SAP Project System Implementations

Project Versions
(SAP Enable Now Producer User Manual)

August 2024

Prepared by:
Magid Qayed
SAP PS Consultant

Contact Details:
E-mail: magidqayed1999@gmail.com
LinkedIn: Magid Qayed

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Table of Contents:
1.1. Project Versions ................................................................................................................ 3
1.1.1. Creating the Project Baseline ..................................................................................... 3
1.1.2. Creating the Project Baseline: Project Structure Details ........................................... 4
1.1.3. Creating the Project Baseline: Saving the Project ..................................................... 4
1.1.4. SAP Easy Access Menu: Logistics............................................................................. 5
1.1.5. SAP Easy Access Menu: Project System .................................................................. 5
1.1.6. SAP Easy Access Menu: Project ............................................................................... 6
1.1.7. SAP Easy Access Menu: Project Version .................................................................. 7
1.1.8. SAP Easy Access Menu: CN72 - Create ................................................................... 7
1.1.9. Create Project Version: Version Key and Group ....................................................... 8
1.1.10. Saving the Project Version ....................................................................................... 8
1.1.11. Saving the Project Version Finalized ....................................................................... 9
1.1.12. Project Builder: Changing Current Scope ................................................................ 9
1.1.13. Project Builder: Adding a New WBS Element ........................................................ 10
1.1.14. Project Builder: Naming the WBSE ........................................................................ 11
1.1.15. Project Builder: Creating a Costs Activity............................................................... 11
1.1.16. Project Builder: Naming the Costs Activity ............................................................. 12
1.1.17. Project Builder: Assigning the Amount for the Activity ........................................... 13
1.1.18. Project Builder: Saving the Project ......................................................................... 13
1.1.19. SAP Easy Access Menu: PS Information System ................................................. 14
1.1.20. SAP Easy Access Menu: Structures ...................................................................... 15
1.1.21. SAP Easy Access Menu: CN41N – Project Structure Overview ........................... 15
1.1.22. Project Info System: Structure Initial Screen ......................................................... 16
1.1.23. Change DB Profile: Version Data ........................................................................... 17
1.1.24. Change DB Profile: Version Data Selected ........................................................... 17
1.1.25. Structure Initial Screen: Version Data .................................................................... 18
1.1.26. Structure Initial Screen: Project Version ................................................................ 18
1.1.27. Structure Initial Screen: Version Key Selection ..................................................... 19
1.1.28. Structure Initial Screen: Report Execution ............................................................. 20
1.1.29. Structure Initial Screen: Current Data .................................................................... 20
1.1.30. Structure Initial Screen: Baseline Version .............................................................. 21
1.1.31. Structure Initial Screen: Baseline Version Displayed............................................. 22
1.1.32. Current Data versus Baseline Version Finalized ................................................... 22
1.1.33. Conclusion .............................................................................................................. 23

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1.1. Project Versions

In SAP, and more particularly in the Project Systems, versions provide a mechanism to maintain project
data with different perspectives for planning analysis purposes during the lifecycle of a project or parts of a
project. Project versions show the state of a project at a given point in time. They are used f or statistical
analysis in order to compare how the project has changed from time-to-time. For example, a project version
could be created manually for each phase of the project, e.g. baseline, design, implementation, etc.

This user manual aids the user in creating a project version as a way of tracking a project’s history. In this
document, basic key definitions will be acknowledged by the user, along with applying the necessary
processes in a series of sequential steps. Each step represents a certain action to be applied on the system.

1.1.1. Creating the Project Baseline

Through the project builder (CJ20N), we have created a Residential Compound project including the
required WBS elements, activities, and material components. So, we will take a snapshot, also known
as project version, of this project stage and we intend to name it as the Project Baseline. The
baseline includes the construction of four buildings, each building includes different work packages to
be executed. In this case, the version that we will create shall include the initial scope of the project.

Step Action

(1) Click on this icon to expand the project details .

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1.1.2. Creating the Project Baseline: Project Structure Details

1.1.3. Creating the Project Baseline: Saving the Project

Step Action

(1) Click on this icon to save the project .

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1.1.4. SAP Easy Access Menu: Logistics
Now, we will create the Project Baseline version throughout the following path.

Step Action

(1) Click on Logistics .

1.1.5. SAP Easy Access Menu: Project System

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 Step Action

(1) Click on Project System .

1.1.6. SAP Easy Access Menu: Project

Step Action

(1) Click on Project .

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1.1.7. SAP Easy Access Menu: Project Version

Step Action

(1)
Click on Project Version .

1.1.8. SAP Easy Access Menu: CN72 - Create

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 Step Action
(1) Double-click on CN72 – Create.

1.1.9. Create Project Version: Version Key and Group

Step Action
(1) Enter the version key.

1.1.10. Saving the Project Version

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 Step Action

(1)
Click on the execute icon to save the version created .

1.1.11. Saving the Project Version Finalized

1.1.12. Project Builder: Changing Current Scope

Now, we will edit the current scope of the project in which a new building (BU 05) is to be added.

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 Step Action

(1) Click on the expand all icon .

1.1.13. Project Builder: Adding a New WBS Element

Step Action
(1) Drag and drop a WBS element.

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1.1.14. Project Builder: Naming the WBSE

Step Action
(1) Name the WBS element (BU 05).

1.1.15. Project Builder: Creating a Costs Activity

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 Step Action
(1) Drag and drop a costs activity.

1.1.16. Project Builder: Naming the Costs Activity

Step Action
(1) Name the activity in the following field.

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1.1.17. Project Builder: Assigning the Amount for the Activity

Step Action
(1) Enter the desired amount for the costs activity.

1.1.18. Project Builder: Saving the Project

Now, we have edited the current scope of the project in which a new building (BU 05) was added.

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 Step Action

(1)
Click on this icon to save the project .

1.1.19. SAP Easy Access Menu: PS Information System

By returning to the SAP menu, we should now begin to view the project version data through the following
path.

Step Action

(1) Click on Information System .

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1.1.20. SAP Easy Access Menu: Structures

Step Action
(1) Click on Structures .

1.1.21. SAP Easy Access Menu: CN41N – Project Structure Overview

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 Step Action

(1) Double-click on CN41N – Project Structure Overview.

1.1.22. Project Info System: Structure Initial Screen

From this transaction, we can view and compare the project’s current state and its various versions.

Step Action

(1) Click on .

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1.1.23. Change DB Profile: Version Data
To include the version data required, we must select the below checkbox.

Step Action
(1) Select the version data checkbox.

1.1.24. Change DB Profile: Version Data Selected

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 Step Action

(1) Click on continue .

1.1.25. Structure Initial Screen: Version Data

Step Action
(1) Click on the version data checkbox.

1.1.26. Structure Initial Screen: Project Version

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 Step Action

(1) Click on the search window to select the project versions .

1.1.27. Structure Initial Screen: Version Key Selection

Step Action

(1)
Select the version key and click Ok .

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1.1.28. Structure Initial Screen: Report Execution

Step Action

(1)
Click on the execute icon to show the report .

1.1.29. Structure Initial Screen: Current Data

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 Step Action

(1)
Click on the arrow beside the version name field .

1.1.30. Structure Initial Screen: Baseline Version

Step Action

(1) Select the baseline version .

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1.1.31. Structure Initial Screen: Baseline Version Displayed

Step Action

(1) Click on .

1.1.32. Current Data versus Baseline Version Finalized

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1.1.33. Conclusion
During this tutorial, we have learned how to create project versions and to compare between the baseline
version and the current project. Now, you can compare several versions of the project at different project
stages to track the project’s performance.

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