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Training & Event Management Reference Manual

In General
The Training and Event Management component has a wide range of powerful functions to enable you to plan and manage all kinds of business events from training events to conventions simply and efficiently. Its flexible reporting and appraisal functions provide you with important decision support feedback to ensure that the business events you offer are both high quality and effective. Training and Event Management is an integral part of SAP HR and has interfaces to all of the relevant SAP application components, making it a basis for extending and updating your employees' skills and knowledge. Integration with Personnel Development lets you convert training proposals directly into bookings for employees with qualification deficits or needs. The reference manual document covers following topics: Business Event Preparation
• •

Create all of the necessary master data (such as resources) Set up a hierarchically structured business event catalog

Business Event Catalog
• • • •

Determine demand for events and plan event dates based on demand Create and plan business event dates Calculate business event costs and propose prices Cancel business events

Day-to-Day Activities:
• • • •

Process all types of booking activities: book, prebook, replace, rebook, and cancel attendance (levy cancellation fees optionally Prioritize bookings Book individual and group attendees Check attendees for attendance prerequisites and time conflicts etc.
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1.1 1.1.1

Cost item Short description

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• • •

Output correspondence automatically or manually Use standard letter/mail merge functions Use multiple correspondence templates

Recurring Activities
• • • • •

Generate attendance lists Output confirmation of attendance notifications Appraise attendees Appraise business events Follow up business events (e.g. transfer qualifications for successful attendance)

Activity Allocation and Billing
• •

Perform actual cost transfer posting for event costs Perform internal activity allocation for attendance fees

Reporting:

Request reports for all relevant data on attendance, business events, and resources

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Cost item Short description

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Table of Content
1.
1.1 1.2 1.3 1.4 1.5 1.6 1.7

BUSINESS EVENT PREPARATION ...................................................................... 1.1-1
Cost item........................................................................................................................ 1.1-1 Building Address .......................................................................................................... 1.2-3 Location ......................................................................................................................... 1.3-5 Organizer (Company) ................................................................................................... 1.4-1 Resource (Instructor) ................................................................................................... 1.5-1 Business event group .................................................................................................. 1.6-3 Business event type ..................................................................................................... 1.7-1

2.
2.1

BUSINESS EVENT CATALOG............................................................................... 1.7-1
Business event date ..................................................................................................... 2.1-1

3.
3.1 3.2 3.3 3.4 3.5 3.6

DAY-TO-DAY ACTIVITIES...................................................................................... 2.1-4
Book Attendance .......................................................................................................... 3.1-4 Attendance Prebooking ............................................................................................... 3.2-1 Rebooking Attendance................................................................................................. 3.3-1 Attendance Cancellation.............................................................................................. 3.4-1 Replace Attendance ..................................................................................................... 3.5-1 Correspondence ........................................................................................................... 3.6-1

4.
4.1 4.2 4.3 4.4 4.5

RECURRING ACTIVITIES ...................................................................................... 3.6-1
Business Event Cancellation ...................................................................................... 4.1-1 Business Event Cancellation ...................................................................................... 4.2-1 Business Event Follow Up........................................................................................... 4.3-1 Business Event Appraisal............................................................................................ 4.4-1 Attendee Appraisal ....................................................................................................... 4.5-1

5.
5.1

ACTIVITY ALLOCATION AND BILLING................................................................ 4.5-1
Business Event Price Proposal................................................................................... 5.1-1
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5.2

Business Event Activity Allocation ............................................................................ 5.2-1

6.
6.1

QUERY AND REPORT ........................................................................................... 5.2-1
Attendee List ................................................................................................................. 6.1-1

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Cost item Short description

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1. Business event preparation Preparing business events involves creating and maintaining all of the data on which your business event catalog is based, in other words, the master data. Before you can use the Training and Event Management system productively, you must create all of the necessary master data and set up a business event hierarchy. 1.1 Cost item Transaction Code: S_AHR_61011845 Path: SAP Menu Human Resources Cost Item Settings Current Settings 1.1.1 Short description Training and Event Management uses cost items to determine and represent the costs of a business event. You require cost items if you want to use the functions cost transfer posting, internal activity allocation for instructors, and price proposal determination. You use cost items to store costs for resources, resource types, business events, and business event types. 1.1.2 Change View “Cost Items” Training and Event Management

-

Create new cost item o Press Select the cost item from the list Press

-

Maintain data of existing cost item o o

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Cost item Short description

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Field Cost item, Cost item text Start, End Proposed amount

Must

Field Description Enter an abbreviation and a long text for the new cost item. Enter a start date and an end date to specify the validity period of the cost item. Enter a proposed amount and the relevant currency. The amount you enter is proposed later as default when you assign the cost item to an object. Specify a reference unit (attendee and/or time unit, or business event).

Reference unit:
-

attendee time unit business event Relevant for transfer/Not relevant for transfer controlling area cost element

Cost item:
-

Specify whether the cost item is relevant for transfer. If you want to transfer costs to Cost Accounting, specify a controlling area and a cost element for the cost item.

-

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Cost item Change View “Cost Items”

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After data maintenance finished, press

to save the data.

1.1.3 Hints and Problems Cost item number uses external number range which is defined manually. 1.2 Building Address Transaction Code: S_AHR_61011843 Path: SAP Menu Human Resources Training and Event Management Building Address Settings Current Settings 1.2.1 Short description In this step, you maintain addresses for buildings. Building addresses provide information on the physical location of rooms. 1.2.2 Change View “Building Addresses”

-

Create new Building address o Press Select the cost item from the list Press

-

Maintain data of existing Building o o

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Building Address After data maintenance finished,

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Field Building/Name Address supplmt House no/street Location Country

Must

Field Description Enter the short and long name of the building. Enter an address supplement (e.g. box number or c/o) Enter a house number and street. Enter the postal code and the town or city. Enter a country key (e.g. DE for Germany, TH for Thailand) Note: Enter the country key first and then use the possible entries help to select a regional code.

Region Telephone no. Fax number

Enter a province code (e.g. 003 for Bangkok) Enter the telephone number of the building. Enter the fax number.

After data maintenance finished, press

to save the data.

1.2.3 Hints and Problems Building address number uses external number range which is defined manually.

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Building Address After data maintenance finished,

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1.3 Location Transaction Code: S_AHR_61011841 Path: SAP Menu Human Resources Location Settings Current Settings 1.3.1 Short description In this step, you create business event locations. When you create a business event, you can relate it with the location where the event is to be held. You store the following data for locations:
• •

Training and Event Management

Address Site-dependent additional information (currency, language, and calendar with details of location-specific public holidays). 1.3.2 Location: Initial Screen

-

Create new Location o Enter the validity start date of the object in the Validity field and Press Select the location Press

-

Maintain data of existing Building o o

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Location Short description

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Field
Abbreviation/name Site-Dependent Info

Must

Field Description
Enter an abbreviation and a long name for the new location. Enter site-dependent additional information data as required: o o The calendar ID valid for the location. The currency in which event costs are to be settled. The language in which events are usually held at the location. Enter address data as required: An address supplement (e.g. box number or c/o) A house number and street A postal code and city or town A country key (e.g. DE for Germany) A regional code (e.g. 003 for Bangkok). Enter the country key first and then use the possible entries help to select a regional code. Specification of the distance in kilometers is not relevant at this point, so no entry is required here. o Enter the telephone number of the location, where relevant. Enter the fax number of the location, where relevant.

o
Address

o o

o o o o

o

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Location Location: Initial Screen

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Field
Further infomation

Must

Field Description
Enter Web link

After data maintenance finished, press

to save the data.

1.3.3 Hints and Problems Location number uses internal number range generated by the system automatically starting from 30000000 to 31999999.

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Location After data maintenance finished,

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1.4 Organizer (Company) Transaction Code: PSVQ Path: SAP Menu Human Resources Training and Event Management Create Settings Current Settings Organizer 1.4.1 Short description
This function lets you create external organizers, such as company.

1.4.2 Company: Initial Screen

-

Select the organizer type ‘Company’ for the new organizer.
Choose selected. . You access directly the initial screen or data screen of the organizer type you

-

Create new Organizer o Enter the validity start date of the object in the Validity field and Press Enter the Organizer ID
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Maintain data of existing Organizer o

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Organizer (Company) Short description

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o

Press

Field
Abbreviation/name Address suppl. (c/o) Street Postal code/city Country key

Must

Field Description
Enter the short and long name of the organizer. Enter the ‘Organizer Tax ID’ Enter a house number and street. Enter the postal code and the town or city.
Enter a country key (e.g. DE for Germany, TH for Thailand)

Note: Enter the country key first and then use the possible entries help to select a regional code.
Region Distance in km Telephone no. Fax number Enter a province code (e.g. 003 for Bangkok)

Single distance in kilometers between place of residence and workplace. Enter the telephone number of the building. Enter the fax number.

After data maintenance finished, press

to save the data.

1.4.3 Hints and Problems Organizer number uses internal number range generated by the system automatically starting from 32000000 to 32999999.

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Organizer (Company) After data maintenance finished,

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1.5 Resource (Instructor) Transaction Code: S_AHR_61011893 Path: SAP Menu Human Resources Training and Event Management Settings Current Setting Resource Management External Instructor 1.5.1 Short description
In this step, you create external instructors, that is, persons that are not employees and whose data is therefore not stored in HR Master Data. Note: It is not necessary to create internal instructors since their data is already stored in HR Master Data.

Prerequisite: If you use external instructors, you must first create the company to which they belong. (see creating Company)

1.5.2 External instructor: Initial Screen

-

Create new Organizer o Enter the validity start date of the object in the Validity field and Press Enter the External instructor ID Press

-

Maintain data of existing Organizer o o

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Resource (Instructor) Short description

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Field
First name/Last name

Must

Field Description
Enter the instructor's first and last names. Relationships • Belongs to company: Enter the name of the company to which the instructor belongs. • Is instructor for event type: Enter the event types the instructor can hold.

Relationship

Address Name format

Enter address data as required. Enter data such as form of address, nationality, and title that is used in the Correspondence function to format the instructor's name and address.

After data maintenance finished, press

to save the data.

1.5.3 Hints and Problems External instructor number uses internal number range generated by the system automatically starting from 33000000 to 33999999.

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Resource (Instructor) After data maintenance finished,

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1.6 Business event group Transaction Code: S_AHR_61011889 Path: SAP Menu Human Resources Settings Current Setting Attendee 1.6.1 Short description
Business event groups (or Course Groups) serve to classify business event types (or Courses) that share the same characteristics or deal with related subject matter such as Language Courses or Data Processing Courses.

Training and Event Management Business Event Group

1.6.2 Business event group: Initial Screen

-

Create new Business event group o Enter the validity start date of the object in the Validity field and Press Enter the Business event group ID Press

-

Maintain data of existing Business event group o o

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Business event group Short description

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Field Abbreviation/name General description Relationships

Must

Field Description Short and long name (required entry) The general description of the event group is included in the event brochure. belongs to business event group: Here you assign a business event group to a higher level one. You create the business event hierarchy from the top down.

Info business event grp

You can specify that the event group should be offered as a subject area for the search for business events and for selection in the Employee Self-Service Training Center.

After data maintenance finished, press

to save the data.

1.6.3 Hints and Problems Business Event Group number uses internal number range generated by the system automatically starting from 10000000 to 11999999.

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Business event group After data maintenance finished,

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1.7 Business event type Transaction Code: S_AHR_61011888 Path: SAP Menu Human Resources Settings Current Setting Attendee 1.7.1 Short description A business event type is a generalized description of an event including information such as contents, price, capacity, and language. It is not scheduled to take place on a fixed date. It serves as the blueprint or model from which actual event dates can be scheduled. A business event or event date is the actual event based on the business event type with its associated information. It is scheduled to take place on a specific date or in a specific period. You store the attributes that are typical for all events of a given type with the event type. Business event types can be classified into business event groups, thus forming a hierarchical structure. Training and Event Management Business Event Type

1.7.2 Business event type: Initial Screen

-

Create new Business event type o Enter the validity start date of the object in the Validity field and Press Enter the Business event group ID

-

Maintain data of existing Business event group o

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Business event type Short description

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o

Press

Field Abbreviation/name Main schedule model Capacity

Must

Field Description Enter an abbreviation and a long name for the event type. Enter the schedule which defines a time schedule for business events. You use the capacity option to specify the number of attendees for the business event type (or course). The "minimum capacity" defined for a course specifies the number of attendees for which it is worth reserving a course. The optimum capacity is the value that specifies the number of attendees best suited to the size of the room. The maximum capacity is the number of attendees that can take part in an event taking the capacity of the room into account.

Price

You can store an internal and an external price for the event type. The internal price is used for internal activity allocation purposes, while the external price is used for billing purposes.

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Business event type Business event type: Initial

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Field Further Information

Must

Field Description

Procedure Here you determine how the system should react in the case of checks for double bookings, double prebookings, attendance prerequisites and qualifications.

Relationship

In Training and Event Management, information and attributes of objects are stored in infotypes and relationships.

Belongs to business event group: Here you specify the superior business event group.

Is held by person: You specify the instructor(s) to be proposed for the event type (course).

Is organized by organizational unit/... company Here you specify the organizer.

Presupposes qualification Here you specify the qualification defined as prerequisite for attendance.

Imparts qualification: Here you specify the qualification attained by attending an event of this type. This relationship is used for the check the system carries out for attendance prerequisites and when transferring qualifications to attendees during follow-up processing. This information is stored in the Procedure infotype, which you can also maintain for the event type.

Has attendee model appraisal / has business event model appraisal In this infotype, you can select the forms of appraisal you want to use for business event and attendee appraisals.

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Business event type Business event type: Initial

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After data maintenance finished, press

to save the data.

1.7.3 Hints and Problems Business Event Group number uses internal number range generated by the system automatically starting from 12000000 to 15999999.

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Business event type After data maintenance finished,

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2. Business event catalog

2.1 Business event date Transaction Code: PSV2 Path: SAP Menu Business Events Human Resources Training and Event Management Business Event Menu

2.1.1 Short description A business event date is an actual event scheduled to take place on a specific date. It has a start and an end date.

Once you have set up your catalog, you can carry out day-to-day activities such as booking attendees for business events. 2.1.2 Prerequisites You must first create the necessary master data, which forms the basis of the business event catalog. The business event environment contains the following data:
• •

Business Event Type Business event location

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Business event date Short description

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2.1.3 Dynamic Business Event Menu

Steps for maintaining business event date: Select required business event type Business Event Dates Create for maintaining date; then go to menu: w/o resources

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Business event date Dynamic Business Event Menu

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Define start date of training course, press Define location of training course being held

to next data screen

Define whether this training is an internal or external course Revise schedule e.g. no. of training days, no. of training hours per day, if necessary. Revise number of attendees, if necessary. Propose training fees for this business event Save

2.1.4 Hints and Problems Business Event (Date) number uses internal number range generated by the system automatically starting from 16000000 to 29999999.

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Business event date Hints and Problems

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3. Day-To-Day Activities

3.1 Book Attendance Transaction Code: PSV1 Path: SAP Menu Human Resources Attendance Attendance Menu 3.1.1 Short description This function lets you enroll attendees for business events and, at the same time, store the relevant billing and activity allocation data. 3.1.2 Dynamic Attendance Menu Training and Event Management

Dynamic attendance menu where you carry out all the functions that are associated with day-to-day activities for bookings (book, pre-book, cancel, etc.), handle the manual output of correspondence, and request reports for correspondence histories and attendance appraisals.

Remarks • • The business event is in planned status. There are attendees already booked for the business event.

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Book Attendance Short description

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3.1.3 To continue do the following

Steps

1. You select a business event by entering a time period and a business event type or alternatively, in the dynamic attendance menu by selecting the required business event. 2. You enter the attendee you want to book by going to menu: Attendance Book

Field Person
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Must

Field Description Personnel number
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Book Attendance To continue do the following

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Field Booking priority

Must

Field Description The booking priority indicates the status of a booking. Three statuses are available: 50 – Normal booking 09 – Initial booking 90 – Waiting list

3. You specify the booking priority. The booking priority specifies whether an attendee gets a place on the attendee list or not. When a booking is made, the system carries out a capacity check to see how many attendees may be booked for the business event. The following restrictions apply:
o

Once optimum capacity has been reached, only bookings with essential priority are possible. Once maximum capacity has been reached, only bookings on the waiting list are possible. You choose Book/Payment Info and, in the Fee and Assignment dialog box, enter the relevant settlement data and, where relevant create notes for the transaction. In this screen, cost center of selected personnel number is defaulted for training costs distribution. Alternatively, you simply choose Book.

o

o

Field Settlement type

Must

Field Description Specify types of training costs allocation (activity allocation is defaulted)
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Book Attendance To continue do the following

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Field Fee COAr Cost Ctr Pct.

Must

Field Description Training costs amount in THB Controlling area i.e. 5539 Personnel’s cost center Percentage of allocation

4. Attendee checks are performed. The system checks whether the attendee is available in the business event period. Further specific checks are carried out for individual and group bookings, such as checks to ensure that an attendee is not booked for another event at the same time. Depending on the result of the check, the following occurs: a. The attendee is automatically booked for the event. b. You can book the attendee even if an information message or a warning message is displayed.
c.

You cannot book the attendee if an error message is displayed.

3.1.4 Hints and Problems Traffic light concept shows on specific business event, indicating status of business event. indicates that no. of attendees is less than optimum capacity. indicates that no. of attendees is greater than optimum capacity, but less than maximum capacity. indicates that no. of attendees is greater than maximum capacity.

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Book Attendance Hints and Problems

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3.2 Attendance Prebooking Transaction Code: PSV1 Path: SAP Menu Human Resources Attendance Attendance Menu 3.2.1 Short description If there is no business event scheduled in the required period, you can make prebookings for attendees. Prebookings are made for the event type and for a specific time period. As soon as business events of the event type are offered, prebookings can be converted into bookings. The prebooking function constitutes an additional planning feature by providing important demand information that can be used for reporting purposes. 3.2.2 Dynamic Attendance Menu Training and Event Management

3.2.3 To continue do the following

Steps 1. Select the business event type directly from the dynamic attendance menu, the relevant data is read simply by positioning the cursor on the event type. You directly access the dialog box Prebook Attendance by going to menu: Attendance Prebook.

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Attendance Prebooking Short description

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Field Time period Language Location Person Booking priority

Must

Field Description Start and end date of prebooking demand Language of business event to be held Location of business event to be held Personnel number The booking priority indicates the status of a booking. Three statuses are available: 50 – Normal booking 09 – Initial booking 90 – Waiting list

2. If necessary, enter the period in which the attendee wants to attend the event in the Period field. The system automatically proposes a start and end date. 3. In the Language field, enter the language in which the business event should be held. 4. Enter a location for the business event if required. 5. Select the Attendee type of the attendee you want to book and enter the attendee's name. 6. Enter a prebooking priority. The prebooking priority automatically becomes the booking priority when the prebooking is converted. 7. There are two prebooking options: a. Choose Prebook + Note if you want to create a note for the prebooking. to save your note. A text editor appears. Choose b. Choose .

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Attendance Prebooking To continue do the following

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3.2.4 Hints and Problems Prebooking per business event type could be monitored in a standard report. The report is available by going to menu: SAP Menu Human Resources Training and Event Management Information System Reports Attendances Prebookings per Business Event Type. There, you select the required business event type and timeframe, then .

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Attendance Prebooking Hints and Problems

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3.3 Rebooking Attendance Transaction Code: PSV1 Path: SAP Menu Human Resources Attendance Attendance Menu 3.3.1 Short description You create a rebooking if an attendee booked for a business event wants to change the date of the booking. This involves creating a new booking for the new event date for the same event type. The original booking is automatically deleted. 3.3.2 Dynamic Attendance Menu Training and Event Management

Remarks
• • • Existing prebookings for the attendee on the business event type are automatically deleted. Existing waiting-list bookings of the attendee for firmly booked events of the business event type are deleted. If integration with Time Management is active, the relevant attendance records in Time Management are updated when the attendee type Person is booked. In this case, the old record is deleted and a new record added.

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Rebooking Attendance Short description

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3.3.3 To continue do the following

Steps

1. Select the attendee directly from the dynamic attendance menu, the relevant data is read simply by positioning the cursor on the attendee. You directly access the dialog box Rebooking Attendance by going to menu: Attendance Rebook.

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Field Period Language Location Person Business event catalog Booking priority

Must

Field Description Period of rebooking business event (standard 90 days) Language of business event to be held Location of business event to be held Personnel number Alternative business event for rebooking The booking priority indicates the status of a booking. Three statuses are available: 50 – Normal booking 09 – Initial booking 90 – Waiting list

2. If there is a rebooking offered available under business event catalog, select the new event date for which the attendee is to be rebooked. 3. Specify the required booking priority. 4. There are two rebook options: a. Choose , if you want to take over the settlement data directly and do not want to create a note.
b. Choose Book/Payment Info if you want to check and if necessary change

the settlement data of the original booking. If you want to create a note, choose . Then choose
.

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3.3 3.3.3

Rebooking Attendance To continue do the following

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3.4 Attendance Cancellation Transaction Code: PSV1 Path: SAP Menu Human Resources Attendance Attendance Menu 3.4.1 Short description You cancel a booking if an attendee cannot attend the business event. 3.4.2 Dynamic Attendance Menu Training and Event Management

Remarks • You can cancel any type of booking for an attendee. If integration with Time Management is active, the relevant attendance records are deleted in Time Management when you cancel bookings for attendees of the type Person.

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Attendance Cancellation Short description

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3.4.3 To continue do the following

Steps

1. Select the attendee directly from the dynamic attendance menu, the relevant data is read simply by positioning the cursor on the attendee. You directly access the dialog box Attendance Cancellation by going to menu: Attendance Cancel

Field Person Reason canceled

Must

Field Description Personnel number Reason for which an attendance booking is canceled.

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Attendance Cancellation To continue do the following

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2. Enter a cancellation reason if required. The cancellation reason may be used to calculate a cancellation fee. Once you select a cancellation reason, the cancellation % is displayed to indicate the percentage of the attendance fee that is levied for this cancellation reason. 3. There are two cancel options: a. If you do not want to enter settlement data different from that which was specified for the attendee when the booking was made or if you do not want to change the cancellation fee or create a note for the operation, choose Cancel or . b. Choose Cancel/Payment Info, if you want to check or enter settlement data different from that which was specified for the attendee when the booking was made or if you want to change the cancellation fee or create a note for the operation (via ). The dialog box Fee and Assignment appears. Select a settlement type: internal activity allocation, billing, or free of charge. If you want to levy a cancellation fee, select a settlement type billing or internal activity allocation. Enter the cancellation fee and the relevant settlement data (such as cost center or controlling area). Then choose . 3.4.4 Hints and Problems Cancellation per business event, business event type could be monitored in a standard report. The report is available by going to menu: SAP Menu Human Resources Training and Event Management Information System Reports Attendances Cancellation per Business Event. There, you select the required business event or business event type and timeframe, then .

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Attendance Cancellation Hints and Problems

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3.5 Replace Attendance Transaction Code: PSV1 Path: SAP Menu Human Resources Attendance Attendance Menu 3.5.1 Short description You can replace one booking with another if an attendee booked for a business event cannot take part in it for whatever reason. 3.5.2 Dynamic Attendance Menu Training and Event Management

Remarks •

When an employee booked for a business event cannot take part in the event, you can replace this attendee with another employee. You do so by replacing one booking with another. You can carry out replacements on internal and external business events, in any status. You can also replace bookings for business events that are locked, canceled or historically recorded. The booking priority remains the same when bookings are replaced.

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Replace Attendance Short description

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3.5.3 To continue do the following

Steps

1. Select the attendee directly from the dynamic attendance menu, the relevant data is read simply by positioning the cursor on the attendee. You directly access the dialog box Rebooking Attendance by going to menu: Attendance Replace

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3.5 3.5.3

Replace Attendance To continue do the following

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Field Person Typ Attendee Organization Assignment Number

Must

Field Description Personnel number Attendee type Personnel number Attendee's organizational Number of attendances

2. Specify the replacement attendee by selecting the attendee type and entering the attendee (personnel number). 3. Choose , Old attendee (Dilok Panitan) would be replaced by new one (Nawarat Pantawan).

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Replace Attendance To continue do the following

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3.6 Correspondence Transaction Code: PSV1 Path: SAP Menu Human Resources Attendance Attendance Menu 3.6.1 Short description This function lets you manually trigger output of documents to business event attendees and instructors in Training and Event Management. 3.6.2 Dynamic Attendance Menu Training and Event Management

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Correspondence Short description

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3.6.3 To continue do the following

Steps

1. Select the attendee directly or business event from the dynamic attendance menu, the relevant data is read simply by positioning the cursor on the attendee. You directly access the dialog box Rebooking Attendance by going to menu: Attendance Correspondence Manual output 2. You enter an activity and a notification abbreviation (assigned to a specific notification).

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Correspondence To continue do the following

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3. You select an output medium as required. Print preview Printout from SAP printer Send to R/3 mail Insert text with MS Word mail merge Use standard MS Word

With print preview

, you are able to display notification print to each of attendance.
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Correspondence To continue do the following

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Correspondence To continue do the following

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4. Recurring Activities

4.1 Business Event Cancellation Transaction Code: PSV2 Path: SAP Menu Human Resources Training and Event Management Business Event Business Event Menu 4.1.1 Short description Once you have decided that a business event is to take place definitely, you can firmly book it. The function firmly book automatically triggers other activities: Attendees receive definite confirmation of registration, candidates with waiting-list bookings are either rebooked for other events, converted into prebookings for the event type, or remain on the waiting list.

4.1.2 Dynamic Business Event Menu

Remarks:

You can firmly book a business event once only.

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Business Event Cancellation Short description

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If the capacity of the business event has not been reached, attendees on the waiting list are automatically moved up to the attendee list until optimum or maximum capacity is reached.

4.1.3 To continue do the following

Steps

1. Select the business event directly from the dynamic business event menu, the relevant data is read simply by positioning the cursor on the business event. You directly access the dialog box Firmly Book/ Cancel Business Event by going to menu: Business Event Firmly Book/ Cancel.

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Business Event Cancellation To continue do the following

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Field Business Event Editing

Must

Field Description Business event date, training course to be canceled Editing mode: Firmly book (optimum) Firmly book (maximum) Cancel event

Rebooking as of

You enter the earliest possible date for rebookings in this field. The system proposes the current date as a default.

2. Choose

data screen.

1. If the number of bookings is less than the minimum capacity prescribed, a dialog box appears where you can change the editing mode. You can decide if you want to cancel the business event in this case. You cannot firmly book a business event for which there are no attendance bookings. If the number of bookings has reached the minimum capacity prescribed, you access the screen Firmly Book Business Event: Display Attendee List.

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Business Event Cancellation To continue do the following

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2. If required, you can swap attendees if the waiting list of the event has unplaced attendees on it and you want to review the attendee list: a. Under Placed attendees, select an attendee to be removed from the attendee list and put back on the waiting list. b. Under Unplaced attendees, select an attendee to be included in the attendee list. c. Choose Swap selected. You can only swap placed attendees who have normal priority bookings, not attendees with essential priority bookings. These may not be displaced. 3. Choose without rebooking if you do not want to edit the waiting list any further.

4. If you want to rebook the unplaced attendees for another business event, choose with rebooking. 5. A list of possible rebooking or prebooking proposals or the list of remaining waiting list bookings is generated. Select the required rebooking per attendee.
6. Choose .

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Business Event Cancellation To continue do the following

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4.2 Business Event Cancellation Transaction Code: PSV2 Path: SAP Menu Human Resources Training and Event Management Business Event Business Event Menu 4.2.1 Short description You can cancel both internal and external business events in both planned and firmly booked status. When you cancel a business event, the system appends the relevant flag to it. 4.2.2 Dynamic Business Event Menu

Remarks:

-

Cancellation of a business event is final and irrevocable. Once a business event has been canceled, it cannot ever be held. Thus, if you simply want to remove a business event temporarily from the business event catalog, you should use the Lock function.

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Business Event Cancellation Short description

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4.2.3 To continue do the following

Steps

1. Select the business event directly from the dynamic business event menu, the relevant data is read simply by positioning the cursor on the business event. You directly access the dialog box Firmly Book/ Cancel Business Event by going to menu: Business Event Firmly Book/ Cancel.

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Business Event Cancellation To continue do the following

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Field Business Event Editing

Must

Field Description Business event date, training course to be canceled Editing mode: Firmly book (optimum) Firmly book (maximum) Cancel event

Rebooking as of

You enter the earliest possible date for rebookings in this field. The system proposes the current date as a default.

2. Choose

data screen.

a. If there are no bookings for the event, confirm that you want to cancel the event in the Change Editing dialog box that appears. In the dialog box Cancellation Reason: Optional Entry, you can then enter a cancellation reason. Choose after making your entry. b. If there are bookings for the event, you access the dialog box Rebookings. i. The system automatically makes a rebooking proposal for booked attendees. Attendees that cannot be rebooked may be either prebooked for the event type or may remain on the waiting list. Select attendees on the list for rebooking. Choose . The Cancellation Reason: Optional Entry dialog box appears. If required, enter a cancellation reason and choose .

ii.
iii.

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Business Event Cancellation To continue do the following

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4.3 Business Event Follow Up Transaction Code: PSV2 Path: SAP Menu Human Resources Training and Event Management Business Event Business Event Menu 4.3.1 Short description Once a business event has begun or is given the status firmly booked, you can perform follow-up activities for it. The business event objectives can be awarded as qualifications to the attendees. If the objectives are to be transferred as qualifications to the attendees during follow-up processing, you must assign a value to the qualifications. This value is stored in the additional data of the relationship that is created between the attendee and the qualification. 4.3.2 Dynamic Business Event Menu

Remarks: • • The business event must be in firmly booked status. The business event may not be canceled.

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Business Event Follow Up Short description

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4.3.3 To continue do the following

Steps

1. Select the business event directly from the dynamic business event menu, the relevant data is read simply by positioning the cursor on the business event. You directly access the dialog box Follow Up Business Event by going to menu: Business Event Follow Up.

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4.3 4.3.3

Business Event Follow Up To continue do the following

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Field Business Event

Must

Field Description Business event date, training course to be canceled

2. If you want to historically record the business event, under Additional specifications, select Historically record business event.

3. Choose appears.

data screen. The Follow Up Business Event: Qualifications and Actions screen

4. A list appears with details of the qualifications to be assigned and actions to be executed. Complete the Valuation of qualifications field as appropriate. You can preset the qualification valuation (for all attendees) if you want by choosing Set valuation. If required, make an attendee-specific valuation by specifying a proficiency in the list. 5. Choose .

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Business Event Follow Up To continue do the following

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4.4 Business Event Appraisal Transaction Code: PSV2 Path: SAP Menu Human Resources Training and Event Management Business Event Business Event Menu 4.4.1 Short description The Appraisal function in Training and Event Management enables you to perform appraisals of business events and attendees. This provides you with an important method of quality assurance and keeps you informed of the level of knowledge and qualification of your employees. Evaluation of an event by an attendee according to predefined appraisal criteria. 4.4.2 Dynamic Business Event Menu

Remarks: • • • Attendees can evaluate the business events they attend. You can hold anonymous individual appraisals. You can specify per business event type what form of appraisal should be used.

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4.4 4.4.1

Business Event Appraisal Short description

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4.4.3 To continue do the following

Steps

1. Select the business event directly from the dynamic business event menu, the relevant data is read simply by positioning the cursor on the business event. You directly access the dialog box Appraisal screen by going to menu: Business Event Appraisal Create

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4.4 4.4.3

Business Event Appraisal To continue do the following

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Field Individual appraisal Period appraised Business Event Anonymous appraiser

Must

Field Description Description of appraisal form Start date of the period that is being appraised. Business event date, training course to be canceled This flag means that no information on the appraiser(s) is displayed when an appraisal is displayed. However, even though this information is not displayed, it is still stored in the system, and can be used for reporting purposes. Attendee name Defaulted as ‘Person’

Name Type

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Business Event Appraisal To continue do the following

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Field Status

Must

Field Description Appraisal status: • Appraisal in preparation • Appraisal is ‘in process’ • Appraisal is completed

2. If you want to historically record the business event, under Additional specifications, select Historically record business event. 3. If required, select Anonymous appraiser. In this case, you must execute the appraisal directly since it is not possible to generate a ‘to do’ list for anonymous appraisals.
4. Choose

to create the appraisal. The Change Appraisal data screen appears displaying the header data (appraiser, appraisee, appraisal period, and creation data) and the appraisal sheet for the business event appraisal.

5. Enter a criterion value for each criterion. 6. If you want to store a user-definable text for each criterion or for the business event generally, do so by choosing 7. Choose .

if you plan to create the appraisal and make changes to it later. Choose

Complete if you want to make no further changes to it.
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Business Event Appraisal To continue do the following

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4.5 Attendee Appraisal Transaction Code: PSV2 Path: SAP Menu Human Resources Training and Event Management Business Event Business Event Menu From Business Event Menu Screen: Goto 4.5.1 Short description The Appraisal function in Training and Event Management enables you to perform appraisals of business events and attendees. This provides you with an important method of quality assurance and keeps you informed of the level of knowledge and qualification of your employees. Evaluation of an attendee by superior according to predefined appraisal criteria. 4.5.2 Dynamic Attendance Menu Attendance Menu

Remarks:

• • •

You can hold anonymous individual appraisals. Specify per business event type what form of appraisal should be used as attendee appraisal. Use any form of appraisal you choose to appraise an attendee.

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4.5 4.5.1

Attendee Appraisal Short description

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4.5.3 To continue do the following

Steps

1. Select the required attendee directly from the dynamic attendance menu, the relevant data is read simply by positioning the cursor on the attendee. You directly access the dialog box Appraisal screen by going to menu: Attendance Appraisal Create

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4.5 4.5.3

Attendee Appraisal To continue do the following

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Field Individual appraisal Supervisors Appraisers Period appraised 2. Choose

Must

Field Description Description of appraisal form Superior number Appraiser number Start date of the period that is being appraised.

to create the appraisal.

3. Enter a criterion value for each criterion.
4. If you want to store a user-definable text for each criterion or for the business event

generally, do so by choosing
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5. Choose

if you plan to create the appraisal and make changes to it later. Choose

Complete if you want to make no further changes to it. 4.5.4 Hints and Problems The appraisals made to attendees would also be monitored at Personnel Administration (PA) module, under infotype 0024 – Qualification and screen ‘Appraisals where employee’.

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Attendee Appraisal Hints and Problems

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5. Activity Allocation and Billing

5.1 Business Event Price Proposal Transaction Code: PSV2 Path: SAP Menu Human Resources Training and Event Management Business Event Business Event Menu 5.1.1 Short description The price proposed is the price for an individual attendee, enabling you to fix realistic prices that adequately cover your business event costs. You can adopt the proposed price as the business event price or use it as a guideline for your own calculations. 5.1.2 Dynamic Business Event Menu

Remarks:

The cost items for the business event or business event type, and the resource or resource type must be maintained in the Costs infotype (1036) with the relevant reference unit

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Business Event Price Proposal Short description

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5.1.3 To continue do the following

Steps

1. Select the business event directly from the dynamic business event menu, the relevant data is read simply by positioning the cursor on the business event. You directly access the dialog box Price Proposal for Business Events by going to menu: Business Event Price proposal

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Business Event Price Proposal To continue do the following

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Field Plan version Object type Business Event Search term Object status

Must

Field Description Always used ‘01’ – Current plan For activity allocation to business event, the defaulted object type is ‘E’ – Business event Business event Search term for objects to be allocated Status of business event: ‘1’ - Active ‘2’ - Planned ‘3’ - Submitted ‘4’ - Approved ‘5’ - Rejected

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5.1 5.1.3

Business Event Price Proposal To continue do the following

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Field Reporting period

Must

Field Description Use this field to confine inquiries/reports to those objects that are valid on a date you specify. To do so, enter the date. In this field, you determine which business event schedule is to be used for the calculation of the prices/costs. The duration of the business event, which is the basis for cost calculation, is determined from the business event schedule. Used ‘0001’ as default The costs are read from the infotype 'Costs' appended to the required resources (resource types) and to the business event (business event type). In this field, you determine which subtype is to be used for cost calculation. Used ‘0001’ as default Contains a one-digit code that represents a status. All objects and all infotypes have a status. Statuses allow you to move objects and infotypes through a planning cycle. The cycle is as follows: planned (2) -> submitted (3) -> approved (4) or rejected (5) -> active (if approved [1]) or planned (2) (if rejected)

Business event schedule

Cost subtype

Status of costs

Currency 2. Enter the reporting period.

Currency code ‘THB’

3. In the Currency field, specify the currency in which prices should be displayed. 4. Choose . The output screen Determine Business Event Costs and Propose as Price appears. If you want to adopt the proposed price and transfer it to infotype 1021 for the business event, proceed as described from step 7. 5. Select the option Propose as business event price.
6. Choose

Price proposal.

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5.1 5.1.3

Business Event Price Proposal To continue do the following

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5.1-3

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5.1 5.1.3

Business Event Price Proposal To continue do the following

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5.2 Business Event Activity Allocation Transaction Code: S_PH9_46000434 Path: SAP Menu Human Resources Training and Event Management Business Event Business Event Menu 5.2.1 Short description You can carry out internal activity allocation to settle fees for business events attended by employees of your company and costs for instructor function in Training and Event Management. 5.2.2 Dynamic Business Event Menu

Remarks:

For allocating attendance fees: • • • • • Attendance should not be free of charge. The attendee may not be on the waiting list. Cost center assignment must be maintained. The receiving cost center must be maintained. The sender cost center must be maintained.
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Business Event Activity Allocation Short description

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• •

Sender and receiving cost center must be in the same controlling area. The activity type must be maintained and planning created for the activity type in the sender cost center.

5.2.3 To continue do the following

Steps

1. Select the business event directly from the dynamic business event menu, the relevant data is read simply by positioning the cursor on the business event. You directly access the dialog box Internal Activity Allocation for Business Events by going to menu: Business Event Activity Allocation Attendances.

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Business Event Activity Allocation To continue do the following

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Field Plan version Object type Business Event Search term Object status

Must

Field Description Always used ‘01’ – Current plan For activity allocation to business event, the defaulted object type is ‘E’ – Business event Business event Search term for objects to be allocated Status of business event: ‘1’ - Active ‘2’ - Planned ‘3’ - Submitted ‘4’ - Approved ‘5’ - Rejected Use this field to confine inquiries/reports to those objects that are valid on a date you specify. To do so, enter the date.

Reporting period

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Business Event Activity Allocation To continue do the following

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Field List output – Attendees

Must

Field Description There are three possible output options: • attendees not yet allocated • attendees already allocated • all attendees that can be allocated There are three possible output options: • with cancellation • without cancellation • cancellation only Do not show non-relevant business event Document date of activity allocation posting Posting date of activity allocation (dates must be always within the current fiscal period)

List output – Attendance cancellation

Business event Hide non-relevant Document date Posting date 2. Enter the reporting period.

3. Select either All, Already allocated or Not yet allocated attendees. 4. Select either With cancellations, Without cancellations, or Only cancellations for the list output. 5. If required, change the document date (output date of original document). The default date proposed by the system is the current date. 6. If required, change the Posting date. Default is the start date of the business event. If you select the parameter Selection screen, you access a more detailed report selection screen for activity allocation. For instance, you can search for objects in a certain status (active, planned etc.). However, as a rule, it is not necessary to call this selection screen for activity allocation purposes. 7. Choose Execute 8. A list screen appears displaying business events and attendees for activity allocation according to your specifications. You can download the list into Rich Text Format if required. You have the option of changing the instructor's fee or the cost center assignment at this point using the function Change account assignment .

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Business Event Activity Allocation To continue do the following

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9. On the list screen, choose Create activity allocation . This triggers activity allocation, whereby allocation data is transferred to the Cost Accounting system. The following display and checking functions are available from the list screen: Check activity allocation Display document flow Display document

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5.2 5.2.3

Business Event Activity Allocation To continue do the following

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10. To complete the activity allocation process, choose Compare document

(one/all).

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Business Event Activity Allocation To continue do the following

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6. Query and Report

6.1 Attendee List Transaction Code: Path: SAP Menu Human Resources Training and Event Management Information System Report Attendances Attendee List 6.1.1 Short description Training and Event Management offers extensive and comprehensive reporting functions. You can request a wide variety of reports for business events, resources, and attendees quickly and efficiently, be it for training and event costs, business event appraisals, attendee appraisals, or missing resources. This report creates a list of internal and external attendees of business events. 6.1.2 Dynamic Business Event Menu

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Attendee List Short description

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Field Business event selection ObjectID Search term Reporting period

Must

Field Description Select whether to display business event or business event type or business event group Object ID of business event or business event type or business event group to be selected Search term for objects to be allocated Use this field to confine inquiries/reports to those objects that are valid on a date you specify. To do so, enter the date. Booking priority that is assigned automatically until the optimum number of attendees (optimum capacity) is reached. Location at which a business event is held.

Selection option

Business event location

6.1.3 To continue do the following

Steps

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Attendee List To continue do the following

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1. Select the required business event directly from the possible entries.

2. The report generates a list in the SAP List Viewer (ALV) Grid Control that can contain any of the following information depending on your layout specifications: a. Attendee name b. Organizational unit or company (for external attendees) c. Booking priority (essential, normal, or waiting list) d. Booking date e. Cost center debited f. Attendance price

g. Business event dates
h. Number of bookings received for event date

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Attendee List To continue do the following

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6.1-3

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