EDS: SAP Project System Integration with Microsoft Project Server

Chris Weaver Electronic Data Systems (EDS)

Topics
About EDS Positioning of Microsoft Project Server and SAP within the overall business context

The technical solution - recording time in CATS for both SAP and Microsoft Project
Time Approval and Rejection Planning data transfer from Microsoft Project Server to SAP Deployment experience

Learning Points
Achieving a single time recording solution between SAP and Microsoft Project Server Transferring planning data from MS Project Server to SAP Key factors in deploying this integration

EDS Facts
Experienced outsourcing company
Information technology Business process outsourcing Application Services Information technology transformation services

Supports the worlds leading companies and governments in 60 countries More than 118,000 employees 2005 revenues: $19.8 billion Ranked 95th in the Fortune 500

EDS Enterprise System

The Template = Global processes + documentation + SAP Template approach is employed to ensure compliance with the global standard. Supports standard and consistent decentralized global processes:
Payroll Human resources Procurement Finance Business operations (time tracking, project accounting, automated billing)

SAP for Professional Services Industry Solution Map

Clients Strategy & Portfolio Business Development Knowledge Service Delivery Business Capital & Asset Management Infrastructure Customer Service Partner Management Partners, Knowledge Providers

Strategy & Planning Portfolio Management

Client & Opportunity Management Client & Contact Management Client & Project Acquisition Service Delivery & Support Project Management Project Resource Planning Service Operations Management Service Desk Enterprise Asset Management

Intellectual Property Knowledge Management Resource Life-Cycle Recruitment & Training Performance & Compensation Engagement Management Proposal & Order Management Time & Expense Management Invoice Management Service Planning & Control (SLA) Partner Management Service Procurement Enterprise Management Proposal & Order Management Time & Expense Management Enterprise Management & Support Invoice Management Strategic Enterprise Management Financial Analytics Service Financials Planning & Control (SLA)
Financial Accounting Management Accounting Financial Supply Chain Partner Management Corporate Governance Management Service Procurement Human Capital Management HCM Service Delivery Corporate Services Indirect Procurement Incentive & Commission Management Analytics

Employee Transaction Management

EDS Employee Distribution

Europe, Middle East, Africa The Americas 67,000 employees

41,000 employees

Asia Pacific 10,000 employees

Full template: 25 countries Partial template: 29 countries 118,000 employees

The Business context

The Value of Time Recording to EDS

Time recording in EDS supports: Project accounting Intercompany billing Client billing Payroll Performance metrics Schedule progress

Global Rollout of Time Recording

2000 - Programme of Country rollouts to 17 countries in EMEA
40,000 employees 7000 employees 6500 employees

2001 Asia Pacific rollout to Australia & New Zealand 2003 rollout to Canada 2005/6 Migration of US and Latin America onto global time recording
> 50,000 employees

Time Recording Integration in SAP

SAP CATS
Time Tracking Admin & Approval
Time Sheets Time Sheet

Employees

SAP Finance and Controlling

WBS

Debits & Credits

Payroll & HR Admin

Work Schedules Attendance Types Absence Types

SAP HR

SAP Project Systems

Sales order

SAP Sales

Why integrate ?
SAP MSPS

Project Management Tool Suite

Financial Information

Performance Monitoring
(Dashboard)

Schedule Information

Resource Management

Resource Plan

Schedule Management (MS Project Server)

Resource Supply
Financial Reporting (BW) Project Project Financial Accounting Accounting Management (SAP) (SAP) (SAP) Project Project Time Accounting Accounting Management (SAP) (SAP) (SAP)

Project Tasks Actual Time Planned Effort

Design Considerations

High Level Requirements

Systems of Record
MSPS for project schedules and task data SAP for time records, contract work breakdown structure, project accounting, HR/Payroll, customer billing/invoicing

Requirements
Single point of time entry Task level time recording Controlled time entry Update effort hours remaining Near real time transfer

Major Design Considerations

Current SAP Time Recording (CATS) is highly integrated with other SAP modules
HR checks on absence quotas Clock times required for overtime/payroll Object validation (open/closed) Additional information captured (e.g. wage type) Built in approval process

SAP (CATS) is a mature and accepted process

Works council approved Corporate audit (control matrices) Meets EDS global business requirements

Using CATS as the Time Recording System for SAP and MSPS
SAP (CATS) becomes the Time recording system for all users SAP remains at WBS level Additional field(s) in CATS to hold MSPS Task information All high level requirements could be met Reporting by MSPS Project/Task available from SAP Multiple SAP instances to multiple MSPS systems feasible Allows several SAP projects either within a region or across regions to feed one MSPS project

Time Recording Integration with MSPS

SAP CATS
Time Tracking Admin & Approval
Time Sheets Time Sheet

Employees

SAP Finance and Controlling

WBS

Debits & Credits

Payroll & HR Admin

Work Schedules Attendance Types Absence Types

SAP HR

SAP Project Systems

MSPS

Sales order

SAP Sales

The Technical Solution

SAP WBS structure unchanged

Mapping MSPS Tasks to SAP WBSe

Using MSPS tasks in SAP Time Recording CATS

Display assigned tasks in pull down
Time Entries
Validation Table

Employee

Selected Task Assignments

EEIB

Project Mgr

Project updates including Tasks and Assignments

MSPS Schedules

MSPS

Time Entry

SAP

Modified CATS Time Entry

Drop down for list of assigned tasks

Completion indicator

Double-click to enter remaining duration

Time Approval
Time Approval in SAP
By HR organization via Organization Managers or their partial substitute, known as a Time Administrator Rejected time is notified back to the employee Business rule : All time must be approved in SAP before it is transferred to any other system (including other modules of SAP)

Time Acceptance in MSPS

All time has to be accepted by the Project Manager before updating the schedule Rejected time is emailed to the employee

Approval and Acceptance Processes

SAP Time Admin

Time Approval

SAP Time Admin Rejection Notice

CATS
Project Time

Approved Time Posted

Time Entry
Employee

Project Financials

Correction

MSPS Rejection Notice

MSPS Time
Time Acceptance

Accepted Time

MSPS Schedules

Project Mgr

MSPS

SAP

HR

Planning Interface from MSPS to SAP

Overview
SAP is the system of record for Project financial data both Actual and Planned SAP also contains the Work Breakdown Structure (WBS) that is used to monitor the plan and actual costs on a project Microsoft Project Server (MSPS) is used to maintain the detailed schedule of tasks, resource assignments and effort estimates The interface enables the detailed resource assignments held in MSPS to be summarised to cost center and activity type (rate band) level against SAP WBS elements and uploaded into SAP using Excel Once in SAP, the labor forecast will be converted into cost using the standard mantime rates. Labor cost plans can be combined with Material forecasts to provide a Forecast Cost to Complete for the project

MSPS to SAP Planning Interface

Export MSPS project to mpp file

Extract data from mpp file using Utility

Extract Upload
EzySolutions Workbook

Enter data in SAP

Plan Data in SAP

Resulting in Reporting Forecast at Completion! Labor planned Cost from MSP

Actual costs From SAP Timesheets

Forecast Cost at Completion

Deployment Experience

Key factors
Impact on SAP system has been minimal
Minimal technical impact Little impact on existing SAP time recording process

Most technical issues have been in MSPS software/database Technical solution is easily portable to other project management tools with no change to SAP Level of project management maturity impacts process schedules should not be too detailed or too dynamic Still requires PMs to communicate to their team
system enables not forces

Lessons Learned
Detailed test scenarios required with multiple instances of MSPS and SAP Support required from multiple groups Importance of system of record to resolve discrepancies Important to be able to review data sent and received by SAP for trouble shooting Use a pilot approach before full implementation Requirements for further integration identified Required comprehensive training and documentation using EDS Global Online Documentation (GOLD)

Sample From Global Online Documentation (GOLD)

Key Learnings
SAP Time Recording (CATS) is very integrated with other modules of SAP It is important to establish the system of record for time and ensure compliance with approved business rules. Implementing a global time recording system in a diverse business scenario has many challenges but is achievable Be prepared to encounter conflicts of interest between project management community and the needs of business management.

Questions and Answers

Contact Information

Chris Weaver +44 (0)1749 899490 chris.weaver@eds.com

Session Code: 3500