Plan Internal Projects
The figure displays the app Plan Internal Projects (F1656).
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.
Your ability to display or change project information depends on the service organization for which you are authorized, and whether the project is a public or private.
Managing Work Packages and Resources
Work packages help you manage the scope and delivery of services in projects.
- You use work packages to plan and schedule high level project activities, such as:
- Work package dates and work items.
- Required project roles and effort, the organization from which you want to staff a role, and whether the role is billable or not. If required, you can also specify up to five skills for each role. However, these skills are for information only and not directly used to search for resources.
- For each role, you can search for resources and view details such as:
- Contact details of an employee, work location, skills, and experience in previous projects.
- Employee availability for the duration of the work package.
- Employees whose employment ends before the end date of the work package.
- Employee availability per month (in hours or days), for the calendar year.
Availability is calculated based on the working hours per week defined in the business partner's master data, and staffing in other projects. If resource management has been activated, the availability is based on the daily working hours maintained for the business partner.
- You can view and manually redistribute effort across the periods of the work package.
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:
- Retain Total Efforts: The system redistributes equally, the total planned effort for the roles or resources in the work package.
- Retain Efforts for Common Periods: The system retains only the efforts in periods that are common between the old and new work package dates, and distributes the efforts equally between the new periods of the work package.
- You can assign resources to project roles, based on the relevance of their skills and their availability. You can also use work items to assign responsibilities to assigned resources.
- You can confirm the staffing of resources when the project stage is set to In Execution. This confirmation results in staffing the resource as per their availability for the work package.
If resource management has been activated, then assignments made by a resource manager are stored as staffing confirmations.
- You can manage documents for work packages.
- You can delete a work package, but only if there are no actual time or expense postings.
The planned cost is calculated using the standard price for the role or the staffed resource.
- If no delivery organization is specified, the cost is derived from the cost center of the project.
- If a delivery organization is specified, the cost is derived from the default cost center of the delivery organization.
If the resource management solution has been activated, then costs are calculated as follows:
- If you've planned for a role or requested a resource, the cost rate of the role is used.
- If the staffed effort for a role is equal to the planned effort, then the cost rate is determined from the specific attributes of the staffed resource. If multiple resources are staffed to a role, the planned cost is a sum of the cost rates determined for each resource.
- If the staffed effort for a role is more than the planned effort, then the planned cost is calculated only for the planned effort using the cost determined from the staffed resources.
- If the staffed effort for a role is less than the planned effort, then the planned cost is a sum of the cost rate for the staffed effort (determined from the staffed resource) and the cost rate of the role for the remaining planned effort.
Additional Features with Resource Management
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.
However, no changes are allowed once a staffing assignment has been made.
Compare and Update Project Versions
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:
- Update the baseline version with the current plan of one or more work packages.
- Synchronize key figures and values in the current project plan to enable financial reporting for projects.
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.
The planned revenue in the baseline for management reporting is always zero (0) for internal projects.
App Extensibility: Plan Internal Projects
Key users can extend the app in the Custom Fields and Logic app using the following business context:
- Engagement Project
- Work Package
You have the following options:
- Add additional fields to forms and tables
- Change the order of fields
- Regroup and rename fields
- Save the current layout
- Make settings to exclude fields.
UI adaptation through field extensibility is a one time activity. You must repeat UI adaptations separately in screens that display project information, and in screens where you can edit project information.
You can add fields to the following UI elements:
|Information form (at header level)
|Additional information (at the work package level)
You can implement logic for the following Business Add Ins (BAdIs):
Business Add Ins (BAdIs)
|Generate Project IDs
|Send E mail
|Check Authorization to Edit Project
|Check Authorization to Change Project Stage