Overview Project and Portfolio Management

Solution (PPM)

May 2021

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Agenda

 PPM History and Background

 PPM Systems Overview

 PPM Workspace

 Project Lifecycle: Project Development

 Project Lifecycle: Monthly Progressing

 Integrated Reporting

 Unifier within PPM

 PPM Success Factors

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PPM History and Background

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History of PPM
PPM started as a replacement of Peoplesoft and an in-house
project management solution with SAP Project Systems

2010 SAP PS and limited BW reporting live

2011 P6 integrated with SAP PS/BW added

2012 PPM Workspace live

2013 Integrated BW executive reporting available

2015 Unifier and Supply Chain Workspace added

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PPM Solution components and scope
The PPM Solution is based on three pillars:
 Comprehensive set of practices
 Integrated toolset
SAP, P6, Unifier, Sharepoint, Business Warehouse
 Processes, procedures, guidelines, and dedicated training material

All Capital Infrastructure projects are managed in PPM:

 Approx. 150 Generation projects
 Approx. 325 Transmission projects
 Small number of larger Distribution capital projects are also
managed within PPM

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PPM Systems Overview

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PPM Guiding Principles

 Integrate project scope, schedule, and costs

 Create work packages with clear responsibilities

 Maintain resource loaded schedules

 Baseline, forecast, and track costs and resources at the same

level

 Define a System of Record for each data component

 Consolidate and integrate all project management dimensions

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PPM Systems overview

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SAP – P6 Interface: EPC

The main component for the interface between SAP and P6 is EPC
(Enterprise Project Connection).

 Bi-directional data movement

• Project and WBS level data to P6

• Activity, Expense, and Resource data to SAP

• Actuals to P6
 ABAP code to move data in and out of SAP
 Fixed Oracle API’s to move data in and out of P6

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P6 - BW Interface: P6 Reporting Database
P6 Version 7 includes the P6 Reporting Database (PRD). The PRD is
used for:
 Making P6 data permanent
Some data in the P6 user interface is calculated on the fly and not
available in the database. The PRD makes it permanent so it is
available for transfer to the BW
 Transforming information
The project structures in SAP PS and P6 are not fully compatible
(P6 cannot carry costs on a WBS element; SAP can). The PRD
transforms the P6 information so it will fit in the project structure in
the BW.

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Sharepoint - BW Interface: Informatica
Informatica is the tool used for preparing Sharepoint data for
loading into the BW. Informatica is used for:
 Extracting Sharepoint list information into a consolidated dataset
across all projects

 Creating csv files for loading into the BW

BW field length is limited to approx. 1,300 characters

Csv format puts restrictions on the use of certain characters

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PPM Workspace

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PPM Workspace
Every PPM project has an associated PPM Workspace in Sharepoint

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PPM Workspace
Most important functionality in PPM Workspace:

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PPM Workspace
Risk Register

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PPM Workspace
Change Log

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PPM Workspace
Lessons Learned

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PPM Workspace
Performance
Indicators

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Project Lifecycle: Project Development

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Project Lifecycle: Project Development

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Project Lifecycle: Project Development
Initiate Project in SAP:

Project and WBS structure Project and WBS Attributes

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Project Lifecycle: Project Development
Develop Schedule in P6 (Cost):

Resource Activity
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Project Lifecycle: Project Development
Develop Schedule in P6 (Dates):

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Project Lifecycle: Project Development
Finalize Project: Interest During Construction (IDC)/Overhead (OH)

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Project Lifecycle: Project Development
Finalize Project: Work Package Agreement

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Project Lifecycle: Project Development
Finalize Project:
Create Baseline

Term What does it mean What is it

PMB Performance The project data (cost and schedule) as it
Measurement Baseline was saved after the latest EAR was
approved
PMFB Prior Month Forecast The project data (cost and schedule) as it
Baseline was saved after the latest project progression

FFF First Full Funding Approved project budget the first time the whole
project was approved for delivery

FYB Fiscal Year Baseline Baseline for fiscal year milestone scorecard
performance

ESUB EAR Submission Baseline to be used as basis for the approved Plan
Version in SAP
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Project Lifecycle: Project Development
Sync Back to SAP:

Resource Activity

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Project Lifecycle: Monthly Progressing

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Schedule Progress Cycle - “Work Day 12”
Timeline
• Progress updated directly in current schedule (no reflections)
• SAP Actuals available by WD3 (Direct Costs) and WD5 (Loaded Costs)
• Forecast finished by end of Work Day 12

Data Actuals Forecast

Sync created
Date
WD 1 WD 5 WD 12

Last month Current month Next month

Actuals up to Data Date Remaining forecast from Data Date

Schedule progress Schedule modification

updates (schedule development,
PMB change control)

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Project Lifecycle: Monthly Progressing

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Integrated Reporting

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This is where the information comes from

Analytical Financial Management

Reports Reports Reports

SAP BW
 Earned Value

 Project Data  Activities Data

 WBS Data  Resource Demand
 Plan Versions  Milestones  Change Log
(P11, P12)  Baselines  Lessons Learned
 Actuals  Forecast

SAP PS Primavera P6 PPM Workspace

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PPM BW – Most important reports

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Project Details Report

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Milestone Report

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Change Log Report

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Lessons Learned Report

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PPM Integrated Executive Reporting
The PPM Executive reports in the BW are integrating the following
project management dimensions:
 Scope  Resource Demand/Capacity
 Schedule  Risk Management
 Costs  Project Change Control
 Portfolio/Program Structures  Performance Indicators
 Governance

Examples:
 Project Executive Summary
 Portfolio Summary

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PPM Integrated BW Reporting

Project Executive Summary (PS372) - pdf

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Unifier within PPM

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P6 – Unifier integration
Main Objectives of using Unifier:
 Capture Contract details
 Facilitate monthly Payment Estimates
 Capture Contract Changes
 Manage Contract Milestones

In P6 In Unifier
 Manage Work Packages  Manage Contracts
• Contract Expense Forecast • Line Item Forecast
• Contract Actuals • Line Item Payments
• Cash Flow profile • Contract Changes

 Manage Milestones  Manage Milestones

• Plan Date • Forecast Date
• Forecast Date
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P6 – Unifier integration

Unifier Contract
P6 Work Package A • Line Item 1
Contract Expense • Line Item 2
• Line item 3
Contract Milestone 1
• Line Item 4
• …
P6 Work Package B • Line Item n
Contract Expense
Contract Milestone 2 Unifier Milestone Schedule
• Milestone 1
Project Milestone 3 • Milestone 2
• Milestone 4

 Multiple Contract Line items in Unifier are related to one Contract

Expense in P6 through the P6 Activity ID
 Line item Remaining Forecast is rolled up to the P6 Contract
Expense

 Milestones in both Unifier and P6 are linked through the P6

activity ID
 Milestone Forecast date is kept synchronized between 43
PPM Success Factors

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PPM Success Factors
Success of PPM is hinging on several factors:
 Clear Practices
 Defined PPM Roles
 Standard Work Breakdown Structure
 Monthly Project Progression Cycle
 Consistent Change Control
 Comprehensive Risk Management
 Integrated Reporting (no manual intervention)
 Well defined Solution Governance
 Active Enhancement program

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