Training and event managament module

Overview

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:Introduction

The Training and Event Management component 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.
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.
Training and Event Management is an integral part of SAP HR and has interfaces to all of the
relevant SAP application components, making it a basis for extending and updating your
employees' skills and knowledge. Integration with Personnel Development lets you convert
training proposals directly into bookings for employees with qualification deficits or needs.
The connection to the SAP Knowledge Warehouse gives you direct access from the Training
and Event Management application and its self-service applications to a variety of training
materials (self-teach materials and so on).
Training and Event Management contains an extensive range of functions that are user-
friendly and intuitive. The application's graphical user interface greatly facilitates navigation
and operation of the system.

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Integration:

If you use Training and Event Management integrated with other SAP components, there is a
direct exchange of data via the various interfaces, allowing efficient data maintenance
in Training and Event Management.
Training and Event Management can be integrated with the following application
components:
Component Functions

Organizational Organizational units can be booked as attendees and can organize

Management business events

Personnel Persons from the HR master data record can be booked as attendees or
Administration as instructors

Time Management Attendance records are stored and compatibility/availability checks can
be carried out for internal employees and instructors

Personnel Qualifications can be checked and transferred to attendees. Users can

Development also use the appraisal functions of the Personnel Development
component

Cost Accounting Attendance and instructor fees can be settled using Internal Activity
Allocation

Sales and Attendance fees can be billed; customers and contact persons can be
Distribution booked as attendee types

Materials Materials from the Material Master can be reserved as resources for
Management business events; purchase requisitions and material reservations can be
generated

SAP Knowledge Info objects ((training materials, documentation, or videos) can be

Warehouse displayed directly from Training and Event Management and its Self-
Service applications

SAP Appointment When employees are booked as attendees or instructors for events,
Calendar these appointments can be automatically generated in the SAP
Appointment Calendar

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 :Features of trainging and event management proccesses

Business event preparation

 Create all of the necessary master data (such as resources)

 Set up a hierarchically structured business event catalog

Master data catalog

 Determine demand for events and plan event dates based on demand
 Create and plan business event dates
 Manage resources
 Allocate resources automatically
 Lock resources
 Calculate business event costs and propose prices
 Budget function
 Cancel business events
 Create a business event brochure

Day-to-Day Activities:

 Process all types of booking activities: pre-book, book, rebook, replace, and cancel (levy
cancellation fees optionally)
 Prioritize bookings
 Book individual and group attendees
 Check attendees for attendance prerequisites and time conflicts etc.
 Output correspondence automatically or manually
 Use standard letter/mail merge functions
 Use multiple correspondence templates

Recurring Activities:

 Generate attendance lists

 Output confirmation of attendance notifications
 Appraise attendees
 Appraise business events

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 Follow up business events (e.g. transfer qualifications for successful attendance)

Reporting:

 Request reports for all relevant data on attendance, business events, and resources.

Cross-Application Usability Functions:

 Direct connection to Microsoft Word for all correspondence and publications (such as
event brochure, attendance lists, or correspondence).
 Dynamic menus offer you the same functions for creating and maintaining objects as are
available in the main menu for all of the important functions. The advantage of the
dynamic menus is that the data you create and maintain is presented in a clearly structured
way in the form of a business event hierarchy, giving you a clear overview of the existing
objects.

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 Process in training and event management

Training and Event Management comprises four main processes:

Business event preparation:

 Is a phase that comprises the creation and maintenance of all of the master data you
access when you create your business event catalog: time schedules, event locations,
resources and so on. You also create the business event groups and event types that
form the basic framework of your event catalog.

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Business event catalog:
 You can create individual event dates with or without resources, and you can plan
multiple event dates at one go based on the existing demand.

 The business event catalog is presented in a hierarchical form. It is made up of

business event groups, event types, and the actual events.

 A business event group is a grouping together of business event types that share the
same characteristics or deal with related subject matter. You can also combine several
business event groups into a single business event group (in other words, business
event groups can be structured hierarchically themselves).

 A business event type is a generalized description of a business event. You do not

define specific dates for a business event type. Business event types are assigned to
event groups. Event groups and types form the basic framework of the business event
catalog.

 A business event is a specific occurrence of a business event type, scheduled to take

place on a specific date. A business event (also referred to as a business event date)
inherits all of the attributes stored for the event type, and is scheduled to take place on
a specific date. You can create business events with or without resources (e.g. such as
equipment, rooms and so on). You book attendees for business events.

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Day-to-day activities:

You can make bookings for both internal and external attendees, pre-book attendance, replace
bookings, re-book and cancel attendance.
The Correspondence function provides suitable notifications that you can output
for each of these activities. Training and Event Management lets you offer self-service access
to the most important day-to-day functions of the application. These services are provided to
the user in the form of Employee Self-Services in the corporate intranet or as Internet
Services on the Internet. Correspondence is automatically output to accompany each of the
booking activities if you make the relevant settings in Customizing. You can monitor the
output of correspondence using the Correspondence History function.

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Recurring activities:

Is a phase that comprises associated activities that are required

periodically. These are firmly booking events, locking and unlocking events,
canceling and following up events.

You have created event dates in the business event menu. You have booked attendees for
these event dates in the day-to-day activities.
You can execute the following functions in the business event menu:
 If you want to temporarily prevent further processing of events, you can lock them
and unlock them later in the business event menu.
 If you created them in planned status, you can now change the status to firmly
booked. If there is not a sufficient number of bookings for the events, you can cancel
the events.
 When a business event has been held, you can perform follow-up processing for it
(transfer qualifications) and have it appraised.

.Each of the processes is supplemented by appropriate reporting options

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:Dynamic menus
Training and Event Management has seven dynamic menus that considerably facilitate and
simplify operation of the system: the master data menu, the attendance menu, the business
event menu, the information menu, the planning menu, the resource menu, and the tool menu.
The dynamic menus offer an alternative way of creating and maintaining the objects used in
Training and Event Management. The advantage of the dynamic menus is that you create data
and access functions directly in the clearly structured environment of the business event
hierarchy.
When you select an object, the system automatically reads the current object data so that you
do not have to enter it yourself. For example, if you place the cursor on a business event type
and choose create business event, the system reads the relevant data for the event date you
want to create. You access the various functions either via the menu or by clicking the right
mouse button beside the object concerned.
You can set filters and selection criteria to control precisely what data is displayed in the
dynamic menus: for example, you can set the status criterion to display only events on
planned status.

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