SAP
HR Configuration Pack Training and Event Management Published by Team of SAP Consultants at SAPTOPJOBS Visit us at www.sap-topjobs.com Copyright 2008-10@SAPTOPJOBS All rights reserved. reserved. No part of this publication publication may be reproduced, reproduced, stored in a retrieval system, or transmitted in any form, or by any means electronic or mechanical including photocopying, photocopying, recording or any information storage and retrieval system without permission 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 2.1.1 Activate Integration for Activity Allocation 2.1.2 Specify default controlling area 2.1.3 Define Cost Center of Cost Object 2.1.4 Specify Activity Types
4 5 6 7 9
2.2 Business Event Preparation 2.2.1 Define Building Addresses 2.2.2 Activate Business Location 2.2.3 Maintain Locations 2.2.4 Specify Organizer Types 2.2.5 Create organizer type ‘Company’ 2.2.6 Create Business Event Group 2.2.7 Create Business Event Type 2.2.8 Maintain Master Data via Catalog 2.2.9 User Exit Settings Settings for Resource Reservations 2.2.10 Create Resource Type 2.2.11 Create Room
11 12 14 15 17 18 19 22 30 32 33 37
2.3 Business Event Catalog 2.3.1 Control Elements
38 38
2.4 Day-to-Day Activities 2.4.1 Control Elements 2.4.2 Prebooking Settings 2.4.3 Booking: Specify Attendee Type Control 2.4.4 Booking: Attendee Checks 2.4.5 Booking: Conflict Reaction 2.4.6 Booking: Fee Handling 2.4.7 Booking: Priorities 2.4.8 Booking: BAdI – Additional Checks for Booking 2.4.9 Cancelling Attendance: Control Data 2.4.10 Cancelling Attendance: Reasons for Attendance Cancellation 2.4.11 Correspondence Correspondence
39 39 40 41 45 47 49 50 52 53 55 56
2.5 Recurring Activities 2.5.1 Firmly Booking/Cancelling: Booking/Cancell ing: control Data 2.5.2 Firmly Booking/Canceling: Booking/Canceli ng: Reasons for Event Cancellation 2.5.3 Follow-Up Processing
57 57 58 59
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INDEX 1.
PURPOSE OF THE DOCUMENT
3
2.
CONFIGURATION TASKS
4
2.1 Integration with Other Modules 2.1.1 Activate Integration for Activity Allocation 2.1.2 Specify default controlling area 2.1.3 Define Cost Center of Cost Object 2.1.4 Specify Activity Types
4 5 6 7 9
2.2 Business Event Preparation 2.2.1 Define Building Addresses 2.2.2 Activate Business Location 2.2.3 Maintain Locations 2.2.4 Specify Organizer Types 2.2.5 Create organizer type ‘Company’ 2.2.6 Create Business Event Group 2.2.7 Create Business Event Type 2.2.8 Maintain Master Data via Catalog 2.2.9 User Exit Settings Settings for Resource Reservations 2.2.10 Create Resource Type 2.2.11 Create Room
11 12 14 15 17 18 19 22 30 32 33 37
2.3 Business Event Catalog 2.3.1 Control Elements
38 38
2.4 Day-to-Day Activities 2.4.1 Control Elements 2.4.2 Prebooking Settings 2.4.3 Booking: Specify Attendee Type Control 2.4.4 Booking: Attendee Checks 2.4.5 Booking: Conflict Reaction 2.4.6 Booking: Fee Handling 2.4.7 Booking: Priorities 2.4.8 Booking: BAdI – Additional Checks for Booking 2.4.9 Cancelling Attendance: Control Data 2.4.10 Cancelling Attendance: Reasons for Attendance Cancellation 2.4.11 Correspondence Correspondence
39 39 40 41 45 47 49 50 52 53 55 56
2.5 Recurring Activities 2.5.1 Firmly Booking/Cancelling: Booking/Cancell ing: control Data 2.5.2 Firmly Booking/Canceling: Booking/Canceli ng: Reasons for Event Cancellation 2.5.3 Follow-Up Processing
57 57 58 59
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1.
PURPOSE OF THE DOCUMENT This document explains configuration configuration steps in Training and Event Management (TEM). The configuration details details documented cover the following areas: •
Integration Settings
•
Preparation of Business Event Environment
•
Preparation of Business Event Catalog
•
Day-to-Day Activities
•
Recurring Activities
•
Training Cost Allocation Allocation
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2.
CONFIGURATION TASKS
Let us look in to the configuration details of Training and Event Management settings one by one. 2.1 INTEGRATION WITH OTHER MODULES Generally, these integration settings will never need to be changed 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 Accounting is activated to allow for internal activity allocation. SAP does not allow the transfer of costs from different controlling areas. The integration is switched on however, to allow for the generation 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 internal activity allocation in the Cost Accounting application component (CO). You must set the INLV switch to 1.
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2.1.2 SPECIFY DEFAULT CONTROLLING AREA
BACKGROUND This is where the default controlling area to be used during activity allocation is specified. When you create relationships between cost centres and positions or Organizational units in Organizational Management, the system requires that the cost centre is assigned to a controlling area, as a cost centre must always be assigned to a particular controlling area. In this case, the value of this entry will be used as the default for the 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 in the 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 cost center is specified. If a cost center is not found at the end of the evaluation, the cost center 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 the cost center of the cost object. Under COSTC you specify the evaluation path used to find the cost center of the cost object. Under SCOST you specify the cost center 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 for training costs are specified. Note: These settings are made purely for the generation of the customized 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 activity allocation between the cost object of the business event and the attendees and instructors.
Under LEART you specify the activity type for attendee activity allocation.
Under RLART you specify the activity type for instructor activity allocation.
You must also maintain the switch FLWAY used to determine the Billing/Allocation info unless you have already done so in the step for integration with Sales and Distribution.
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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 master data 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. These addresses can be assigned to the resource type ‘Room’ in the Address Infotype. Note: Building addresses will need to be maintained since resource type ‘room’ will be used. The entries in this table will be maintained 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 of the building:
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1. On the initial screen "Change Building Address: Overview" choose New Entries. The data screen "New Entries: Details of Added 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 possible entries 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 L OCATION
BACKGROUND Description: This is where you specify whether business location will be used for business events INSTRUCTIONS Follow the Menu Path: IMG Training and Event Management > Business Event Preparation > Location > Business Event Location Switch
SAP Standard settings are maintained.
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2.2.3 MAINTAIN L OCATIONS
BACKGROUND This is where you create the locations which can be assigned when business events are maintained Note: The entries here need to be maintained separately in each client, 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 the events. You can also relate a location with location-dependent resources such as rooms. You create these relationships in the steps Create Room and 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 the business event location) It is not mandatory to set up locations, especially if your business events are all held at the same location. You can deactivate the use of locations generally in the step Business event location switch . If you deactivate this switch, input in the Location fields is not mandatory.
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2.2.4 SPECIFY ORGANIZER TYPES
BACKGROUND This is where the default organizer types are specified. VTYP1 controls the main default. Note: Object type ‘O’ for organizational unit has been set as the default organizer since most courses are conducted internally. INSTRUCTIONS Menu Path: IMG > Training and Event Management > Business Event Preparation > Organizers > Specify Organizer Types
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2.2.5 CREATE
ORGANIZER TYPE
‘COMPANY’
BACKGROUND This is where the external companies who organize training are maintained. 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 this step, You can use business event groups to create a hierarchical event offering or catalog. Business event types are assigned to business event groups. You maintain this relationship when you carry out the step Create Business Event Type. You record the following data for business event groups:
General description:
The text you store here is included in the business event brochure.
Relationship - "Belongs to business event group"
Here you assign a business event group to an overlying business event 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 each client 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 a number for the business event group you want to create in the Business event group field. Enter the validity start date of the object in the Validity field.
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•
If you are using internal number assignment, simply enter the validity start date of the object and choose Create .
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. Business event types are the actual training courses available to employees. Note: This is the next Level of the business event hierarchy. The entries here will have to be maintained separately in each client 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 general description of a business event or event date. It serves as the blueprint or model from which individual event dates can be created. In contrast to a business event date, a business event type cannot be scheduled to take place at a particular time.
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Business event groups, types, and dates together make up the business event catalog. The data you store for the event type is proposed as default values when you create or plan event dates. You may overwrite these proposals. When you create a new business event type, you can use an existing one as a reference to copy from. Here, too, you may overwrite the default values that are proposed. You can maintain the following infotypes for business event types: •
Description
This infotype consists of an extended business event type text, event contents, and notes. The texts you store here can be included in the business event brochure.
•
Prices
You can store an internal and an external price for the event type. The internal price is used for internal activity allocation purposes, while the external price is used for billing purposes. You can determine a price proposal for an event by choosing Proposal. This requires that you have already maintained the following 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 the Prices infotype. Page 23 of 61
•
Main schedule model
Here, you create a subtype of the Schedule Model infotype that defines the time schedule of a business event type. You have the option of creating a schedule with pattern (in the step Define Time Schedule), a schedule without a pattern, or a user-defined schedule.
•
Capacity
You can store a minimum, optimum, and a maximum number of attendees for the event type. Capacity information plays a role in the following functions:
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•
•
Bookings: the capacity defines the borderlines between normal, essential, and waiting list bookings. Resource selection: the system uses the capacity specified for the event type when proposing suitable resources for the event. It assigns a suitability value to resources based on this.
Note: The closer the capacity of the resource is to the event capacity, the better suited the resource is for the event, and the higher the suitability value assigned to the resource as a result. •
Price proposal: when determining a price proposal for an event type, the system uses the optimum capacity defined.
The capacity stored for the event type is automatically read if no capacity is stored for the event itself.
•
Business event type info
You can specify whether the event type is a convention or a normal event. In addition, you can specify whether the event type is to be included 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 the event type.
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In this infotype, you also make specifications for internal attendees and instructors with respect to the Time Management component. •
•
•
No integration: You select this indicator to deactivate integration with Time Management (PT) so that no attendance records are written to PT for attendees or instructors and no availability checks are performed. Allowed in time off: You select this indicator to allow a person to be booked as attendee or instructor regardless of whether time off records exist for the person in PT. Minimum percentage (for attendees): You use this option to specify a minimum percentage attendance required at an event. The percentage you enter is the minimum time an attendee must be present at an event to prevent the booking being considered invalid and automatically canceled as a consequence. The value you enter here overrides the setting for this event type made in the SEMIN TIMEP entry in Define Attendance Types.
•
Validity period (Depreciation meter/Validity infotype) You can specify here the period of time during which attendance of a business event is valid as a prerequisite for attendance 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 can store the following relationships for business event types in the Relationships 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 carry out an event of this type. CAUTION! You must maintain this relationship if you want to use resources in Training and Event Management. If you want to use the resource types Instructor and Material, you must also maintain the following relationships: "Is held by" (for the resource type Instructor) and "uses for attendee/business event Material" (for the resource type Material). •
"Is held by person"/"... user"/"... external person"/ "... contact person":
You specify the instructor(s) to be proposed for the event type as a rule. •
"Imparts qualification":
Here you specify the qualification attained by attending an event of this type. This relationship is used for the check the system carries out for attendance prerequisites and when transferring qualifications to attendees during follow-up Page 27 of 61
processing. This information is stored in the Procedure infotype, which you also maintain for the event type. •
"Presupposes business event type":
Here you specify the event type defined as prerequisite for attendance. In the Procedure infotype and under Attendee Checks you can specify whether a check is carried out for this prerequisite during booking transactions. •
"Presupposes qualification":
Here you specify the qualification defined as prerequisite for attendance. In the Procedure infotype, and under Attendee Checks you can specify whether a check is carried out for this 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. Target group information can be included in the event brochure. •
"Is organized by organizational unit"/"... company":
Here you specify the organizer. The information stored here as to whether the organizer is internal (organizational unit) or external (company) is used for billing and cost allocation purposes 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. For example, you can specify that the event type requires the material type 'Course book' per attendee. •
"Uses material (for business event)":
Here you specify the material that is required per business event. For example, you can specify that the event type requires the material type 'Overhead projector'. •
"Cost center assignment":
Here you relate a cost center with the master cost center (for accounting purposes for the cost items of a business event). •
"Has attendee appraisal model"/ "has business event appraisal model".
You can specify what forms of appraisal you want to use for business events of this type as attendee appraisals and as Page 28 of 61
event appraisals. The entries you make here override the settings 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 groups and business event types. Note: This mode of maintenance is recommended as both business event 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 in Training and Event Management in one step with the help of a catalog structure. If you have already set up master data, this is displayed in the form of a hierarchy. You can create a new object underlying a particular object in the hierarchy by positioning the cursor on the object in question. You then enter the relevant data for the new object. The system proposes allowed relationship types and all other 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 individual objects in the relevant steps: •
Create Location
•
Create Company
•
Create Organizational Unit Page 30 of 61
•
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 already exists 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 E XIT SETTINGS FOR RESOURCE RESERVATIONS
BACKGROUND In this step, you set up resource reservation enhancements using the user exit SEMIN RESOC. Note: The standard SAP entry is maintained. Currently, there is no need 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 > Control Elements
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2.2.10 CREATE RESOURCE TYPE
BACKGROUND This is where the resource types to be assigned to business events are maintained. Note: Customer specific, ‘Room’ and ‘Instructor’ can be maintained. The entries here will have to be maintained separately in each client since it is considered master data. The capacity, cost and availability indicators will not be used. INSTRUCTIONS Follow the Menu Path: IMG Training and Event Management > Business Event Preparation > Resource Management > Create Resource Type
Steps:1. Enter the following on the initial screen: •
•
If you are using external number assignment, enter a number for the resource type you want to create in the Resource type field. Enter the validity start date of the object in the Validity field. If you are using internal number assignment, simply enter the validity start date of the object and choose Create .
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2. Enter the relevant data for the resource type you want to create on the data screen. This involves maintaining the availability indicators for the resource type: •
•
You specify whether the resources of the resource type are rooms, instructors, material, or other resources. You specify whether the resources are locationdependent.
This information is essential for rooms when you work with multiple 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 required quantity per event or per attendee. You can assign a priority to resource types. The priority you assign determines the order in which resources are presented for reservation during creating or planning transactions. For example, the first resource presented for reservation is the resource type 'room', then the instructor, and so on. In the case of the resource types Instructor and Material, you must also specify the object type to be used (for example 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, choose Fast data entry .
When you do so, you will remain on the data screen. 2. Continue to enter further objects and data, saving your entries each 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 each client 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 event preview period, a standard capacity (number of attendees) for the business event and the planning period used as a basis for business 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 of message is displayed if an attempt is made to change an attendance record which has been historically recorded, a maximum waiting list capacity, and what kind of message is displayed if an attempt is made to create more than the allowed number of waiting list bookings. Note: No limits have been specified. used.
The standard SAP settings are
INSTRUCTIONS Menu Path: IMG > Training and Event Management > Day-toDay Activities > Control Elements
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2.4.2 PREBOOKING SETTINGS
BACKGROUND This is where you specify whether the business event catalog is read when a prebooking is made. INSTRUCTIONS Menu Path: IMG > Training and Event Management > Day-toDay Activities > Prebooking Note: The ‘Prebooking’ function has not been activated and will not be used. The standard SAP setting of ‘1’ is retained.
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2.4.3 BOOKING: SPECIFY ATTENDEE TYPE CONTROL
BACKGROUND The parameters in this table determine what attendee types appear on screen for the functions prebook, book, rebook, replace and cancel. These settings also control the order in which attendee attendee types are offered for editing. Note: - SAP standard settings are as below for Attendee’s INSTRUCTIONS Follow the Menu Path: IMG Path: IMG Training and Event Management > Day-to-Day Activities > Booking > Specify Attendee Type Control
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Steps: These parameters determine the attendee types that appear onscreen for the functions prebook, book, rebook, replace, and cancel. These settings also control the order in which attendee types are offered for editing. You can specify a maximum of 6 attendee types under Sort in the number range 01 to 06. Note The sort sequence function only lets you specify the display sequence, it does not enable you to hide certain attendee types. On the Detail screen, you enter the following data for the attendee types: •
Individual attendee: You can set this indicator for attendee types where relevant.
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•
•
•
•
•
•
•
Relevant for Internet: This setting determines, for example, whether the attendee type is included during user maintenance for Internet applications. Organizational assignment: Here you specify the evaluation path used to determine an attendee's organizational assignment. For example, the organizational assignment of an attendee of the type 'Person' is determined via the job (evaluation path P-S-O), and for an attendee of the type 'External Person' via relationship A003 ("belongs to"). Function module - organizational assignment: Instead of specifying an evaluation path, you can specify a function module used to determine organizational assignment data for 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 use the function 'Book with Fee' for an attendee of this type. Cost center assignment of the attendee type. This data is required for activity allocation of attendance fees. The value you enter here is also proposed as default. Function module - cost center assignment: Instead of specifying a cost center, you can specify a function module used to determine the cost center assignment of an attendee.
Note These two settings are required for internal activity allocation of attendance and cancellation fees. Make the required settings for each attendee type. You access the data screen for maintenance by double clicking the attendee type concerned 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 messages in 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 checks carried out for bookings and prebookings. In other words, you determine what messages are output when certain data constellations 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 for attendance at this event type Check for prerequisite qualifications or alternative qualifications 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 messages output by the SAP System.
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2.4.5
BOOKING: CONFLICT REACTION
BACKGROUND This is where you specify system reactions in terms of messages in the event of time conflicts that might arise when attendance is booked. 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 time conflicts that might arise when attendance is booked. You do so by 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 and make 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. No check for time conflicts is carried out. You should set the message type to E to prevent time clashes for attendees and instructors. Set the message type you require for instructor/attendee conflicts and 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 (via function module RH_PRICES) is used. INSTRUCTIONS Follow the Menu Path: IMG Training and Event Management > Day-to-Day Activities > Booking > Fee Handling Steps: In this step, you make the required settings for fee handling.
Under SEMIN CCDCT you can enter a function module for alternative attendance and cancellation fees.
Under SEMIN CCOST you specify whether or not fees are levied in Training and Event Management for bookings. The value 1 indicates that fees are charged. The value 0 indicates that no fees are charged.
If you set the value at 1, the price stored for the business event or event type is valid for all bookings. If you want to enter a function module for the specification of alternative attendance and cancellation fees, you must set the CCOST switch at 1. The function module used in the standard system for this is RH_PRICES. CCOST is set at 1.
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2.4.7 BOOKING: PRIORITIES
BACKGROUND This is where the maximum priority for essential bookings, the minimum priority for waiting-list bookings and the default priority for normal bookings are maintained. Note: The priorities in this table should be set only once in configuration. Continually changing the values can lead to inconsistencies 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 attendance bookings. •
•
•
Under MAXMU you specify the maximum priority for essential bookings Under MINMU you specify the minimum priority for waitinglist bookings Under NPRIO you specify a default priority for normal bookings.
This priority is assigned to bookings unless you explicitly assign a different priority. The parameters determine up to what value (in the interval 0099) a booking is assigned a certain priority. Example: •
MAXMU = 00 -> only bookings with priority 00 are considered essential.
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•
MAXMU = 30 -> bookings with priorities 00-30 are considered essential.
The default value for normal priority results from the interval MAXMU+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 only when you configure the system. Continually changing the values can lead to inconsistencies during capacity checks for business events. Further Notes When you make changes, you must ensure that the following equation MAXMU < NPRIO < MINWL is retained.
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2.4.8 BOOKING: BADI – ADDITIONAL CHECKS FOR BOOKING
BACKGROUND This Business Add-In enables additional checks of attendance or business event data before an attendee is booked for an event. Note: Standard setting is sufficient to work with. INSTRUCTIONS Follow the Menu Path: IMG Training and Event Management > Day-to-Day Activities > Booking > BAdI: Additional Checks for Booking
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2.4.9 CANCELLING ATTENDANCE: CONTROL DATA
BACKGROUND This is where you specify a relationship for a cancellation, a default value for cancellation fees and the move-up procedure for waiting list bookings. Note: The system uses the following procedure to determine candidates for move-up in the background: •
•
•
The waiting list of the event is sorted in ascending order according to priority and booking date. Starting at the top, the system selects candidates until the required number of move-up candidates is reached. If the list contains no-name (N.N.) bookings from organizational units or companies that are greater than the allowed number of move-up candidates, the system skips these bookings completely and moves on to the next possible candidate. This may mean that the allowed number of move-ups is not reached at all. If you specify a manual move-up procedure (model I), the system highlights proposed move-up candidates on the waiting list.
INSTRUCTIONS Follow the Menu Path: IMG Training and Event Management > Day-to-Day Activities > Cancelling Attendance > Control Data Steps: •
Specification of a relationship between business event and attendee for cancellation under PPREL STORA :
Note: You must first check whether this relationship has been created (by choosing Check relationship: 'was canceled by' 'has canceled' ). •
Specification of a default value for the cancellation fee under SEMIN CCDEL : Page 53 of 61
You specify here what percentage of the attendance fee is to be levied 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 attendees from the waiting list and move them up to the attendee list (manual move-up procedure). If you enter D , the system determines attendees on the waiting 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 ATTENDANCE CANCELLATION
BACKGROUND This is where you set up the cancellation reasons and indicate the 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 manually determined and entered into the system later. INSTRUCTIONS Follow the Menu Path: IMG Training and Event Management > Day-to-Day Activities > Cancelling Attendance > Reasons for Attendance Cancellation
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2.4.11 CORRESPONDENCE
BACKGROUND This is where you maintain the parameters for the output of documents in Training and Event Management Note: This function is not used. All correspondence will be handled manually outside of the system. Customer Specific INSTRUCTIONS Menu Path: IMG > Training and Event Management > Day-toDay 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 be dealt with when a business event is ‘Firmly Booked’ or ‘Cancelled’. INSTRUCTIONS Follow the Menu Path: IMG Training and Event Management > Recurring Activities > Firmly Booking/Canceling > Control Data Steps: 0: No cancellation, no prebooking Unplaced attendances remain on the waiting list unless they are rebooked. 1: Cancellation, followed by creation of prebooking Unplaced attendances are cancelled and prebookings are created for 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. The standard SAP entries have been retained. INSTRUCTIONS Menu Path: IMG > Training and Event Management > Recurring Activities > Firmly Booking/Cancelling > Reasons for Event Cancellation
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2.5.3 FOLLOW-UP PROCESSING
BACKGROUND This is where you determine per attendee type which actions are to 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 to be performed during follow-up processing for a business event: Transfer of the business event objectives as qualifications to the business event attendee. You must set this option if you want the system to check whether an attendee has the prerequisite qualifications when he or she is booked for an event. Note: For information on the checks carried out during booking and prebooking, refer to the IMG for Training and Event Management under Day-To-Day Activities -> Booking -> Attendee Checks. Deletion of the relationships between business event and attendee (relationship 025 "is attended") Creation of a relationship between attendee and business event type (relationship 034 "attended").
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