SAP PS interview questions

1. Explain the organizational structure of SAP-PS module. List the parameters of

Project System.

2. What do following mean?

a.) Activities
b.) NTW
c.) WBS

3. You want to define special characters for projects. What T-code and menu path will you use?

4. How does coding mask affect the project? Tell the menu path for the location where it is created.

5. Situation -
a.) You want to set field status of WBS as mandatory. How would you do it?
b.)
6. Differentiate between:
a.) Validation and Substitution
b.)

7. a.)Explain Time Profiles.

b.) What do they do?
c.) Where do we define them?
d.) List different types of Time profile

8. a.) Explain Value Categories

b.) How are they maitained?

9. Explain planning profile. How do you create and change it? Tell the menu path.

10. a.)How is the budget for the project controlled? Tell the menu path for the place where it is controlled.
b.) How do you ensure that the project doesn't go over budget?

11. Situation - You want to set the options for capacity report CM01. How would you do that?

12. Situation -
a.) You want to lock two WBS items say overheads and other expenses so that the user can not release PR. How
would you do that?
b.) You want to stop the network from attaching further material after it is released. How would you do that?
c.) You want to update the progress in WBS elements. How would you do that?

13. Explain:
a.) Settlement Rules
b.) Gnatt Chart
c.) Relationship
d.) Milestone triggering

14. How would you integrate PS with other modules?

15. Explain:
a.) Poject Management
b.) Unit Costing
c.) Project planning board

Planned Cost Differs from Actual Cost

Question :

I have a problem. I have a standard activity which the price is $1 / hr.   I have created a project in
which a activity has a planned hr of qty 1. But my planned cost comes in as '$0.83'.   But when I
comfirm my activity, the actual cost comes in as '$1'.

Why is my planned cost differing? What is the cause of the $0.83 instead of $1.  Where can i
check and change this.

Answer :

I guess that you use different costing (and valuation) variants. so the system might valuate plan
and actuals differently.

Question :

Where and how do i control it?

Answer :

In the network header are two fields: one for the plan costing variant and one for the actual
costing variant.

You maintain the costing variants in the customizing: PS -> Costs -> Planned Costs ->
Automatic

Costing in Networks -> Costing -> Define Costing Variants. Display the costing variant and
jump to the valuation variant. There you find how the determines the costs.

Validations in PS

Question :

I am trying to use validation in the Project.   Can any one tell when are the call up points 110 and
120 trigerred ?
I want to validate one of the user defined fields in WBS.

Everything is working fine when I simulate the validation. But when I enter a value in the user
defined field and save the project then I do not get the error message as expected.

Does anybody have an idea what could be wrong ??

Answer :

Please see if you have checked the check box for Automatic validation in the relevant project
profile.

Question :

I want to validate the customer number in one of the user fields in WBS.   The formula builder in
the validation screen, it seems, does not support table fields other than fields from PRPS.   Can
this be done thru some user exits ?? If yes how ?? Can u guide me in this ??

Answer :

To use a user exit in validations, you have to perform following steps;

- copy SAP standard program GGBS002 to ZGGBS002

- create a user exit in this program (such as U902, U903 etc)
- the user exit you defined in the above mentioned program will be visible in validations on
screen tab 'Exits'
- configure your validation with 'User exit' as option

WBS description doesn´t appear completely in hierarchical

Question :

In the hierarchical reports in PS de WBS description is not showed completely. Do you know a
way to make this appear completely?

Answer :-

We are on 4.6B and this is what you can do. :-

1) Execute report
2) Expand your results, if necessary
3) Click on any WBS line description
4) Follow the menu path Settings/Characteristic display
5) Choose lead column
6) Move object short description to the value set side of the panel
7) Move object long description to the lead column side of the panel
Save (if you have authorization). Note you can use this procedure for any other object that may
show up on the report display. i.e. navigation characteristics change the objects displayed.

Anyway to put checks before setting to TECO?

Question :

Can anyone pl let me know about the followings:

Is there any way to put checks (in the form of tick mark etc) before setting the system status to
"TECO"- e.g. some documents are received or not etc.

Answer :

You can set the system status to Technically completed TECO which can be later on withdrawn.
The necessary changes are reflected in the system status on saving the Network

With the setup of user statusses (tr. OIBS), you have the ability to disable the 'TECO' as long as a
certain user status 'e.g. waiting for documents' is active

Links to documents stored on the Web

Question :

Is there a way to create a document (under a project) which refers to a URL and not to a
document stored on a content server?

Answer :

Yes you can, but you need define in DMS customizing some points.

1.- Inner "Define Data Carriers" in Define data carrier type external "DMS" a record with this
information: TYP = IE, Description = That you want, Check ONLINE and EX, the inside this in
Define External DMS create a record with DATACAR = INTERNET, TYP = IE, Description =
That you want, Check EX.

2.- Inner "Define Workstation Applications" define an application for web pages without file
format, inside this in "Define Workstation applications in network" create records for options 1,
2, 3, the path of location of your navigator in your PC or you can put "%AUTO% iexplore.exe
%f".  Then when you create a document in the Original field you can put the URL and in the
Data Carrier field put the name that you define in the customizing.

How to settlement auc to asset in PS?

Question :

The cost of project have settled to auc(investment asset), but when the project is finished, in AM
or in PS i can't settle auc to asset?

Pls give me some suggestion! Any idea is appreciation!

Answer :

You must set technically complete for your WBS & NW before settle AUC to Assets.

Updating the current Order cost plan

Question :

We are in 46C. Starting a project, we establish an Order cost plan. We plan the amount of work
(in hours) and specify the work center for each of the activities. For material components, we
enter the forecast material costs in the field "Material planning". We see the total and detailed by
activity cost plan in CNS41 (Structure overview) in the column "Order cost plan 000".   At some
point in time, the project advancement shows that we have to reconsider the original cost  plan,
for instance because the actual costs collected so far are much higher than foreseen at start-up.
Management decides to change the cost plan 000 to reflect the new forecasted budget. 
Management already told that they would like to be able to specify a new total value for the
Order cost plan 000 of the activity rather then to play with the amount of work (hours) in the
activity. They say it should be something like this (for labor): (actual cost) + (number of hours to
do * cost of work center) = order cost plan 000.

What options do we have to modify the "Order cost plan 000"??

Answer :

There is a functionality called cost forecast (transaction CJ9L/CJ9M). I think this is exactly what
you require. The forecasted costs are saved in a separate CO version. You could try to display
this version in CNS41.

Create network from Sales Order

Question :

We are currently running 4.6C and have implemented SD and PS. The situation is we want to be
able to create a network automatically from the sales order during creation.

I've assigned the strategy group 85 to the material master and I've defined the network
parameters from sales order (via transaction CN08).
The result...

During creation of the sales order (transaction VA01), the network is created successfully but the
components are not transferred to the network. Is it supposed to or not? If so, what additional
configuration should I look at?

I'm not very familiar with the standard functionality so I'm hoping someone out there has
experience with this topic.

Your time and insight is greatly appreciated,

Answer :

The components in assembly processing remain on the sales order only.

In case you are working with reasonably complex scenario on BOM and procurement, where
material items have their own dependencies schedulewise e.g to design, you should put the
materials on the network. The best way to accomplish this is to do the BOM allocation (transfer)
to activities and have only the invoicing item at sales order.

IM and FM

Question :

Is that possible to use IM to control investment projects and FM to control general costs?

What is needed to be done in order to avoid conflicts between IM and PS ?

Answer :

Investment Management() IM Module is highly integrated with controlling(CO) , project

system(PS), and Asset Management(FI-AA) components.

IF you would like to implement IM & PS you might ask yourself what additional advantages are
offered by using IM .

These Include:
1- in PS you can represent the planned and the budgeted values of all projects . using IM you can
represent the budgeting process from the organization pointview. IM helps you track of budget
amounts that you carry forward for projects that were approved in prior fisical year.

2- Using AR in IM CAN help you decide what budget will be assigned to your organization
Unit.
IM Handles Cost Planning & Budget Approval and PS Manages Project Execution with AVAC
for the Budget for each project.
Multiple Root WBS

Question :

Can any one tell me in detail of advantages and Dis-advantages of Multiples Root WBS in the
project.And one more why do you using the same coding Mask for PD and Root WBS.

I would appreciate in advance.

Answer :

Multiple Root WBSEs helps in budgeting scenarios where these WBSEs are funded from
different

sources say a customer project has part scope of R&D (funded by R&D).

You may also want to fund these root WBSEs from IM programs (linking to position IDs.)

Question : Subject : PS Assets under Construction

Hello All,

I know that I can maintain the Plant for the WBS Element, what I would like to know is if it is
also possible to maintain the Location as well? I've heard that it is not possible but I would like
to hear other opinions. Any suggestions? We are on version 4.0B.

I would like to know since the Asset Management people here are asking if it's possible to
maintain it in PS or if this can only be done in AM.

MM is not included in this implementation, but we did set up the Plants and Locations.

Happy Holidays!

Regards,
 

Reply : Subject : PS Assets under Construction

Yes, you can maintain a location for a WBS element as well. Select WBS element, follow path
Details > Orgainsation. This screen has a field called Functional Location, apart from other
orgainsation details such as Controlling Area, Company Code, Business Area, Plant, Calender
etc.

Hope this helps.

Reagrds

Question : Subject : PS Network Status's & Confirmations

Sappers:

Is there a status that can be set for a network activity that will stop time confirmations from being
processed? TECO stops changes to the basic data, but allows further time confirmations.

TIA
 

Reply : Subject : PS Network Status's & Confirmations

hi...

you can lock account assignment for the network/activity in consideration depending on whether
the network is header/activity
assigned. This disallows the confirmation of the activities.

...else you can use the user status

regards...

Any Variant Capabilities in CM07 Report

I am executing the CM07 report whuich is the Variable Capacity Planning Report.

Out of which, I like the results because I obtain the fields I need by going thru the
individual ''choose fields'' button.

However in 4,6c) it does seem to have any variant capabilities ???

I have to reenter the fields selection every item I back out of the report ... Which is a bit
anoying !!!

Anyone has any recipes for this so that columns/criterias selected  can be save guarded  for
the next time ???

There are Variant list capabilities for CM07 Capacity report.

Mainly via PS-> Information Systems->Resources->Tools->Resources->Selection->General

Profile  (OPA6)  and also
 
          via PS-> Information Systems->Resources->Tools->Resources->Selection-> Variant List
Poifile Details (OPDT).

You create a new ''Z'' Variant Profile list with all the fields that you want to select and show in
yopur  CM0?  report .

Be carefull to click correctly on the greenish/yellowish arrow to bring up the field selections pop
up window...

Than associate this new Z  Variant Profile to a newly defined ''Z'' General Profile...

Then after you can override with othe Variant Lists  in the profile selection of the CM07 report
txn.  itself if needed...

Alain LaPlante

Change Documents in SAP Project

In the Customising for Create Project Profile (OPSA) there are 2 fields for "Change
Documents".

Where and how is this useful during implemenation.

There are 2 outcomes for change documents and they should both be implemented if it's
important that you keep track of changes made to a project:
 
General changes (the one at the top)

- any field content changes made to a project WBS after it was first saved will be recorded in a
file. eg. if you changes the WBS description, the old value and the new value will be recorded, or
if you changed a person responsible, it would also be recorded etc. This information can be
reviewed in Info Systems report CN60 to old/new values and who/when.
 
Status Managment (the one checked in Status Management)

- any changes to System and User Status will be recorded, including the status history and
who/when. Changes can be seen in any project maintenance transaction (eg. CJ02, CJ20N) by
clicking on the "i" icon for a PD or WBS, then following the internal pull-down menu path:
Extras>Change Documents> For Status/All.You can then drill-down on the satus to see its
history.

Kieron Dowling
SAP PS Interview Questions
Q1. For raising Client billing, is there any possibility of linking line items in SD module
with Activities / WBS in PS module? 
A1. It can be linked through DIP Profile and do Resource Related Billing for raising billing.
Q2. Can Revenues be linked with Activities?
A2. No, it can be done at WBS level with 'Billing' operative indicator.
Q3. Can progress be updated in WBS elements?
A3. Yes, You can use Progress Analysis (EVA) for this.
Q4. We would like to compare the planned cost, actual cost & revenue for line items in SD
module. For this as what object should we consider the line item in PS module.
A4. You can use Billing level WBS in PS module. 
Q5. In easy cost planning/ cost models, the resource requirement details (quantity and rate)
are given to get the cost of each line item. But to get planned cost of each activity, the
consultant is asking us to assign resources separately again in activities. If we consider the
line items as activities, should we assign the resources again or the same in easy cost
planning / cost models can be linked to get the resources assignment in a simpler method.
A5. Instead of this, you can use costing variant for Easy Cost Planning (not for the
activities)              *-- Vivek
Is there any way by which we can lock two specific wbs elements say overheads and other
expenses, so that the user cannot release PR?
The easiest way would be to define the project release process in the bottom-up fashion. That
means, you will only release the activities/WBS elements that you need from time to time during
the course of the project. That way, charges won't be accrued on a WBS element until it's
released (so, don't release it until it's ready for collecting costs).
Is there any way by which we can stop the network from attaching further materials after
it is released?
This is controlled through the change profile, which is assigned to the network profile. In the
change profile, under the Component tab, you can define the release status of the activity at
which you can create/change/delete material components.
*-- Murali Lanka
How can we set the options for capacity reports CM01 ?
This will possible depend on your config, but the options I use are:
    Settings>General>
    Tick, Cumulation of reqmts, Dyn. capacity cumul. and then select the hierarchy you have set
up.
I then select the financial year (as we are budget driven) using Entry type A and the start/finish
of the financial year.
I select period Month.
Then click tick.
I then select the work centre I require. or arm of the hierarchy.
You can then select standard overview and also select graphs or if you need a detailed list press
that button.   *-- Jim Carter
PS Questions
Short Questions Answers on SAP PS
Project Calculations
When we confirm activities and see it in cns41 report we can see that the POC is
aggregated at the Network,WBS and project level.
 
How does the system calculate this.. i.e on what factors and criteria?
PS, like, other Projects Programs used the Pondered advance has a project and structural (WBS)
phisical advance.
IF you have a Project with only 1 activitie. The 100% phisical advance of the activitie is passed
to the Project.
If you have a Prj. with 2 activities and both had 100% phisical advance.  The project has 200%?
NO!, PS calculated this
Percent complete Activity A = 100 = A-POC
Percent complete Activity B =100    B-POC
Weigth or contribution of A = 30%     A-Wgt
Weigth or Contribution of B =70%      B-Wgt
(The sum of the weigth need to be 100%)
The Project Advance will be A-POC*A-wgt + B-POC*B-Wgt 
This implies =  100*30% + 100*70% = 30 + 70 =100
The weigth is a function of Men-Hours, Cost or Special-Weigth.   *-- NelsonHM
User Status Report
In the business scenario used here a status profile containing different User statuses with
authorisation controls has been set up in the Project Definition for controlling the process
of Project creation & approval. The process flow is as follows - The project is created by
the design team, after which it is sent to pre-audit team for approval, the pre-audit team
approves it, on approval the project is released and the rest of the process flows on.  Each
of the above phases is marked by an user status and on completion of a phase the user sets
the next user status for the object. 
Requirement : An ABAP report is required to be developed which shows the date and time
at which each of the user staus was set and released. 
Go to transaction SE38, and enter RBSVCDOC in the field "Program". Select the Execute
button. Insert your WBS's object number, and select the tick box "SHOW_ALL" Execute the
program.
If the results is what you are looking for, then follow these steps to have your required report on
User Status Change Log:
1. Ask your ABAP program to copy function RBSVCDOC to a Z-Program, and 2. assign a Z-
transaction code this copied Z-program. 3. You can also ask the programmer if he is able to
design a user defined input screen to this program.
*-- Pieter LP van Sittert
Creating an Internal Activity at the Network Level
Trying to create an internal activity at the network level and whenever I go to the menu to
add an internal activity, the level moves up to the project level instead of remaining at the
nework level.  This of course prevents me from creating the internal activity.  Why this is
happening?
Work out the following path :
1) Go to "Structure Tree" (Top-left pane of Project Builder), click on Network Header.
2) In "Work Area" (Right pane) click on "Activities Overview" icon. Go to "Int. Processing Tab"
and define activity with relevant field details and Confirm.
This will create Int activity in the selected Network only.   *-- Nabada More
Time calculation in work Center 
My requirement is to calculate the time taken for a component which contains 4
Operations.  Using Work Centers in PS Module.
  Details of the Operations:
  1. Chain cutting
  2. Soldering
  3. Lock fitting
  4. Assembly
Time taken for soldering operation = 15 sec/soldering operation
One component contains = 20 soldering operation
Total time taken to finish one component = 300 sec
In one day  we can make = 8 hr(28800sec)/300sec=96 nos.
How we can calculate this in the system Using Work Center.
  You need to do folowing....
  1) Define 4 activity type with these names and give the unit of operation as second - and assign
it to a cost center in kp26 
      with cost
  2) Define a work center in CNR1...using usage project management 0006
  3) Assign formulae SAP004 in the other formulae in scheduling tab and SAP008 in capacity
Tab.
  4) Assign working hours for your WC in capacity tab header data as 8 hours and put number of
available capacity
      (no.of people in Work center)
  5) Assign all the activity types in the Work center costing tab
  6) Give duration for all these activity in your project 
  7) Schedule the project and do costing....    *-- Ritesh Bhushan

Do you have a SAP PS Question?

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Short Questions Answers on SAP PS
Project Calculations
When we confirm activities and see it in cns41 report we can see that the POC is
aggregated at the Network,WBS and project level.
 
How does the system calculate this.. i.e on what factors and criteria?
PS, like, other Projects Programs used the Pondered advance has a project and structural (WBS)
phisical advance.
IF you have a Project with only 1 activitie. The 100% phisical advance of the activitie is passed
to the Project.
If you have a Prj. with 2 activities and both had 100% phisical advance.  The project has 200%?
NO!, PS calculated this
Percent complete Activity A = 100 = A-POC
Percent complete Activity B =100    B-POC
Weigth or contribution of A = 30%     A-Wgt
Weigth or Contribution of B =70%      B-Wgt
(The sum of the weigth need to be 100%)
The Project Advance will be A-POC*A-wgt + B-POC*B-Wgt 
This implies =  100*30% + 100*70% = 30 + 70 =100
The weigth is a function of Men-Hours, Cost or Special-Weigth.   *-- NelsonHM
User Status Report
In the business scenario used here a status profile containing different User statuses with
authorisation controls has been set up in the Project Definition for controlling the process
of Project creation & approval. The process flow is as follows - The project is created by
the design team, after which it is sent to pre-audit team for approval, the pre-audit team
approves it, on approval the project is released and the rest of the process flows on.  Each
of the above phases is marked by an user status and on completion of a phase the user sets
the next user status for the object. 
Requirement : An ABAP report is required to be developed which shows the date and time
at which each of the user staus was set and released. 
Go to transaction SE38, and enter RBSVCDOC in the field "Program". Select the Execute
button. Insert your WBS's object number, and select the tick box "SHOW_ALL" Execute the
program.
If the results is what you are looking for, then follow these steps to have your required report on
User Status Change Log:
1. Ask your ABAP program to copy function RBSVCDOC to a Z-Program, and 2. assign a Z-
transaction code this copied Z-program. 3. You can also ask the programmer if he is able to
design a user defined input screen to this program.
*-- Pieter LP van Sittert
Creating an Internal Activity at the Network Level
Trying to create an internal activity at the network level and whenever I go to the menu to
add an internal activity, the level moves up to the project level instead of remaining at the
nework level.  This of course prevents me from creating the internal activity.  Why this is
happening?
Work out the following path :
1) Go to "Structure Tree" (Top-left pane of Project Builder), click on Network Header.
2) In "Work Area" (Right pane) click on "Activities Overview" icon. Go to "Int. Processing Tab"
and define activity with relevant field details and Confirm.
This will create Int activity in the selected Network only.   *-- Nabada More
Time calculation in work Center 
My requirement is to calculate the time taken for a component which contains 4
Operations.  Using Work Centers in PS Module.
  Details of the Operations:
  1. Chain cutting
  2. Soldering
  3. Lock fitting
  4. Assembly
Time taken for soldering operation = 15 sec/soldering operation
One component contains = 20 soldering operation
Total time taken to finish one component = 300 sec
In one day  we can make = 8 hr(28800sec)/300sec=96 nos.
How we can calculate this in the system Using Work Center.
  You need to do folowing....
  1) Define 4 activity type with these names and give the unit of operation as second - and assign
it to a cost center in kp26 
      with cost
  2) Define a work center in CNR1...using usage project management 0006
  3) Assign formulae SAP004 in the other formulae in scheduling tab and SAP008 in capacity
Tab.
  4) Assign working hours for your WC in capacity tab header data as 8 hours and put number of
available capacity
      (no.of people in Work center)
  5) Assign all the activity types in the Work center costing tab
  6) Give duration for all these activity in your project 
  7) Schedule the project and do costing....    *-- Ritesh Bhush

Re: Conversion error in company code currency for general costs activity

PS Experts,

Please guide me in the following , The below message appeared when i created a customer project in
CJ20N in our new DEV server
This is the scenario
Create customer project with 3 WBSE, each one has 3 NTW and 3 activities, i maintained the cost with
currency same as project curr and company code currency in the first two act.

in the third activity (General act) in cost tab i put a currency is different than project currency& company
code currency and tried to save the project, the message appears.
note: Company code curr same as projet curr & controlling area curr

Is there any setting is missing in customizing

Conversion error in company code currency for general costs activity

0010

Message no. CK443

 Diagnosis

For cost activity 0010, a conversion error occurred in the currency of

the company code to which the material is assigned.

Procedure

Check the global settings in Customizing to be sure the exchange rate

for conversion into the company code currency is correct
Thanks

Goto OPSB and select your planning profile...note down your exchange rate entered in that
profile...then goto OB08, in that check whether exchange values are maintained for the currency given
in activity and your company code currency.

Thanks for your reply,

I already maintained exchange rate type M in Planning profile also the rate of exchange with type M in
OB08.

Is there any other sitting to link the currency in company code

Thanks
Hend

Hi Yassin,

I believe you have maintained exchange rates for rate type M as per your config in OPSB.

Now do one thing, maintain the conversion rate for P for those currencies in OB08 and then save your
project.

This will solve your problem.

Regards,
Kabir

Thanks Kabir,

Problem is Solved

closed