Solution Design Document

Project Structure Creation

Document Control:

MSRDC-VBSL Prepared by: itelligence, ABM

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 Solution Design Document

Title Project Initiation

Process Name Project Structure Creation & WBS Code Transfer
Sub Process Name  Project Creation

 WBS Creation

 Define Coding Mask

 L – 4 WBS Code Transfer to BIM System

Version:

Version Date Created by Notes

V0 04.02.2020 ABM Knowledgeware Ltd in
Consortium with Itelligence India
Software Services Pvt. Ltd.

Table of Contents

1. Description of Process and Business Objectives – Project Structure.........................................5

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2. Current Scenario As - Is Process (BPD).....................................................................................6

3. Process Flow Chart.................................................................................................................... 6
4. Description of Process and Business Objectives – Project Coding Mask...................................8
5. Description of Process and Business Objectives : L - 4 WBS Code Transfer to BIM System.....9
6. SAP Process Steps.................................................................................................................. 10
7. Gap Analysis............................................................................................................................ 10
8. Master Data Details.................................................................................................................. 11
9. KDS (Key Data Structure).........................................................................................................11
10. Data Migration requirements....................................................................................................11
11. Development Objects (RICEFW)..............................................................................................11
12. Roles and Authorizations..........................................................................................................12
13. Reports..................................................................................................................................... 12
14. Assumptions............................................................................................................................. 14

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Process ID PS-01_Project Structure Creation

Process Description Project, WBS, Coding Mask Creation & L- 4 WBS Code Transfer
Process

Abbreviations:

Initials Description
PD Project Definition – VBSL/01

HWBS Header Work Breakdown Structure – Level (L1)

Sub WBS Sub Work Breakdown Structure – Level(L2), (L3), (L4) …

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1. Description of Process and Business Objectives – Project Structure

This document describes the proposed (To-Be) Project Initiation process of MSRDC. The process
flow described in this document is based on ‘AS-IS’ documents. The detailed workflow of the To-
Be process is mentioned in ‘Process Flow’ Section of this document.

The content of this document forms the basis for system configuration and testing phase.

For VBSL project, MSRDC will create project structure in SAP system, on the basis of Schedule–
H payment process. Thus entire Project and WBS creation function is statndardised and made in
line with best business practices that are followed across the globe, for Project System.

The Project Structure

In the first instance, a structure of events must be created. This structure is called a Work
Breakdown Structure (WBS). Each WBS is connected to the one below it, but they can be placed
beside one another to form a matrix, as shown in Elements of a Project. Collectively, they are
called ‘Operative Projects’. A WBS can be copied from what is termed a ‘Template’ or ‘Standard
Project, or from another Operative Project.

The whole structure is ‘owned’ by the Project Definition.

Firstly, you create the Project Definition. Then, each WBS is created independently and given a
Level Number, which determines where in the hierarchy it is placed. Each WBS carries lots of
information, such as Organization, Dates, Special Settings, Project Type, who is responsible etc.
All of this is discussed in detail later.

Below project structure is suggested for VBSL project considering Schedule – H for EPC work.
There are other projects to be created for other than EPC work like Authority Engineer Work,
System Integrator Work etc.

Think of a WBS as a Cost Collector.

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2. Current Scenario As - Is Process (BPD)

Refer BPD Document Number : PS-01_BPD_VBSL_Project Initiation_V0

3. Process Flow Chart

Project Definition

Header WBS Element

Sub WBS Element Sub WBS Element Sub WBS Element Sub WBS Element

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Example: Sample Project Structure as per Schedule – H for EPC Work

VBSL (Project Def/Name) - VBSL/01 - L1

Major Work Bridges Other Works

Road Works
VBSL/01/02 - L2 VBSL/01/03 -
VBSL/01/01 - L2
L2

Earthwork of Sub Grade

VBSL/01/01/01 - L3
Toll Plaza
Sub - Base Course Main Viaduct Main Viaduct Main Viaduct VBSL/01/03/01 - L3
VBSL/01/01/02 - L3 VBSL/01/02/01 - L3 VBSL/01/02/01 - L3 VBSL/01/02/01 - L3

DLC Course Line Bridge

VBSL/01/01/03 - L3 Foundation
VBSL/01/02/01/01 - L4
PQC Course
VBSL/01/01/04 - L3 Sub-Structure
VBSL/01/02/01/02 - L4
VBSL/01/03/01/01 - L4
Foundation
VBSL/01/02/01/01 - L4
Line Bridge
Sub-Structure VBSL/01/03/01/01 - L4
VBSL/01/02/01/02 - L4

Super-Structure Super-Structure Line Bridge

VBSL/01/02/01/03 - L4 VBSL/01/02/01/03 - L4 VBSL/01/03/01/01 - L4

Cont. Bldg. (Juhu Link)

VBSL/01/03/02 - L3

Canopy, tool booth

VBSL/01/03/03 - L3

Toll Plaza Systems

VBSL/01/03/04 - L3

COLOR CODING
  Project Name / Number and Header WBS - Level 1 (L1)
  Sub - WBS - Level 2 (L2)
  Sub - WBS - Level 3 (L3)
  Sub - WBS - Level 4 (L4)

When a project is created manually, it initially has a status of CRTD (Created). This means
it cannot have any real costs and revenues posted against it.

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4. Description of Process and Business Objectives – Project Coding Mask

Project Coding Mask

For creation of VBSL project for EPC, AE and SI, project nomenclature must be defined in the
system. All project/s created for VBSL must follow this defined structure at each hierarchy level.
As per schedule – H and convenience of the user, project can be created up to 4th (Fourth) level
WBS. Coding mask must be followed, as all reports will be generated on the base of project
coding. For understanding purpose, project coding mask is provided below. Project coding
mask can be created using maximum 24 characters, which includes special characters &
numbers.

Different Masks can be used with one or many Project Profiles. Each project that you create
(Template and Operative) has Coding Masks Associated with it. Configuration of the mask falls
into 2 areas:
 Special Characters to define formatting rules
 Coding Mask to define the visual representation (the Mask)

This will determine such things as the length of your prefix for project numbering and what
special characters are permitted within the Coding Mask.

Notes

Ensure to get your Coding Mask right from the beginning. Once you have created
Operative projects, you cannot change the mask.

Generally, coding mask is defined considering combination of “0 – Numeric Value” and “X

– Alpha Numeric Value”.

For example: XXXXX/XXX/XX/XX/XX/XX/XX - VBSL/01/02/01/03

XXXX/XX/XX/XX/XX
Project Definition / Coding
1st Level WBS Element

2nd Level WBS Element

MSRDC-VBSL 3rd Level WBS Element

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4th Level WBS Element
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5. Description of Process and Business Objectives : L - 4 WBS Code Transfer to BIM

System

For VBSL project, MSRDC will transfer WBS code up to L – 4 Levels to BIM System from SAP
System, for mapping the Functional location details in SAP System from BIM System on project
design approval.

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6. SAP Process Steps

 PROC_1.1 – Project, WBS & Coding Mask Creation

 PROC_1.2 – L – 4 WBS Code Transfer to BIM System

Sr. As - Is Process To - Be Process Step To - Be Transaction

No. Step System Code
1 Initiation of Project The project definition will be created SAP CJ20N, CJ01,
in SAP. It is recommended to create CJ02, CJ06,
CJ07
separate project for EPC; Authority
Engineer & System Integrator.
2 Initiation of Project As per Schedule – H project structure SAP CJ20N, CJ01,
and WBS will be created up to CJ02, CJ11,
CJ12
Level – 4.
3 NA L - 4 WBS Code will be transferred to SAP ZPS_SAP2BIM
BIM System.

7. Gap Analysis

GAP No. As - Is Process Step To - Be Process Step Remark

1 Schedule – H is In SAP, after creation of
handed over to Project and WBS, details
Authority Engineer for will be sent to BIM System
Project monitoring with WBS Level – 4
through interface.

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8. Master Data Details

Sr. Description Codification Codification Pattern Remark

No. Required
1 Project Code Yes Please refer KDS data & To be created by
Engineering or AE team
Project Coding Mask for
master creation template.
2 WBS Code Yes Please refer KDS data & To be created by
Engineering or AE team
Project Coding Mask for
master creation template.
WBS code will use as per
Project Coding Mask used
for Project Definition.

9. KDS (Key Data Structure)

For Key Data Structure of Project :

Refer Section – 4 “Description of Process and Business Objectives – Project Coding Mask” for
Project Code Structure.

10. Data Migration requirements

Not Applicable

11. Development Objects (RICEFW)

Sr. Object No. Object Description F/R/I/C/E/W FS Ref.*

No. Type **
1 ZPS_SAP2BIM Interface Interface SAP to I PS_I_6
BIM - Project
structure till L4 level
2 ZPS_XXXXX Interface Interface BIM to I PS_I_7
SAP - Project
structure of L5 level
Functional Specification Reference

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** F – Forms, R – Reports, I – Interfaces, C – Conversion, E – Enhancements, W – Workflow

12. Roles and Authorizations

Sr. Role Activity Description SAP Transaction Create/Change/

No. Code Display
1 ZPS_Project Project Code Creation CJ20N, CJ01, CJ02, All
Creator CJ06, CJ07
2 ZPS_WBS Creator WBS Code Creation CJ20N, CJ01, CJ02, All
CJ06, CJ07
3 ZPS_Project Project & WBS Release CJ20N, All
Release
4 ZPS_WBSUPLOAD Upload L4 WBS details ZPS_SAP2BIM All

13. Reports

Sr. Report Description Format Standard Report SAP Transaction Code

No. Available Available
1 Project Info System: No Yes CN42N
Project Definitions
Overview
2 Project Commitment No Yes CJI5
Line Items
3 Project Actual Cost Line No Yes CJI3
Items
4 Purchase Requisition No Yes ME5J
for Project

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Report CN42N – Project Info System: Project Definitions Overview

Field Name Field Description

Project Definition Project Definition
CtrA Controlling Area
CoCd Company Code
Start Date Start Date
Finish Date Finish Date
ObjCl Object Class
Inv. Prof. Investment Profile
Plant Plant

Report CJI5 – Project Commitment Line Items

Field Name Field Description

WBS Element WBS Element Number
Cost Element Cost Element Number
Cost Element Name Cost Element Name
Value in rep. cur. Value in Reporting Currency
Value in tr. Cur. Value in Transaction Currency
Vendor Vendor Name
Pur. Req. no Purchase Requisition / Order Number
Material Material Description

Report CJI3 – Project Actual Cost Line Items

Field Name Field Description

Doc. Date Document Date
Post. Date Posting Date
Co. Object Cost Object
Cost Ele. Cost Element
Co. ArCur Co. Area Currency
Pur. Req./Ord. Num. Purchase Requisition / Order Number
Val/CoArea Crcy Value in Controlling Area Currency
Val/Tr Crcy Value in Transaction Currency
Vendor Vendor Number
Name1 Vendor Name

Report ME5J – Purchase Requisition for Project

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Field Name Field Description

Pur. Doc. Purchasing Document Number
Item Item Category
Doc. Ty. Document Type
User User Name
PGR Post Goods Receipt Number
Doc. Date Document Date
Vendor Vendor Number
Name1 Vendor Name
St. Txt. Short Text
Mtl. No. Material Number
Mtl. Grp. Material Group

14. Assumptions

For Project Structure

 Project Structure is mapped assuming that MSRDC will go with Project creation based on
Schedule - H up to Level - 4.
 Beyond Level - 4 details will be kept by EPC and will be sent to BIM System for maintaining in
"Z- Table".
 It is assumed that MSRDC will created two different projects, one project will be created for
EPC portion and the other project/s will be created for AE and SI Process.

For Project Coding Mask

 Project mask should be in-line with across all the stakeholders.
 EPC will adopt Coding Mask defined by MSRDC (or)
 MSRDC will adopt Coding Mask used by EPC (if Special Characters used by EPC matched in
SAP).
Coding Mask will be created in system after discuss and conformation with MSRDC ENGG
and EPC team.

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