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1 Training and Event Management (TEM)

2 Course Objectives System Flow Key Concepts SAP Tasks Business Event Environment Master Data Catalog Business Event Menu Attendance Menu Reports Course Agenda

3 Course Objectives After the completion of this course, you will: Understand relevant Training and Event Management concepts Understand the roles and responsibilities related to the creation and maintenance of Training and Event Management objects Be able to create Training and Event Management objects and data Be able conduct Training and Event Management day to day activities (e.g. booking and rebooking) and perform recurring activities (e.g. locking and following up business events) Execute Training and Event Management related reports

4 Course Agenda Course Objectives System Flow Key Concepts SAP Tasks Business Event Preparation Business Event Catalog Day to Day Activities Recurring Activities Reports Reporting Business Events Reporting Attendances Reporting Resources Reporting Customized Expert Section Summary

5 Training and Event Management System Flow Create Business Event Environment S_AHR_ Master Data Catalog S_AHR_ Business Event Menu PSV2 Attendance Menu PSV1 Run TEM Reports Create: 1. Locations Create: 1. Organizer 2. Resource Types 3. Resources 4. Business Event Group 5. Business Event Type Create: 1. Business Event Manage: 1. Firmly Book Event 2. Cancel Event 3. Lock Event 4. Follow up Event Create: 1. Booking 2. Rebooking 3. Cancellation Execute TEM: 1. Standard Reports 2. Customized Reports

6 Training and Event Management System Flow Business Event Environment Start Create Location Master Data Catalog Create Resource Types Create Resources Create Business Event Group Create Business Event Type Business Event Menu Cancel Event Follow Up Event Firmly Book Event Create Business Event Attendance Menu Re booking Event Cancel Attendance Book Event

7 Course Agenda Course Objectives System Flow Key Concepts SAP Tasks Business Event Environment Master Data Catalog Business Event Menu Attendance Menu Reports

8 Key Concepts Object Type The following are object types commonly used in Training and Event Management: Object Type L D E 10 P Q F U R G Description Business Event Group Business Event Type Business Event Course Category Person (Attendee/Employee) Qualification (Competency) Location Company (External Organizer) Resource Type Resource

9 Key Concepts SAP Terms Terms used in SAP are different from terms used for TEM. SAP Term Explanation Business Event Group Business Event Type Business Event Business Event Catalog Business Event Capacity Business Event Booking Business Event Internal Business Event External Training Programs Training Courses Training Dates Training Catalog Minimum, Optimum and Maximum no. of attendees per course Training Course Registration Training Courses attended only employees Training Courses conducted by external vendors

10 Key Concepts Infotype The following are infotypes used in Training and Event Management: Infotype Description Infotype Description 1000 Object 1034 Name Format Relationship Description Prices Availability Indicators Capacity Depreciation Meter / Validity Business Event Info Schedule Costs Billing / Allocation Info Business Event Blocks Schedule Model Demand Web Link Knowledge Link 1027 Site Dependant Additional Info 1063 Business Event Group Info 1028 Address 0022 Education 1029 Business Event Type Info 0024 Skills 1030 Procedure 1032 Mail Address

11 Key Concepts Relationships in TEM Business Management Business Event Group (L) Obj.ID: Belongs To Key: Object Type Relationship Business Ethics Qualification (Q) Imparts Business Ethics Type (D) Obj:id: Requires Is Required By Overhead Projector Resource Type (R) Obj:id: Is a Specialization of Is a Specialization of John Doe Person (P) Is Attended By 20/11/ a.m. to 6.00 p.m. Business Event (E) Reserves Is Reserved By India Room, ABC, Level 25 Resource (G) CHICAGO TRG CENTER, Takes Place In Location (F) Belongs To

12 Topic Course Agenda Course Objectives System Flow Key Concepts SAP Tasks Business Event Environment Master Data Catalog Business Event Menu Attendance Menu Reports

13 Business Event Environment Location Location (S_AHR_ ) lets you specifies the physical location (e.g. country, district, branch) where a business event takes place (except for Online courses).

14 Business Event Environment Location Menu Path:

15 Business Event Environment Location When you define locations, you can maintain the following information: Site Dependent Additional Info Address Web Link Only the Abbreviation/name field needs to be populated in maintaining Location. All other fields are not required.

16 Course Agenda Course Objectives System Flow Key Concepts SAP Tasks Business Event Environment Master Data Catalog Business Event Menu Attendance Menu Reports

17 Master Data Catalog In Master Data Catalog (S_AHR_ ), you use the dynamic menu to create and maintain the master data objects such as business event groups and business event types, and their relationships in a clearly structured hierarchy. Master data catalog provides you with a speedy way to create new master data objects.

18 There are two Create options: Master Data Catalog (Cont.) You can choose Object > Create > Create same level / level lower / by copying to create a new object and the relevant relationship in one go. You can choose Object > Create > Create Relationship to create a new relationship between two existing objects. In addition, you can use this function to move an object. You do so by relating the object with a different target object. The original relationship is delimited when you do this. You can also get to all of the abovementioned functionalities by right clicking on the mouse button Business Event Group Resource Type Level Business Event Type

19 Master Data Catalog (Cont.) When the cursor is at a Business Event Group level, choosing Create Lower Level would yield this option box. This means that you are allowed to create 2 types of object 1. Business Event Group 2. Business Event Type

20 Master Data Catalog Business Event Group In Business Event Group, you create Business Event Groups that are purely for structural purposes and can cover multiple levels in the Business Event hierarchy. the Business Event Group represents: A specific training program, e.g. Business Ethics Level 1 Level 2

21 Master Data Catalog Business Event Group The following information can be maintained: Abbreviation/Name of Business Event Group. Info Business Event Group this screen lets you flag a Business Event Group as a subject area that is offered for selection for the display of business events in the Menu If the Subject Area is not checked, the Business Event Group will NOT be displayed in MENU

22 Master Data Catalog (Cont.) When the cursor is at a Business Event Type level, choosing Create Lower Level would yield this option box. This option would enable the creation of all the objects listed in the option box. By choosing relate, you directly assign objects which have already been created to the respective business event

23 Master Data Catalog (Cont.) When the cursor is at a Resource Type level, choosing Create Lower Level would yield this option box. This option would enable the creation of a room to be assigned to the selected Resource Type (e.g. room, instructor) By choosing relate, you can find a room/instructor which has already been created and directly assign it to the respective business event

24 Master Data Catalog Business Event Type In Business Event Type, you create Business Event Types that form the basic framework of the Business Event Catalog. Business Event Types

25 Master Data Catalog Business Event Type Description The following information can be maintained: Abbreviation/Name of Business Event Type. Business Event Contents (Description screen) For Regional training, in the Business Event Contents screen, paste the course contents from the brochure available on the intranet.

26 Master Data Catalog Business Event Type Main Schedule Model On the Main Schedule Model screen: Select With Pattern Select relevant Schedule based on number of training days Leave Start Day default as Undefined The following schedules are available: 1DAY 2DAYS 3DAYS 4DAYS 5DAYS

27 Master Data Catalog Business Event Type Capacity Specify the maximum number of attendees in the Optimum Capacity field. This is to store the actual maximum number for reference purposes. Specify the minimum number of attendees in the Minimum Capacity field. Specify 999 in the Maximum Capacity field. This is to allow HRkiosk users to perform attendance bookings above the maximum number of attendees allowed. You can override these values by specifying a different capacity for the business event itself later, if required.

28 On the Price screen: Master Data Catalog Business Event Type Price Specify the internal price for the business event type based on the brochure. This amount will be used to transfer the cost back to the attendees master cost centres.

29 Master Data Catalog Business Event Type Business Event Type Info On the Business Event Type Info screen: Indicate that the Business Event Type should be included in the Business Event Brochure. The Convention indicator is NOT used. This indicator specifies that a number of sessions for the business event are held parallel as part of a convention. If a particular Business Event Type is to be included in Menu, make sure that the No Intranet indicator is unchecked

30 On the Relationships screen: Master Data Catalog Business Event Type Relationships Specify the Business Event Group which incorporates the Business Event Type. For example, if Business Event Type = APM belongs to Business Event Group = MTA, input MTA into the Belongs to Business Event Group field. Select resource type = Instructor and Room Specify the Organizational Unit which is organizing the Business Event Type for Regional/Local training. Specify the Company which is organizing the Business Event Type for Local training, if applicable.

31 Master Data Catalog Business Event Type Relationships Very Important!! For every Business Event Type created, the Is Responsible for relationship must be created. This relationship will enable the system workflow to recognize the respective person to alert when an attendance has been cancelled by any participants

32 Master Data Catalog Business Event Type Relationships Qualification The assignment of qualifications to business event types can be performed via relationship A028 (Imparts). From the example above, the qualification Striving for Achievement / Result Orientation has been assigned to business event type Advanced Project Management (APM).

33 Master Data Catalog Business Event Type Relationships Course Category (Internal Courses) For internal courses, each business event type will also be assigned to a Course Category via relationship AZ01 (Linked to Course Category). From the example above, the Advanced Project Management business event type has been linked to the Leadership and Development course category.

34 Master Data Catalog Business Event Type Relationships Course Category (External Courses) For external courses, relationships need to be maintained in Education infotype (0022) in HR Master Data Maintenance PA30. The Branch of Study field will be used in the infotype to represent course categories. The following course categories have been identified: Finance & Accounting APICS Marketing & Sales Production/Technical Leadership & Development Electronic Commerce Others

35 Master Data Catalog Create Resource Type In Resource Type, you create resource type that describes the general attributes of resources. Defining resources types lets you classify resources that share the same characteristics into a unique group. Please take note that reservations of all resources will continue to be handled separately via the Lotus Notes database. The resources will be assigned to each Business Event Type, based on requirements. Only Instructor and Room will be created as a resource type and Rooms as a resource. Resource types need to be created only once.

36 Master Data Catalog Create Resource Type The following information should be maintained: Abbreviation/Name of Resource Type The other fields will contain standard defaults. You need to repeat this process another time to create the Resource Type for Room Relationships and Further Information will not be maintained.

37 Master Data Catalog Create Resources Once the Resource Type Room has been created, you need to create the Resource Room to be assigned to the Resource Type The following information can be maintained: Abbreviation/Name of room. The room s location and to which Resource Type it belongs.

38 Master Data Catalog Create Resources The following information can be maintained: Related Building Address

39 Master Data Catalog Create Company In Create Company, you create external organizers of the object type Company.

40 Master Data Catalog Create Company The following information can be maintained: Abbreviation/Name or Organizer Address of Organizer

41 Master Data Catalog Create External Instructor Once you have created the external company which organizes any business events for your company, you need to create the instructors that are assigned from that company In create External Person, you create external instructors whose data are not stored in HR Master Data (Person not employees) and who are assigned to object type H External.

42 Master Data Catalog Create External Instructor The following information can be maintained for external instructor: First Name & Last Name Relationships (Belongs to Company)

43 Topic Course Objectives System Flow Key Concepts SAP Tasks Business Event Environment Master Data Catalog Business Event Menu Attendance Menu Reports Course Agenda

44 Business Event Menu Business Event Menu (PSV2) is a dynamic menu where you execute the functions for creating and maintaining business event dates. In the business event menu you can create and edit business event dates in a structured environment. The following functions are available for event dates: Creating, Firmly booking / canceling, Locking, Unlocking, and Following Up. Menu Path:

45 Business Event Menu

46 Business Event Menu The following activities will be used: Business Event Type Level Create with Resources Display Schedule Model Price Brochure Business Event Level Change Display Firmly Book/Cancel Lock/Unlock Follow Up

47 Business Event Menu Create Business Event with Resources Create Business Event with Resources is a function that lets you create a business event and reserve the required resources. The following information can be maintained: Planning Period enter the begin and end date of the training course Booking Status create in Planned status Location Organizer Data (Organizational Unit or Company) The following data will be copied from the Business Event Type (which can be changed at Business Event level, if required): Name Language Schedule Number of Attendees Internal Price

48 Business Event Menu Create Business Event with Resources (Cont.)

49 Business Event Menu Create Business Event with Resources (Cont.) To select the employee who will be an instructor for the business event, click on the icon. In the Resource Selection: Overview screen, select Manual Resource Assignment by clicking on the icon.

50 Business Event Menu Create Business Event with Resources (Cont.) Temporarily add an employee as an instructor for the business event. In Detailed Selection assign the employee as the resource for the duration of the training. Ensure that the Start Time = 08:30:00 and End Time = 17:30:00 (8 hours) The same steps can be performed to create and assign rooms.

51 Business Event Menu Lock / Unlock Business Event Lock / Unlock Business Event allows you to temporarily lock the attendance list of a business event to prevent further bookings. You can lock business events in either planned or firmly booked status. Business Events which are locked will not be displayed or offered for booking in standard SAP and HRkiosk

52 Business Event Menu Firmly Book Business Events You can use Firmly Book / Cancel to firmly book an event, which means: Business event in planned status is given an active status. The system proposes a definitive attendee list. Depending on the number of reservations, attendees on the waiting list are moved up until the optimum capacity is reached. The rebooking proposal for existing waiting list bookings with the function Save with Rebookings is not applicable some instances since the Prebooking function is also not used.

53 Business Event Menu Firmly Book Business Events Steps: 1. Select the business event. 2. Select the Firmly book (Optimum) indicator. 3. Specify Rebookings as of date. 4. Click on the Data Screen icon.

54 Business Event Menu Firmly Book Business Events Steps: 1. To swap attendees between the Placed Attendees list and the Unplaced Attendees list, select the attendees and click on the Swap Selected icon. 2. You can rebook attendees on the waiting list to future business events. 3. To firmly book the business event, click on the Save icon.

55 Notes: Business Event Menu Firmly Book Business Events Standard SAP does not allow us to firmly book a business event more than once. We are not allowed to change the status of a business event from firmly booked to planned (This action is irrevocable). As such, it is recommended that the firmly book action is only done when it is close to the commencement of the business event and changes after that will be treated as cancellations and replacements.

56 Business Event Menu Cancel Business Event You can use Firmly Book / Cancel to cancel an event, which means: Reserved resources are released again. You can rebook attendees for other events or cancel their attendances after you have cancelled the business event. The system displays suitable alternatives where applicable. Canceling a business event is irrevocable and cannot be undone.

57 Business Event Menu Cancel Business Event Steps: 1. Select the business event. 2. Select the Cancel Event indicator. 3. Click on the Data Screen icon. 4. The system will allow you to rebook attendees into a future business event. 5. Save cancellation of business event.

58 Business Event Menu Follow Up Business Event Follow Up Business Event allows you to perform follow up activities once a business event has begun or is given the status firmly booked. Follow up can trigger the following system activities: The business event objectives are awarded as qualifications to the attendee if this has been defined for follow up processing. The qualification transfer is required for checks carried out for attendee s prerequisite qualifications when an attendee is booked for an event. The booking record is deleted (relationship 025 is attended by between business event and attendee) if this has been defined for follow up processing. A relationship (relationship 034 was attended by ) is created between the business event type and the attendee if this has been defined for follow up processing

59 Business Event Menu Follow Up Business Event (Cont.) Steps: 1. Select the business event. 2. Click on the Data Screen icon. 3. Save the next screen to complete the Follow Up process. Next Slide

60 Topic Course Agenda Course Objectives System Flow Key Concepts SAP Tasks Business Event Environment Master Data Catalog Business Event Menu Attendance Menu Reports

61 Attendance Menu Attendance Menu (PSV1) is a dynamic menu where you carry out all the functions that are associated with day to day activities for bookings (book, cancel, etc.).

62 Attendance Menu The following activities will be used: Business Event Level Book List Book Display Attendee List Cancellations Time Schedule Resource List Attendee Level Rebook Cancel

63 Attendance Menu Booking Priorities The booking priority determines where an attendee is placed on the attendee list or the waiting list. When you book an attendance, a booking priority can be assigned. The following restrictions apply: Normal Booking Priority (50) can be assigned up to the optimum capacity only. Bookings with this priority are assured a place on the event as a rule but may be moved down to the waiting list when the event is in firmly booked status if necessary. Essential Booking Priority (09) can be assigned up to maximum capacity. A booking with this priority is assured a place on the event. Essential bookings cannot be displaced when the event is firmly booked. Waiting List Priority (90) can be assigned when an event is fully booked. Candidates on this list can then be assigned places on the event if there are cancellations.

64 Attendance Menu Booking Priorities (Cont.) Capacity is calculated using the business event capacity.

65 Attendance Menu Book: Attendee for Business Event Book: Attendee for Business Event allows you to book one attendee for one business event. This is an overview of the steps taken to book an attendee into a business event:

66 Attendance Menu Book: Attendee for Business Event (Cont.) Select the Person tab for employees.

67 Attendance Menu Book: Attendee for Business Event (Cont.) By clicking on, you will go to Fee and Assignment screen. Payment Info, i.e. Activity Allocation, must be entered for all internal courses (i.e Regional/Local). The cost centers will be defaulted based on the attendee s organizational assignment. This information will later be used to allocate the cost of training (stored in fee ) to the employees cost centers

68 Attendance Menu Book: Attendee List for Business Event Book: Attendee List for Business Event allows you to book multiple attendees for one business event in one transaction.

69 Attendance Menu Book: Attendee List for Business Event (Cont.) Steps: 1. Select Business Event Type. 2. Select period. 3. Select training date and click on 4. Select attendees. 5. Ensure payment info is updated.

70 Attendance Menu Rebook Attendance Rebook Attendance allows 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. Rebookings can be made with any booking priority.

71 Attendance Menu Rebook Attendance (Cont.) Steps: 1. Select attendee. 2. Select period. 3. Select the business event which the attendee should be rebooked for.

72 Attendance Menu Rebook Attendance (Cont.) Steps: 1. Click on the icon. 2. Select the new business event, priority and ensure that the payment info is updated.

73 Attendance Menu Cancel Attendance Cancel Attendance allows you to cancel bookings with any priority. Cancellation reasons are specified which is then used to levy cancellation fees. You can move candidates up from the waiting list to fill the places that become available due to cancellations.

74 Topic Course Agenda Course Objectives System Flow Key Concepts SAP Tasks Business Event Environment Master Data Catalog Business Event Menu Attendance Menu Reports

75 Reports Introduction There are four types of report in Training and Event Management which are Business Events Report, Attendances Report, Resources Report and Customized Report. Report Type Report Name Report Transaction Code Business Events Business Event Schedule Business Event Hierarchy Business Event Brochure Business Event Information Business Event Dates Resource List per Business Event Business Event Prices S_PH9_ S_AHR_ S_AHR_ S_PH0_ S_AHR_ S_PH9_ S_AHR_

76 Reports Introduction (Cont.) Report Type Attendances Report Name Attendee List Attendance List Employee List Bookings per Attendee Attendees for Rebooking Attendance Statistics Attendance and Sales Statistics Cancellations per Business Event Report Transaction Code S_PH9_ S_PH9_ S_PH9_ S_AHR_ S_PH9_ S_ALR_ S_PH9_ S_PH9_ Cancellations per Attendee S_AHR_

77 Reporting Business Events Business Event Schedule Business Event Schedule (S_PH9_ ) is a report that displays the time schedule of a business event. If the Schedule infotype (1035) has not been stored for the event, the report terminates with a message to this effect. Menu Path:

78 Reporting Business Events Business Event Schedule (Cont.) Data Selection Screen: Activities: Set the required options on the selection screen. Choose to start the report.

79 Reporting Business Events Business Event Schedule (Cont.) Output: You can perform data sorting on the report. You can change the list layout to display data that interests you as required. Do so by choosing. You can print preview the report by clicking on.

80 Reporting Business Events Business Event Hierarchy Business Event Hierarchy (S_AHR_ ) is a report that displays the business event hierarchy underlying a selected event group or event type. Menu Path:

81 Reporting Business Events Business Event Hierarchy (Cont.) Data Selection Screen: Activities: Set the required options on the selection screen. Choose to start the report.

82 Reporting Business Events Business Event Hierarchy (Cont.) Output: You can access the following display variants and functions from the hierarchy display: Display the hierarchy in graphically format using Structural graphics. Create a brochure containing the event groups and types in the hierarchy by clicking on Brochure button.

83 Reporting Business Events Business Event Brochure Business Event Brochure (S_AHR_ ) is a brochure containing selected business event types, groups, and where relevant, business event dates. The business event brochure lists details of the events currently offered in your catalog. Menu Path:

84 Reporting Business Events Business Event Brochure (Cont.) Data Selection Screen: Activities: Set the required options on the selection screen. Choose to start the report.

85 Reporting Business Events Business Event Information Business Event Information (S_PH0_ ) is a report that lets you display detailed information stored for business event dates such as event location, instructor, room, telephone number of room, event owner, availability of places on the event, or duration of the event. The report can also be used to help you determine what events still need to be firmly booked or followed up, or what events are currently locked and so on.

86 Reporting Business Events Business Event Information (Cont.) Menu Path:

87 Reporting Business Events Business Event Information (Cont.) Data Selection Screen: Activities: Select the event dates you want displayed by specifying one or more business event groups, types or event dates. Enter the reporting period. Under Output select one or more parameters. Choose.

88 Reporting Business Events Exercise Exercise: Business Event Information Please view the Business Event Information report (S_PH0_ ). Refer to Exercise Data sheet for detail instructions. Please perform the following tasks after generating the report: Sorting and filtering of the report. Converting of the report into Microsoft Excel.

89 Reporting Business Events Business Event Dates Business Event Dates (S_AHR_ ) is a report that generates a list of event dates schedules for selected for selected event types in a given period. Menu Path:

90 Reporting Business Events Business Event Dates (Cont.) Data Selection Screen: Activities: Set the required options on the selection screen. Choose to start the report.

91 Reporting Business Events Business Event Dates (Cont.) Output:

92 Reporting Business Events Resource List per Business Event Resource List per Business Event (S_PH9_ ) is a report that creates a list of required resources (rooms, instructors, etc.) for all business events in the period specified. Menu Path:

93 Reporting Business Events Resource List per Business Event (Cont.) Data Selection Screen: Activities: Set the required options on the selection screen. Choose to start the report.

94 Output: Reporting Business Events Resource List per Business Event (Cont.)

95 Reporting Business Events Business Event Prices Business Event Prices (S_AHR_ ) is a report that generates a list of prices for business events of all event types in a given period. Menu Path:

96 Reporting Business Events Business Event Prices (Cont.) Data Selection Screen: Activities: Set the required options on the selection screen. Choose to start the report. Prices must be maintained in the Prices infotype (1021) for the event types, otherwise the report cannot output any values.

97 Training and Event You must be familiar with Management Course Summary System Flow Key Concepts SAP Tasks Business Event Environment Master Data Catalog Business Event Menu Attendance Menu Reports

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