E0 - Training and Event Management - Day 8

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E0 - Training and Event Management - Day 8
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DEFINATION
Training and Event Management enables
the planning, managing and evaluation
of data on internal and external events. It
stores data on event prerequisites,
objectives, contents and time schedules.
Information on prices, capacity and
locations is accessible via easy to use
functions that support billing and budget
planning
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Rules of the Room
The purpose of this session is to understand the basic concepts of SAP pertaining to
Human Capital Management. This is not a session for advance learning & solution design.
We will appoint a time keeper to prevent us from running over on time -
and sessions will start on time!
A parking lot attendant will capture items that are out of scope for this session,
require more time or resources than we have available today, or require
research or cross-team discussion
No question is stupid, but please wait until the end of a topic to ask your question
Please switch of Cell phones/keep the mobile in silent mode during the entire session
Please let us know if we are going too fast! Also keep in mind that some of us are SAP-
savvy while others would have never heard of it before!
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ACTIVITES
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Agenda - Day 1
Introduction
Objects and Infotypes
Business Event Preparation
Business Event Catalog
Day-to-Day Activities
Recurring Activities
Business Event Menus
Integration with HCM Modules
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Introduction
The Training and Event Management component is an integral part of SAP
HR and 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.
It is a basis for extending and updating your employees' skills and knowledge.
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.
Integration with Personnel Development lets you convert training proposals
directly into bookings for employees with qualification deficits or needs.
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Attendees
Training Catalog Business Event
Introduction
Qualifications
Organizers
Costs
Resources
Time
Schedule
Business
Event
Type
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Business Event Preparation
The business event preparation phase comprises the creation and maintenance of all of
the master data you access when you create your business event catalog
Cost Items
Time Schedules
Buildings
Event Locations
Organizers
Resources
The Master Data Involves
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Introduction
Processes in Training and Event Management
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Introduction
Training and Event Management Process Cycle
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Objects and Infotypes
Following Objects are used in Training and Event Management
Object Object Code Purpose
Business event
group
L
Business event groups serve to classify business event types
that share the same characteristics or deal with related subject
matter.
Business event type D
A business event type is a general description of a business
event or event date.
Business event E
A business event date is an actual event scheduled to take place
on a specific date in a specific language.
Location F
When you create a business event, you can relate it with the
location where the event is to be held.
Organizer U
Used to maintain Billing and activity allocation data for the
Business event types and Business events.
Resource type R
A resource type is a classification of resources that share the
same characteristics or attributes.
Resource G
More specifically defined Resource type that can be later
reserved for events.
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Objects and Infotypes
Training and Event Management uses objects and the interrelationships that exist
between these objects. The data model shows possible relationships that might exist
between the object types used in Training and Event Management.
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Objects and Infotypes
Some Infotypes used in Training and Event Management
Infotype Infotype name Purpose
Allowed
Objects
1021 Prices
Infotype to store attendance fee data used for billing (external
price) & activity allocation (internal price)
D, E
1024 Capacity
Infotype to specify the minimum, optimum, and maximum
capacity for resource types, resources, business event types, and
business events
D, E, R, G
1025
Depreciation
Meter/Validity
Infotype to store information on the depreciation of qualifications
and validity of business event types
D
1028 Address
Infotype to store addresses of companies or external participants
and information on the location of organizational objects and
resources
F, G, U
1035 Schedule Infotype to define a timetable for a business event E
1036 Costs
Infotype to store costs, divided into cost items, per resource type,
resource, business event type, or business event
D, E, R, G
1042 Schedule Model Infotype to store time schedule for a business event type D
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Business Event Preparation (Contd..)
Cost items are required for cost transfer posting of
business event costs, for internal activity allocation of
instructors' costs, and for determining a price proposal.
Cost
Items
A time schedule defines the timetable of a business event
that comprises a number of days, each day consisting of
up to three day segments. You can use the time schedule
to create a schedule model for business event types or an
actual schedule for a business event
Time
Schedules
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Business Event Preparation (Contd..)
Building addresses provide information on the physical
location of rooms. When you create a resource of the type
Room, you can maintain the Address infotype for it and
reference a building address
Building
Address
When you create a business event, you can relate it with
the location where the event is to be held. You can also
assign location-dependent resources such as rooms to
locations.
Event
Locations
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Business Event Preparation (Contd..)
Organizers can be Companies or Organizational units.
Companies can be external organizer of events or the
potential organizer of a business event type or the actual
organizer assigned to a business event, an external
instructor, external attendee or the event owner.

Organizational units can be internal organizers of events.
Organizers
Resources are classified into four categories due to their
different characteristics
Rooms
Instructors
Other resources
Resources
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Business Event Preparation
Business Event Group & Business Event Types
Business event groups and event types are also
created in the Business Event Preparation as they
form the basic framework of the event catalog.

Business event groups are used to largely classify
the training program. They are the first level in the
catalog.
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Attributes Attributes
Business Event Preparation (Contd..)
Business Event Types
Business event types act as a blueprint for the actual training programs.

All attributes attached to the event type such as time schedule, qualification
imparted, resources reserved, organizers, prices, capacity etc. are inherited
by the Business Events created under it.
Business Event
Type
Business Event
Inherited by (Default values)
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Business Event Catalog
A Business event catalog is set up by creating or planning business event
dates for the business event types already created. Events can be created
with or without reserving resources.
Business event with resources
Business event without resources
Multiple event dates can be planned at one go based on the existing demand.
For creating the Business event catalog business event environment should
contain the following data
Schedule pattern
Building address
Cost items
Business event location
Organizer
Resource types and Resources
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Business Event Catalog (Contd..)
Business Event with Resources
Capacity of the Business Event
Costs of the Business event
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Day-to-Day Activities
The Day-to-day activities in
Training and Event management
consists of the following
activities.
Book Attendance
Attendance Cancellation
Attendance Rebooking
Replace Attendance
Prebook Attendance
Before performing any of these activities the business event catalog
with details of the event dates for which bookings can be made
must exist in the system.
Also the attendees must created in the system to be able to book
them for the business events.
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Day-to-Day Activities (Contd..)
Employees participating in an event are enrolled for the
Business event by booking them under that event.
Booking can be done for individual attendees or group attendees

Multiple bookings of attendees can be done for a single
Business event as well as a single attendee may
be booked for multiple Business events.
Book
Attendance
Booking is cancelled if an attendee cannot attend the business event.

Cancellations can be done for all types of attendees.
Group attendees can be partially or completely cancelled.
Attendance
Cancellation
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Day-to-Day Activities (Contd..)
Rebooking is done 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.
Attendance
Rebooking
One booking can be replaced with another if an attendee
booked for a business event cannot take part in it for
whatever reason.

The original booking is deleted and the new attendance is
booked.
Replace
Attendance
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Day-to-Day Activities (Contd..)
Prebookings are done for event types for which there are no
Business events scheduled under them

Prebookings are created for a specific period of time.
They are converted to Bookings when a suitable event
becomes available under the particular Business event type
Prebook
Attendance
The Correspondence function provides a suitable notification
that can be output for the day-to-day activities and the
recurring activities
Corres-
pondence
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Recurring Activities
The Recurring activities performed for Business events and attendees are
Lock/Unlock Business events
Firmly book Business events
Cancel Business events
Follow-up Business events
Appraisals
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Recurring Activities (Contd..)
Locking the business events prevents any further
booking for attendees being done against those
events.

Unlocking the events, allows booking attendees
against them.
Lock/
Unlock
Business
Events
Events are firmly booked when it is confirmed that
they are going to be conducted on the dates they are
planned.

Firmly booking an event, changes its status from
planned to active
Firmly
Book
Business
Events
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Recurring Activities (Contd..)
Cancellations can be done for planned as well as firmly
booked events. Cancellations are irrevocable.

Upon cancellation, the resources reserved for the
event, if any, are released and the rebook the
attendees for other events.
Cancel
Business
Events
Events are firmly booked when it is confirmed that
they are going to be conducted on the dates they are
planned.

Firmly booking an event, changes its status from
planned to active
Follow-Up
Business
Events
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Recurring Activities (Contd..)
Appraisals are done for business events
and attendees and is an important method
of quality assurance and keeps you informed
of the level of knowledge and qualification
of the employees.
Appraisals
Training & Event Management component contains 2 forms of appraisal
Business Event Appraisal
In a business event appraisal the attendees evaluate the event
By collecting appraisal data for events, an employer can gain valuable
feedback
Attendee Appraisal
In attendee appraisals, the instructor evaluates the attendees
With this data, the companies can gauge how efficient and effective are the
training and development programs they invest into for their employees
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Dynamic Menus
Training and Event Management has 7 dynamic or data-driven menus. They are dynamic in
the sense that data created in one menu reflects in all other menus.
To create and change business events and manage resources
Dynamic Business
Event Menu
To carry out all booking activities, handle manual correspondence &
request correspondence reports
Dynamic
Attendance Menu
To see all of the standard reports for business events, attendance &
resources
Dynamic
Information
Menu
To plan and schedule the required number of business events
based on the demand that exists for them.
Dynamic Planning
Menu
To maintain multiple infotypes at the same time and translate the
objects used in Training and Event Management.
Dynamic Tool
Menu
To carry out all booking activities, handle manual correspondence
and request correspondence reports.
Dynamic Resource
Menu
To see all of the standard reports for business events, attendance &
resources
Master Data
Catalog
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Integration with HCM Modules
Possible Integration with Other Human Resources Components
Desired Function Required Component
Organizational units can be booked as
attendees and can organize business events
Organization Management
Persons from the HR master data record can be
booked as attendees or as instructors
Personnel administration
Attendance records are stored and
compatibility/availability checks can be carried
out for internal employees and instructors
Time management
Qualifications can be checked and transferred to
attendees. Users can also use the appraisal
functions of the Personnel Development
component
Personnel Development
Attendance and instructor fees can be settled
using Internal Activity Allocation
Cost accounting
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REPORTS - 1
For attendance:
Attendee List
Attendance List
Employee List
Bookings per Attendee
Attendees Training History
Attendance Prerequisites
Attendees Qualifications
Prerequisites Matchup
Attendee Appraisals
Prebookings per Business Event Type
Prebookings per Attendee
Attendees to Be Rebooked
Attendance Statistics
Attendance and Sales Statistics
Cancellations per Business Event
Cancellations per Attendee
Budget Comparison

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REPORTS - 2
For business events:
Business Events Demand
Business Event Schedule
Business Event Appraisals
Business Event Hierarchy
Attendance Statistics
Business Event Brochure
Business Event Information1
Business Event Dates
Resource List per Business Event
Resource Reservations per Business Event
Material Requirements per Business Event
Business Event Prices


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REPORTS - 3
For resources:
Resource Equipment
Resource Reservations
Instructor Information
Graphical Resource Reservation
Available/Reserved Resources
Resource Reservation Statistics
Resources Not Yet Reserved per Resource Type
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