HR Training & Event Management Configuration.pdf

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SAP

HR Configuration Pack

Training and EventManagement

Published by Team of SAPConsultants at SAPTOPJOBS Visit us at

www.sap-topjobs.com

Copyright 2008-10@SAPTOPJOBS

All rights reserved. No part of this publication may be reproduced, stored in aretrieval system, or transmitted in any form, or by any means electronic or mechanical

including photocopying, recording or any information storage and retrieval system withoutpermission in writing from SAPTOPJOBS.


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INDEX

1. PURPOSE OF THE DOCUMENT 3

2. CONFIGURATION TASKS 4

2.1 Integration with Other Modules 42.1.1 Activate Integration for Activity Allocation 5

2.1.2 Specify default controlling area 6

2.1.3 Define Cost Center of Cost Object 72.1.4 Specify Activity Types 9

2.2 Business Event Preparation 11

2.2.1 Define Building Addresses 122.2.2 Activate Business Location 14

2.2.3 Maintain Locations 152.2.4 Specify Organizer Types 17

2.2.5 Create organizer type Company 18

2.2.6 Create Business Event Group 192.2.7 Create Business Event Type 22

2.2.8 Maintain Master Data via Catalog 30

2.2.9 User Exit Settings for Resource Reservations 322.2.10 Create Resource Type 33

2.2.11 Create Room 37

2.3 Business Event Catalog 38

2.3.1 Control Elements 38

2.4 Day-to-Day Activities 39

2.4.1 Control Elements 39

2.4.2 Prebooking Settings 402.4.3 Booking: Specify Attendee Type Control 41

2.4.4 Booking: Attendee Checks 452.4.5 Booking: Conflict Reaction 47

2.4.6 Booking: Fee Handling 492.4.7 Booking: Priorities 502.4.8 Booking: BAdI Additional Checks for Booking 52

2.4.9 Cancelling Attendance: Control Data 53

2.4.10 Cancelling Attendance: Reasons for Attendance Cancellation 552.4.11 Correspondence 56

2.5 Recurring Activities 572.5.1 Firmly Booking/Cancelling: control Data 57

2.5.2 Firmly Booking/Canceling: Reasons for Event Cancellation 58

2.5.3 Follow-Up Processing 59


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1. PURPOSE OF THE DOCUMENT

This document explains configuration steps in Training andEvent Management (TEM).

The configuration details documented cover the followingareas:

Integration Settings

Preparation of Business Event Environment

Preparation of Business Event Catalog

Day-to-Day Activities

Recurring Activities

Training Cost Allocation


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2.

CONFIGURATION TASKS

Let us look in to the configuration details of Training and EventManagement settings one by one.

2.1 INTEGRATION WITH OTHER MODULES

Generally, these integration settings will never need to bechanged since they are made purely for reporting purposes.


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2.1.1 ACTIVATE INTEGRATION FOR ACTIVITY ALLOCATION

BACKGROUND

This is where the integration between TEM and Cost Accountingis activated to allow for internal activity allocation.

SAP does not allow the transfer of costs from different controllingareas.

The integration is switched on however, to allow for thegeneration of the customized Training Allocation Report.

INSTRUCTIONS

Follow the Menu Path:IMG Training and Event Management> Integration > Billing and Activity Allocation > Activity Allocation> Integration

Steps:

In this step, you activate the integration switch for internalactivity allocation in the Cost Accountingapplication component(CO). You must set the INLVswitch to 1.


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2.1.2 SPECIFY DEFAULT CONTROLLING AREA

BACKGROUND

This is where the default controlling area to be used duringactivity allocation is specified.

When you create relationships between cost centres and positionsor Organizational units in Organizational Management, thesystem requires that the cost centre is assigned to a controllingarea, as a cost centre must always be assigned to a particularcontrolling area.

In this case, the value of this entry will be used as the default forthe controlling area.

INSTRUCTIONS

Follow the Menu Path:IMG Training and Event Management> Integration > Billing and Activity Allocation > Activity Allocation> Specify Organizational Elements

Click

Steps:

In this step, you enter a default value for the controlling area inthe entry PPINT


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2.1.3 DEFINE COST CENTER OF COST OBJECT

BACKGROUND

This is where the evaluation path for the determination of costcenter is specified.

If a cost center is not found at the end of the evaluation, the costcenter specified in SEMIN COST will be used.

INSTRUCTIONS

Follow the Menu Path:IMG Training and Event Management> Integration > Billing and Activity Allocation > Activity Allocation> Define Cost Center of Cost Object

Steps:

In this step, you specify the parameters required to determine thecost center of the cost object.

Under COSTC you specify the evaluation path used to find thecost center of the cost object. Under SCOST you specify the costcenter of the cost object.

The system first looks for the cost center via the evaluation path.If it finds no cost center, it uses the cost center stored in SCOST.


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.


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2.1.4 SPECIFY ACTIVITY TYPES

BACKGROUND

This is where the activity types for internal activity allocation fortraining costs are specified.

Note: These settings are made purely for the generation of thecustomized report.

INSTRUCTIONS

Follow the Menu Path:IMG Training and Event Management> Integration > Billing and Activity Allocation > Activity Allocation> Specify Activity Types

Steps:

In this step, you set up the activity types for internal activityallocation between the cost object of the business event andthe attendees and instructors.

Under LEART you specify the activity type for attendeeactivity allocation.

Under RLART you specify the activity type for instructoractivity allocation.

You must also maintain the switch FLWAY used todetermine the Billing/Allocation info unless you have

already done so in the step for integration with Sales andDistribution.


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2.2 BUSINESS EVENT PREPARATION

In this chapter, you make the required settings for the business

event preparation phase. In other words, you set up the masterdata on which your business event catalog is based.

Let us understand the data setup through IMG menu path.


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2.2.1 DEFINE BUILDING ADDRESSES

BACKGROUND

This is where the building addresses can be maintained. Theseaddresses can be assigned to the resource type Room in theAddress Infotype.

Note: Building addresses will need to be maintained sinceresource type room will be used. The entries in this table will bemaintained as and when the need arises.

INSTRUCTIONS

Follow the Menu Path:IMG Training and Event Management> Business Event Preparation > Create Building Address

The following SAP Standard entries maintained

Steps:

Maintain the required address by enter the name and address ofthe building:


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1. On the initial screen "Change Building Address: Overview"choose New Entries. The data screen "New Entries: Details ofAdded Entries" appears.

2. Enter the long and short name of the building.

3. Where relevant, enter an address supplement (postbox, c/o).

4. Enter the house number and street.

5. Enter the postal code and city or town.

6. Enter the country key (e.g. CA for Canada).

7. Enter the regional code (e.g. ON for Ontario).

Note:You should enter the country key first and then use the possibleentries help to select the regional code.

8. Where relevant, enter the telephone number of the building.

9. Where relevant, enter a fax number.

10. Save your entries.


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2.2.2 ACTIVATE BUSINESS LOCATION

BACKGROUND

Description: This is where you specify whether businesslocation will be used for business events

INSTRUCTIONS

Follow the Menu Path:IMG Training and Event Management> Business Event Preparation > Location > Business EventLocation Switch

SAP Standard settings are maintained.


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2.2.3 MAINTAIN LOCATIONS

BACKGROUND

This is where you create the locations which can be assignedwhen business events are maintained

Note: The entries here need to be maintained separately in eachclient, since they are considered master data.

INSTRUCTIONS

Menu Path: IMG > Training and Event Management >Business Event Preparation > Location > Create Location

Steps:

In this step, you set up business event locations.

You can assign locations to business events when you create theevents. You can also relate a location with location-dependent

resources such as rooms. You create these relationships in thesteps Create Roomand Create Other Resources.

You can record the following data for locations: Address Site-dependent additional data (currency, language, and

calendar with information on public holidays in thebusiness event location)

It is not mandatory to set up locations, especially if your businessevents are all held at the same location. You can deactivate theuse of locations generally in the step Business event locationswitch. If you deactivate this switch, input in the Location fieldsis not mandatory.
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2.2.4 SPECIFY ORGANIZER TYPES

BACKGROUND

This is where the default organizer types are specified. VTYP1controls the main default.

Note: Object type O for organizational unit has been set as thedefault organizer since most courses are conducted internally.

INSTRUCTIONS

Menu Path: IMG > Training and Event Management >Business Event Preparation > Organizers > Specify OrganizerTypes


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2.2.5 CREATE ORGANIZER TYPE COMPANY

BACKGROUND

This is where the external companies who organize training aremaintained.

INSTRUCTIONS

Follow the Menu Path:IMG Training and Event Management> Business Event Preparation > Organizers > Create Company


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2.2.6 CREATE BUSINESS EVENT GROUP

BACKGROUND

This is where the business event groups are maintained. In thisstep, You can use business event groups to create a hierarchicalevent offering or catalog.

Business event types are assigned to business event groups. Youmaintain this relationship when you carry out the step CreateBusiness Event Type.You record the following data for business event groups:

General description:

The text you store here is included in the business eventbrochure.

Relationship - "Belongs to business event group"

Here you assign a business event group to an overlying businessevent group. The hierarchy is always created top down

Note: This is the highest level of the business event hierarchy.The entries here will have to be maintained separately in eachclient since it is considered master data.

INSTRUCTIONS

Follow the Menu Path:IMG Training and Event Management

> Business Event Preparation > Create Business Event Group

Steps: Enter the following on the initial screen:

If you are using external number assignment, enter anumber for the business event group you want to createin the Business event groupfield. Enter the validitystart date of the object in the Validityfield.


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If you are using internal number assignment, simplyenter the validity start date of the object and chooseCreate.

1. Enter the relevant data for the business event group on the

data screen.

2. Choose Save.


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2.2.7 CREATE BUSINESS EVENT TYPE

BACKGROUND

This is where the business event types are maintained. Businessevent types are the actual training courses available toemployees.

Note: This is the next Level of the business event hierarchy.The entries here will have to be maintained separately in eachclient since it is considered master data.

INSTRUCTIONS

Menu Path: IMG > Training and Event Management >Business Event Preparation > Create Business Event Type

Click

Steps:

In this step, you create. A business event type is a generaldescription of a business eventor event date. It serves as theblueprint or model from which individual event dates can becreated. In contrast to a business event date, a business eventtype cannot be scheduled to take place at a particular time.
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Business event groups, types, and dates together make up thebusiness event catalog.

The data you store for the event type is proposed as defaultvalues when you create or plan event dates. You may overwritethese proposals.

When you create a new business event type, you can use anexisting one as a reference to copy from. Here, too, you mayoverwrite the default values that are proposed.

You can maintain the following infotypes for business eventtypes:

Description

This infotype consists of an extended business event type text,event contents, and notes. The texts you store here can beincluded in the business event brochure.

Prices

You can store an internal and an external price for the eventtype. The internal price is used for internal activity allocationpurposes, while the external price is used for billing purposes.You can determine a price proposal for an event by choosingProposal. This requires that you have already maintained thefollowing data: internal currency (under "Costs"), costs, capacity,and time schedule. If you want to use the price proposal function,

you must first maintain the above- mentioned data and then thePrices infotype.


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Main schedule model

Here, you create a subtype of the Schedule Model infotype thatdefines the time schedule of a business event type. You have theoption of creating a schedule with pattern (in the step DefineTime Schedule), a schedule without a pattern, or a user-definedschedule.

Capacity

You can store a minimum, optimum, and a maximum number ofattendees for the event type.Capacity information plays a role in the following functions:
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Bookings: the capacity defines the borderlines betweennormal, essential, and waiting list bookings.

Resource selection: the system uses the capacityspecified for the event type when proposing suitableresources for the event. It assigns a suitability value toresources based on this.

Note:-The closer the capacity of the resource is to the eventcapacity, the better suited the resource is for the event, andthe higher the suitability value assigned to the resource asa result.

Price proposal: when determining a price proposal for an

event type, the system uses the optimum capacitydefined.

The capacity stored for the event type is automatically read if nocapacity is stored for the event itself.

Business event type infoYou can specify whether the event type is a convention or anormal event.In addition, you can specify whether the event type is to beincluded in the brochure. When you create the event brochure,you have the option of including "only selected event types" in it.You make this specification when you set this indicator for theevent type.


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In this infotype, you also make specifications for internalattendees and instructors with respect to the Time Managementcomponent.

No integration: You select this indicator to deactivate

integration with Time Management (PT) so that noattendance records are written to PT for attendees orinstructors and no availability checks are performed.

Allowed in time off: You select this indicator to allow aperson to be booked as attendee or instructor regardlessof whether time off records exist for the person in PT.

Minimum percentage (for attendees): You use this optionto specify a minimum percentage attendance required atan event. The percentage you enter is the minimum timean attendee must be present at an event to prevent thebooking being considered invalid and automaticallycanceled as a consequence.

The value you enter here overrides the setting for thisevent type made in the SEMIN TIMEP entry in DefineAttendance Types.

Validity period (Depreciation meter/Validity infotype)

You can specify here the period of time during whichattendance of a business event is valid as a prerequisite forattendance of a follow-up event.
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Relationships

In Training and Event Management, information and attributes

of objects are stored in infotypes and relationships. You canstore the following relationships for business event types in theRelationships infotype:

"Belongs to business event group":

Here you specify the superior business event group.

"Requires resource type":

Here you specify the resource types that are needed to carryout an event of this type.CAUTION!You must maintain this relationship if you want to useresources in Training and Event Management.If you want to use the resource types Instructor andMaterial, you must also maintain the followingrelationships:"Is held by" (for the resource type Instructor) and "uses forattendee/business event Material" (for the resource typeMaterial).

"Is held by person"/"... user"/"... external person"/ "...contact person":

You specify the instructor(s) to be proposed for the eventtype as a rule.

"Imparts qualification":

Here you specify the qualification attained by attending anevent of this type. This relationship is used for the check the

system carries out for attendance prerequisites and whentransferring qualifications to attendees during follow-up


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processing. This information is stored in the Procedureinfotype, which you also maintain for the event type.

"Presupposes business event type":

Here you specify the event type defined as prerequisite forattendance. In the Procedure infotype and under AttendeeChecksyou can specify whether a check is carried out forthis prerequisite during booking transactions.

"Presupposes qualification":

Here you specify the qualification defined as prerequisite forattendance. In the Procedure infotype, and under AttendeeChecksyou can specify whether a check is carried out forthis prerequisite during booking.

"Is planned for job":

This relationship lets you define the target group(represented by the object type 'Job') of an event type. Targetgroup information can be included in the event brochure.

"Is organized by organizational unit"/"... company":

Here you specify the organizer. The information stored hereas to whether the organizer is internal (organizational unit)or external (company) is used for billing and cost allocationpurposes and for the Correspondence function.

"Uses material (for attendee)":

Here you specify the material that is required per attendee.You specify object types, not concrete materials. Forexample, you can specify that the event type requires thematerial type 'Course book' per attendee.

"Uses material (for business event)":

Here you specify the material that is required per businessevent. For example, you can specify that the event typerequires the material type 'Overhead projector'.

"Cost center assignment":

Here you relate a cost center with the master cost center (foraccounting purposes for the cost items of a business event).

"Has attendee appraisal model"/ "has business eventappraisal model".

You can specify what forms of appraisal you want to use forbusiness events of this type as attendee appraisals and as
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event appraisals. The entries you make here override thesettings made under Set Up Control Parameters.

Further information

On this tab strip, you can maintain the following infotypes for

the event type:
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2.2.8 MAINTAIN MASTER DATA VIA CATALOG

BACKGROUND

This is another option for maintenance of business event groupsand business event types.

Note: -

This mode of maintenance is recommended as both businessevent group and type can be maintained on the same screen.

INSTRUCTIONS

Follow the Menu Path:IMG Training and Event Management> Business Event Preparation > Maintain Master Data via Catalog

Steps:

In this step, you can create all of the master data used inTraining and Event Management in one step with the help of acatalog structure.

If you have already set up master data, this is displayed in theform of a hierarchy. You can create a new object underlying aparticular object in the hierarchy by positioning the cursor on theobject in question. You then enter the relevant data for the newobject. The system proposes allowed relationship types and allother infotypes.

You can change or delete an object via the catalog.

You can create relationships for existing objects by choosing

Create relationships.

You can find detailed information on creating the individualobjects in the relevant steps:

Create Location

Create Company

Create Organizational Unit
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Create Resource Type

Create Room

Create External Instructor

Create Other Resources

Create Business Event Group

Create Business Event Type

Once you have created your first object, or if an object alreadyexists in the system, you can use this as a reference to copy from.

To do so, select the object concerned and choose Create by

copying.

Change or extend your master data.
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2.2.9 USER EXIT SETTINGS FOR RESOURCE RESERVATIONS

BACKGROUND

In this step, you set up resource reservation enhancements usingthe user exit SEMIN RESOC.

Note:

The standard SAP entry is maintained. Currently, there is noneed for user exits so the settings in this table do not apply.

INSTRUCTIONS

Follow the Menu Path:IMG Training and Event Management> Business Event Preparation > Resource Management > ControlElements


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2.2.10 CREATE RESOURCE TYPE

BACKGROUND

This is where the resource types to be assigned to businessevents are maintained.

Note: -Customer specific, Room and Instructor can be maintained.The entries here will have to be maintained separately in eachclient since it is considered master data. The capacity, cost andavailability indicators will not be used.

INSTRUCTIONS

Follow the Menu Path:IMG Training and Event Management> Business Event Preparation > Resource Management > CreateResource Type

Steps:-

1. Enter the following on the initial screen:

If you are using external number assignment, enter anumber for the resource type you want to create in theResource typefield. Enter the validity start date of theobject in the Validityfield.

If you are using internal number assignment, simply

enter the validity start date of the object and chooseCreate.


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2. Enter the relevant data for the resource type you want tocreate on the data screen. This involves maintaining the

availability indicatorsfor the resource type:

You specify whether the resources of the resource typeare rooms, instructors, material, or other resources.

You specify whether the resources are location-dependent.

This information is essential for rooms when you work withmultiple locations since otherwise the resources will not be

offered for reservation.


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You specify whether the resource is 'required', that is,essential for the event. You also specify the requiredquantity per event or per attendee.

You can assign a priority to resource types. The priorityyou assign determines the order in which resources arepresented for reservation during creating or planningtransactions. For example, the first resource presentedfor reservation is the resource type 'room', then theinstructor, and so on.

In the case of the resource types Instructor and Material,you must also specify the object type to be used (forexample P for persons or H for external persons) in the

alternative resource search feature.

1. There are two possible ways to continue editing:

If you do not wish to use the "Fast data entry" function,just save your entries.

If you wish to use the fast data entry function, chooseFast data entry.

When you do so, you will remain on the data screen.

2. Continue to enter further objects and data, saving your entrieseach time with Save.

You remain in the fast entry mode until you choose Back.


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2.2.11 CREATE ROOM

BACKGROUND

This is where the resource Room will be created

Note: -The entries here will have to be maintained separately in eachclient since it is considered master data.

Assign the Location

Assign the Resource Type (is a specialization of)

Assign the Building Address

INSTRUCTIONS

Follow the Menu Path:IMG Training and Event Management> Business Event Preparation > Resource Management >Resources > Create Room


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2.3 BUSINESS EVENT CATALOG

2.3.1 CONTROL ELEMENTS

BACKGROUND

This is where you specify a time frame for the business eventpreview period, a standard capacity (number of attendees) for thebusiness event and the planning period used as a basis forbusiness event planning.

Note: The standard SAP settings are used.

INSTRUCTIONS

Menu Path: IMG > Training and Event Management >Business Event Catalog > Control Elements


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2.4 DAY-TO-DAY ACTIVITIES

2.4.1 CONTROL ELEMENTS

BACKGROUND

This is where you specify what kind of message is displayed if anattempt is made to change an attendance record which has beenhistorically recorded, a maximum waiting list capacity, and whatkind of message is displayed if an attempt is made to create morethan the allowed number of waiting list bookings.

Note: -No limits have been specified. The standard SAP settings areused.

INSTRUCTIONS

Menu Path: IMG > Training and Event Management > Day-to-Day Activities > Control Elements


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2.4.2 PREBOOKING SETTINGS

BACKGROUND

This is where you specify whether the business event catalog isread when a prebooking is made.

INSTRUCTIONS

Menu Path: IMG > Training and Event Management > Day-to-Day Activities > Prebooking

Note: The Prebooking function has not been activated and willnot be used. The standard SAP setting of 1 is retained.


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2.4.3 BOOKING:SPECIFY ATTENDEE TYPE CONTROL

BACKGROUNDThe parameters in this table determine what attendee typesappear on screen for the functions prebook, book, rebook, replaceand cancel.

These settings also control the order in which attendee types areoffered for editing.

Note: - SAP standard settings are as below for Attendees

INSTRUCTIONS

Follow the Menu Path:IMG Training and Event Management> Day-to-Day Activities > Booking > Specify Attendee TypeControl


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Steps:

These parameters determine the attendee types that appearonscreen for the functions prebook, book, rebook, replace, andcancel. These settings also control the order in which attendeetypes are offered for editing.

You can specify a maximum of 6 attendee types under Sortinthe number range 01 to 06.

NoteThe sort sequence function only lets you specify the displaysequence, it does not enable you to hide certain attendee types.

On the Detail screen, you enter the following data for theattendee types:

Individual attendee: You can set this indicator for attendeetypes where relevant.


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Relevant for Internet: This setting determines, forexample, whether the attendee type is included during usermaintenance for Internet applications.

Organizational assignment: Here you specify theevaluation path used to determine an attendee'sorganizational assignment. For example, the organizationalassignment of an attendee of the type 'Person' is determinedvia the job (evaluation path P-S-O), and for an attendee ofthe type 'External Person' via relationship A003 ("belongsto").

Function module - organizational assignment: Instead ofspecifying an evaluation path, you can specify a function

module used to determine organizational assignment datafor an attendee.

Billing and allocation information:

You specify the settlement type(billing, activity allocation,or free of charge) used to settle costs for the attendee type.This settlement type is proposed as default when you usethe function 'Book with Fee' for an attendee of this type.

Cost center assignmentof the attendee type. This data isrequired for activity allocation of attendance fees. The valueyou enter here is also proposed as default.

Function module - cost center assignment: Instead ofspecifying a cost center, you can specify a function moduleused to determine the cost center assignment of anattendee.

Note

These two settings are required for internal activity allocation ofattendance and cancellation fees.

Make the required settings for each attendee type. You access thedata screen for maintenance by double clicking the attendee typeconcerned or by choosing Detail.


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Save your entries.


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2.4.4 BOOKING:ATTENDEE CHECKS

BACKGROUND

This is where you specify system reactions in terms of messagesin the event of checks carried out for bookings and rebookings

INSTRUCTIONS

Follow the Menu Path:IMG Training and Event Management> Day-to-Day Activities > Booking > Attendee Checks

Steps:

In this step, you specify system reactions in the event of checkscarried out for bookings and prebookings. In other words, youdetermine what messages are output when certain dataconstellations occur.

The following checks are available:

Check for bookings for the same business event type

Check for prebookings for the same business event type

Check for attendance at prerequisite events required forattendance at this event type

Check for prerequisite qualifications or alternativequalifications required for attendance of an event

The SAP System can output the following kinds of messages: Warning (W)

Error message (E)

Information (I)

You can also specify that no check should be carried out (Blank).

Checks can be performed separately for internal and external

persons.


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Specify what checks are to be carried out and what messagesoutput by the SAP System.


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2.4.5 BOOKING:CONFLICTREACTION

BACKGROUND

This is where you specify system reactions in terms of messagesin the event of time conflicts that might arise when attendance isbooked.

Note:The standard SAP settings are retained.

INSTRUCTIONS

Follow the Menu Path:IMG Training and Event Management> Day-to-Day Activities > Booking > Conflict Reaction

Steps:

In this step, you specify system reactions in the event of timeconflicts that might arise when attendance is booked. You do soby specifying a message type in the following situations:

In the period of the business event, the attendee is already

booked as

instructor (entry SEMIN TEREF)

attendee (entry SEMIN TETEI)

The following message types are available:

-(Space):

No entry indicates that no check is carried out for time conflicts.

E(Error):

When an error message is output, you cannot make the booking.You must find an alternative date.

W(Warning):

A warning message is output. You can ignore the warning andmake the booking simply by confirming the warning.

I(Information):


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An information message simply informs you of the time conflict.You can continue processing.

In the standard system, no message type has been preset. Nocheck for time conflicts is carried out.

You should set the message type to Eto prevent time clashes forattendees and instructors.

Set the message type you require for instructor/attendee conflictsand attendee/attendee conflicts.


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2.4.6 BOOKING:FEE HANDLING

BACKGROUND

This is where make the required settings for fee handling.

Note: -The standard method of calculating the fees and penalties (viafunction module RH_PRICES) is used.

INSTRUCTIONS


> Day-to-Day Activities > Booking > Fee Handling

Steps:

In this step, you make the required settings for fee handling.

Under SEMIN CCDCTyou can enter a function module foralternative attendance and cancellation fees.

Under SEMIN CCOSTyou specify whether or not fees arelevied in Training and Event Management for bookings. Thevalue 1 indicates that fees are charged. The value 0indicates that no fees are charged.

If you set the value at 1, the price stored for the business event orevent type is valid for all bookings.

If you want to enter a function module for the specification ofalternative attendance and cancellation fees, you must set theCCOSTswitch at 1.

The function module used in the standard system for this isRH_PRICES. CCOSTis set at 1.


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2.4.7 BOOKING:PRIORITIES

BACKGROUND

This is where the maximum priority for essential bookings, theminimum priority for waiting-list bookings and the defaultpriority for normal bookings are maintained.

Note:The priorities in this table should be set only once inconfiguration. Continually changing the values can lead toinconsistencies during capacity checks for business events.

The standard SAP priority settings have been retained.

INSTRUCTIONS

Follow the Menu Path:IMG Training and Event Management> Day-to-Day Activities > Booking > Booking Priorities

Steps:

In this step, you specify booking priorities for attendancebookings.

Under MAXMUyou specify the maximum priority foressential bookings

Under MINMUyou specify the minimum priority for waiting-list bookings

Under NPRIOyou specify a default priority for normalbookings.

This priority is assigned to bookings unless you explicitly assigna different priority.

The parameters determine up to what value (in the interval 00-99) a booking is assigned a certain priority.

Example: -

MAXMU = 00 -> only bookings with priority 00 areconsidered essential.
http://help.sap.com/saphelp_46c/helpdata/en/34/55c72198482bc0e10000009b38f91f/content.htmhttp://help.sap.com/saphelp_46c/helpdata/en/34/8e7b7e6dfc4874e10000009b38f9b8/content.htmhttp://help.sap.com/saphelp_46c/helpdata/en/35/b1e69ce5aa23d0e10000009b38f983/content.htmhttp://help.sap.com/saphelp_46c/helpdata/en/35/b1e69ce5aa23d0e10000009b38f983/content.htmhttp://help.sap.com/saphelp_46c/helpdata/en/34/55c72298482bc0e10000009b38f91f/content.htmhttp://help.sap.com/saphelp_46c/helpdata/en/34/55c72298482bc0e10000009b38f91f/content.htmhttp://help.sap.com/saphelp_46c/helpdata/en/34/55c72298482bc0e10000009b38f91f/content.htmhttp://help.sap.com/saphelp_46c/helpdata/en/34/55c72298482bc0e10000009b38f91f/content.htmhttp://help.sap.com/saphelp_46c/helpdata/en/35/b1e69ce5aa23d0e10000009b38f983/content.htmhttp://help.sap.com/saphelp_46c/helpdata/en/35/b1e69ce5aa23d0e10000009b38f983/content.htmhttp://help.sap.com/saphelp_46c/helpdata/en/34/8e7b7e6dfc4874e10000009b38f9b8/content.htmhttp://help.sap.com/saphelp_46c/helpdata/en/34/55c72198482bc0e10000009b38f91f/content.htm


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MAXMU = 30 -> bookings with priorities 00-30 areconsidered essential.

The default value for normal priority results from the intervalMAXMU+1 and MINWL-1.

Standard Settings

The standard system contains the following values preset:

MAXMU: 09

MINWL: 90

NPRIO: 50

Recommendation

You should set the values for booking priorities one time onlywhen you configure the system. Continually changing the valuescan lead to inconsistencies during capacity checks for businessevents.

Further Notes

When you make changes, you must ensure that the following

equation MAXMU < NPRIO < MINWLis retained.


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2.4.8 BOOKING:BADIADDITIONAL CHECKS FOR BOOKING

BACKGROUND

This Business Add-In enables additional checks of attendance orbusiness event data before an attendee is booked for an event.

Note:Standard setting is sufficient to work with.

INSTRUCTIONS


> Day-to-Day Activities > Booking > BAdI: Additional Checks forBooking


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2.4.9 CANCELLING ATTENDANCE:CONTROL DATA

BACKGROUND

This is where you specify a relationship for a cancellation, adefault value for cancellation fees and the move-up procedure forwaiting list bookings.

Note:-The system uses the following procedure to determine candidatesfor move-up in the background:

The waiting list of the event is sorted in ascending orderaccording to priority and booking date. Starting at the top,the system selects candidates until the required number ofmove-up candidates is reached.

If the list contains no-name (N.N.) bookings fromorganizational units or companies that are greater than theallowed number of move-up candidates, the system skipsthese bookings completely and moves on to the next

possible candidate. This may mean that the allowednumber of move-ups is not reached at all.

If you specify a manual move-up procedure (model I), thesystem highlights proposed move-up candidates on thewaiting list.

INSTRUCTIONS


> Day-to-Day Activities > Cancelling Attendance > Control DataSteps:

Specification of a relationship between business event andattendee for cancellation under PPREL STORA:

Note:You must first check whether this relationship has been created(by choosing Check relationship: 'was canceled by' 'hascanceled').

Specification of a default value for the cancellation fee underSEMIN CCDEL:


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You specify here what percentage of the attendance fee is to belevied as cancellation fee.Note:This value can be overridden if you specify a different fee in the

step Fee handling(with the switch SEMIN CCDCT). Specification of how waiting list bookings are to be dealt

with in the event of cancellations under SEMIN TOPMD:

The following three options are available:

If you enter I, the user can select individual attendeesfrom the waiting list and move them up to the attendeelist (manual move-up procedure).

If you enter D, the system determines attendees on thewaiting list according to a predefined procedure(automatic move-up procedure).

If you enter N, there is no move-up.


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2.4.10 CANCELLING ATTENDANCE:REASONS FOR ATTENDANCECANCELLATION

BACKGROUND

This is where you set up the cancellation reasons and indicatethe cancellation fees to be levied for the reasons specified.

Note:The standard SAP entries have been retained

All reasons have been specified as Free of Charge since

automation was not desired. The penalty will be manuallydetermined and entered into the system later.

INSTRUCTIONS

Follow the Menu Path:IMG Training and Event Management> Day-to-Day Activities > Cancelling Attendance > Reasons forAttendance Cancellation


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2.4.11 CORRESPONDENCE

BACKGROUND

This is where you maintain the parameters for the output ofdocuments in Training and Event Management

Note:This function is not used. All correspondence will be handledmanually outside of the system. Customer Specific

INSTRUCTIONS

Menu Path: IMG > Training and Event Management > Day-to-Day Activities > Correspondence


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2.5 RECURRING ACTIVITIES

2.5.1 FIRMLY BOOKING/CANCELLING:CONTROL DATA

BACKGROUND

This is where you control how waiting-list bookings are to bedealt with when a business event is Firmly Booked orCancelled.

INSTRUCTIONS


> Recurring Activities > Firmly Booking/Canceling > Control Data

Steps:

0: No cancellation, no prebooking

Unplaced attendances remain on the waiting list unless they arerebooked.

1: Cancellation, followed by creation of prebooking

Unplaced attendances are cancelled and prebookings are createdfor them instead, leaving the waiting list empty.


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2.5.2 FIRMLY BOOKING/CANCELING:REASONS FOR EVENT CANCELLATION

BACKGROUND

This is where you setup reasons for business event cancellation.

Note:The reasons here are purely for information purposes. Thestandard SAP entries have been retained.

INSTRUCTIONS

Menu Path: IMG > Training and Event Management >Recurring Activities > Firmly Booking/Cancelling > Reasons forEvent Cancellation


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2.5.3 FOLLOW-UP PROCESSING

BACKGROUND

This is where you determine per attendee type which actions areto be performed during follow-up processing for a business event.

Note:All indicators are unchecked since they will not be used.

INSTRUCTIONS

Follow the Menu Path:IMG Training and Event Management> Recurring Activities > Follow-Up Processing

Steps:

In this step, you determine per attendee type which actions are tobe performed during follow-up processing for a business event:

Transfer of the business event objectives as qualifications tothe business event attendee. You must set this option if youwant the system to check whether an attendee has theprerequisite qualifications when he or she is booked for an event.

Note: -

For information on the checks carried out during booking andprebooking, refer to the IMG for Training and Event Managementunder Day-To-Day Activities -> Booking -> Attendee Checks.

Deletion of the relationships between business event andattendee (relationship 025 "is attended")Creation of a relationship between attendee and business eventtype (relationship 034 "attended").


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SAP

HR Configuration Pack

Training and EventManagement

Published by Team of SAP

Consultants at SAPTOPJOBS Visit us atwww.sap-topjobs.com

Copyright 2008-10@SAPTOPJOBS

All rights reserved. No part of this publication may be reproduced, stored in aretrieval system, or transmitted in any form, or by any means electronic or mechanical

including photocopying, recording or any information storage and retrieval system without

permission in writing from SAPTOPJOBS.

HR Training & Event Management Configuration.pdf

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