Versions in Project Systems

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. This post provides an overview of project versions, simulation versions and plan/controlling versions most commonly used in the context of Project Systems.


Project Versions
Project versions show the state of a project at a given point in time. They are used for statistical analysis, such as earned value analysis, or 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. design, implementation, testing, etc... and the project values could be compared between these phases. Alternatively, all or some of the project objects (networks, milestones, etc...) could be copied into a project version everytime a system or a user status is changed. This is achieved by creating a version profile.
Once the version profile is created, it must be assigned to the project profile.
Among other reports, project versions can be evaluated in the system using transaction CNS41. In order to use version data in the analysis, the DB profile for the report must be changed to include version data and the version must be included on the selection screen. The following screen shows a sample comparison report between an operative project and a version.

Project versions can be created using different transactions - CN41, CNS41, CN71 and CN72. Regardless of the transaction, the identifying data for a project version is shown below.

Unlike other versions, project versions cannot be changed after they are created.
Simulation Versions

When planning for a project or during the execution of the project, it becomes necessary to establish “what if” scenarios. Simulation versions provide the ability to create alternative scenarios and the ability to copy an operative project into a simulation, make changes and transfer it back into the operative project. The project planning board (CJ2B) can be used to edit simulation versions and the project information system to evaluate them and compare with the operative project. A simulation profile can be created that determines if objects such as PS texts and documents are copied when creating simulation versions.

The simulation profile must be assigned to the project profile. A simulation version can be created by copying an existing project or completely independently. However, there are certain limitations to simulation versions:

- Manual cost/revenue/payment planning for WBS elements cannot be changed directly in the simulation version.
- Production Resources and Tools (PRTs) cannot be assigned to simulation versions in the project planning board.
- Simulation versions cannot be archived.
- Actual and commitment values as well as actual dates are not transferrable to the operative project.
- Settlement rules cannot be maintained in the simulation version.

Transactions CJV1/CJV2/CJV3/CJV4 are used to create/change/display/delete simulation versions. CJV4 shown below is used to transfer data between operative and simulation versions.
Plan/Controlling versions

When a controlling area is created, the system automatically creates a Plan/Actual version ‘000’ (operative version). Actual values are always recorded in this version. Plan costs are also normally maintained in this version. However, when planning project costs, it becomes necessary to maintain different plan values at different phases or for different purposes for the project. This is achieved by planning costs using a controlling version. The values stored in controlling versions are “operational” meaning that they can be changed (unlike project versions).

Cost planning for networks always happens in the operative version. Controlling versions are only used for manual cost planning in WBS elements. It can be used, for example, to keep the operative version always for actual costs, while planning version P1 is used to store planned values from ECP, version P2 is used for unit costing values, etc... Unlike simulation versions however, you cannot copy a planned version to the operative project. You can however, copy one plan version to the other. Transactions such as CJ9BS can be used to copy values between different versions.

Controlling versions can also be used for cost forecasting, results analysis (WIP/RA), project variance calculation or progress analysis depending upon how the version is setup in general and in the controlling area. These versions can also be evaluated in the project information system. The screen below shows the usage in report CNS41 using a plan version (menu path in the report: Settings -> Value Display -> Plan versions…; specify versions to compare).

I hope this provides a good understanding of the different versions commonly used in SAP Project Systems. Please feel free to leave your comments and suggestions...