Objective
In order to work with internal projects, certain business catalogues must be assigned to the user’s Business Role (please see section on finding and allocating business roles in Unit 1 - Introducing SAP S/4HANA Cloud Public Edition, Professional Services).
For internal projects, the necessary business roles are:
| Business Role | Business Role Description |
|---|---|
| SAP_BR_EMPLOYEE | Employee |
| SAP_BR_MANAGER | Manager - Inbox |
| SAP_BR_PROJECT_MANAGER_PROF | Project Manager - Professional Services |
| SAP_BR_PROJ_MANAGE_COMM | Project Manager - Commercial Services |
| SAP_BR_OVERHEAD_ACCOUNTANT | Cost Accountant - Overhead |
| SAP_BR_BPC_EXPERT | Configuration Expert - Business Process Configuration |
The figure displays the Create Internal Projects app.
You can use this app to create internal projects.
Note
You can create projects only for service organizations for which you are authorized.
By default, the system displays the service organization of the project manager creating the project. The currency is determined from the company code of the service organization. However, you can change the currency to a value of your choice.
To restrict access to the project by persons other than the responsible project manager and stakeholders, set the Public Project switch to No.
The figure displays the Plan Internal Projects (F1656) app.
You can use this app to manage internal projects for which you are the responsible project manager. This app allows you to search for projects, copy existing projects, and edit your projects to plan work packages, efforts, resources, and recalculate cost.
Note
You can use available filters to view information such as cost performance and work performance.
Work packages help you manage the scope and delivery of services in projects.
Note
Note
If you change the dates (month) of a work package, the project dates are also adjusted. Besides, you must also choose how the system redistributes planned efforts. The following options are available:
Note
The planned cost is calculated using the standard price for the role or the staffed resource.
Note
If the resource management solution has been activated, then costs are calculated as follows:
As a project manager, you can plan for roles by requesting specific resources using the link in the Requested Resource column. The project manager can use the link in the Staffed Resources column to search for resources and confirm their assignment to the project.
Note
A baseline version is automatically created when you set the project stage to In Execution. This also enables the Versions area which displays a comparison of the project plan between the baseline and current versions. The default view displays a comparison of work packages that are different from the baseline version. However, you can also switch the view to display all work packages.
You can do the following:
When you use the Update Baseline or Sync with Finance buttons, a copy of the information is also transferred to finance, to enable management reporting for different entities, based on actual and plan data for projects. Hence, it is recommended to periodically update and synchronize the relevant versions.
Note
The figure displays the Project Staffing Analysis app.
With this app, project managers can view and analyze the staffing situations in projects for which they are responsible. You can view information about resource requests, whether staffing has been fulfilled, the resources assigned to a request, the distribution of planned and staffed effort across months, and the cost.
The figure displays the Run Actual Settlement app.
This app enables you to run actual settlement for the project. Costs are collected in projects only temporarily. Settlement is the process where the actual costs incurred for a WBS element, network, or activity are allocated, in whole or in part, to one or more receivers. Costs are settled to one or more receivers as part of period end processing.
Variant information:
This application that can be used as one common entry point for all customer and internal professional service projects.
The key features of the Project Control Professional Services Projects app include:
The Project Control – Professional Services Project application is meant to be the default landing page for Project Managers to support the whole value flow for professional services projects, personalization and extensibility, and provide a solid foundation for future innovations.
Note
An SAP S/4HANA Cloud training system is required to complete the following exercise.
Training Systems for Self-Paced Students: If you are working through the training content self-paced in the SAP Learning Hub, please purchase an SAP Learning System Access contingent to access the training system designed to accompany exercises in the training course content. Navigate to SAP Learning System Access Quick Startand search for the course code to locate the correct training system.
To execute this exercise with best system performance you can remove any other business roles assigned to your user except for S4C Generic Role provided. You can assign further roles as required in the subsequent exercise anyway and can perform this task in the same step if necessary.
Some exercises use the characters ### as placeholders for your three digit user number. Once you are on the SAP Fiori Launchpad of the training system, open the user profile icon in the upper right corner. There you will see your user: A followed by digits. Please use the last three digits of your user consistently instead of ### whenever you see ### in an exercise.
In this exercise, you test the business process for Internal Project Management in your SAP S/4HANA Cloud system according to scope item 1A8.
Log into the SAP S/4HANA Cloud training system with your user credentials and assign the following business roles to your user if you have not already allocated these roles in a previous exercise:
| Business Role ID | Business Role |
|---|---|
| BR_PROJECT_MANAGER_PROF | Project Management - Professional Services |
| BR_EMPLOYEE | Employee |
| BR_OVERHEAD_ACCOUNTANT | Cost Accountant - Overhead |
Log into the SAP S/4HANA Cloud training system with your user credentials.
Navigate to the Maintain Business Users application.
Scroll through the list of users to locate your business user.
Select your business user.
If the business roles mentioned above have already been assigned to your user, go to step j. Otherwise, select the Add button and search for the business roles listed in the exercise.
Select the checkbox next to the business role.
Select Apply, then OK to close the dialog box. You should now see the business roles assigned.
Select Save.
Refresh your browser.
Select the SAP logo in the upper left corner to navigate to the home page.
Verify the following application is available on your launchpad: Create Internal Project.
Navigate through the displayed tiles or use the enterprise search in the upper right corner to locate the following app: Create Internal Project.
Open Create Internal Project.
Select and start the Create Internal Project app.
Enter the following project information and choose Save:
Service Organization: Service Organization - Company DE
Cost Center: Csltg Unit A (DE)
Profit Center: Consulting Unit A (YB101)
Project ID: INT10###
Project Name: INT-10###
Stage: In Planning
Duration: Today – 5 days - Today + 4 months
Currency: EUR
Description: Internal Implementation Project
Enter the project information values as stated in the exercise.
Maintain the Project Roles. Enter your business partner user (A0### SAP_Learning) for the Project Partner, Project Controller, and Project Accountant and choose Create.
On the Create Internal Project screen, in the Responsibilities section, choose Add Project Role
Select the RoleProject Partner. Assign the Business Partner assigned to your, A0### SAP_Learning to it: choose the input help next to the Business Partner field. On the Select: Business Partner window, enter A0### in the search field, then choose Search. Select the line corresponding to the business partner A0### SAP_Learning in the list.
Choose Add Project Role.
Select the RoleProject Controller. Assign the Business PartnerA0### SAP_Learning to it: choose the input help next to the Business Partner field. On the Select: Business Partner window, enter A0### in the search field, then choose Search. Select the line corresponding to the business partner A0### SAP_Learning in the list.
Choose Add Project Role.
Select the RoleProject Accountant and assign the Business PartnerA0### SAP_Learning to it. Assign the Business PartnerA0### SAP_Learning to it: choose the input help next to the Business Partner field. On the Select: Business Partner window, enter A0### in the search field, then choose Search. Select the line corresponding to the business partner A0### SAP_Learning in the list.
Choose Create.
Select the drop-down menu in the upper left corner and choose Home.
Once a project is created, work packages and time-based planning information can be added.
Open the Plan Internal Projects app.
Choose and start the Plan Internal Projects app.
Choose your project to edit.
On the Internal Projects screen, you see all of the assigned Internal Projects.
Choose your project (created in an earlier step).
Choose Edit.
Choose the Work Packages view.
Choose Work Packages.
Enter the following work package values:
| Field | Value |
|---|---|
| Work Package Name | Explore |
| Duration | today – 2 days - today + 1 month |
| Description | Explore Phase |
A first work package is proposed by default. Overwrite the Name and the Duration and enter the Description according to the data from the table.
Choose Save.
Choose Close to close the Messages dialog window if necessary.
The new work package is updated and displayed on the screen.
Choose the Create button to create another work package and enter the following values:
| Field | Value |
|---|---|
| Name | Realize |
| Duration | today + 1 month - today + 3 months |
| Description | Realize Phase |
When you are on the project details screen, choose Work Packages.
To create a new work package, choose Create.
Enter the data from the table.
In the dialog box, choose Create.
Choose Save.
Choose Close to close the Messages dialog window if necessary.
Choose the Create button to create another work package and enter the following values:
| Field | Value |
|---|---|
| Name | Test |
| Duration | today - today + 4 months |
| Description | Test Phase |
To create a new work package, choose Create.
Enter the data from the table.
In the dialog box, choose Create.
Choose Save.
Choose Close to close the Messages dialog window if necessary.
Select the drop-down menu in the upper left corner and choose Home.
Work items are assigned to a project to define the tasks that must be completed for each work package.
Open the Plan Internal Projects app.
Choose and start the Plan Internal Projects application.
Select your project, then choose the Edit button.
Select your project from the list of Internal Projects to the left, then choose the Edit button.
Choose the Work Packages view.
Choose the Work Packages tab of the project.
Assign the following work items to the work packages and choose Save.
| Work Package | Work Item Name |
| Explore | Fit-to-Standard |
| Explore | Project Management |
| Realize | Configuration |
| Realize | Project Management |
| Test | Testing |
| Test | Project Management |
To assign work items to an existing work package, choose Select in the Work Item column of the relevant work package.
Overwrite User-Defined Work Item with a Work Item Name corresponding to the work package and press Enter .
When you are finished with entering the work items for a work package, choose OK.
Repeat steps a, b and c to assign work items to the relevant work packages.
To review the assigned work items, choose Assigned.
A dialog box appears.
To add additional work items, choose Edit in this box, then OK.
Choose the Save button when edits are complete.
Choose Close to close the Messages dialog window if required.
Select the drop-down menu in the upper left corner and choose Home.
Roles are assigned to each work package to determine the skills, planned effort, and effort cost to complete different work items in the work package. Expenses are also assigned per each work package. After roles and expenses are assigned, the planned costs and revenue are recalculated.
Open the Plan Internal Projects app.
Choose and start the Plan Internal Projects application.
Select your project, then choose the Edit button.
Select your project from the list of Internal Projects to the left, then choose the Edit button.
Choose the Work Packages view.
Choose the Work Packages tab of the customer project.
Select the Explore Work Package.
Select the Explore Work Package.
In the Team section of the Explore work package, choose the Add Team Role button and add the following information:
| Field | Value |
| Role | Project Manager |
| Delivery Organization | Service Organization - Company DE |
| Work Item | Project Management |
| Effort (Hours) | 100 |
| Field | Value |
| Role | Platinum Consultant |
| Delivery Organization | Service Organization - Company DE |
| Work Item | Fit-to-Standard |
| Effort (Hours) | 350 |
Note
If warning messages appear, indicating missing cost rates for certain roles, you can ignore these in the exercise. In a real project, these would need to be provided.
In the Team section, choose the Add Team Role button.
Enter the information as defined in the exercise.
Choose Add.
You may also define skills for each role in the work package.
Choose Save.
Note
Assigned roles are listed for the work package.
Planned Costs are automatically calculated from the Planned Effort.
In the Expenses section of the Explore work package, select the Add Expense button and add the following information:
| Field | Value |
|---|---|
| Expense Type | Accommodation |
| Cost | 2000 |
Choose Edit.
In the Expenses section, choose the Add Expense button.
Enter the information defined in the exercise.
Choose Save.
Choose Back.
Select the Realize Work Package.
Choose Edit.
Select the Realize Work Package.
In the Team section, choose the Add Team Role button and add the following information:
| Field | Value |
| Role | Project Manager |
| Delivery Organization | Service Organization - Company DE |
| Work Item | Project Management |
| Effort (Hours) | 200 |
| Field | Value |
| Role | Senior Consultant |
| Delivery Organization | Service Organization - Company DE |
| Work Item | Configuration |
| Effort (Hours) | 600 |
Note
If warning messages appear, indicating missing cost rates for certain roles, you can ignore these in the exercise. In a real project, these would need to be provided.
In the Team section, choose the Add Team Role button.
Enter the information as defined in the exercise.
Choose Add.
Note
You may also define Skills for each role in the work package.
Choose Save.
Choose Back.
Select the Test Work Package.
Choose Edit.
Select the Test Work Package.
In the Team section, choose the Add Team Role button and enter the following information:
| Field | Value |
| Role | Project Manager |
| Delivery Organization | Service Organization - Company DE |
| Work Item | Project Management |
| Effort (Hours) | 50 |
| Field | Value |
| Role | Senior Consultant |
| Delivery Organization | Service Organization - Company DE |
| Work Item | Testing |
| Effort (Hours) | 300 |
Note
If warning messages appear, indicating missing cost rates for certain roles, you can ignore these in the exercise. In a real project, these would need to be provided.
Select the Add Team Role button to add a new role.
Enter the information as defined in the exercise.
Choose Add.
You may also define skills for each role in the work package.
Choose Save.
Settlement rules can be maintained at work-package level.
Open the Plan Internal Projects app.
Choose and start the Plan Internal Projects application.
Select your project, then choose the Edit button.
Select your project from the list of projects to the left, then choose the Edit button.
Choose the Work Packages view.
Choose the Work Packages tab of the customer project.
Choose the first Work Package, then select Maintain Settlement Rule.
Select the first Work Package.
Select the Maintain Settlement Rule link in the upper left area.
Enter the following parameters, hit Enter, and choose Save:
Description: INT10### Settlement.
Cat: CTR
Settlement receiver: 10101902
%: 100
Enter the values as stated in the exercise.
Choose Save in the lower right corner.
Reflect on a previous project management experience that you've had in your professional life. What tools, processes, or methodologies did you use? Do you think implementing Internal Project Management, and especially the SAP S/4HANA solution, would have changed the outcome or the effectiveness of the project management process? If so, how?
In a previous project management role, I managed a complex, organization-wide initiative. While we had a project management methodology in place, the use of disparate manual tools for planning, staffing, time tracking, and analytics resulted in inefficiencies and information silos.
Reflecting on that experience in light of what I've learned about Internal Project Management and SAP S/4HANA, I strongly believe that this solution would have revolutionized our processes. First, it would have consolidated all project management facets into a single, intuitive tool. This would have enabled smoother integration between phases and more transparent communication among team members, reducing errors and misunderstandings.
Also, using SAP Fiori apps would have allowed us to track our progress in real-time and make more informed decisions thanks to the cross-project reporting and drill-down analytics. The ability to perform quick periodic closings would have streamlined our budget control and made our financial processes more efficient.
Looking further, the systematic setup of SAP S/4HANA solutions would have also provided us with predefined processes, which would have reduced the time spent on initial project set-up and allowed us to compare the project's progress against its original baseline. Overall, this integrated, and efficient tool would have helped us improve our project management practices greatly, increasing overall productivity, and reducing project risks.
In this lesson, we dove into the details of Internal Project Management, a comprehensive process that manages project-based services from end-to-end within a company. We learned that this process includes steps such as project planning, staffing, procurement of materials and services, time recording, accounting, financial closing activities, and project key figure analysis.
We highlighted the benefits of using SAP S/4HANA in Internal Project Management, such as the ability to define and manage projects easily, efficient staffing processes, instant cross-project and client reporting, and the opportunity to analyze performance efficiently using the provided functionalities.
We also took an in-depth look at the key process steps required for effective internal project management and explored the implications of business roles within this process.
Then, the lesson guided you through using SAP Fiori apps for creating and planning internal projects, focusing on managing work packages and resources, as well as understanding cost calculation. We also examined the purpose and features of more SAP Fiori applications related to project staffing analysis, running actual settlements, and controlling professional services projects.
By learning and applying these processes and tools, you are better equipped to streamline your project management, leading to increased efficiency, better control, and more successful project outcomes in your organization.
Remember, the key to effective project management with SAP S/4HANA lies in consolidating all project elements in one platform for improved communication, reporting, and decision-making. Reflect on your past experiences and think about how you can apply this knowledge in future projects to enhance productivity and output.