renewals 231 – Associated improvements 241 – Preventative maintenance

Studies

Studies

Fees


NZTA Managed cost Minor Improvements

Minor Improvements

NZTA Managed cost

Capturing costs specifically via a Phase or Task allows Project Managers to manage and report specifically on that area of work. Property Projects have links to and from the SAP Real Estate module.

Initiative name, Item name and Project name should be kept the same for consistency.

Performed By

• NZTA Project Manager

Dependencies

• An approved Item

Business Rules

• Users can’t create Projects manually (they auto-create on funding

approval). • Tasks can be added for NMA or NOC Projects however they should

not be created for any other project. • Authorisations should only be given to External Consultants for

specific Phases/Tasks where NZTA requires them to input Accruals and Forecasts.

• DFA can only be assigned to an approved NZTA DFA holder (Refer Instrument of sub-delegation (Financial Delegations for Cost Centre Managers)

• Minor Improvements capture many projects under 300K. Each Project is a Phase under the Minor Improvements Project for the Region.

Reference Materials

SM011 NZ Transport Agency’s Project Management Manual

Navigation

Project Management = > Projects

Steps

Maintain Phase

1. On the Project Element section of the Project < Item Name> screen: o Highlight the <Phase Name> of the Phase that you want to

maintain 2. Update the applicable fields on the Basic Data tab:

o Name o Phase Type (dropdown list) o Description o Click

3. Click on tab and update the applicable fields:

o AIP Team Administrator Group (Optional – if you want to reassign)

http://onramp/Organisational-Support/Finance/Documents/GMOS%20to%20staff%20(9%20December%202013)%20SIGNED-G00052786.pdf.gml

http://onramp/Organisational-Support/Finance/Documents/GMOS%20to%20staff%20(9%20December%202013)%20SIGNED-G00052786.pdf.gml

http://www.nzta.govt.nz/resources/project-management-manual/pmm.html


o Phase Manager (Optional – if you want to reassign) o DFA (Optional - if you want to reassign) o AIP Certifier (Optional - if you want to reassign)

4. Click

Add Phase to a Project

1. On the Project Element section of the Project < Item Name> screen: o Highlight the Project Name

o Select from dropdown list

o Select 2. Complete the following fields on the Basic Data tab:

o Name o Phase Type (dropdown list) o Description o Click

3. Click on tab and complete the following fields:


o Phase Manager (Optional – if you want to reassign) o DFA (Optional - if you want to reassign) o AIP Certifier (Optional - if you want to reassign)

4. Click Maintain Task

1. On the Project Element section of the Project < Item Name> screen: o Highlight the <Task Name> of the Task that you want to

maintain 2. Complete the following fields on the Basic Data tab:

o Name o Task Type o Description o Click



o Work Category o Task Manager (Optional – if you want to reassign) o DFA (Optional - if you want to reassign) o AIP Certifier (Optional - if you want to reassign)

4. Click

Add Task to a Phase (Only for NOC Projects)

1. On the Project Element section of the Project < Item Name> screen: o Highlight the Phase you want to add the Task to

o Select from dropdown list


o Select 2. Complete the following fields on the Basic Data tab:

o Name o Task Type o Description o Click



o Work Category o Task Manager (Optional – if you want to reassign) o DFA (Optional - if you want to reassign) o AIP Certifier (Optional - if you want to reassign)

4. Click

The values displayed in the Work Element ID drop-down box are determined by the work category. Distribute Original Allocation across Project Phases or Tasks

1. On the Project Allocation Distribution screen: o Highlight and select the appropriate Project o Ensure the relevant year column is highlighted in orange

o Click or to move to the relevant year o To evenly distribute yearly allocation across remaining

months in the financial year: Enter amount of allocation in the Year column against

each Phase or Task Press the Enter key to update the running totals in the

Total Allocation and Remaining Allocation fields o To manually distribute yearly allocations to remaining

months:

Click Enter amount of allocation in the appropriate month

columns against each Phase or Task Press the Enter key to update the running totals in the

Total Allocation and Remaining Allocation fields

o Click

You can’t Save your distribution unless all the Remaining Allocation fields equal 0.

The forecast version is created when you save the original allocation. If the original allocation distribution is incorrect you will also need to update your forecast. Release Project (Maintenance Projects only)


1. Select the Project from the Tree 2. On the Basic Data tab:

o Select “Release” from the Change Status dropdown box

o Click

Result

New Project


Maintain Project Authorisations

Overview

The purpose of the Maintain Project Authorisations process is to provide external users with access to the Phases or Tasks you want them to view and maintain in the Accrual & Forecasting screen. When setting up a project, give your consultant “Read” access to the project. This level of access will default to all the Project’s Phases or Tasks. Then amend the access to “Write” for the Phases or Tasks they are required to enter accruals or forecasts for. (or “None” for those they are not required to maintain) Read access allows an external user to view the project but they can’t view the detailed project phases on the Accrual & Forecasting screen. All NZTA PPM users can view and update all PPM Project’s Phases and Tasks. If you assign a NZTA user as a Project, Phase or Task Manager then those Phases and Tasks will automatically appear in their default Accrual & Forecasting screen.

NZTA <Project/Phase/Task> Analysis Tab – the <name> indicates which level you are at in the Project

Performed By


Dependencies

• Updated Project

Business Rules

• Do not give External users write access to the “NZTA Managed costs”

Phase • Do not change the status of a Project to “Lock”

Reference Materials

SM011 NZ Transport Agency’s Project Management Manual

Navigation


Steps

Assign Project Read Access to External User

1. On the Project Element section of the Projects screen:

o Highlight the Project Name

o Click the 2. On the Authorizations tab:

o Click

o Click 3. Complete the following fields in the Add Authorizations for Role

section:



o Role – search and select the external users o Authorisations – Check the Read radio button

o Click Maintain Phase Access for External User

1. On the Project Element section of the Projects screen: o Highlight the Phase Name

o Click 2. On the Authorizations tab:

o Click


section: o Role – search and select the external user o Authorisations – Check the Write radio button or the None

checkbox

o Click

Maintain Task Access for External User


o Highlight the Task Name

o Click the 2. On the Authorizations tab:

o Click


section: o Role – search and select the external user o Authorisations – Check the Write radio button or the None

checkbox

o Click

Assign Phase Manager


o Highlight the relevant Phase Name

o Click tab 2. On the NZTA Phase Analysis tab:

o Ensure auto-populated details in all fields are correct

o Click at the end of the Phase Manager field 3. On the All Values: Phase Manager screen:

o Enter values in the applicable search criteria fields

o Click o Click on the Phase Manager from the Results List


o Click Assign Task Manager


o Highlight the relevant Task

o Click tab 2. On the NZTA Task Analysis tab:

o Ensure auto-populated details in all fields are correct

o Click at the end of the Task Manager field 3. On the All Values: Task Manager screen:

o Enter values in the applicable search criteria fields

o Click o Click on the Task Manager from the Results List

o Click

Result

Updated Project


Maintain Project Milestones and Checklists

Overview

The purpose of the maintain Project Milestones and Checklists process is to ensure that projects are delivered in a timely manner and that quality of deliverables has been checked.

Each Improvements project template generates a Checklist and Milestone template e.g. Construction Checklist and Construction Milestones. Adding Milestones, entering planned completion dates, updating planned completion dates and entering actual completion dates allows NZTA to track the progress of your project. As per SM011, NZTA Project Managers are required to manage the following aspects of their Projects: Establishment, Development, Risk, Cost, Time, Quality, Documentation, Procurement, Project Control and Closeout.

Performed By


Dependencies

• An Active SAP PPM Project

Business Rules

• Additional Milestones should be added, and planned completion

dates entered for all milestones, as soon as contract is awarded and the project schedule is accepted

• Completed Checklists should be included in the next funding application, in line with HNO’s 5 star processes

Reference Materials

SM011 NZ Transport Agency’s Project Management Manual Part 1- Checklist PSF 13 Social and Environmental Form PSF 2a Checklist for statutory approvals, consents and agreements

ScopePhasesTasks QualityTime

CostWBS

Milestones Checklist


http://www.nzta.govt.nz/resources/project-management-manual/docs/project-management-manual-part1.pdf

http://www.nzta.govt.nz/resources/state-highway-professional-services-contract-proforma-manual/forms/docs/psf13.dot

http://www.nzta.govt.nz/resources/state-highway-professional-services-contract-proforma-manual/forms/docs/psf2a.dot


Navigation


Steps

Add Project Milestone

1. On the Project Element section of the Project < Item Name> screen:

o Click on <Item Type> Milestones (to highlight it)

o Click 2. On the Basic Data tab:

o Enter the name for the Milestone in the Name field

o Click 3. On the NZTA Completion Analysis tab:

o Enter the planned completion date in the Planned completion field

o Click Maintain Project Milestone


o Click the down arrow to the left <Item Type> Milestones (to expand and show the existing milestones)

o Click relevant Milestone (to highlight it)


o Amend the planned date in the Planned completion field and/or

o Enter the actual completion date in the Actual completion date field

o Click Add Checklist Item


o Click on <Item Type> Checklist (to highlight it)

o Click 2. On the Basic Data tab:

o Enter the name for the Checklist Item in the Name field


o Enter the planned completion date for the Checklist Item in the Planned completion field

o Click Complete Checklist Item


o Click the down arrow to the left < Item Type> Checklist (to expand and show the existing checklists)

o Click relevant Checklist (to highlight it)



o Check Completed indicator checkbox (to populate with a tick)

o Click

Make Change Documents tab viewable (set up required only once)

1. Click

2. Check checkbox (to populate with tick)

3. Click Display Change Documents

1. Click tab 2. Click to view Field changes 3. Click to view Status changes

4. Click to view Object Links changes

5. Click to view Authorisation changes


Search for Projects, Phases and Tasks

Overview

The purpose of the Search Project, Phases and Tasks process is to find a PPM Project (or one of its components) in SAP to view and/or maintain the details. Once you select Projects menu, the projects appear on a dashboard and can be searched.

Clicking generates a list of projects you have ever opened.

Change the defaulted value (of 20) in the Hits field to increase your Search Results list.

Performed By

• Any SAP Internal PPM User

Dependencies

• A SAP PPM Project has been created.

Business Rules

NA

Reference Materials

NA

Navigation


Steps

Open Project (Project Number known)

1. On the initial Projects screen:

o Click 2. On the Open popup box

o Enter the Project Number

o Click

Search for Project


o Click 2. On the Search screen

o Enter the appropriate values in the Search fields. The Default fields are:

Project Manager Project Region Project Type Hits = “20”

o Click 3. Click on the appropriate Project Number hyperlink


Search for Phase



o Select “Phase” from the Search for dropdown list o Enter the appropriate values in the Search fields. The Default

fields are: Phase Number Name Language Hits = “20”

o Click 3. Click on the appropriate Phase Number hyperlink Search for Task



o Select “Task” from the Search for dropdown list o Enter the appropriate values in the Search fields. The Default

fields are: Number (add an “*”) Name Language Project Number Project Name Hits = “20”

o Click 3. Click on the appropriate Task Number hyperlink

Tasks have leading zeros in SAP so you need to add an * (asterix) each side when searching by Task Number e.g. *600302*

You can change the Search fields available by selecting one of the following fields from the By field


You can navigate to a Project from the Item by clicking and selecting

Result

Project, Phase or Task in view mode.

Project Search Variants

Search for By Search Fields Project Text Project Number

Name Language

Responsibility Last Name First Name Business Partner

Priority/Type Reason Project Number Priority Project Type Reason for Project

Grouping/Search Field Project Number Grouping Search Field

Status Project Number Status Profile (Capital or NOC) Status (e.g. Created)

Customer Name 2/First name Name 1/Last name Business Partner

Sold-to-Party Name 2/First name Name 1/Last name Business Partner

Archive Project Number Project Manager Project Manager

Region Project Type

Initiative Details Item Name Item Id


Initiative Name Initiative ID Item Type Region Project Type

Phase Text Phase Number Name Language

Responsibility Refer Project By Responsibility Type Phase Number

Phase Type Grouping/Search Field Phase Number

Grouping Search Field

Status Phase Number Status Profile Processing Status Processing Status (Superior Object)

Phase Manager Name Phase Number Phase Type Phase Manager Work Category

Checklist Text Number Sort Number Name Language

Type TRUE Sort Number Checklist Type (NZTA Check Lists, NZTA Task Lists)

Grouping/Search Field Number Sort Number Grouping Search Field

Status Number Sort Number Status Profile (Blank) Processing Status Processing Status (Superior Object)

Checklist Item Text Number Sort Number Name Language

Responsibility Refer Project by Responsibility Grouping Search/Field Number

Sort Number Grouping Search Field Process (e.g. Emergency, Large Project)

Status Refer Checklist by Status Task Text Number

Sort Number Name Language Project Number Project Name


Processed by First Name Last Name Business Partner

Type Number Sort Number Task Type

Grouping/Search Field Refer Checklist Item by Grouping Search/Field Status Refer Checklist by Status Task Manager Name

Number Task Type Task Manager Work Category

Document Do not use