Chip Sheet PS Civil v1.0

Module Name:- Project System
Business Process:- Transmission Projects
BSNL
Quick hand-holding Manual

Project System
Civil Projects
Reference Business Process No.- BSNL_BBP_PS_Civil
Version:1.0
24.05.2011
Page 0 of 29
Version Control
Date Version Author Change Description

0.1 Abhinav Bhalla/Garima Draft
Maheshwari/Vaibhav Goel
0.2 Gaurav Verma Review
1.0 Kuldeep Bidalia Final Submission and agreement
The document has been prepared to be used by the following stake-holders:
End Users Performing day to day transactions as per their Roles and Authorizations in SAP
System.
Business Process Owners Respective Business Leaders, involved in validating the
process design.
Important Note:
The information in this document is only meant to be a reference for ERP Process configured as per the Business
Process approved by BSNL Management for Project System Module and is not a complete description of the SAP
product and its functionalities. Its main purpose is to serve as a reference Document for User handholding and
Support.
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Overview
SAP Project System supports comprehensive functions for planning, controlling and organizing all the
activities carried out during the course of a project. It helps you manage your project structures, dates, and
costs throughout the entire project lifecycle. Manual have list of Important steps which help in
handholding of end user to carry out smooth functionality in SAP Project System.
Prerequisites
Knowledge of navigating SAP systems

User ID in SAP PRD 500
Required Roles and Authorization
Table of Contents
Page 2 of 29
1. GENERAL SAP FAQ:-............................................................................................................................ 6
1.1. FAQ: - HOW TO RUN SAP ON MY SYSTEM?....................................................................................6
1.2. FAQ: - I HAVE OPEN LOG ON PAD OF SAP WHERE SHOULD I CLICK TO WORK ON?.........6
1.3. FAQ: - WHAT IS THE CLIENT NUMBER WHICH I NEED TO PUT?..............................................6
1.4. FAQ: - HOW TO RESET MY PASSWORD?......................................................................................... 6
1.5. FAQ: - AFTER LOG-IN INTO THE SYSTEM, WHERE SHOULD I CLICK?.....................................6
1.6. FAQ: - HOW DO I GAIN ACCESS TO SAP?.......................................................................................6
1.7. FAQ: - WHO IS MY USER ADMINISTRATOR AND WHAT CAN THEY DO?..............................6
1.8. FAQ: - HOW DO I ACCESS SAP IF IT SAYS MY PASSWORD IS INCORRECT?..........................6
1.9. FAQ: - WHAT DO I DO IF I FORGET MY PASSWORD?..................................................................6
1.10. FAQ: - WHAT CAN I DO IF I'M LOCKED OUT?................................................................................6
1.11. FAQ: - I AM JUST TRANSFERRED FROM ONE SSA/AREA TO ANOTHER; DO I NEED

ANOTHER SAP ID?........................................................................................................................................ 6
1.12. FAQ: - WHAT IS TRANSACTION CODE, WHAT DOES IT REFER TO?......................................7
1.13. FAQ: - WHERE SHOULD I WRITE THE TRANSACTION CODE TO MOVE ONTO SCREEN?. .7
1.14. FAQ: - WHAT DOES THE BUTTON AVAILABLE ON TOOLBAR IN INITIAL SCREEN REFER
TO? 8
1.15. FAQ: - WHAT IS THE MEANING OF REQUIRED, DEFAULT, INPUT, GREY-OUT AND
OPTIONAL FIELDS?.................................................................................................................................... 10
1.16. FAQ: - WHAT IS STATUS BAR?......................................................................................................... 10
1.17. FAQ: - WHAT DOES SAP USER SCREEN REFERS TO HOW CAN I SELECT SAME?................11
1.18. FAQ: - WHERE I CAN SEE MY SAP MAILBOX/ NOTESHEET/ TASK LIST TRAY?....................12
1.19. FAQ: - WHAT ARE ALL TOOL BAR BUTTONS AVAILABLE IN SAP & IS THERE ANY
KEYBOARD COMMAND FOR SAME?...................................................................................................... 12
1.20. FAQ: - I AM NOT AWARE WHAT VALUE DO I NEED TO FILL INTO THE FIELD?..................16
1.21. FAQ: - HOW TO SEARCH FOR THE VALUE FOR A SINGLE FIELD?..........................................16
1.22. FAQ: - WHEN I CLICK ON TO SEARCH FIELD I DO NOT SEE ANY VALUE WHEN I GOT
ANOTHER WINDOW. WHAT SHOULD I DO?........................................................................................ 16
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1.23. FAQ: - I AM NOT AWARE WHAT VALUES DO I NEED TO FILL INTO THE FIELD?...............16
1.24. FAQ: - I AM SEEING SO MANY VALUES NOT RELEVANT TO MY SELECTION, HOW DO I

SEE ONLY RELEVANT VALUES?............................................................................................................... 19
1.25. FAQ: - HOW DO I INSERT VALUES IN PERSONAL LIST?............................................................19
1.26. FAQ: - HOW CAN I TAKE A PRINT FROM SAP?............................................................................21
1.27. FAQ: - I AM NOT ABLE TO TAKE A PRINT FROM SAP?..............................................................21
1.28. FAQ: - I NEED TO TAKE A PRINT OUT OF A REPORT AVAILABLE IN SAP?...........................21
1.29. FAQ: - WHAT IS REPORT VARIANT?............................................................................................... 22
1.30. FAQ: - HOW CAN I MAINTAIN A REPORT VARIANT?................................................................22
1.31. FAQ: - I HAVE CERTAIN FIXED PARAMETERS IN REPORT, IS THERE ANY WAY BY WHICH
I CAN CALL TRANSACTION AND EXECUTE SAME WITHOUT ENTERING ANY SELECTION
PARAMETER?............................................................................................................................................... 22
1.32. FAQ: - I DO NOT NEED TO SEE ALL COLUMNS OF A REPORT CAN I GET THE REPORT
WHICH IS SPECIFIC TO MY REQUIREMENTS?.....................................................................................22
1.33. FAQ: - I CALL UP THE REPORT BUT DO NOT WANT TO TAKE PRINT OUT OF ALL
COLUMNS, HOW CAN I HIDE SAME AND TAKE A PRINT?...............................................................22
1.34. FAQ: - IN SYSTEM, STATUS BAR MESSAGE IS COMING AS YOU ARE NOT
AUTHORIZED............................................................................................................................................. 24
2. PROJECT SYSTEM FAQ:-.................................................................................................................... 25
2.1. FAQ: - WHICH TRANSACTION SHOULD I REFER TO CREATE A PROJECT?..........................25
2.2. FAQ: - WHO ALL CAN CREATE PROJECTS?...................................................................................25
2.3. FAQ: - I AM A JTO IN TELECOM OFFICE, I EXECUTE THE PROJECT AT MY LOCATION BUT
IM NOT ABLE TO CREATE A SINGLE PROJECT?.................................................................................25
2.4. FAQ: - AT WHICH TRANSACTION SHOULD I ATTACH SURVEY REPORT?...........................25
2.5. FAQ: - I HAVE ATTACHED THE DOCUMENT, BUT IT IS NOT OPENING. WHAT TO DO?. .25
2.6. FAQ: - IN MY OLD FILES I HAVE USED NOTE-SHEET, HOW CAN I CREATE NOTE-SHEET
INTO SYSTEM?............................................................................................................................................. 26
2.7. FAQ: - I AM NOT ABLE TO SEE MY NOTE-SHEET FOR ALL CUTOVER PROJECTS?..............26
2.8. FAQ: - WHAT SHOULD I ENTER IN SEND MAIL TO FIELD?....................................................26
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2.9. FAQ: - I HAVE ENTERED THE NOTE SHEET BUT IS IT VISIBLE PROPERLY TO THE
PERSON I HAVE SENT?.............................................................................................................................. 26
2.10. FAQ: - HOW PRELIMINARY & DETAILED ESTIMATION IS CARRIED OUT IN PROJECTS? 27
2.11. Civil Business Process in SAP Salient Points.............................................................................................27
1. General SAP FAQ:-
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1.1. FAQ: - How to run SAP on My System?

1.2. FAQ: - I have open log on PAD of SAP where should I click to Work on?
1.3. FAQ: - What is the client number which I need to put?
1.4. FAQ: - How to reset my password?
1.5. FAQ: - After Log-in into the system, where should I click?
Answer: - Answer to all of the above questions (1.1 to 1.5) can be found in the
attached document, which helps any user to run and navigate SAP onto their
system.
SAP Logon &

Navigation.pdf
1.6. FAQ: - How do I gain access to SAP?

1.7. FAQ: - Who is my User Administrator and what can they do?
1.8. FAQ: - How do I access SAP if it says my password is incorrect?
1.9. FAQ: - What do I do if I forget my password?
1.10. FAQ: - What can I do if I'm locked out?
1.11. FAQ: - I am just transferred from one SSA/Area to another; do I need another
SAP ID?
Answer: - Depending on the BSNL business needs of your position, you and your
supervisor will determine the kind of access you need. For example, if you are
responsible for accounting, you need access to run financial transactions. For
ordering materials, you need MM or procurement access. If you are responsible for
payroll, you need access to one or several HR/Payroll profiles. Then, you can
contact your User Administrator to create your SAP account which is an employee
id.
Your User Administrator should be listed under your department. Your User
Administrator can sign you up for an SAP ID or can edit your profile. The User
Access can also change a profile for a position/roles and authorization in case you
have been transferred from one place to another. In case you have been transferred,
only roles and authorization shall be changed, SAP user ID will remain same.
In case you trying to login to SAP(Authentic Login) you get the message password
incorrect, first check your caps lock button is not On. Passwords are case sensitive
and must be typed-in properly. If you still get the password incorrect message,
contact you system administrator for your password reset.
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1.12. FAQ: - What is Transaction Code, what does it refer to?
Answer: - A transaction code is an alpha numeric character command that tells the system
location of a task. Each SAP screen has a unique transaction code. A transaction code
may contain only letters such as ZACS or a combination of letters and numbers such
as CJ02.
In SAP, you can use transaction codes as a shortcut or alternative to using the
navigation path to get to a system task. Type /n followed by the transaction code
and press the Enter/Return key.
For example, instead of following the navigation path User Menu >> Role DGM>>
Purchasing >> Requisitions >> Create a Requisition from the SAP User Menu
screen, you can type /NME51 in the Command field of any screen. In either case, the
"Create: Purchase Requisition: Initial Screen" is displayed
1.13. FAQ: - Where should I write the Transaction code to move onto screen?
Answer: - Transaction Code should be entered into Command field;
Command Field
The Command field is used to enter transaction codes that take you directly to a
system task without using menus. Sometimes, the Command field is closed by
default. To open it, click the arrow to the left of the Save button. To use it, type the
transaction code in the blank field to the left and press enter.
Closed Command Field:
Open Command Field:
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1.14. FAQ: - What does the button available on toolbar in Initial screen refer to?
Answer: - The SAP buttons displayed on the Toolbar provide quick access to
commonly used SAP functions. If a Toolbar button is gray, it is not available for use
on that particular screen.
Keyboard
Button Shortcut Description
Enter key
Enter Click on the Enter button when you want the system to
validate your field entries and move to the next function, or
screen, in a system task. Note that clicking
on Enter does not save the information you entered
(see Save below).
Ctrl S
Save Click on the Save button when you want to save data or
save changes to data in a system task.
F3
Back Click on the Back button when you want to move back to
the previous screen or menu level.
Shift F3
Exit Click on the Exit button when you want to exit the current
menu level or system task without saving the data.
F12
Cancel Click on the Cancel button when you want to cancel the
data you entered in the current system task.
Ctrl P
Print Click on the Print button to print the SAP document
displayed on the screen.
Ctrl F
Find Click on the Find button (binoculars) when you want the
system to search for words and alphanumeric combinations
in the open document or display screen.
Ctrl G
Continue Use the Continue Search button (the binoculars with the +
Search sign) to continue searching for a previously selected search
item.
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Paging These four Toolbar buttons are called the Paging buttons.
You use them to move through a long list or report.
Ctrl Page Up
To move to the first page, click the button with two up
arrows.
Page Up
To move up one page, click the button with the up arrow.
Page Down
To move down one page, click the button with the down
arrow.
Ctrl Page Down

To move to the last page, click the button with two down
arrows.
Help F1
The yellow question mark is the Help button. It displays
generic (i.e., not MIT-specific) SAP Online Help. Select a
field or message, click the Helpbutton and a definition of
the field or message will be displayed. Not all fields have
definitions, and not all MIT workstations have the SAP
Online Help installed (due to disk space constraints on the
specific workstation).
None
Create a new SAP session.
(PC only)
Alt F12
Displays a menu that lets you change some of the options
(PC only) on your PC such as cursor size and position. Also allows
you to print your screen (Hardcopy).
1.15. FAQ: - What is the meaning of Required, Default, Input, Grey-out and
Optional fields?
Answer: - SAP has three field types, Required, Default, and Optional:-
Required Entry fields are usually flagged with a tick mark . You must enter
data in Required Entry fields in order to proceed with a system task.
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Default Entry fields already have a system entry. However, you may be able to
overwrite the system entry depending on the system task and / or your SAP
profile.
Grey-out Fields are those fields in which no data entry or data change is
allowed. These fields might have entry depending upon some other field data or
may be blank.
Input Entry/Optional Entry fields are those in which you may enter data, but an
entry is not required by the system in order to proceed with a system task. Some
Optional Entry fields may become required depending on the values entered in
other fields.
1.16. FAQ: - What is Status Bar?
Answer: - The Status Bar, located at the bottom of the SAP screen, displays system
messages and other session information.
The large field in the leftmost displays system messages or errors, such as
"Transaction ZMPR does not exist." Double-click on the message or click the red
circle and a dialogue box pops up that explains the message and what action to take.
The second field defaults to display the system information such as system name,
(session number), and (client number). In the example above, the system is PRD, the
session number is (1) and the client number is (500).
To change the information displayed in this area, click the Selection List button to
the right of the client number and select from the list that pops up:
The third field to the right displays the host name, for example, "PSE03ER1."
The fourth field to the right indicates the input mode, either overwrite or insert.
Click to switch between the two modes.
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If the Status Bar is closed on your PC, click the arrow in the bottom right corner of
the screen to open it.
1.17. FAQ: - What Does SAP user Screen refers to how can I select same?
Answer: - There are one of two main screens you see when you first log-in to SAP:-
The SAP Menu screen which is the general screen delivered standard with SAP.
The SAP User Menu screen is customized for BSNL transactions and should
be the default screen. It displays at least three main menu folders labeled: 1. User
menu 2. Role (there may be more than one Roles folder) 3. Favorites.
1. The User menu contains the Role folders and is personalized with your name.
2. The Role folder is the area menu such as Role DGM which contains transactions
on the BSNL ERP System navigation menu. You can have more than one Role
folder depending on which area menus you are authorized to use.
3. The Favorites folder can be used to store a list of your "favorites"; i.e., frequently
used transaction codes.
1.18. FAQ: - Where I can see my SAP Mailbox/ Notesheet/ task list tray?
Answer: - After login into system, on the initial screen SAP mailbox/ Notesheet/ user task
tray can been seen by clicking onto SAP mailbox button available in system tray:
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1.19. FAQ: - What are all tool bar buttons available in SAP & is there any
keyboard command for same?
Answer: - To display the button name and keyboard shortcut, place the cursor over
the button. Keyboard shortcuts may be different depending on the SAP function you
are using.
Standard Toolbar Buttons
Butto Keyboard Butto Keyboard

n Shortcut Description n Shortcut Description
Enter key Enter/Continue Ctrl G Continue Search
Ctrl S Save F1 Help
Scroll to top of
F3 Back Ctrl Page Up
document.
Exit System Scroll up one

Shift F3 Page Up
Task. page.
Scroll down one

F12 Cancel Page Down
pag.e
Scroll to last page

Ctrl P Print Ctrl Page Down
of document.
Create new
Ctrl F Find None
(PC only) session.
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Customize local
Alt F12
(PC only) layout.
Application Toolbar and Screen Buttons

F8 Execute None Update/Refresh
F5 Overview Shift F5 Get variant
Selection screen
Shift F2 Delete Shift F6
help
Navigation Buttons

Enter/Continue/Co
Enter F12 Cancel
py
Shift F1 Scroll right

F8 Scroll left
Shift F7 Next item
Ctrl Shift Move Favorites

Move Favorites Up Ctrl Shift F2
F1 Down
Ctrl F7 Previous layout Ctrl F8 Next layout
Ctrl F10 User menu Ctrl F11 SAP menu
Display Period
F6
screen
Matchcode Buttons

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Display Display Matchcode

F4 F4
(Mac) Matchcode list. (PC) list.
Display personal
Insert in personal
value list. After you
list. Click on an
F6 Shift F6 create the personal
item, then on the
list, click on the
button.
button to end the list.
Hold list displayed

Restores the while you make a
Shift F6 original Shift F4 selection. Click on the
(PC only)
Matchcode list. button, then double-
click to select a value.
Working with Data

Select all items on Deselect all items
Ctrl F1 Ctrl F2
screen. on screen.
Start/end of block.
Select the first item;
Ctrl F3 click the button. Ctrl F6 Display results.
Select the last item;
click the button.
Display all possible Collapse all
F7 F8
values. levels.
Sort in ascending
order:
Ctrl Shift Change sort order to Ctrl Shift Sort in
F5 descending or F4 descending order.
ascending (Fund
Analysis rpt)
Dynamic
Selection options. selections. Select
F2 Choose values >, <, Shift F4 additional fields
etc. for search
criteria.
Display -> Change.
Filter; restrict
Switches from
F5 Shift F5 values to search
(Mac) display to change
on Matchcode list.
mode.
None Multiple Selection. None Replace item
Include or exclude back into
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single values or workflow in

ranges of values. Workflow Inbox.
Using Transactions (Reqs, JVs, etc.)
Keyboard Butto Keyboard

Button Shortcut Description n Shortcut Description
Display header Display line item
F6 F2
details. details.
Display additional
Services for object
F2 info for PO line None
(Display JVs, Reqs).
item.
General Statistics Display delivery
Shift F5
(Reqs) Shift F5 schedule for a PO
Ctrl F12
PO History line item.
Display delivery Display conditions
Ctrl F11 Shift F6
address. for a PO line item.
Display the vendor Ctrl Shift Show release
F7
address for a PO. F6 strategy for PO.
Formatting Text (Reqs, JVs)

Copy text (JV

Shift F2 Delete selection line. Ctrl Shift F2
(PC only) line item).
Item text (POs)
Cut text (JV line Ctrl F10
Ctrl Shift F1 Detailed text
(PC only) item). Shift F6
(JVs)
Paste text into field
Search and
after you copy or cut
replace words in
F9 it. Position the Shift F4
(Mac only) the JV text
cursor and click the
screen.
button.
Select. Click in a line
F9 item, then on the F6 Create text (JVs).
button.
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1.20. FAQ: - I am not aware what value do I need to fill into the field?
1.21. FAQ: - How to search for the value for a single field?
1.22. FAQ: - When I click on to Search field I do not see any value when I got
another window. What should I do?
1.23. FAQ: - I am not aware what values do I need to fill into the field?
Answer: - For many entry fields, but not all, SAP provides a search function called a
Matchcode. Matchcodes allow you to select a value from a list or search for a value
by categories of data if there are many possibilities.
To display the Matchcode button, click on an entry field. The Matchcode appears on
the right of the field.
Types of Matchcodes: -
Matchcodes fall into three basic categories:
1) Short list or hit list
The values are listed on one screen. For longer lists, you may need to scroll down to
see all the values.
2) Restrict Value Range
Many entries are available for the field. A number of tabbed screens with different
categories display so that you can enter your search criteria.
3) Calendar search
A calendar-type dialog box is displayed so that you can select day, month, and year.
This is used in date fields such as invoice posting date
Hit List Matchcode: -

This type of Matchcode is displayed for a list of values. An example is the
Matchcode for the Business Area field on the "Create: Project: Initial Screen.
Click on the Matchcode button in the Business Area field.
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Scroll down to see all values if necessary.

Double click on to a value such as 6101 to select it. Same value shall get copied
into Business area field.
Restrict Values:
You can search the hit list for more than one values at a time; for example all
profit center available in controlling area 1000.
Click the Enter button

Result: A list of the values you specified is displayed. Double-click to select one.
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Calendar Search Matchcode:-

Click on the Matchcode button. The calendar dialog box displays the date on top,
and from left to right, the month/year, week number, and dates of the month.
To change the month and year:
Scroll up and down in the navigation bar on the right (see the month and year
change in the left side of the box)
or
Click on either the month, day, or year displayed on the top. Use the up and
down arrows on the right to change them. See below:
Double-click on the number of the day in the middle corresponding to the month.
Result: The entire date is copied into the entry field.
1.24. FAQ: - I am seeing so many values not relevant to my selection, how do I see
only relevant values?
1.25. FAQ: - How do I insert values in Personal List?
Answer: - You can restrict the values and customize your selection though adding
them into Personal list option.
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For example User wants to select the Company code during creation of Project for
Western telecom Project and he wants the company code to be inserted into his
personal list. He will follow the below steps;
Select the value from the drop down list
Click on to insert the value in the personal list. (Please select the values one
by one)
Click on Personal Value List icon to view the values listed in the Personal
list.
Note: Personal List will be used wherever you want to restrict the values to your
relevant values only.
You can move, rename or delete favorites or Favorites folders. Use the menu path or
Toolbar buttons described below to perform these tasks.
Function Procedure
Create a Favorites folder Follow the menu path: Favorites >> Insert Folder.
Move the Favorites folder to the Follow the menu path: Extras >> Settings.
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bottom of the list of folders Select Display favorites at end of list.
Move a favorite within a list of 1. Select the favorite.

favorites 2. Click the Down or Up buttons.
Move a Favorites folder within a 1. Select the Favorites folder.

list of Favorites folders 2. Click the Down or Up buttons.
Rename a favorite See Renaming a Favorite.
Rename a Favorites folder 1. Select the Favorites folder.

2. Follow the menu path: Favorites >> Change or click
the Change Favorites button .
3. Type in the new name and press the Enter button .
Delete a favorite or Favorites 1. Select the favorite or Favorites folder.

folder 2. Follow the menu path: Favorites >> Delete or click the
Delete Favorites button .
1.26. FAQ: - How can I take a print from SAP?

1.27. FAQ: - I am not able to take a print from SAP?
1.28. FAQ: - I need to take a print out of a report available in SAP?
Answer: - Getting Hardcopy of SAP Data and Documents
SAP provides hardcopy output of the electronic data and documents stored in the
system via the many SAP reports. The printed reports are formatted and organized
for use on paper.
If you need a hardcopy of your SAP transactions or data, you should use these
reports.
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Make sure you know approximately how many pages of output will be printed
by paging through the report on the screen first. You can also use the Print
Preview button available on the Print screen after you click on the Print
button .
Make sure you know where you are printing. The default printer in your user
profile is, typically, one close to your office. Your user profile should have a
default printer. If it doesn't, you will be prompted to enter the printer name at
the time you print the report.
When you click the Print button , you will see a message in the Status Bar with
the print spool number. Write down the print spool number. You may need it if
there is a print problem.
Check the Output device field and make sure that the correct printer name and
location are showing.
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Note down the Spool requested created at the status bar at the bottom of the
screen.
Go to transaction SP02 to check the status of Print.
1.29. FAQ: - What is Report Variant?

1.30. FAQ: - How can I maintain a report variant?
1.31. FAQ: - I have certain fixed parameters in Report, is there any way by which I
can call transaction and execute same without entering any selection
parameter?
1.32. FAQ: - I do not need to see all columns of a report can I get the report which
is specific to my requirements?
1.33. FAQ: - I call up the report but do not want to take print out of all columns,
how can I hide same and take a print?
Answer: -A report variant allows you to save the values that you entered into the
selection fields on a report. Once the variant is saved, it can be used every time the
report is run. To use a previously saved variant, click on the Get Variant button and
select the desired variant. The selection fields of the report are then pre-filled with
the values that were saved when the variant was created or last changed. Each time
you run the report using a variant, you don't need to retype or select all the values in
the fields.
You can create several variants for the same report, each one containing different
values. If you want to use identical selection criteria for multiple reports, for
example, the same range of cost objects, you must create a separate variant for each
report and then save it with the report where the values will be used.
Creating a Report Variant

You can create a variant before a report. In the following example, a variant is
created for the Monthly Expenditure report, though the procedure is the same for
creating a variant of any report.
1. Enter the values that you want to save in the report fields.
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2. Click the Save as variant button .
3. Type in the name of the variant
4. Type in a Description so that you and others can identify the variant.
5. Click the Save button .
Result: The report screen returns with a message at the bottom that the variant
has been saved.
Finding a Report Variant
1. Click the Get variant button on the report entry screen
Result: A list of variants you searched for is displayed.
2. Double-click on a variant to select it.
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3. Click the Execute button to run the report.
1.34. FAQ: - In system, status bar message is coming as You are not authorized.
Answer: - When ever user is not authorized to carry out certain transaction, system
pop up with the message user is not authorize to perform the task.
In case if you still want to take the authorization as a business need, take a approval
of your supervisor and inform your system administrator with the approval.
In certain cases you are authorized for the transaction but still system give you the
error message you are not authorized, in that case immediately go to transaction
SU53 take a screen shot and send same to your system administrator.
2. Project System FAQ:-
2.1. FAQ: - Which transaction should I refer to create a project?

2.2. FAQ: - Who all can create Projects?
2.3. FAQ: - I am a JTO in Telecom office, I execute the project at my location but
Im not able to create a single Project?
Answer: - After log-in into system, Go to transaction CJ01 Create Project: initial
screen to create the project.
In all the areas only AGM (s) are allowed to create the Project and its structure.
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2.4. FAQ: - At which transaction should I attach survey report?

2.5. FAQ: - I have attached the document, but it is not opening. What to do?
Answer: - Any document related to Project can be attached via CV01n transaction.
Note: - Any document which need to be attached into SAP System against Project, it
should be PDF, MS office 2003 files (e.g. .doc) or MS Office 2007 file (.docx) only.
2.6. FAQ: - In my Old Files I have used Note-sheet, how can I create note-sheet
into system?
2.7. FAQ: - I am not able to see my Note-sheet for all cutover projects?
2.8. FAQ: - What should I enter in Send Mail To field?
2.9. FAQ: - I have entered the note sheet but is it visible properly to the person I
have sent?
Answer: - As in post ERP scenario, note-sheet was widely used with every file, same
way in ERP a note-sheet has been developed (transaction code ZPS_Notesheet)
which will act in same way and can be used against each Project.
To use an ERP note sheet just go to Transaction ZPS_notesheet then enter the WBS
Element for which note sheet need to created/update. Enter the HRMS number to
whom it should be sent keeping in mind that the first digit from the HRMS number
should be removed (in case HRMS number is not known, same can be search via
clicking into match code button). Enter the comments in the Note sheet from the first
line, i.e. without leaving any line in between as well as the first line and click on to
Page 25 of 29
sent button. Note sheet will be available in SAP inbox of the person to whom it was
sent to.
Note: - For all previous Project data (cutover project) note sheet has not been
taken into ERP and need to be referred manually by a respect person or the same
can be scanned and can be attached as document in ERP.
2.10. FAQ: - How preliminary & detailed estimation is carried out in projects?
Answer: Refer Internal Civil User Training Manual (Read topics 9 & 10 of ToC of
the mentioned document) for details.
2.11. Civil Business Process in SAP Salient Points
1. Project Definition Creation

2. Project Definition Updation CE Fields
3. WBS Creation
4. WBS Updation CE Fields
5. If required, create & attach Preliminary drawing document to the Project
6. Update Project Status to Preliminary Drawing Created
7. Approval of Preliminary Drawing Document by Approving Authority
8. Update Project Status to Preliminary Drawing Approved
9. Create network (Estimate Creation)
a. Create Internal Activities (for scheduling & milestones)
b. Create Service activities
Page 26 of 29
c. Create General Cost Activities

10. Create Milestones
11. Project Scheduling
12. Include activities for Contractors Margin & Overhead (only for DSR), Services for
percentage items of DPAR, Cost Index & Contingencies in Preliminary Estimate
by executing transaction ZCW_CI.
13. Update Project Status to Preliminary Estimate (PE) Created
14. Preliminary Estimate (PE) is concurred by Finance (FI)
15. Preliminary Estimate (PE) is Approved by the Competent Authority
16. WBS Assignation to IM Program Position (Investment Management)
17. WBS Budgeting
18. If required, create and attach Detailed Drawing document to the Project
19. Detailed Estimate Creation (Create level 3 WBS elements (optional) for further
detailing. Update Network Activities- delete activities of DPAR services and add
new activities for DSR. Deletion may not be required if PE was carried out by
referring DSR services)
20. Include activities for Contractors Margin & Overhead (only for DSR), Cost Index
& Contingencies in Detailed Estimate by executing transaction ZCW_CI.
21. Distribute budget to level-3 WBS elements by using transaction CJ30 (optional,
applicable only when level-3 WBS element added in step-19)
22. Detailed Estimate Approval by Competent Authority
23. WBS and Network release (Purchase Requisition (PR) is generated automatically)
24. PR Release by Competent Authority
25. Tendering
26. Market Rate Analysis & Market Rate Justification
27. APO Creation
28. Receive PBG
29. PO Creation
30. Release PO
31. Receive Advance from Vendor
32. Service Entry Sheet
Service Entry Sheet Approval Books the Cost to the Project automatically
33. Activity Confirmation on the Project Progress update
34. Milestone Confirmation
35. Period end Settlement of Actual Project Costs to AUC(s) to be done at every
month end until the Project is Closed
36. Revision of Estimate (Optional)
37. Revised Estimate is concurred by Finance (FI)
38. Revised Estimate is approved by Competent Authority
Page 27 of 29
39. Revised Budgeting

40. Post miscellaneous expenses to the WBS (direct FI postings) Other than PO
41. Vendor Invoice Verification
42. Vendor Payment
43. WBS is offered for AT
44. Project ready for settlement
45. After AT, update the status to AT Done (attach relevant documents to the WBS
Element)
46. Creation of Final Asset(s)
47. Carry out Final Settlement to the Asset(s)
48. Update the WBS and Network Status to Technically Complete (TECO)
49. Update the status to Offered for Taking Over
50. After take over, update the status to Taken Over (attach relevant documents to
the WBS Element)
51. After full and final closure (logistic as well as financial), update the WBS Status to
Closed.
Page 28 of 29

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Module Name:- Project System

Business Process:- Transmission Projects

Quick hand-holding Manual

Date Version Author Change Description

The document has been prepared to be used by the following stake-holders:

Knowledge of navigating SAP systems

1. GENERAL SAP FAQ:-............................................................................................................................ 6

1.1. FAQ: - HOW TO RUN SAP ON MY SYSTEM?....................................................................................6

1.3. FAQ: - WHAT IS THE CLIENT NUMBER WHICH I NEED TO PUT?..............................................6

1.4. FAQ: - HOW TO RESET MY PASSWORD?......................................................................................... 6

1.6. FAQ: - HOW DO I GAIN ACCESS TO SAP?.......................................................................................6

1.8. FAQ: - HOW DO I ACCESS SAP IF IT SAYS MY PASSWORD IS INCORRECT?..........................6

1.9. FAQ: - WHAT DO I DO IF I FORGET MY PASSWORD?..................................................................6

1.10. FAQ: - WHAT CAN I DO IF I'M LOCKED OUT?................................................................................6

1.11. FAQ: - I AM JUST TRANSFERRED FROM ONE SSA/AREA TO ANOTHER; DO I NEED

1.12. FAQ: - WHAT IS TRANSACTION CODE, WHAT DOES IT REFER TO?......................................7

1.16. FAQ: - WHAT IS STATUS BAR?......................................................................................................... 10

1.24. FAQ: - I AM SEEING SO MANY VALUES NOT RELEVANT TO MY SELECTION, HOW DO I

1.25. FAQ: - HOW DO I INSERT VALUES IN PERSONAL LIST?............................................................19

1.26. FAQ: - HOW CAN I TAKE A PRINT FROM SAP?............................................................................21

1.27. FAQ: - I AM NOT ABLE TO TAKE A PRINT FROM SAP?..............................................................21

1.28. FAQ: - I NEED TO TAKE A PRINT OUT OF A REPORT AVAILABLE IN SAP?...........................21

1.29. FAQ: - WHAT IS REPORT VARIANT?............................................................................................... 22

1.30. FAQ: - HOW CAN I MAINTAIN A REPORT VARIANT?................................................................22

2. PROJECT SYSTEM FAQ:-.................................................................................................................... 25

2.1. FAQ: - WHICH TRANSACTION SHOULD I REFER TO CREATE A PROJECT?..........................25

2.2. FAQ: - WHO ALL CAN CREATE PROJECTS?...................................................................................25

2.4. FAQ: - AT WHICH TRANSACTION SHOULD I ATTACH SURVEY REPORT?...........................25

2.8. FAQ: - WHAT SHOULD I ENTER IN SEND MAIL TO FIELD?....................................................26

2.11. Civil Business Process in SAP Salient Points.............................................................................................27

1. General SAP FAQ:-

1.1. FAQ: - How to run SAP on My System?

SAP Logon &

1.6. FAQ: - How do I gain access to SAP?

1.12. FAQ: - What is Transaction Code, what does it refer to?

Closed Command Field:

Open Command Field:

Ctrl Page Down

1.16. FAQ: - What is Status Bar?

the screen to open it.

Standard Toolbar Buttons

Butto Keyboard Butto Keyboard

Enter key Enter/Continue Ctrl G Continue Search

Ctrl S Save F1 Help

Exit System Scroll up one

Scroll down one

Scroll to last page

Application Toolbar and Screen Buttons

Butto Keyboard Butto Keyboard

F8 Execute None Update/Refresh

F5 Overview Shift F5 Get variant

Butto Keyboard Butto Keyboard

Shift F1 Scroll right

Ctrl Shift Move Favorites

Ctrl F7 Previous layout Ctrl F8 Next layout

Ctrl F10 User menu Ctrl F11 SAP menu

Butto Keyboard Butto Keyboard

Display Display Matchcode

Hold list displayed

Working with Data

Butto Keyboard Butto Keyboard

single values or workflow in

Using Transactions (Reqs, JVs, etc.)

Keyboard Butto Keyboard