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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. No part of this publication may be reproduced, stored in a
retrieval 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.
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INDEX
1.
2.
CONFIGURATION TASKS
4
5
6
7
9
11
12
14
15
17
18
19
22
30
32
33
37
38
38
39
39
40
41
45
47
49
50
52
53
55
56
57
57
58
59
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1.
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2.
CONFIGURATION TASKS
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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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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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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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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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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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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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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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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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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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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:
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1. Enter the relevant data for the business event group on the
data screen.
2. Choose Save.
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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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Description
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.
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Capacity
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Relationships
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).
"Imparts qualification":
"Presupposes qualification":
Here you relate a cost center with the master cost center (for
accounting purposes for the cost items of a business event).
You can specify what forms of appraisal you want to use for
business events of this type as attendee appraisals and as
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Further information
On this tab strip, you can maintain the following infotypes for
the event type:
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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 Room
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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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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
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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:
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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
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 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. The standard SAP settings are
used.
INSTRUCTIONS
Menu Path:
IMG > Training and Event Management > Day-toDay Activities > Control Elements
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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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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 types are
offered 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 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:
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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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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:
Warning (W)
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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2.4.5
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
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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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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 MINMU you specify the minimum priority for waitinglist bookings
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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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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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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:
Note:
You must first check whether this relationship has been created
(by choosing Check relationship: 'was canceled by' 'has
canceled').
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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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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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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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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. No part of this publication may be reproduced, stored in a
retrieval 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.
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