Training and Event Management (PE)

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Training and Event Management (PE)

Purpose


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' s****s and knowledge.


Integration with Personnel Development lets you convert training proposals directly into bookings for employees with qualification deficits or needs.



The connection to the SAP Knowledge Warehouse gives you direct access from the Training and Event Management application and its self-service applications to a variety of training materials (self-teach materials and so on).


Training and Event Management contains an extensive range of functions that are user-friendly and intuitive. The application's graphical user interface greatly facilitates navigation and operation of the system.


Integration


If you use Training and Event Management integrated with other SAP components, there is a direct exchange of data via the various interfaces, allowing efficient data maintenance in Training and Event Management.


Training and Event Management can be integrated with the following application components:

Component	Functions
Organizational Management	Organizational units can be booked as attendees and can organize business events
Personnel Administration	Persons from the HR master data record can be booked as attendees or as instructors
Time Management	Attendance records are stored and compatibility/availability checks can be carried out for internal employees and instructors
Personnel Development	Qualifications can be checked and transferred to attendees. Users can also use the appraisal functions of the Personnel Development component
Cost Accounting	Attendance and instructor fees can be settled using Internal Activity Allocation
Sales and Distribution	Attendance fees can be billed; customers and contact persons can be booked as attendee types
Materials Management	Materials from the Material Master can be reserved as resources for business events; purchase requisitions and material reservations can be generated
SAP Knowledge Warehouse	Info objects ((training materials, documentation, or videos) can be displayed directly from Training and Event Management and its Self-Service applications
R/3 Appointment Calendar	When employees are booked as attendees or instructors for events, these appointments can be automatically generated in the R/3 Appointment Calendar

Integration with these components is optional. You can use Training and Event Management as a standalone option without availing of the advantages offered by such integration.


Features


Training and Event Management provides you with an extensive range of powerful functions for every stage of event management; preparation, planning, and execution.

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
• Manage resources
• Allocate resources automatically
• Lock resources
• Calculate business event costs and propose prices
• Budget function
• Cancel business events
• Create a business event brochure

Day-to-Day Activities:

• Process all types of booking activities: prebook, book, rebook, replace, and cancel (levy cancellation fees optionally)
• Prioritize bookings
• Book individual and group attendees
• Check attendees for attendance prerequisites and time conflicts etc.
• Output correspondence automatically or manually
• Use standard letter/mail merge functions
• Use multiple correspondence templates

Activity Allocation and Billing

• Perform actual cost transfer posting for event costs
• Perform internal activity allocation for attendance fees
• Perform internal activity allocation for instructor function
• Billing
• Create credit memos

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)

Reporting:

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

Cross-Application Usability Functions:

• Direct connection to Microsoft Word for all correspondence and publications (such as event brochure, attendance lists, or correspondence).
• Dynamic menus offer you the same functions for creating and maintaining objects as are available in the main menu for all of the important functions.
  
  The advantage of the dynamic menus is that the data you create and maintain is presented in a clearly structured way in the form of a business event hierarchy, giving you a clear overview of the existing objects.

Web Self-Services:
You can provide access to the core functions in the day-to-day activities of Training and Event Management via the Employee Self-Services (ESS), such as:

• Training Center (where employees can display the current training offering and book themselves for events or submit attendance requests where relevant)
• My Bookings (where employees can display their own booking data and rebook or cancel their own attendance bookings)

The Employee Self-Services provide user-friendly and intuitive functions. They can be integrated with approval workflows if required. An added advantage is the option of integrating an external search engine to accelerate the search for business events.

Similar Threads:

• Reports in Training and Event Management
• Maintenance Event Builder
• IPL 2008 - The event of the year
• Eight steps to planning an effective training event

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Dynamic Menus

Definition

Training and Event Management has seven dynamic or data-driven menus. They are dynamic in the sense that data you create in one menu is automatically updated in the other menus. This data is immediately accessible and ready for editing.


There is a dynamic menu for each of the major function areas in event management:

• The dynamic business event menu where you create and change business events and manage resources.
• The dynamic attendance menu, where you carry out all booking activities, handle manual correspondence, and request correspondence reports.
• The dynamic information menu where you can request all of the standard reports for business events, attendance, and resources.
• The dynamic planning menu where you can plan and schedule the required number of business events based on the demand that exists for them.
• The dynamic tool menu where you can maintain multiple infotypes at the same time and translate the objects used in Training and Event Management.
• The dynamic resource menu where you can manage the resources and resource types used in Training and Event Management.
• The master data catalog where you can create and change the objects of Training and Event Management in a clearly structured environment, and create relationships with existing objects.

Use

The data-driven menus provide you with an alternative means of creating and maintaining objects in Training and Event Management. They give you direct access to the individual functions of the application, displaying all of the objects required for editing.

What is special about the dynamic menu concept is that it lets you access and execute all of the Training and Event Management functions in the hierarchically structured event catalog.

Data maintained in one dynamic menu is immediately updated and accessible in all of the other dynamic menus.

The structured interface of the dynamic menus allow simple and intuitive access to the extensive functions of Training and Event Management. They ensure that data maintenance and administration is swift, efficient, and easy.

Structure

A dynamic menu might be structured something like this:





Depending on what menu you are working in, the objects that can be edited are structured hierarchically, such as, the business event hierarchy in the business event menu, the information menu, and the attendance menu, which includes event dates and attendees (as illustrated in the graphic).


The core functions for editing and displaying objects are available in icon form in the function bar:


Choose to call the enhanced search function for objects in the dynamic menu structure.




The Extended search function lets you search for all of the objects that exist in the dynamic menu structure, such as business event types, business events, attendees, resources, and resource types (in the dynamic r esource menu and m aster data catalog).


to do so, you simply enter a search string. It is not necessary to expand the structure for this purpose.


There are additional search options for some objects.

• You can search for business event types using the most important objects related with them or using the descriptive text (stored in the Description infotype). You can also search for business event types using the search criteria such as the target group at which an event is aimed, or qualifications that it imparts (see graphic).
• You can perform an attendee type-specific search for attendees; for example, you can search for customers that are booked for events.
• You can perform an object type-specific search for resources. For example, you can search specifically for external instructors in the master data catalog.

If the search finds multiple objects, these are displayed in a dialog box for selection. Once you have selected an object, or if the search only finds one object, the structure

is drilled down to the object concerned with the cursor positioned on it.


Choose to go to the data screen of an object selected by the cursor.
Choose to display all of the objects underlying a selected object. The subtree is expanded.
Choose to collapse the subtree underlying a selected object again.
Choose to set an initial point of access, with immediate effect. When you do so, the display only includes objects underlying the selected event group or event type.
Choose to display the overall hierarchical structure, regardless of whether you have set a point of access or not.
Choose to delete the initial access setting again.
Choose to update the display once you have made changes to object data.
Choose to change the user-specific settings. In addition, you can configure general settings for the display and editing of objects and specific settings for the individual dynamic menus (such as a specific planning period for the dynamic planning menu).


See also:


User-Specific Settings
Object Maintenance in the Dynamic Menus

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Working with the Object Manager

Purpose

The Object Manager provides users with intuitive and uniform navigation options when searching for and selecting objects across multiple components and transactions.

In Training and Event Management the object manager is used in the transactions Book Attendance and Prebook Attendance to search for business event types for booking and prebooking purposes.

The user interface of these transactions is composed of a number of screen frames, each incorporating specific functions:





The search area and the selection area together make up the Object Manager. The work area contains the various functions that you can execute for the objects you select. In Training and Event Management, you can execute the functions Book Attendance and Prebook Attendance there.

In the selection area, the system always calls the objects most recently edited, with a different key date, where relevant.
Process Flow

The following is a typical process flow:

2. In the search area, you search for one or more objects that you want to edit or display, such as all business event types or a specific event type.

2. The objects found are displayed in the selection area. You select one of the objects by double-clicking. It is then displayed in the work area.

2. In the work area you can execute functions specific to the transaction for the selected object such as prebook attendance.

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Business Event Preparation

Purpose

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. When you want to add new objects to your structure or update the data in the structure, you do so in master data maintenance.

You access master data maintenance either in Customizing for Training and Event Management under Business Event Preparation or in the main menu by choosing Current settings.
Process Flow

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 consisting of event groups and event types in Customizing for Training and Event Management under Business Event Preparation.

In productive use, you can extend your master data as required in Current Settings.

As far as possible, you should create new event groups and event types in the master data catalog. The catalog provides you with a clearly structured environment in which to create all other data and the pertinent relationships between objects.
Features

• The functions under Current Settings offer you a quick and simplified way to create and change master data relevant to your business event catalog.
• You can create new master data in Current Settings without having to switch to Customizing.
• You can create and change master data directly in the hierarchical structure of your business event catalog in Current Settings under Master data catalog. Maintaining data directly in the structure provides you with a handy reference to the overall event offering and gives you a better idea of the current status.

Result

See also:


Current Settings
Online documentation for the individual steps in Current Settings.


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Business Event Catalog

Purpose

To be able to work with Training and Event Management, you must set up an initial business event catalog by planning or creating business event dates.
Once you have set up your catalog, you can carry out day-to-day activities such as booking attendees for business events.

You create the business event catalog in a hierarchical structure, consisting of business event groups, event types, and event dates which makes data maintenance structured and efficient.

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:

• Schedule pattern
• Building address
• Cost items
• Business event location
• Organizer
• Resource types
• Resources

You create master data in one of the following places:

• • • In Customizing under Business Event Preparation
    • Directly in the Training and Event Management application under Current Settings

See also:
Business Event Preparation

Process Flow

You create the business event catalog by setting up a hierarchical structure consisting of business event groups, event types and event dates. You create the hierarchy from the top down, starting with the business event groups.

First, you must create the following either in Customizing under Business Event Preparation or in Current Settings:

2. A business event group
3. A business event type that belongs to the business event group. When you create the event type, you must maintain the relationship belongs to event group so that the system can assign the event type to the event group.

Result

These objects form the required basis for setting up a business event hierarchy.

You should create a basic framework of business event groups, types and event dates first, which you can then extend as required. When you want to add new objects to the hierarchy, we recommend that you do so in Current Settings under Master Data Catalog.

The advantage of this is that objects are created directly in the hierarchy, so that you do not have to maintain the relevant relationships each time.
Once you have created business event types in the structure, you can create business event dates, thus completing your business event catalog.

See also:

Business Event Dates
Creating a Business Event Date with Resources
Creating a Business Event Date Without Resources
Business Event Date Planning

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Activity Allocation and Billing

Purpose

This process comprises all of the functions for settling fees in Training and Event Management, as well as the functions for recording costs and cost transfer posting. In addition, this describes all other functions that are in any way connected with fee processing in Training and Event Management. This includes the following functions:

• Billing, which involves creating invoices and credit memos for attendance and cancellation fees
• Internal Activity Allocation, which involves settling attendance and cancellation fees and instructor costs
• Cost Transfer Posting, which involves transfer posting of event costs in which the cost center of the resource is credited and the cost center of the organizer is debited
• Price Proposal, which involves calculating a price proposal on the basis of the cost items stored for a business event. The proposed price can be adopted as the event price.
• Budgeting, which involves creating a training and education budget for organizational units and comparing budgets with the actual costs accrued for attendance fees

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Day-To-Day Activities

Purpose

Da-To-Day Activities in Training and Event Management include the tasks and activities that are related to bookings, such as:

• Book Attendance
• Attendance Cancellation
• Attendance Rebooking
• Replace Attendance
• Prebook Attendance

These activities are supplemented by the Correspondence functions.


Prerequisites

You must first create a business event catalog containing details of the business event dates for which bookings can be made.

In Customizing for Training and Event Management, you must make the necessary settings so that attendees, instructors, and interested parties receive the relevant notifications.

You make the settings under Day-to-day Activities ® Correspondence.
You must create attendees in the system to be able to book them for business events.

See also:

Creating an Attendee

Process Flow

You can book attendees for events, make prebookings for an event type, rebook attendees for other events, replace attendees with others, and cancel bookings.
If you have set document output to automatic, the persons concerned automatically receive notification of these activities.


The Correspondence History function keeps you informed of what notifications have been sent to whom.

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Recurring Activities

Purpose

Recurring Activities in Training and Event Management comprises all of the activities that are carried out once business event dates have been created or planned, with the exception of booking activities and correspondence functions that are grouped under Day-to-Day Activities.

Most of the following activities are optional. The only required activity is the activity Firmly book business event if you want to settle fees or do follow-up processing for the event.
See also:

Business Event Cancellation
Firmly Book Business Event
Business Event Follow-Up Processing
Appraisals