Project Progress and Controls User Guide & Process Document Ver1.

Progress Analysis in SAP System

User Guide and Process Document
Created By: SAP Team

Hiranandani Group of Companies

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Project Progress and Controls User Guide & Process Document Ver1.0
Contents
Purpose of this Document ......................................................................................................................................................... 3
1. Define WBS Structure ............................................................................................................................................................ 3
Benefits ............................................................................................................................................................................ 3
Roles & Responsibilities ................................................................................................................................................... 3
2. BOQ Preparation .................................................................................................................................................................... 4
Benefits ............................................................................................................................................................................ 4
Format .............................................................................................................................................................................. 4
Roles & Responsibilities ................................................................................................................................................... 4
Reports ............................................................................................................................................................................. 5
3. Preliminary Budget ................................................................................................................................................................ 6
Report .............................................................................................................................................................................. 6
4. Service Code Mandatory (Master Data)................................................................................................................................. 7
System Changes ............................................................................................................................................................... 7
5. Control of Material Reservation ............................................................................................................................................ 7
Benefits ............................................................................................................................................................................ 7
System Changes: .............................................................................................................................................................. 7
Report BOQ vs. Actual ...................................................................................................................................................... 8
6. Service PR vs. BOQ Qty. ......................................................................................................................................................... 9
Benefits ............................................................................................................................................................................ 9
System Changes ............................................................................................................................................................... 9
Report BOQ vs. Actual .................................................................................................................................................... 10
7. Service PO vs. BOQ Qty. ....................................................................................................................................................... 11
Benefits .......................................................................................................................................................................... 11
System Changes ............................................................................................................................................................. 11
8. Activity Confirmation ........................................................................................................................................................... 12
Benefit ............................................................................................................................................................................ 12
System Process ............................................................................................................................................................... 12
Roles & Responsibilities ................................................................................................................................................. 13
9. SES Release based on the confirmation of services ............................................................................................................. 13
Benefits .......................................................................................................................................................................... 13
System Changes ............................................................................................................................................................. 13
Roles & Responsibilities ................................................................................................................................................. 13
10. Project Scheduling. ............................................................................................................................................................ 14
Roles & Responsibilities ................................................................................................................................................. 14
11. Mass upload of Service Activities/ Service PRs. ................................................................................................................. 14
12. Mass upload of Service PRs into Work Order. ................................................................................................................... 16

Hiranandani Group of Companies

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Project Progress and Controls User Guide & Process Document Ver1.0

Purpose of this Document

This user guide serves to provide guidelines to users on Project Progress Analysis:

Define WBS Structure

BOQ Preparation and Validations in SAP Project System
Upload Preliminary Budget
Service Code Mandatory(Master Data)
Material Reservation Control
Service Reservation Control
Activity Confirmation
SES Release based on the confirmation of services
Project Scheduling

1. Define WBS Structure:

We have to design proper WBS based on the type of building to get the project details in form of
progress based on cost and % completion. This will depend on type of Monitoring level, Building
type and contract type (With/Without Material). Due to this every project may have unique WBS.
Benefits:
Budget Vs Actual can be analysed at initial stage of project so necessary decisions can be taken.
Roles & Responsibilities:
Below mentioned responsibilities will help to identify the source of information.

New Process

IT

Engineering
- Costing

Define WBS
Structure

Format will
be
circulated
and also
will help to
create in
SAP.

Will Design
WBS
structure

Hiranandani Group of Companies

Engineering
- Scheduling

Engineering Others
Site
(Accounts,
Sales, etc.)

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Project Progress and Controls User Guide & Process Document Ver1.0

2. BOQ Preparation:
For all new projects, BOQ will be uploaded as a Version 1 to calculate estimated budget with qty
and rate.
Any changes in budget will be updated by new Versions. (For any changes in BOQ quantity and rate).
So if we need to give any budget supplement to project, we have to amend the BOQ accordingly.
Benefits:

Easy Budget conversion

Different Budget amendments with versions can be maintained
Plan vs. Actual Quantity can be derived.
Control on Excess procurement, System will not allow to do any extra procurement
than the BOQ Quantity.

Format
WBS
Description SAP
Description BOQ Unit Rate(Inclusive Budget
Element(SAP
Material
Qty
of Tax)
Value
Code)
/
Service
Code
Roles & Responsibilities:
Below mentioned responsibilities will help to identify the source of information.

Process

IT

Define WBS
Structure

Will help to Will Design

create in
WBS
SAP
structure

Hiranandani Group of Companies

Engineering
- Costing

Engineering
- Scheduling

Engineering Others
Site
(Accounts,
Sales, etc.)

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Project Progress and Controls User Guide & Process Document Ver1.0
Reports: New Reports have been developed in SAP to see the details of entered BOQ
SAP T-Code- ZPS014 (To see BOQ Details)

SAP T-Code- S_ALR_87013534 (Plan 1/Plan 2/Actual/Commitments)

Hiranandani Group of Companies

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Project Progress and Controls User Guide & Process Document Ver1.0

3. Preliminary Budget
For all new projects, BOQ will be uploaded as a Version 1 to calculate estimated budget with qty
and rate. Based on this, preliminary Budget gets prepared.
Benefits: If entire budget is given, report can be generated to get to be completion cost of project.
Report: Standard report is available to see Plan Vs Budgeted Values.
SAP TCodesReport 1: S_ALR_87013532 (Cost Plan Vs Actual)

Report 2: S_ALR_87013557 (Budget Vs Actual)

Hiranandani Group of Companies

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Project Progress and Controls User Guide & Process Document Ver1.0

4. Service Code Mandatory (Master Data)

Service code will be mandatory in SAP; therefore Rate analysis can be derived to get the best quote
from contractor.
System Changes:
Following error will be occurred while creating a Service Purchase order if the service code is not
entered. (Error as Kindly enter Service Code)

5. Control of Material Reservation

Material reservation quantity will be verified against uploaded BOQ in system.
Benefits:
System will not allow to do more reservations than BOQ maintained in system. For any
amendments, BOQ needs to be changed in the system. Extra procurement can be controlled.
System Changes:
Following error will be occurred if Reservation (PR) qty of CJ20N Material Component exceeding
than the uploaded BOQ qty of a respective material.

Hiranandani Group of Companies

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Project Progress and Controls User Guide & Process Document Ver1.0
Report BOQ vs. Actual
Following new report has been developed in SAP to track BOQ vs. Actual (Goods Issue) qty details.
SAP Tcode- ZPS013
Enter Project / WBS Number to see the details of BOQ vs Actual Variance report

Output will be as follows:

Format1:

Format2:

Hiranandani Group of Companies

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Project Progress and Controls User Guide & Process Document Ver1.0

6. Service PR vs. BOQ Qty.

While creating the Service Purchase Requisition, system will check the quantity of the services
entered in BOQ and will not allow to do any extra service PR.
Benefits:
Service activities flow from BOQ to actual can be derived. Extra procurement can be controlled.
System Changes:
Following error will be occurred if qty of Service activities exceeding than the uploaded BOQ qty of a
respective services.
Error 1: Requested Service Qty should not be greater than BOQ Qty if service qty exceeding than
the BOQ Qty.

Error 2: Kindly maintain Service Code in BOQ Planning if service code is not maintained in BOQ.

Hiranandani Group of Companies

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Project Progress and Controls User Guide & Process Document Ver1.0

Report BOQ vs. Actual

Following new report has been developed in SAP to track BOQ vs. Actual (based on Final SES Posting)
qty details.
SAP Tcode- ZMM057
Enter Project Number to see the details of BOQ vs. Actual Variance report based on the Final SES
Posting, it will provide the complete qty trail for the network activities including PR, PO and SES qty
information.

Hiranandani Group of Companies

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Project Progress and Controls User Guide & Process Document Ver1.0

7. Service PO vs. BOQ Qty.

While creating the Service Purchase Order, system will check the quantity of the services entered in
BOQ and will not allow to enter Extra services than BOQ qty.
Benefits:
Service activities flow from BOQ to actual can be derived. Extra procurement can be controlled.
System Changes:
Following error will be occurred if qty of Service activities exceeding than the uploaded BOQ qty of a
respective Services.
PO qty should not be greater than PR Qty for Serv.Code XXXXXXXXXXX

Hiranandani Group of Companies

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Project Progress and Controls User Guide & Process Document Ver1.0

8. Activity Confirmation
Service activities should be confirmed by Site engineer after the completion of Partial or Final Work.
Once the activity is partially completed, finished or terminated, Site users have to do the confirmation
based on completed portion of the work.

Benefit: Project Progress report can be prepared

System Process
SAP Tcode- CJ20N
I.
II.

III.
IV.
V.
VI.

Select activity which needs to be confirmed

Select option, Edit > Activity > Confirm

Enter POC, percentage of completion into field Processing %.

Enter Actual Start Date and Actual Finished Date
Enter remarks.(if any) into field Short Descript.
Save

1. Enter reason for delay if any or critical

information up to 40 fields
2. Tick when job
is 100%
complete

3. Tick if job is
terminated
4. Enter
cumulative %
of completion
5. Enter Actual
Start & finish
dates

This will be updated the actual confirmation for the Network Activity.
Hiranandani Group of Companies

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Project Progress and Controls User Guide & Process Document Ver1.0

Roles & Responsibilities:

Below mentioned responsibilities will help to identify the source of information.

New Process

IT

Timely
confirmation
of activity

Reports are
available

Engineering
- Costing

Engineering
- Scheduling

Engineering
Site

Others
(Accounts,
Sales, etc.)

Confirmation
will be done
by Site
engineer.

9. SES Release based on the confirmation of services

System will not allow to release any SES if the confirmation for service activities is not updated. SES
will be released based on the percentage defined in the confirmation of service activities.
Benefits:
Based on completion of work, vendor will be paid.
E.g. If activity is confirmed by 30% then 30% payment of the entire activity will be released.
System Changes
Following error will be occurred if the confirmation for Service activities is missing.

Roles & Responsibilities:

Below mentioned responsibilities will help to identify the source of information.

New Process

IT

Timely
confirmation
of activity

Reports are
available

Hiranandani Group of Companies

Engineering
- Costing

Engineering
- Scheduling

Engineering
Site

Others
(Accounts,
Sales, etc.)

Confirmation
will be done
by Site
engineer.
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Project Progress and Controls User Guide & Process Document Ver1.0

10. Project Scheduling.

Generally scheduling is carried out to outline the time required to complete various phases in
Project. You can do project scheduling thru CJ20n by using basic dates or forecast dates.
The project scheduling can be forward as well as backward scheduling.
The scheduling is carried out based upon the business requirement and project timelines. The start
and end dates are given in the WBS and the forward scheduling is carried out w.r.t start date and
backward scheduling is carried out w.r.t end date,
Roles & Responsibilities:
Below mentioned responsibilities will help to identify the source of information.

New Process

IT

Engineering
- Costing

Project
Scheduling

Engineering
- Scheduling

Engineering
Site

Scheduling
will be done
by HO
Engineers

Scheduling
will be done
by Site
Engineers

Others
(Accounts,
Sales, etc.)

11. Mass upload of Service Activities/ Service PRs.

Following mentioned Tcode can be used to create/upload mass Service Purchase Requisitions/
Service Activities with the help of Excel file.
Tcode- ZPS015 (BDC for Uploading Service Activities)
Format:
Network

Activity Activity
Desc.

4011827 0020

EXC. IN
MURRUM 04 IS

Hiranandani Group of Companies

Plant Purchasing Material Purchasing Service

Org.
Group
Group
Code
R200 MU01

508

Q01

Quantity

1000000189 100

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Project Progress and Controls User Guide & Process Document Ver1.0
Procedure:
Prepare and save excel file (with any name) as per above mentioned format.
Run T-Code-ZPS015

Select file as follows (Press f4 to select the file from PC)

Press F8 (Execute) to process it further.

Press enter key till the completion of final record.

System will give you success message as follows once the activity/PR gets created.

Hiranandani Group of Companies

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Project Progress and Controls User Guide & Process Document Ver1.0

12. Mass upload of Service PRs into Work Order.

Following mentioned Tcode can be used to upload mass Service Purchase Requisitions (PR) into
Work Order with the help of Excel file.
Tcode- ZMM060 (BDC for Uploading Service PRs)
Format:

PO Number
4700045914

PO Line
Item

PR Number
10 1000233680

PR
Amount

Procedure:
Prepare and save excel file (with any name) as per above mentioned format.
Run T-Code-ZMM060

Select file as follows (Press f4 to select the file from PC)

Hiranandani Group of Companies

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Project Progress and Controls User Guide & Process Document Ver1.0

Press F8 (Execute) to process it further.

Press enter key till the completion of final record.

System will give you success message as message once the PR gets uploaded into Work
order

Hiranandani Group of Companies

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