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n System R/3
n Release 4.6C
n March 2001
n Material Number 50043651

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n Some software products marketed by SAP AG and its distributors contain proprietary software
components of other software vendors.
n Microsoft, WINDOWS, NT, EXCEL, Word, PowerPoint and SQL Server are registered
trademarks of Microsoft Corporation.
n IBM, DB2, OS/2, DB2/6000, Parallel Sysplex, MVS/ESA, RS/6000, AIX, S/390,
AS/400, OS/390, and OS/400 are registered trademarks of IBM Corporation.
n ORACLE is a registered trademark of ORACLE Corporation.
n INFORMIX-OnLine for SAP and INFORMIX Dynamic ServerTM are registered trademarks of
Informix Software Incorporated.
n UNIX, X/Open, OSF/1, and Motif are registered trademarks of the Open Group.
n HTML, DHTML, XML, XHTML are trademarks or registered trademarks of W3C, World Wide
Web Consortium, Massachusetts Institute of Technology.
n JAVA is a registered trademark of Sun Microsystems, Inc.
n JAVASCRIPT is a registered trademark of Sun Microsystems, Inc., used under license for
technology invented and implemented by Netscape.
n SAP, SAP Logo, R/2, RIVA, R/3, ABAP, SAP ArchiveLink, SAP Business Workflow, WebFlow,
SAP EarlyWatch, BAPI, SAPPHIRE, Management Cockpit, mySAP.com Logo and mySAP.com
are trademarks or registered trademarks of SAP AG in Germany and in several other countries all
over the world. All other products mentioned are trademarks or registered trademarks of their
respective companies.

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3 days

Configuration of
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see HR2

   





4 days
Configuration of Time
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Time Evaluation

3 days

Compensation
Management




3 days
Personnel Development




3 days
Training and Event
Management

2 days

Configuration of HR
System Controls
5 days

Programming in HR




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Human Resources
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3 days
Benefits Administration

2 days
Shift and Workforce
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Reporting in Human
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2 days



3 days

Organizational
Management

2 days

Employee Self-Service

2 days

Human Resources
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5 days

2 days
CATS The Cross
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Human Resources
Essentials I


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Configuration of
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5 days

Introduction
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Payroll Configuration

2 days



Human Resources
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4 days

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2 days




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5 31 0
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for release 4.6B.

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V extensive scope of functions encompass the entire process of
planning and administering business events: demand determination and date scheduling,
management of business events, resources, and attendees, and fee and cost settlement.
n The application offers you a comprehensive array of templates to help handle correspondence for
attendees and instructors (attendance confirmations, cancellation confirmations and so on).
n Comprehensive reporting and a sophisticated appraisal system complement the suite of functions.

n Integration between 6$3 +5 7UDLQLQJ DQG (YHQW 0DQDJHPHQW and multiple other application
components enables you to streamline internal processes. For example, you can give employees the
opportunity to regularly extend and update their skills and knowledge by offering new learning
methods via integration with 6$3 .QRZOHGJH :DUHKRXVH.

n Employee Self-Services (ESS) and Internet Application Components enable you to save time and
money by providing direct access to the core functions of the day-to-day activities (view event
catalog,, and book, prebook, or cancel attendance) as self-service solutions.

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n 7UDLQLQJ DQG (YHQW 0DQDJHPHQW is comprised of four main processes:

The EXVLQHVV HYHQW SUHSDUDWLRQ phase 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.

You then create your EXVLQHVV HYHQW FDWDORJ: 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.

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the events. You can make bookings for both internal and external attendees, prebook
attendance, replace bookings, rebook and cancel attendance. The &RUUHVSRQGHQFH function
provides a suitable notification that you can output for each of these activities. The process
involves a checking procedure for both automatic and manual output of correspondence.

The 5HFXUULQJ $FWLYLWLHV phase is comprised of activities that need to be carried out
periodically. These include firmly booking events, locking and unlocking events, canceling and
following up events. You can also output correspondence for these activities.

n Each of the processes is supplemented by appropriate reports.

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n 7UDLQLQJ DQG (YHQW 0DQDJHPHQW uses REMHFWV and the interrelationships that exist between these
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price of a business event is stored in the 3ULFHV infotype, for example.

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SAP AG 1999

n In &XUUHQW 6HWWLQJV, you can carry out all of the activities associated with business event
preparation. You create the master data of the event environment required for creating your
business event catalog. This data is also required for setting up the business event hierarchy
consisting of business event groups and types that form the basic framework of your event catalog.
n When you create objects in 7UDLQLQJ DQG (YHQW 0DQDJHPHQW you append information to them in
the form of infotypes and relationships. When you want to change existing master data objects
later, you can do so by changing the infotype records you created for them.
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DQG (YHQW 0DQDJHPHQW under %XVLQHVV (YHQW 3UHSDUDWLRQ. You make the basic settings in
Customizing. The functions under &XUUHQW 6HWWLQJV allow you to create new master data, such as a
new business event type, at a later stage without having to switch to Customizing. You use &XUUHQW
6HWWLQJV mainly when you want to extend your basic data.

n Some master data objects, such as organizational units, may exist already due to integration with
other application components. Other elements, such as WLPH VFKHGXOHV can only be created in
7UDLQLQJ DQG (YHQW 0DQDJHPHQW.

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SAP AG 1999

n The business event environment contains the basic data required for business events such as time
schedules, building addresses, cost items, event locations, organizers, resources, and resource types.
n You create this master data during the business event preparation phase. You access it later when
you create the business event catalog.

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n Cost items are required for cost transfer posting of business event costs, and for determining a price
proposal (see $SSHQGL[  They can also be used as default values for internal activity allocation of
instructors costs.
n Business event costs are calculated on the basis of cost items:
You can store cost items for resource types, resources, business event types, and events (using the
&RVWV infotype). Business event costs are derived from the sum of all costs or cost items per
business event type or business event, and per resource type or resource.
n If the same cost item is stored for an event type and the corresponding event, the system takes the
value stored for the event itself. The same applies to resources and resource types: if the same cost
item is stored for both, the value stored for the actual resource is taken.
n If a cost item is stored for only one of the object types (resource type, resource, event type, or
event), this value is included in the calculation (see the example on the next slide).

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n On the Detail Screen, in addition to specifying a proposed amount for a cost item, you can indicate
whether costs are calculated per attendee, per business event, or per time unit. You can also specify
whether a cost item is relevant for cost transfer posting. If you want to use a cost item for cost
transfer purposes, you must also specify the pertinent controlling area and CO cost element.
n &DXWLRQ If you want to settle instructor costs using internal activity allocation instead of cost
transfer posting, you must flag the cost items for instructor costs as QRW UHOHYDQW IRU WUDQVIHU
SRVWLQJ.

1RWH: Cost transfer posting (and internal activity allocation) can only be performed within the same
controlling area.

n ([DPSOH for calculating business event costs:


The following cost items are stored for a two-day business event with 10 attendees:

Business event: 0DQXDOV 10.- (per attendee)

Business event type: 0DQXDOV 15.- (per attendee)

Resource type: 150.- 5RRP (per day); 1000.- LQVWUXFWRU (per business event)

Resource: 200.- 5RRP (per day)

Calculation of business event costs:


100.- manuals (origin: business event) +400.- room (origin: resource) +
1000.- instructor (origin: resource type)
= 1500.-

SAP AG

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n You can copy time schedules when you define the actual time schedule of a business event or event
type.
n A time schedule contains the following information:

the number of days

the sequence of day numbers

the individual day schedules

n Day schedules are specified using GD\ VHJPHQWV. A day segment can comprise up to three time
blocks of uninterrupted time intervals. A time block is an uninterrupted time period occurring on
one day such as a morning block, an afternoon block, or a complete day block.
n There are a number of ways to create a time schedule:

You first define a long and short name for the schedule.

SAP AG

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n Check to see whether the day segments listed under 'D\ VHJPHQWV are suitable to assign to the
individual day schedules.
n If necessary, create a new day segment. To do so, first enter a name for the segment.
Then, enter up to three WLPH EORFNV that do not overlap for the day segment. Do so by specifying the
VWDUW and HQG WLPH of each time block.
n To assign the individual day segments to a time schedule, click 'D\ VFKHGXOHV under 'LDORJ
6WUXFWXUH Choose 1HZ HQWULHV. Under 6FKHGXOH select the new time schedule you created and
specify the number of business event days (day schedules) it contains by assigning day numbers.

n Finally, assign a GD\ VHJPHQW to each of the GD\ VFKHGXOHV.

SAP AG

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n Building addresses provide information on the location of resources.

n When you create rooms, you can maintain the $GGUHVV infotype for them and reference a building
address.

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n The object type /RFDWLRQ specifies where a business event takes place.

n You can assign locations to both business events and location-dependent resources.
n When you create locations, you maintain the infotypes

6LWHGHSHQGHQW DGGLWLRQDO LQIR (calendar, currency, language)

$GGUHVV

:HE /LQN (on the tab page )XUWKHU ,QIRUPDWLRQ): This infotype lets you link a business event
type with URL addresses on the Internet, such as directions of how to get to the event location
(see also the slide %XVLQHVV (YHQW 7\SH :HE /LQN).

n 1RWH:
The use of locations in 7UDLQLQJ DQG (YHQW 0DQDJHPHQW is optional. You make the required settings
in Customizing for 7UDLQLQJ DQG (YHQW 0DQDJHPHQW under %XVLQHVV (YHQW 3UHSDUDWLRQ -> /RFDWLRQ
-> %XVLQHVV (YHQW /RFDWLRQ 6ZLWFK (see also the slide 6HWWLQJV IRU WKH %XVLQHVV (YHQW 3UHSDUDWLRQ
3KDVH).

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n In this step, you create external organizers of the type &RPSDQ\. Organizers of the type FRPSDQ\
can be the addressees of correspondence with event attendees. They can also be used for
organizational assignment purposes for external attendees and instructors.
n You can book a FRPSDQ\ for a business event as a group attendee.

n You can assign the following object types to companies:

Business event types (as organizers)

Business events (as organizers)

External persons (as attendees and instructors)

n You maintain the $GGUHVV infotype when you create companies.

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n In this step, you create internal organizers of the type 2UJDQL]DWLRQDO XQLW.

n Organizational units are mainly used in the 2UJDQL]DWLRQDO 0DQDJHPHQW component.


Organizational units and their interrelationships with one another form the organizational structure.
They are usually maintained in 2UJDQL]DWLRQDO 0DQDJHPHQW However, you can also maintain them
in 7UDLQLQJ DQG (YHQW 0DQDJHPHQW if necessary.

n When you create a new organizational unit, you should assign it to the existing organizational
structure.

n You can book an RUJDQL]DWLRQDO XQLW for a business event as a group attendee.

n You can use the internal activity allocation and cost transfer functions to settle costs internally for
organizational units.

n In the $FFRXQW $VVLJQPHQW infotype, you specify the data required for activity allocation and cost
transfer posting purposes.
n You can assign the following object types to organizational units:

Business event types (as organizers)

Business events (as organizers)

Persons from the HR master data (as attendees/instructors) via relationships with positions

n 1RWH:
You can create the %LOOLQJ$OORFDWLRQ infotype for organizational units if you want to store different
billing and activity allocation data for them (such as a different sales area or activity type).

SAP AG

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SAP AG 1999

n Resource types describe the general attributes of resources. Defining resource types lets you
classify resources that share the same characteristics (rooms, training materials, instructors etc.)
into a unique group.
n You assign resource types to business event types. When you create a business event, the system
automatically proposes resources, which you can then reserve for it depending on availability.
n You maintain the following infotypes when you create resource types:

$YDLODELOLW\ LQGLFDWRUV: In this infotype, you store all of the attributes that characterize
resources of this type (see next slide).

&DSDFLW\: You maintain this infotype for resource types that you assign to the type 5RRP. You
specify the number of available places for rooms of this type.

5HODWLRQVKLS: In this infotype, you maintain the cost center assignment for settling resource
costs.

&RVWV: In this infotype, you store costs (subdivided into cost items) for resources of the resource
type.

n The data you store for a resource type can be overridden by any you store for the individual
resources. Data entry is optional in this case.
The exception is the data you store in the infotype $YDLODELOLW\ ,QGLFDWRUV:
In this infotype, you store all of the attributes that characterize resources of this type.

SAP AG

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n You first indicate whether resources of this type belong to the category URRP LQVWUXFWRU PDWHULDO
or RWKHU UHVRXUFHVThis categorization determines what data you maintain later under DYDLODELOLW\
LQGLFDWRUV.

n 5HVRXUFH SULRULW\ Resource priority specifies the sequence in which resources are allocated to
events when you plan and create events.

n /RFDWLRQGHSHQGHQW If you are using locations in 7UDLQLQJ DQG (YHQW 0DQDJHPHQW, the system
carries out a check when you plan and create business event dates to see whether locationdependent resources are available at the location you specify. You must set this indicator for
resources of the type URRP that are only available in a certain location.
n 5HTXLUHG Resource types flagged as UHTXLUHG must be reserved when you plan business event
dates. If a required resource is not reserved for the event, the event cannot be held.

n 6LQJOHPXOWLSOH UHVHUYDWLRQ Some resources may be reserved by one event only, while others may
be reserved by a number of different events at the same time. You set this indicator here.

n $PRXQW DYDLODEOH Resources can be reserved per event or per attendee. This data is needed to
calculate the required number of resources for an event.

n $OWHUQDWLYH UHVRXUFH VHDUFK This function is used for resources of the type PDWHULDO and LQVWUXFWRU.
It lets you specify a relationship or object type that the system should use in the search for these
resources. The system automatically defaults the relevant relationship depending on whether you
are searching for a PDWHULDO or an LQVWUXFWRU

SAP AG

HR515

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n Subtypes let you further subdivide resource types in order to enter different costs for them.
In the &RVWV infotype, you can make the following entries for cost items:

Enter value directly (Dir.):


You can specify other values for the cost items, overwriting the values already stored for them.
To do so, you enter an amount and a currency.

Attendees:
You set this indicator if you want a cost item evaluated per attendee.

Business event:
You set this indicator if you want a cost item evaluated per business event.

Time unit:
Cost items can also be evaluated per time unit. You specify the time unit here. If the cost item
is to be evaluated per time unit and per attendee, select the DWWHQGHH indicator as well.

SAP AG

HR515

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SAP AG 1999

n Resources are classified into four categories due to their different characteristics:
URRP, LQVWUXFWRU, RWKHU UHVRXUFH and PDWHULDO.
n In 7UDLQLQJ DQG (YHQW 0DQDJHPHQW, you can create the following resources:

5RRPV
If you are using locations in 7UDLQLQJ DQG (YHQW 0DQDJHPHQW, you must store the location
information for rooms. Rooms can contain other resources as equipment, such as PCs. You also
store capacity information for rooms using the &DSDFLW\ infotype if this information is not
inherited from the resource type. The system compares the capacity of the room with that
specified for the business event to be held in the room, and thus calculates the allowed number
of bookings.

([WHUQDO LQVWUXFWRUV:
You can maintain the relationship EHORQJV WR FRPSDQ\ for external instructors. Otherwise, you
store an address specifically for the instructor. You can also store information about what
business event types an instructor can hold.

2WKHU UHVRXUFHV
Resources that do not fall into one of the above categories are classified as RWKHU UHVRXUFHV

n If you use 7UDLQLQJ DQG (YHQW 0DQDJHPHQW integrated with the 0DWHULDOV 0DQDJHPHQW component,
you can use resources of the type PDWHULDO Materials are created and managed in the material
master. Internal instructors (object type SHUVRQ) are created in HR master data.

SAP AG

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n In contrast to the resource type URRP, a resource URRP is a physical space in a building with an
address and a room number or name.
n When you create a resource URRP you maintain the following infotypes:

5HODWLRQVKLSV

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SAP AG

HR515

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SAP AG 1999

n External instructors (object type H[WHUQDO SHUVRQ) are persons who are not stored in HR Master
Data.
n When you create a resource ([WHUQDO LQVWUXFWRU you maintain the following infotypes:

2EMHFW (first name, last name)

5HODWLRQVKLSV:
The relationship to a company is used to determine an instructors business address. You can
also relate an external person with other object types (such as &XVWRPHU). The relationship with
the EXVLQHVV HYHQW W\SH is used to determine what instructors are proposed to hold events during
resource selection.

$GGUHVV:
The system determines the address of an external instructor using the company to which the
instructor is assigned (business address) if the relationship EHORQJV WR FRPSDQ\ has been
maintained. You can also maintain an address specifically for the instructor.

1DPH IRUPDW:
The information regarding name components is used in the Correspondence function of
7UDLQLQJ DQG (YHQW 0DQDJHPHQW.
The name format used depends on the nationality specified.

SAP AG

HR515

3-20

&UHDWLQJ 2WKHU 5HVRXUFHV


r !q

kn
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SAP AG 1999

n The classification 2WKHU UHVRXUFHV is used for all resources except rooms, material, and external
instructors.
n You maintain the following infotypes when you create RWKHU UHVRXUFHV:

2EMHFW (abbreviation, long name)

5HODWLRQVKLSV

&RVWV

n 1RWH:
You only maintain the &DSDFLW\ infotype for resources of the type 5RRP. Rooms have the same
object type as RWKHU UHVRXUFHV object type G.

SAP AG

HR515

3-21

6HWWLQJ 8S D %XVLQHVV (YHQW +LHUDUFK\


(PSOR\HHV &RXUVHV
/DQJXDJH &RXUVHV
)UHQFK &RXUVHV

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DUH
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FDQ FRYHU PXOWLSOH OHYHOV LQ WKH
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(QJOLVK &RXUVHV
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7KH\ IRUP WKH EDVLF IUDPHZRUN
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6SDQLVK &RXUVHV

3URJUDPPLQJ

SAP AG 1999

n In these steps you create EXVLQHVV HYHQW JURXSV and W\SHV which form the basic framework of your
business event catalog. When you create the objects EXVLQHVV HYHQW JURXS and EXVLQHVV HYHQW W\SH
you also create the relationships required to define the hierarchical structure.

SAP AG

HR515

3-22

&UHDWLQJ D %XVLQHVV (YHQW *URXS


r 5q

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/DQJV

SAP AG 2001

n In this step, you create business event groups. You maintain the following infotypes when you
create business event groups:

2EMHFW (abbreviation, long name)

'HVFULSWLRQ

5HODWLRQVKLSV
- with a business event group (business event groups can cover multiple hierarchical levels)
- with one or more existing business event types

,QIR %XVLQHVV (YHQW *US

This infotype lets you flag a business event group as a VXEMHFW DUHD that is offered for selection
for the display of business events in the Employee Self-Service 7UDLQLQJ &HQWHU (see also the
unit :HE $SSOLFDWLRQV).

n Business event groups serve to let you categorize event types.

n If you do not want to use business event groups, you can create event types and assign them to the
category QRQDVVLJQHG EXVLQHVV HYHQW W\SHV. These are listed one after another in an unstructured
form. We recommend that you use event groups to make your event catalog clearer and easier to
manage, and to improve system performance.

n 1RWH:
You usually create relationships between event types and event groups when you create the event
type.

SAP AG

HR515

3-23

&UHDWLQJ D %XVLQHVV (YHQW 7\SH 'DWD 6FUHHQ


r 5SpSm
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This course imparts a thorough grounding in Business English and


focuses particularly on the areas of financial politics, micro and
macro ecomomics, and foreign trade. The course uses translations
of articles from reputable English and American economics
journals published in the German press to provide intensive active
and passive exposure to the language used in these areas.

SAP AG 1999

n In this step, you create EXVLQHVV HYHQW W\SHV Business event types have an important role in
7UDLQLQJ DQG (YHQW 0DQDJHPHQW since they are used as blueprints from which the actual events are
copied. They contain all of the organizational and general event data. You can maintain multiple
infotypes for business event types.
n 1RWH:
As this course does not allow time to cover all of the information about event types in detail, you
can find more information about infotypes that can be maintained for event types in the $SSHQGL[

n 2EMHFW
You enter a long and short name for the business event type. This name can be adopted for the
individual event dates.

n 'HVFULSWLRQ:
The descriptive texts you enter here can be included in the business event brochure and displayed in
the ESS/Internet applications. (See also the unit entitled :HE $SSOLFDWLRQV) You can create
multiple subtypes for the 'HVFULSWLRQ infotype, such as %XVLQHVV (YHQW &RQWHQWV or 1RWHV.
n 1RWH:
You can create as many more sections with descriptive texts as you require. You do so by creating
new subtypes of the 'HVFULSWLRQ infotype (numbered from 9000 on).

SAP AG

HR515

3-24

%XVLQHVV (YHQW 7\SH 6FKHGXOH ZLWK 3DWWHUQ


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SAP AG 1999

n In this step, you create a time schedule for the business event type. To do so, you must maintain one
or more subtypes of the 6FKHGXOH infotype (such as PDLQ VFKHGXOH SDWWHUQ). When you plan or
create a business event date, you can copy the schedule model stored for the event type and use it as
the actual schedule for your event.
n There are a number of ways to create a schedule:

Create a VFKHGXOH ZLWK SDWWHUQ


You do so by selecting a WLPH VFKHGXOH.

Create a VFKHGXOH ZLWKRXW SDWWHUQ


You do so by specifying the duration of the business event in days and hours.

Create a XVHUGHILQHG VFKHGXOH


You do so by entering a day number and day segments per business event day.

n If you create a VFKHGXOH ZLWK SDWWHUQ or a VFKHGXOH ZLWKRXW SDWWHUQ you can also indicate whether
the event is a one-off occurrence or whether it will recur multiple times (schedule repeated at
specified intervals). You can also specify a start day for the event.
n You can find slides on how to create a schedule without a pattern and a user-defined schedule in the
$SSHQGL[

SAP AG

HR515

3-25

%XVLQHVV (YHQW 7\SH &DSDFLW\


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SAP AG 1999

n In the &DSDFLW\ infotype, you specify the minimum, optimum, and maximum number of attendees
for events of this type. You can override this value by specifying a different capacity for the event
itself later.
n The capacity defined for an event is compared with the resource capacity (capacity of the room
reserved for the event). This determines the number of bookings allowed for the event.

SAP AG

HR515

3-26

%XVLQHVV (YHQW 7\SH 3ULFHV


r xilon6m
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SAP AG 1999

n In this infotype, you store an internal price for internal activity allocation purposes and an external
price for billing.
n You can use the option of the 3ULFH SURSRVDO function to have the system calculate a suitable
attendance price taking all of the business event costs into consideration (see DSSHQGL[ for details).

SAP AG

HR515

3-27

%XVLQHVV (YHQW 7\SH (YHQW 7\SH ,QIR


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SAP AG 1999

n This infotype lets you specify whether a business event type is to be included in the business event
brochure.
n You can also specify whether the business event type is a convention consisting of several sessions
running in parallel.

n The 1R ,QWUDQHW indicator lets you flag business event types that you want to exclude from display
in the Employee Self-Service applications 7UDLQLQJ &HQWHU and 0\ %RRNLQJV.

n The infotype also lets you override Customizing settings relating to integration between 7UDLQLQJ
DQG (YHQW 0DQDJHPHQW and 7LPH 0DQDJHPHQW (PT) for individual event types as follows:

You can deactivate integration with Time Management (that is, override the Customizing
settings under ,QWHJUDWLRQ ! 7LPH 0DQDJHPHQW -> ,QWHJUDWLRQ <HV RU 1R). If you do so, no
attendance records are written to 7LPH 0DQDJHPHQW for instructors and attendees of an event of
this type. No availability checks are carried out either.

You can use the indicator $OORZHG LQ WLPH RII to specify that an employee may be booked as an
attendee or instructor for an event independent of his or her personal work schedule. This
means that employees can attend or teach events on a weekend, when they would normally be
off.

You can override the PLQLPXP DWWHQGDQFH SHUFHQWDJH for event attendance. This value
specifies a required minimum percentage of the overall event duration which an attendee must
be present at an event before an attendance booking is automatically canceled (Customizing
setting under ,QWHJUDWLRQ -> 7LPH 0DQDJHPHQW -> 6SHFLI\ $WWHQGDQFH 7\SHV).

SAP AG

HR515

3-28

%XVLQHVV (YHQW 7\SH 5HODWLRQVKLSV 


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SAP AG 1999

n You can maintain the following relationships for business event types:

%HORQJV WR EXVLQHVV HYHQW JURXS: this relationship fixes its assignment in the business event
hierarchy.

5HTXLUHV UHVRXUFH W\SH: you specify the resources required by events of this type.

,V KHOG E\: you specify which instructor can hold events of this type. The system proposes these
during resource reservation.

8VHV IRU DWWHQGHH PDWHULDO: you specify materials from the material master that are required per
attendee (of business events of this type)

8VHV IRU EXVLQHVV HYHQW PDWHULDO: you specify materials from the material master that are
required per business event (for business events of this type)

,V RUJDQL]HG E\: you specify the organizer of events of this type.

SAP AG

HR515

3-29

%XVLQHVV (YHQW 7\SH 5HODWLRQVKLSV 


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 5LFNHV

SAP AG 1999

3UHVXSSRVHV EXVLQHVV HYHQW W\SHTXDOLILFDWLRQ: these relationships let you specify prerequisite
qualifications or attendance at other business events required for attendance at this event type.

,PSDUWV TXDOLILFDWLRQ: this relationship lets you specify the qualification that is conferred on
attendees upon completion of events of this type.

&RVW FHQWHU DVVLJQPHQW this relationship lets you specify the cost center of the cost object of
the events.

,V SODQQHG IRU MRE this relationship lets you specify the WDUJHW DXGLHQFH (object type C = job)
for events of this type. Information regarding the target group at which an event is aimed can be
included in the business event brochure.

+DV DWWHQGHH DSSUDLVDO PRGHOKDV EXVLQHVV HYHQW DSSUDLVDO PRGHO: these relationships let you
specify other appraisal models for events of this type. This overrides the appraisal model
settings made in Customizing for 7UDLQLQJ DQG (YHQW 0DQDJHPHQW for business event
appraisals and attendee appraisals (under 5HFXUULQJ $FWLYLWLHV ! $SSUDLVDOV ! (GLW $SSUDLVDOV
&DWDORJ).

,V UHVSRQVLELOLW\ RI this relationship lets you specify an event owner, who acts as contact
person for queries regarding the business event type.

SAP AG

HR515

3-30

%XVLQHVV (YHQW 7\SH :HE /LQN


r q

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SAP AG 1999

n You create this infotype for business event types, business events, and locations. It lets you

Create links between these objects and URLs. Thus, you can give users access to relevant
information contained on the Intranet (such as information material about business events).

Create multiple links (infotype records).

Display the links in the ESS applications (see unit on :HE $SSOLFDWLRQV):
- All existing links with business event types/business events are displayed in ESS.
- The first link created for a location is displayed in ESS.

SAP AG

HR515

3-31

%XVLQHVV (YHQW 7\SH .QRZOHGJH /LQN


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SAP AG 1999

n This infotype lets you link info objects from the 6$3 .QRZOHGJH :DUHKRXVH with a business event
type to give direct access to additional important information.
n For example, you can link training material used by a business event type directly with the event
type, thus providing users with an online learning option.

n You can call info objects connected by the link from the data screen of the EXVLQHVV HYHQW
W\SHEXVLQHVV HYHQW by displaying the .QRZOHGJH /LQN infotype. You can also call the .QRZOHGJH
/LQN from the Employee-Self-Services (ESS) and Internet Application Components (see the units
:HE $SSOLFDWLRQV and ,QWHJUDWLRQ).

n To link an info object with a business event type (or business event), choose &UHDWH .QRZOHGJH
/LQN and then (GLW -> ,QVHUW (QWU\.

n In the $UHD dialog box that appears, select the ,QIR &ODVV of the object you want to link (for
example, 7UDLQLQJ for training material).

n In the subsequent dialog box, enter search criteria for the info object (for example, the short name
of the info object).

n Select the required info object in the results list and choose 7UDQVIHU. Save your entries. You have
created the infotype.
n You can continue to enter further info objects in the infotype, thus creating multiple info object
links.

n To view the linked info objects, choose 'LVSOD\

SAP AG

HR515

3-32

:RUNLQJ LQ WKH '\QDPLF 0HQXV


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SAP AG 1999

n 7UDLQLQJ DQG (YHQW 0DQDJHPHQW contains seven dynamic menus that considerably facilitate and
simplify operation of the system: the PDVWHU GDWD menu (master data catalog), the WRRO menu, the
EXVLQHVV HYHQW menu, the DWWHQGDQFH menu, the LQIRUPDWLRQ menu, the SODQQLQJ menu, and the
UHVRXUFH menu.

n The dynamic menus offer an alternative way of creating and maintaining the objects used in
7UDLQLQJ DQG (YHQW 0DQDJHPHQW. 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.
n 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
&UHDWH EXVLQHVV HYHQW, the system reads the relevant data for the event date you want to create.

n You access the various functions either via the menu or by right clicking the object concerned.

n You can switch between the DWWHQGDQFH menu, the LQIRUPDWLRQ menu, and the EXVLQHVV HYHQW menu
as required by choosing *RWR. You always access the same level of the structure as the one you
leave. Data is immediately updated in each of the menus so that once you have created data in one
menu, you can seamlessly proceed to edit it in the next menu without having to exit and refresh
your workarea.

SAP AG

HR515

3-33

'\QDPLF 0HQXV 8VHU6SHFLILF 6HWWLQJV


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SAP AG 1999

n You can set filters and selection criteria to control precisely what data is displayed in the dynamic
menus:

You can select a SODQ YHUVLRQ.

You can specify the WLPH SHULRG of the data you want displayed.

You can specify a EXVLQHVV HYHQW ODQJXDJH to restrict the display to events held only in English,
for example.

You can specify a business event status and display only SODQQHG events, for example.

You can specify a EXVLQHVV HYHQW ORFDWLRQ to restrict the display to events held only in Boston,
for example.

You can set a point of LQLWLDO DFFHVV: you would do so to limit the display to objects in a
specific event group or event type. To do so, you place the cursor on the object in question and
choose the required function. You can delete this access again at any time.

You can display object IDs by choosing .H\ RQRII

You can display object short names by choosing $EEUHYLDWLRQ RQRII

You can display certain additional information (e.g. relationships in the PDVWHU GDWD FDWDORJ) by
choosing ,QIR RQRII

n You can also make the following settings:

External number assignment for new objects (PDVWHU GDWD FDWDORJ)

Start reports via a data selection screen (G\QDPLF LQIRUPDWLRQ PHQX)

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3-34

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n The ([WHQGHG 6HDUFK function lets you search for any object that exists in the dynamic menu
structure, such as business event types, business events, and attendees in the EXVLQHVV HYHQW PHQX
DWWHQGDQFH PHQX and LQIRUPDWLRQ PHQX, and for resources, and resource types in the G\QDPLF
UHVRXUFH PHQX and the PDVWHU GDWD FDWDORJ. The menu structure need not be expanded when you
start the search.
n There are additional search criteria for some objects:

You can search for EXVLQHVV HYHQW W\SHV using the GHVFULSWLRQ stored for it or objects that are
related with it. For example, you can search for an event type by entering the TXDOLILFDWLRQ it
imparts or presupposes (see slide). Or you can enter the intended target group of an event type
as search criterion.

You can invoke an attendee type specific search for DWWHQGHHV. For example, you can search for
a specific FXVWRPHU that is booked as attendee for a business event.

You can invoke an object-type specific search for UHVRXUFHV in the PDVWHU GDWD FDWDORJ, for
example, if you want to look for external instructors.

n If the system finds multiple objects, these are displayed for selection in a dialog box.

n When you select one of these objects, or if only one object is found, the structure of the
corresponding root object is drilled down to the object found. The object is automatically
highlighted with the cursor positioned on it.

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HR515

3-35

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n In the PDVWHU GDWD PHQX you can create all master data directly in a hierarchical structure of
business event groups and types. This method of working provides you with a clearer, more
structured planning environment.
n Data maintenance in the PDVWHU GDWD PHQX offers the quickest, most efficient method of creating
new master data.
You simply position the cursor at the point in the structure where you want to create a new object.
The system automatically creates the required relationships between the objects in the structure.
n ([DPSOH
You select a business event group and choose &UHDWH REMHFW /HYHO ORZHU This automatically creates
the relationship LQFRUSRUDWHV between the business event group and the event type, and you access
the data screen where you can create a business event type. Once you have entered the required data
and saved your data, you return to the PDVWHU GDWD PHQX.

n You can also create relationships between existing objects.

n You can create new objects by copying existing objects (with the function &UHDWH E\ FRS\LQJ).
When you do so, the data stored for the reference object is proposed as default for the new object.
You may overwrite this data.

SAP AG

HR515

3-36

SAP AG

HR515

3-37

n If you want to display objects and their relationships in the PDVWHU GDWD FDWDORJ you must select the
option ZLWK DGGLWLRQDO LQIRUPDWLRQ on the 9LHZ tab page of the XVHUVSHFLILF VHWWLQJV (in the menu
under 6HWWLQJV 
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n You access the WRRO PHQX in the 6$3 (DV\ $FFHVV 0HQX under +XPDQ 5HVRXUFHV ! 7UDLQLQJ DQG
(YHQW 0DQDJHPHQW ! 7RROV
n In the WRRO PHQX you can also translate the names of objects in 7UDLQLQJ DQG (YHQW 0DQDJHPHQW.

n To do so, you select the required objects of an object type and create or change the infotype for all
of them sequentially. This is a speedy way to store a price increase for multiple event types or
events, for instance.
n In the G\QDPLF WRRO PHQX you can sequentially create and edit the core objects of 7UDLQLQJ DQG
(YHQW 0DQDJHPHQW (such as business event groups, event types, event dates, or attendees).
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n Under 5HVRXUFH /RFNLQJ you can make the setting required for locking resources of the type URRP
n Under &RQWURO (OHPHQWV you can specify a function module in the entry SEMIN RESOC with
which you can directly access the resource reservation table of 7UDLQLQJ DQG (YHQW 0aQDJHPHQW.

n Under 6SHFLI\ 2UJDQL]HU 7\SHV you can specify an object type in each of the entries SEMIN
VTYP1, SEMIN VTYP2 and SEMIN VTYP3 that you want to use as organizer (such as the object
type RUJDQL]DWLRQDO XQLW).
n Under %XVLQHVV (YHQW /RFDWLRQ 6ZLWFK you indicate in the switch SEMIN ORT whether you want
to work with locations or not.
SAP AG 1999

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SAP AG

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3-40

'DWD IRU WKH ([HUFLVHV

.H\ WR 6\PEROV 8VHG LQ WKH ([HUFLVHV DQG 6ROXWLRQV


([HUFLVHV

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8QLW 2EMHFWLYHV

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:DUQLQJ RU &DXWLRQ
'DWD 8VHG LQ WKH ([HUFLVHV
'DWD

Business event group

Business event types

Business event dates

SAP AG

'DWD LQ WKH 7UDLQLQJ


6\VWHP
%XVLQHVV (YHQW
*URXS    DQG
%XVLQHVV (YHQW
*URXS   ,
The instructor has a
%XVLQHVV (YHQW
*URXS 7UDLQHU
Participants create a
further business
event group during
the exercises.
%XVLQHVV (YHQW 7\SH
   DQG 
 , for which all
the necessary
relationships have
been created. For
instructors, there are
two %XVLQHVV (YHQW
7\SHV 7UDLQHU DQG
7UDLQHU. These are
also related with the
resource types for
Material and
Material.
Participants create
two more business
event types in the
exercises.
For EXVLQHVV HYHQW
W\SH   there
are two event dates
scheduled  
 (with
bookings) and  
 Event
HR515

'DWD LQ WKH ,'(6 6\VWHP


There are a number of business
event groups that are not used for
the exercises (slightly changed for
the training system)

There are a number of business


event types that are not used for
the exercises (slightly changed for
the training system)

There are only a few business


event dates (new event dates
created for the training system for
 and  for the purpose of
being able to display data in ESS.
Some bookings have also been
created for this purpose.)
3-41

Cost Items

Time schedules and


day segments

Business event
locations

SAP AG

dates have also been


created for the
7UDLQHU %XVLQHVV
(YHQW 7\SHV.
Participants create
two more event dates
in the exercises and
in addition, plan
further event dates
on the basis of the
previous years
demand figures for
the EXVLQHVV HYHQW
W\SH   
Cost items (mainly
from the IDES
System, but
changed): '(35(&
GHSUHFLDWLRQ ,
(1(5*< HQHUJ\
FRVWV , ,16758&7
LQVWUXFWRU IHHV
0$18$/ WUDLQLQJ
PDQXDOV DQG 5(17
URRP UHQWDO
During the course,
participants create
their own event
schedules that
should use the
existing day
segments ),567 and
0,''/(
20 business event
locations (mainly
from the IDES
System, but
changed): :DOOGRUI,
=XULFK, 9LHQQD, /RV
$QJHOHV,
3KLODGHOSKLD,
$WODQWD, &KLFDJR,
1HZ <RUN, 0RQWUHDO,
7RURQWR, /RQGRQ,
+DPEXUJ, %HUOLQ,
'UHVGHQ, )UDQNIXUW,
0H[LFR, 7RN\R,
0LODQ, 3DULV, /\RQ
Participants create a
location of their own
in the exercises.

HR515

There are 12 time schedules


and 10 day segments

3-42

Resource types

Rooms

Material

External instructors
and/or external
persons

SAP AG

Mainly from the


IDES System, but
changed and
extended: /&'
352-(&725
021,725
0$18$/6
0$7(5,$/ )25
$77(1'((6
0$7(5,$/ IRU
%86,1(66 (9(17
29(5+($'
352-(&725
5220
,16758&725
Participants create a
resource type 5RRP
and ,QVWUXFWRU of
their own. The
resource types for
material requisition
are required by the
instructor to
demonstrate the
material requisition
process.
Mainly from the
IDES System, but
changed: 40 training
rooms, two per
location. Participants
create two more
rooms for their
resource type 5RRP
Material numbers THR515-1 (FRXUVH
IROGHU IRU +5)
and T-HR515-2
(LQVWUXFWRU JXLGH IRU
+5); the
instructor requires
these material
numbers to be able
to demonstrate
material requisition.
Participants create
an external instructor
of their own in the
%XVLQHVV (YHQW
3UHSDUDWLRQ
exercises and two
external persons in
the 'D\7R'D\
$FWLYLWLHV exercises.
HR515

There are 12 External Persons


that can be reserved as instructors,
booked as attendees, and assigned
as event owners.

3-43

Companies
Organizational units

Participants also
create a company of
their own.

Qualifications
Cost centers
Internal employees

Other attendees
(object types
&XVWRPHU, &RQWDFW
SHUVRQ, ...)
Appraisal model

There are 11 companies that can


be used as organizers or booked
as attendees.
Organizational units that can be
used as organizers or booked as
attendees.
Qualifications from the
qualifications catalog
Cost centers  
,16758&725 and ('8&$7,21,
both in controlling area 
Personnel numbers are
determined by the instructor
(used as instructors, attendees,
and event owners)
In the IDES System; any attendee
types can be booked for business
events
%XVLQHVV HYHQW DSSUDLVDO and
DWWHQGHH DSSUDLVDO

1RWH
Participants store no EXLOGLQJ DGGUHVVHV for their rooms. There are only 3 building addresses in
the IDES-System, all referring to Walldorf. There is no address data stored in the system for
most of the 40 training rooms in the 20 different locations. For this reason, it is not possible to
specify a room address in correspondence as a rule.

SAP AG

HR515

3-44

([HUFLVHV
8QLW %XVLQHVV (YHQW 3UHSDUDWLRQ

In this exercise

create the master data for the business event environment

set up a business event hierarchy

Your company is a training provider and part of your job is to enter the
master data in the system that is required for planning and creating
business event dates.

Under &XUUHQW 6HWWLQJV, you create the individual master data of the
business event environment and in the 0DVWHU 'DWD &DWDORJ you set up a
hierarchical structure consisting of business event groups and business
event types.
When you create master data you work in &XUUHQW 6HWWLQJV. You can
perform the exercises in either the individual steps within &XUUHQW
6HWWLQJV or in the 0DVWHU 'DWD &DWDORJ We have chosen a mix of the
two in these exercises.

1.

In &XUUHQW 6HWWLQJV create a two-day time schedule entitled 6FKHGXOH


(## = group
number e.g. 01). You will use this schedule later as the basis for your business event
schedules:
DAY 1
9:30 - 12:00

13:00 - 16:30

DAY 2
8:30 - 12:00

13:00 - 16:30

2.

In &XUUHQW 6HWWLQJV create a location with the following name: short name /RFDWLRQ ,
long name 7UDLQLQJ &HQWHU  Enter calendar ID, currency, language and address data.

3.

In &XUUHQW 6HWWLQJV create an external company as organizer with the long and short
name &RPSDQ\
and any address data you choose.

SAP AG

HR515

3-45

4.

5.

In &XUUHQW 6HWWLQJV create a resource type 5RRP, with the short and long names 5RRP
5HVRXUFH W\SH 5RRP  Under $YDLODELOLW\ ,QGLFDWRUV, flag the resource type as a
5RRP. A room is an essential resource, location-dependent, and you require one per
event. Store HOHFWULFLW\ FRVWV and URRP UHQWDO as costs for the room, and cost center
.
In &XUUHQW 6HWWLQJV create a resource type ,QVWUXFWRU, with the short and long names
,QVWUXFWRU 5HVRXUFH W\SH ,QVWUXFWRU  Flag this resource type accordingly in the
$YDLODELOLW\ ,QGLFDWRUV infotype. In addition, specify that resources of this type are
UHTXLUHG resources and specify a requirement of one per business event. Store
,QVWUXFWRU IHHV as costs for the instructors and cost center ,16758&725.
Maintain all other master data in the 0DVWHU 'DWD &DWDORJ

6.
7.

In the 0DVWHU 'DWD &DWDORJ look for your EXVLQHVV HYHQW JURXS
under EXVLQHVV
HYHQW JURXS +5. Set a point of initial access to the EXVLQHVV HYHQW JURXS .
Under the EXVLQHVV HYHQW JURXS
create a business event group %(*URXS 
%XVLQHVV HYHQW JURXS . Please note that it may be necessary to UHIUHVK the display
before you can see your new business event group in the 0DVWHU 'DWD &DWDORJ.
There is already a EXVLQHVV HYHQW JURXS  with sample data under
EXVLQHVV HYHQW JURXS . This business event group with all of the
data stored for it (event types, dates, bookings etc.) is intended
mainly for reference purposes. This data will also be used in later
exercises.

8.

Under the new EXVLQHVV HYHQW JURXS  create a business event type %(W\SH 
%XVLQHVV HYHQW W\SH  Enter the following data for the business event type
(&DXWLRQ do not save until you have entered all of the data you require!):
8.1.

Enter an ([WHQGHG %XVLQHVV (YHQW 7H[W of your choice for this business event
type and EXVLQHVV HYHQW FRQWHQWV (one sentence is sufficient).

8.2.

As VFKHGXOH PRGHO use the 6FKHGXOH


you created previously. The time
schedule starts on Monday and should not be repeated in the event schedule.

8.3.

Maintain capacity data (//) and an LQWHUQDO DQG H[WHUQDO SULFH (
81,/ 81,).

8.4.

SAP AG

Create the required UHODWLRQVKLSV for the business event type:


Specify that the business event type requires the resource types 5RRP
and
,QVWUXFWRU
you created. Specify that the event type is held by an LQWHUQDO
HPSOR\HH. (Personnel numbers as specified by the instructor.)
Enter the ,'(6 $* as the internal organizer.
Specify the person you have named as instructor as the event owner. Save the
business event type.

HR515

3-46

9.

Create an external instructor who can hold the business event type you just created and
who belongs to the company you created.

10.

The business event type imparts attendees knowledge in the area specified. In addition,
relate your event type with an existing qualification that it imparts.

11.

Copy the new business event type under another name. Enter %(W\SH  as the short
name and EXVLQHVV HYHQW W\SH  as the long name.

12.

Create two new rooms for your resource type 5RRP  Use the names 5RRP
7UDLQLQJ URRP  and 5RRP 7UDLQLQJ URRP  Relate the rooms with the location
you created. Store capacity data for the first room ,  and  and for the second room
, , .

2SWLRQDO Additional exercises for experienced users:


1.

2.
3.

Under the EXVLQHVV HYHQW JURXS


create another hierarchy level by inserting another
business event group above the groups %XVLQHVV HYHQW JURXS  and %XVLQHVV HYHQW
JURXS 
Create your own subtype for the 'HVFULSWLRQ infotype and maintain this subtype for
your business event type.
Since you do not want to allow contact persons (object type PT) as ,QVWUXFWRUV or HYHQW
RZQHUV deselect this option in the actions possible for the business event type.
1RWH: It is only possible to make each of these settings one time. Please check with the
instructor if more than one participant wants to do this exercise.

SAP AG

HR515

3-47

6ROXWLRQV
8QLW %XVLQHVV (YHQW 3UHSDUDWLRQ

You will be working in &XUUHQW 6HWWLQJV. You can perform the


exercises in either the individual steps within &XUUHQW 6HWWLQJV or in
the 0DVWHU 'DWD &DWDORJ We have chosen a mix of the two in this
exercise.

In the SAP Easy Access Menu choose +XPDQ 5HVRXUFHV !


7UDLQLQJ DQG (YHQW 0DQDJHPHQW -> 6HWWLQJV -> &XUUHQW 6HWWLQJV

When you create master data in &XUUHQW 6HWWLQJV (exercises 1-5),


make sure that the validity date is set to the beginning of the current
or a past year.

1.

In &XUUHQW 6HWWLQJV, create a time schedule for your business events. To do so, choose
7LPH 6FKHGXOH.
1.1.

1.2.

1.3.

Create a time schedule by choosing 1HZ (QWULHV and enter a long and short
name for your new schedule ##. Save your entries and choose 'D\ VHJPHQW in
the dialog structure on the left.
Check whether any of the day segments under 'D\ VHJPHQW suit the two day
schedules of your time schedule. You see that suitable day segments are already
available: You can use the day segment ),567 for the first day of the business
event, and day segment 0,''/( for the second day. It is not necessary to
create any more day segments.
Now create the individual GD\ VFKHGXOHV for your VFKHGXOH
using the day
segments FIRST and MIDDLE .
Do so by choosing 'D\ VFKHGXOHV in the dialog structure and then choose 1HZ
(QWULHV.
Under 6FKHGXOH enter your new WLPH VFKHGXOH.
Under 'D\ QXPEHU enter 1 (one) in the same line and under 'D\ VHJPHQWV enter
the day segment ),567
In the next line, enter the same time schedule under 6FKHGXOH, under 'D\
QXPEHU enter  and under 'D\ VHJPHQW enter 0,''/(. Save your entries.

SAP AG

HR515

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2.

3.

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5.

In &XUUHQW 6HWWLQJV, create a location. Enter calendar ID, currency, language and
address data.
To do so, choose the /RFDWLRQ step.
On the initial screen, if necessary put the start date back to . Choose &UHDWH.
On the tab page 6LWH'HSHQGHQW ,QIR enter /RFDWLRQ
as the abbreviation and 7UDLQLQJ
&HQWHU
as the name Specify a calendar ID (such as IDFWRU\ FDOHQGDU *HUPDQ\
6WDQGDUG), select the currency (such as 8QLYHUVDO &XUUHQF\ and the language spoken at
the location. In the $GGUHVV infotype, enter data of your choice.
Save your entries.
In &XUUHQW 6HWWLQJV, create an external company with address data of your choice.
Choose &UHDWH 2UJDQL]HU and select the option &RPSDQ\ in the dialog box that
appears. On the initial screen, if necessary put the start date back to . The
choose &UHDWH. Store &RPSDQ\
as the QDPH and DEEUHYLDWLRQ and enter address data
of your choice.
Save your entries.
In &XUUHQW 6HWWLQJV, create a resource type 5RRP.
To do so, choose 5HVRXUFH 0DQDJHPHQW -> 5HVRXUFH 7\SH.
On the initial screen, if necessary put the start date back to . Choose &UHDWH
and enter 5RRP 5HVRXUFH W\SH 5RRP
as abbreviation and long name respectively.
Flag the resource type as the category URRP on the tab page $YDLODELOLW\ ,QGLFDWRUV. On
the same tab page, select /RFGHSHQGHQW (location-dependent) and 5HTXLUHG UHVRXUFH
with VLQJOH UHVHUYDWLRQ. Under $PRXQW DYDLODEOH enter  SHU  EXVLQHVV HYHQW.
On the 5HODWLRQVKLSV tab page enter the cost center  (controlling area ).
On the )XUWKHU ,QIRUPDWLRQ tab page create the &RVWV infotype. Enter the cost items
(1(5*< (electricity costs) and 5(17 (room rental). Save your entries.
Create a resource type ,QVWUXFWRU in &XUUHQW 6HWWLQJV under 5HVRXUFH 0DQDJHPHQW ->
5HVRXUFH 7\SH.
On the initial screen, if necessary put the start date back to . Choose &UHDWH
and enter ,QVWUXFWRU 5HVRXUFH W\SH ,QVWUXFWRU as abbreviation and long name
respectively. Flag the resource type as the category ,QVWUXFWRU on the $YDLODELOLW\
,QGLFDWRUV tab page. On the same tab page, select the indicator 5HTXLUHG UHVRXUFH with
VLQJOH UHVHUYDWLRQ. Under $PRXQW DYDLODEOH enter  SHU  EXVLQHVV HYHQW.
On the 5HODWLRQVKLSV tab page enter the cost center ,16758&725 (controlling area
).
On the )XUWKHU ,QIRUPDWLRQ tab page create the &RVWV infotype. Enter the cost item
,16758&7 (instructor fees). Save your entries.
Maintain all further master data via the 0DVWHU 'DWD &DWDORJ which
you will find under &XUUHQW 6HWWLQJV.
The easiest way to create objects and relationships is in the 0DVWHU
'DWD &DWDORJ There you simply place the cursor on an existing
object and choose for example &UHDWH OHYHO ORZHU. You then select
the pertinent relationship. You can also create relationships with
existing objects. This makes the 0DVWHU 'DWD &DWDORJ ideal for
adding to existing data.

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6.

7.

8.

Choose 0DVWHU 'DWD &DWDORJ and locate your EXVLQHVV HYHQW JURXS
using the
([WHQGHG 6HDUFK feature. In the dialog box that appears when you call it, enter the name
of your event group on the EXVLQHVV HYHQW JURXS tab page. Once the system has found
your event group (the cursor is positioned automatically on EXVLQHVV HYHQW JURXS 
click the icon 6HW DFFHVV to set a point of initial access to it.
Now create another business event group under EXVLQHVV HYHQW JURXS
for which you
will set up your business event catalog.
To do so, right click the EXVLQHVV HYHQW JURXS
and choose &UHDWH OHYHO ORZHU. In the
dialog box 5HODWLRQVKLS2EMHFW 7\SH that appears, select the relationship %/
LQFRUSRUDWHV EXVLQHVV HYHQW JURXS. The &UHDWH %XVLQHVV (YHQW *URXS 'DWD 6FUHHQ
appears. Enter as abbreviation and long name (*URXS %XVLQHVV HYHQW JURXS 
respectively. Save your entries.
Under the new EXVLQHVV HYHQW JURXS  create a business event type %(W\SH 
%XVLQHVV HYHQW W\SH  To do so, right click the new EXVLQHVV HYHQW JURXS ##-2 and
choose &UHDWH OHYHO ORZHU. In the dialog box 5HODWLRQVKLS2EMHFW 7\SH that appears,
select the relationship %' LQFRUSRUDWHV EXVLQHVV HYHQW W\SH. The &UHDWH %XVLQHVV
(YHQW 7\SH 'DWD 6FUHHQ appears. Enter as abbreviation and long name %(7\SH 
%XVLQHVV HYHQW W\SH  respectively. Enter the following data for the business event
type (&DXWLRQ do not save until you have entered DOO of the data you require!):
8.1
8.2.

8.3.

8.4.

SAP AG

Enter texts of your choice on the tab pages ([WHQGHG EXVLQHVV HYHQW WH[W and
EXVLQHVV HYHQW FRQWHQWV (under the tab page 'HVFULSWLRQ).
As VFKHGXOH PRGHO store the time schedule you created. To do so, choose the tab
page 0DLQ VFKHGXOH SDWWHUQ. The business event should start on a Monday.
Select 0RQGD\ as the start day.
On the &DSDFLW\ tab page enter a PLQLPXP RSWLPXP and PD[LPXP capacity (
5, 10 and 15).
On the 3ULFHV tab page enter as the LQWHUQDO SULFH  81, (8QLYHUVDO
&XUUHQF\) and as the H[WHUQDO SULFH  81,.
On the 5HODWLRQVKLSV tab page, enter the relationships required for your business
event type.
The business event type requires the resource types 5RRP
and ,QVWUXFWRU 
To store this information, click the &UHDWH icon in the line UHTXLUHV UHVRXUFH
W\SH. A dialog box appears where you can enter the resource types 5RRP
and
,QVWUXFWRU  Save your entries in this dialog box.
The business event type is held by an internal employee. To store this
information, enter the relevant personnel number in the line LV KHOG E\ SHUVRQ
1RWH: To enter more than one person, you must click the &UHDWH icon. A dialog
box appears where you can enter other persons.
To specify the LQWHUQDO RUJDQL]HU, enter ,'(6 $* in the line LV RUJDQL]HG E\
RUJDQL]DWLRQDO XQLW.
Specify the HYHQW RZQHU in the line LV WKH UHVSRQVLELOLW\ RI SHUVRQ by entering
the same personnel number as you entered for LV KHOG E\ SHUVRQ.
Save your data and exit the data screen for the business event type.

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9.

Create an external instructor who can hold the business event type you just created and
who belongs to the company you created.
To do so, right click the EXVLQHVV HYHQW W\SH  and choose &UHDWH OHYHO ORZHU. In the
list that appears, select the relationship $+ LV KHOG E\ H[WHUQDO SHUVRQ. The data
screen &UHDWH ([WHUQDO 3HUVRQ appears. Enter a ILUVW and ODVW QDPH of your choice for
the instructor. On the 5HODWLRQVKLSV tab page enter your new company. On the other tab
pages, enter address data, name format, form of address, language, and nationality.
Save your entries.

10.

To relate the business event type with an existing qualification, right click your event
type in the 0DVWHU 'DWD &DWDORJ and choose UHODWH. From the list, select LPSDUWHG
TXDOLILFDWLRQ and select an existing qualification either via structure display (of the
entire qualifications catalog) or by entering a search term.
Save your entries.

11.

12.

Copy your business event type. Right click your EXVLQHVV HYHQW W\SH  and choose
&UHDWH E\ FRS\LQJ. The data screen of the new event type appears, displaying all the
data of your event type as default values. Change the DEEUHYLDWLRQ and the QDPH by
entering  in place of  in the name of the business event (%(7\SH  EXVLQHVV HYHQW
W\SH  .
Save the new event type.
Create two rooms. In the 0DVWHU 'DWD &DWDORJ select the resource type URRP
that
you previously created and that is displayed below your first EXVLQHVV HYHQW W\SH .
Choose &UHDWH /HYHO /RZHU with the right mouse button. Select %* LV D
JHQHUDOL]DWLRQ RI UHVRXUFH. Enter as abbreviation and long name 5RRP 7UDLQLQJ URRP
 Under 5HODWLRQVKLSV relate the room with the ORFDWLRQ
you created.
On the &DSDFLW\ tab page, store values for PLQLPXP RSWLPXP and PD[LPXP   and
. Save your entries.
Create the second room in the same way. Enter the abbreviation and long name 5RRP
7UDLQLQJ URRP  for it. Enter the FDSDFLW\ values ,  and  for it.

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6ROXWLRQV to the optional additional exercises:


1.

2.

3.

Under the EXVLQHVV HYHQW JURXS


create another hierarchy level by inserting another
business event group above the groups %XVLQHVV HYHQW JURXS  and %XVLQHVV HYHQW
JURXS  Create a new business event group with a name of your choice (see also
solution 7).
Then on the 5HODWLRQVKLSV tab page, change the relationship to the higher level EXVLQHVV
HYHQW JURXS
of the two business event groups EXVLQHVV HYHQW JURXS  and
EXVLQHVV HYHQW JURXS .
Create your own subtype for the 'HVFULSWLRQ infotype and maintain this subtype for
your business event type.
You do so in Customizing for 7UDLQLQJ DQG (YHQW 0DQDJHPHQW. Choose %DVLF 6HWWLQJV
-> 2EMHFW 7\SH 0RGHOLQJ (QKDQFHPHQW -> ,QIRW\SH -> 6XEW\SH -> 0DLQWDLQ 6XEW\SHV.
Find the 'HVFULSWLRQ infotype (1002) and select any line with an existing subtype (for
example, EXVLQHVV HYHQW FRQWHQWV) to be used as a copy template.
Then choose &RS\. Enter a new subtype number from the customer name range (e.g.
) and a subtype name (for example, GHWDLOHG GHVFULSWLRQ). Choose (QWHU. A dialog
box appears querying whether you want to copy RQO\ WKLV HQWU\ or DOO GHSHQGHQW HQWULHV.
If you select FRS\ RQO\ HQWU\ you must create a WLPH FRQVWUDLQW for the new subtype in
the dialog structure on the left. If you select DOO GHSHQGHQW HQWULHV, the time constraint of
the subtype from which you copied is automatically transferred to the new one. Save
your entries.
If you want the new subtype offered when business event types are created, you must
include it in the actions for the object type EXVLQHVV HYHQW W\SH. To do so, in
Customizing for 7UDLQLQJ DQG (YHQW 0DQDJHPHQW choose %DVLF 6HWWLQJV -> 'LDORJ
&RQWURO -> &XUUHQW 6HWWLQJV -> 0DLQWDLQ 3HUVRQQHO $FWLRQV.
Find and select the action '  &UHDWH EXVLQHVV HYHQW W\SH. In the dialog structure on the
left, double-click $FWLRQV LQGLYLGXDO PDLQWHQDQFH 
In the $FWLRQV table find the subtypes of the 'HVFULSWLRQ infotype and decide where on
the data screen of the event type you want the new subtype placed. Select a sequential
number that represents this position. For example, if you want the new subtype to be
displayed in second place, select the sequence number . Then select the action of the
first subtype of the infotype and choose &RS\. Overwrite the sequential number
displayed with your new one and overwrite the subtype number of the template with
your subtype number (for example, ). Save your entries.
In the 0DVWHU 'DWD &DWDORJ, right click the EXVLQHVV HYHQW W\SH  and choose
&KDQJH.
In the list of infotypes allowed for business event types, select the 'HVFULSWLRQ infotype
and choose &UHDWH. Create the new subtype of the 'HVFULSWLRQ infotype for the business
event type and save. Use the same procedure for EXVLQHVV HYHQW W\SH 
Since you do not want to allow contact persons (object type PT) as ,QVWUXFWRUV or HYHQW
RZQHUV deselect this option in the actions possible for the business event type. Go to
the action maintenance transaction (see above solution):
To do so, in Customizing for 7UDLQLQJ DQG (YHQW 0DQDJHPHQW choose %DVLF 6HWWLQJV > 'LDORJ &RQWURO -> &XUUHQW 6HWWLQJV -> 0DLQWDLQ 3HUVRQQHO $FWLRQV.
Find and select the action '  &UHDWH EXVLQHVV HYHQW W\SH. In the dialog structure on the
left, double-click $FWLRQV LQGLYLGXDO PDLQWHQDQFH 
In the $FWLRQV table, among the subtypes of the 5HODWLRQVKLSV infotype (1001) find the
pertinent action for the relationship (for example,  $ 37 for relating an object
of object type PT as LQVWUXFWRU or  $ 37 for relating an object of object type
PT as HYHQW RZQHU).
Select the required lines and choose 'HOHWH. Save your changes.

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SAP AG 1999

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SAP AG

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SAP AG 1999

n You set up a business event catalog by creating or planning business event dates for your business
event types.
n The following differences exist between the 3ODQ function and the &UHDWH function:

When you use the &UHDWH function, you create individual business event dates in the G\QDPLF
EXVLQHVV HYHQW PHQX. You can create events with or without reserving resources for them.

You use the 3ODQ function when you want to create multiple event dates simultaneously based
on the demand that exists for them. You determine demand, and plan events in the G\QDPLF
SODQQLQJ PHQX. The demand figures determine the number of dates that you plan. You also
reserve resources when you plan event dates.

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SAP AG 1999

n Most of the data you store for business event types is proposed as default values for the actual event
dates. You can overwrite this data as required. Generally speaking, the more data you store for the
event type, the less work you have later.
n The slide displays the kind of data that can be transferred from the event type to the event date, as
well as what data you need to store specifically for the event date.
n If you transfer the data stored for the event types when you create your business event catalog, you
only need to maintain the following data when you create and plan event dates:

Date

Location

Language

Resource reservations (if you use the function FUHDWH ZLWK UHVRXUFHV)

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SAP AG 1999

n When you create a business event, all of the data of the event type is proposed on the data screen.

n When you create a business event without reserving resources, you can simply copy an existing
business event. You select the event from which you want to copy on the initial screen of the
function &UHDWH %XVLQHVV (YHQW 'DWH :LWKRXW 5HVRXUFHV. All of the data of the business event is
proposed as default on the data screen.
n On the data screen, enter the start date, location, and language of the business event.

n Specify whether the business event is LQWHUQDO or H[WHUQDO.

n Specify the VWDWXV of the event. You should create the event in SODQQHG status if you are not certain
that it will actually take place. If you are certain that it will take place, you can create the event in
ILUPO\ ERRNHG status from the outset.
When you create the event in SODQQHG status, attendees booked for the event receive provisional
booking confirmation initially. Once you change the status to ILUPO\ ERRNHG, attendees receive
definite confirmation of place.

You can also create a business event with ORFNHG status from the outset if you do not want to release
it for bookings straight away (see also the unit 5HFXUULQJ $FWLYLWLHV).

n Specify a WLPH VFKHGXOH for the event either by transferring the schedule of the event type or by
creating your own.
n Add or change data and then save your entries.

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SAP AG 1999

n Select the status in which you want to create the event.

n 1RWH:
If you create a business event with resources, the attribute LQWHUQDO is automatically selected since
you can only carry out resource reservation for internal events.

n You must specify both the ODQJXDJH and the ORFDWLRQ of the event.

n Specify a WLPH VFKHGXOH for the business event. You can either automatically transfer the time
schedule assigned to the event type (if there is one) or define one yourself.

n When you create a business event date and reserve resources for it, the start date of the event is
automatically calculated depending on the schedule you set for the event and the calendar
specifications (SHULRG ZLWKRXW GD\V RII or VWDUW GD\ DV LQ VFKHGXOH . You can always change the
start date when you reserve resources if necessary.

n 1RWH:
You specify the planning period in Customizing under %XVLQHVV (YHQW &DWDORJ -> &RQWURO (OHPHQWV
(see also the slide 6HWWLQJV IRU WKH %XVLQHVV (YHQW &DWDORJ).

n Once you have made all of your specifications, choose 6DYH ZLWKRXW UHVRXUFHV if you are not ready
to reserve resources for the event yet. When you save, the start date of the planning period is taken
as the business event start date.

n If you want to reserve resources for the new business event, choose 5HVRXUFH VHOHFWLRQ.

SAP AG

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SAP AG 1999

n You can change the proposed date or the location of an event in the UHVRXUFH VHOHFWLRQ dialog box.
You can also specify conditions for the date search (3HULRG ZLWKRXW GD\V RII or 6WDUW GD\ DV LQ
VFKHGXOH).

n During resource selection, the system displays all resource types that are related with the business
event type via the relationship LV UHTXLUHG E\.

n The indicator UHTXLUHG specifies that a resource is essential and must be reserved for the business
event. Note that when you use the DXWRPDWLF UHVRXUFH DOORFDWLRQ function only resources flagged
as UHTXLUHG are automatically allocated.
n The indicator PXOWLSOH specifies that a resource can be reserved by multiple business events at the
same time.

n The indicator FULWLFDO specifies that the number of resources available is insufficient for the event.

n The DYDLODELOLW\ indicator indicates in percentage how many resources are available.

n The 5HPDLQLQJ UHTXLUHPHQWV indicator specifies as a percentage value the number of resources not
yet reserved in the time period.

n There are two reservation options:

You can use the $XWRPDWLF 5HVRXUFH $OORFDWLRQ function to have the system reserve resources
for you. (See note regarding the indicator UHTXLUHG in this case.)

You can reserve resources manually by selecting the required resource in the 5HVRXUFH
6HOHFWLRQ dialog box or choosing 'HWDLOHG VHOHFWLRQ

SAP AG

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SAP AG 1999

n The 5HVRXUFH 'HWDLOHG 6HOHFWLRQ function lets you reserve resources for specific time blocks within
the event schedule and thus, reserve different resources for individual time blocks.
n The detailed selection feature can be useful for example if a particular resource is not available for
the entire period of the event, and you consequently have to reserve another resource.
n Select the required resources for the individual time blocks and save your entries.

SAP AG

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SAP AG

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n The system reads the relevant data when you place the cursor on an event. To edit an event, simply
position the cursor on it and choose the required function from the menu or right click the event.

You can create individual business events with or without reserving resources for them.

You can firmly book business events, in other words, put them in DFWLYH status.

You can cancel business events.

You can lock (and unlock) business events. This temporarily closes the attendee list for
bookings.

You can follow up business events.

You can create appraisals for business events.

You can carry out billing and internal activity allocation for business events.

You can automatically calculate a price proposal for an event.

You can change displayed objects.

You can display a variety of additional data about objects such as resource lists, attendee lists
or the time schedule for the event.

n In the dynamic EXVLQHVV HYHQW PHQX, you can execute all of the functions related to creating and
editing business events:
SAP AG 1999

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n You plan business events in the G\QDPLF SODQQLQJ PHQX. You use the 3ODQ function when you want
to create multiple event dates simultaneously based on the demand that exists for them. The
SODQQLQJ function lets you plan as many events as you want in a given time period. You can take
account of various calendar-specific conditions (such as a VSHFLILF VWDUW GD\) and resource
availability.
n The planning process comprises two steps:

'HWHUPLQDWLRQ RU VSHFLILFDWLRQ RI HYHQW GHPDQG: Demand can be calculated automatically on


the basis of the prebookings received for the event type to date, the bookings made the previous
year, or the demand figures from the previous years planning. Alternatively, you can specify
demand manually.

3ODQQLQJ EXVLQHVV HYHQW GDWHV


The system takes your time-related and resource specifications into account when determining
possible event dates to propose to meet the demand.
The proposed dates are displayed on a SODQQLQJ FKDUW where you have multiple editing options
available. You can change, move, copy, and delete proposed dates for instance.

SAP AG

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SAP AG 2001

n There are three options to choose from when you request the system to determine demand. Demand
can be calculated on the basis of:

Prebookings received in a period you can specify. If you specify no period, the system uses the
planning year on which your planning is based.

The bookings received the previous year

The demand figures from the previous years planning.

n You can combine any or all of these options and weight the results differently by specifying a
percentage plus or minus by which the results can be modified (see slide).
n When you choose ([HFXWH, the demand that has been determined is displayed.

n 1RWH:
If there is no data available on which to base demand (as would arise for example when a business
event is new and no prebookings have been made so far), you can create demand statistics yourself.
To do so, just select any of the methods in the dialog box and choose ([HFXWH. The &UHDWH 'HPDQG
dialog box appears. You can now specify demand yourself by choosing 1HZ (QWULHV.

SAP AG

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SAP AG 2001

n When you plan event dates, you must specify the planning year and quarter(s) you are planning for.

n When you plan individual business event dates, you specify the ODQJXDJH in which the event will be
held. You specify the ORFDWLRQ and the VWDWXV You also specify a time schedule for the event either
by taking over the time schedule stored for the event type or by creating a new one.

n 1RWH:
Do not specify a location or a language if you are planning events in multiple locations and/or
languages. The events you are planning are then assigned to locations and languages at the demand
determination stage, where these specifications are obligatory.

n You select your SODQQLQJ RSWLRQV:

Cover resource requirements: This indicator lets you specify that the system only proposes
dates on which all of the resources flagged as UHTXLUHG are actually available.

Selection: resource types/resources: This option lets you preselect resource types to be included
during resource selection and specific resources that are to be given preference during the
planning. You can also make a detailed selection.

Specify the time LQWHUYDO between the planned event dates.

n When you have made all of your specifications, you choose 3ODQ.

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n Once you choose 7UDQVIHU or 6DYH, the system determines and displays date proposals.

Choose 7UDQVIHU if you want the demand figures to apply to this planning transaction only but
do not want them to apply permanently.

Choose 6DYH if you want the demand figures to be saved to the database and entered in the
'HPDQG infotype.

n When you have changed data as required, choose 6DYH or 7UDQVIHU

n You can change the demand statistics manually before the planning process.
n When you choose 3ODQ, the system again displays the business event demand. If you did not
determine demand before the planning, you can determine it now.
SAP AG 1999

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SAP AG 1999

n The event dates determined by the system are displayed on a graphical planning chart, where you
can change, move, copy, or delete individual dates.
n You can also display the resource list or the time schedule of an event date and change them as
required.
n You can display the dates determined in list format as well.
n To display a dialog box with detailed event data, double-click the individual event dates
represented by the red rectangles.
n If you want to accept the proposed dates and transfer them to your business event catalog, choose
6DYH. If not, choose &DQFHO You can then modify the specifications and start the planning process
again.

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n Below the event date, you see the resources that have been reserved per time unit and the resources
that still need to be reserved for the event date. You can reserve missing resources by choosing the
function &KDQJH EXVLQHVV HYHQW (via right mouse click, for example).

Beside business event types, the traffic light indicates that demand has been determined. A
green light indicates that this demand is adequately covered. A yellow light indicates that some
event dates have already been planned, but an insufficient number to cover the demand. A red
light indicates that no event dates have been planned so far.

Beside the event dates, the traffic light icon indicates the status of resource reservations. A
green light indicates that sufficient resources have been reserved. A yellow light indicates that
some resources have already been reserved but an insufficient number to cover the
requirements. A red light indicates that no resources have been reserved for the event so far.

n Traffic light icons indicate the following:


n The planning menu is always displayed for one planning year.

n In addition to these two main functions (demand determination and event planning), you can
display existing resource reservations, and lock and unlock resources of the type 5RRP in the
SODQQLQJ PHQX
SAP AG 1999

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SAP AG 2001

n In the section %XVLQHVV (YHQW &DWDORJ you can find all of the settings required for planning and
creating business events under &RQWURO (OHPHQWV:

In the entry SEMIN FORCA you specify what is termed the EXVLQHVV HYHQW SUHYLHZ SHULRG.
This is the time span in which the system searches the business event catalog for a suitable
business event type. The start date of the preview period is the system date. The end date is the
system date plus the number of days you specify as the preview period.

In the entry SEMIN KAP you specify a VWDQGDUG FDSDFLW\ (optimum and maximum) for
business events where this value is not stored specifically.

In the entry SEMIN PFORC you specify the planning period in days.

SAP AG

HR515

4-18

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SAP AG 1999

SAP AG

HR515

4-19

([HUFLVHV
8QLW %XVLQHVV (YHQW &DWDORJ

In this exercise

create business event dates

reserve resources

determine business event demand

plan business event dates

Your task is to create and schedule business event dates for the event
types in the catalog. You must also reserve the required resources for the
events you create.
When you create individual event dates and reserve resources for them,
you work in the G\QDPLF EXVLQHVV HYHQW PHQX.
When you want plan and schedule events based on demand, you work in
the G\QDPLF SODQQLQJ PHQX. There you can let the system determine what
demand exists for business events. Then, you plan business event dates
according to the demand figures.

In this exercise, you will be working in the EXVLQHVV HYHQW PHQX and the
SODQQLQJ PHQX. Before starting the exercise, bear in mind that you
should set a point of initial access to your EXVLQHVV HYHQW JURXS in
both dynamic menus.

1.

In the EXVLQHVV HYHQW PHQX create specific business event dates for which you can
reserve resources.
The business events inherit the data stored for the business event type. Add missing
data if required.
The business events should be assigned a time schedule, capacity data, an internal and
external price, and an organizer.
In addition, you assign your business event location /RFDWLRQ and the required
resources (room and instructor) to it.
1.1.

Create an event date dated in the past for your EXVLQHVV HYHQW W\SH
(e.g. in the last month).

1.2.

Create an event date dated in the future for your EXVLQHVV HYHQW W\SH

SAP AG

HR515


.

4-20

2.

In the SODQQLQJ PHQX, plan a number of event dates in one step for the coming calendar
year. Base your planning on the demand determined for the business event:
2.1.

Determine what demand exists for the EXVLQHVV HYHQW W\SH


demand figures from the previous year.

2.2.

 based on

Plan event dates based on this demand.


1RWH If there is no data stored with which demand can be determined, create
demand data yourself. You can do this using the demand determination function
in the SODQQLQJ PHQX.

2.3.

When you have completed the planning transaction, execute the following
functions from the planning chart: &RS\ one of the event dates, then PRYH it.
'HOHWH a business event date Save the planned event dates.

2SWLRQDO Additional exercises for experienced users:


1.

2.
3.

Create another event date for the EXVLQHVV HYHQW W\SH , with the following time
schedule (different from the event type schedule): In the first week, the business event
takes place Monday to Friday from 8:00 to 17:00. This is followed by a weeks break.
In the third week, the business event takes place for a further two days: Monday and
Tuesday from 09:00 to 12:00 noon.
Create another event date for the EXVLQHVV HYHQW W\SH  and reserve resources for this
event date. Reserve additional resources of the resource type 0DQXDOV.
Plan a number of event dates for the EXVLQHVV HYHQW W\SH  by creating demand when
you perform the planning transaction. Plan the event dates simultaneously for the
locations 7RN\R, 0H[LFR, 0LODQ and 3DULV for the business event languages -DSDQHVH,
6SDQLVK, ,WDOLDQ and )UHQFK. What do you have to do if you want to reserve a room for
each of the newly planned event dates?

SAP AG

HR515

4-21

6ROXWLRQV
8QLW %XVLQHVV (YHQW &DWDORJ

In this exercise, you will be working in the EXVLQHVV HYHQW PHQX and
the SODQQLQJ PHQX. Before starting the exercise remember to set a
point of initial access to your business event group ## in both of the
dynamic menus. To do so, select the relevant business event group
and choose 6HW DFFHVV.
1.

In the EXVLQHVV HYHQW PHQX, create business event dates and reserve resources for them.
Choose in the 6$3 (DV\ $FFHVV 0HQX 7UDLQLQJ DQG (YHQW 0DQDJHPHQW !%XVLQHVV
(YHQWV ! %XVLQHVV (YHQW 0HQX.
The business events inherit the data stored for the business event type. Add missing
data if required.
The business events should be assigned a time schedule, capacity data, an internal and
external price, and an organizer.
1.1.

1.2.

SAP AG

You are in the EXVLQHVV HYHQW PHQX. Create an event date dated in the past
(e.g. in the last month).
Right click your EXVLQHVV HYHQW W\SH  and choose &UHDWH ZLWK 5HVRXUFHV.
The object ID of your business event type is displayed in the subsequent
window under EXVLQHVV HYHQW W\SH. On this screen, move the VWDUW RI WKH
SODQQLQJ SHULRG one month into the past. Choose 'DWD VFUHHQ
On the data screen, enter your business event location ORFDWLRQ in the
appropriate field.
Under 6FKHGXOH, select the option 3HULRG ZLWKRXW GD\V RII. You want to transfer
the time schedule of the event type. You can display this by choosing 'LVSOD\ in
the 6FKHGXOH frame. Capacity, prices, controlling areas and cost center data is
transferred from the business event type. (If this data was not stored for the
event type, you can enter it for the event date here.)
On the data screen, choose 5HVRXUFH 6HOHFWLRQ.
The resource selection dialog box appears. Choose $XWR 5HVRXUFH $VVJPW
DXWRPDWLF UHVRXUFH DVVLJQPHQW  (On this screen, you can select resources
manually by choosing the magnifying glass for each resource type, selecting a
resource in the following window. Transfer them by clicking the green
checkmark.)
Choose 7UDQVIHU.
Save your business event.
Create an event date in the future. To do so, in the EXVLQHVV HYHQW PHQX select
your EXVLQHVV HYHQW W\SH  and proceed as described above (do not move
back the planning start date, remember to date the business event in the future).

HR515

4-22

2.

In the SODQQLQJ PHQX, plan a number of event dates in one step for the coming calendar
year. Base your planning on the demand determined for the business event:
2.1.

2.2

Let the system determine what demand exists for the EXVLQHVV HYHQW W\SH ,
based on demand figures from the previous year. In the 6$3 (DV\ $FFHVV 0HQX
choose 7UDLQLQJ DQG (YHQW 0DQDJHPHQW !%XVLQHVV (YHQWV ! 'DWHV !
3ODQQLQJ 0HQX.
Your planning period should be the following year. If this is not the case, click
the date and change it.
In the menu structure, find the EXVLQHVV HYHQW W\SH . If demand has already
been determined for the business event type for the selected period, this is
indicated by a traffic light icon beside the business event type. If no demand has
been created, you will see the icon that is generally displayed in the dynamic
menus beside event types.
To create demand, right click the business event type and choose &UHDWH
'HPDQG.
In the dialog box &UHDWH 'HPDQG 2SWLRQV select the option 'HPDQG WDNHQ IURP
SUHYLRXV \HDU. Choose &RQWLQXH The dialog box &KDQJH %XVLQHVV (YHQW
'HPDQG is displayed displaying the demand figures from the previous year.
Choose 6DYH to transfer this demand to the new planning year.
1RWH If there is no data available for the previous year, the dialog box &UHDWH
%XVLQHVV (YHQW 'HPDQG appears instead (automatically) Choose 1HZ HQWULHV.
Enter a ORFDWLRQ and GHPDQG per quarter. Save your entries.
You return to the 3ODQQLQJ PHQX where you can commence HYHQW GDWH SODQQLQJ
for your event type.
Right click your EXVLQHVV HYHQW W\SH  and choose &UHDWH 3ODQQLQJ. The
business event planning initial screen appears.
Make your planning specifications. Select the option HYHQO\ VSDFHG (green =
active). Choose 3ODQ again.
In the subsequent window, the demand you just created is displayed. You can
change this if required.
Even if you have not created any demand data, you can start planning
event dates immediately. If no demand data was created as yet, you
can do so now. If demand data exists, it can be changed if required.
You have two options: to VDYH your changes or to WUDQVIHU changes.
If you choose 6DYH, the (changed) demand figures are written to the
'HPDQG infotype (see $SSHQGL[). If you choose 7UDQVIHU, the
(changed) demand figures only apply for this specific planning
operation, not generally.
Once you have changed existing demand figures (where required), choose 6DYH
or 7UDQVIHU (see explanation above) to start the planning. If you made no
changes, press (QWHU.
The planning chart appears displaying event date proposals determined by the
system (for which resources have been at least partly reserved).

SAP AG

HR515

4-23

2.3.

SAP AG

Copy one of the event dates, move it, and delete one of the event dates
displayed.
Select an event date of your choice. Then choose &RS\.
The copied event date is displayed directly below the event date used as
template.
Select the copied event date and move it using Drag&Drop. In the dialog box
for resource selection, select resources for the event date you just moved.
Select another event date and choose 'HOHWH.
Choose 6DYH if you want to accept all of the proposals displayed.
Dates have now been added to your tree. By expanding the tree in the SODQQLQJ
PHQX, you can also see the reserved resources and any missing resources as
well.

HR515

4-24

6ROXWLRQV to the optional additional exercises:


1.

2.

Create another event date for the EXVLQHVV HYHQW W\SH , with the following time
schedule (different from the event type schedule): In the first week, the business event
takes place Monday to Friday from 8:00 to 17:00. This is followed by a weeks break.
In the third week, the business event takes place for a further two days: Monday and
Tuesday from 09:00 to 12:00 noon.
First check whether there are day segments available that suit your requirements.
To do so, in &XUUHQW VHWWLQJV choose the step 7LPH 6FKHGXOH. In the dialog structure on
the left choose 'D\ 6HJPHQWV and check whether suitable day segments are displayed
under 'D\ 6HJPHQW (consisting of a time block    or   . The
check shows that only one of the day segments required exists (9250,77 -  
). Therefore, create another day segment with a name of your choice consisting of
the time block  - .
If you want to use the schedule defined in the exercise a number of times, you should
create a WLPH VFKHGXOH. Alternatively, you can create a XVHUGHILQHG VFKHGXOH when you
create the business event date (see $SSHQGL[).
If you decide to create a new schedule, under 'D\ VFKHGXOHV enter the day segment you
just created for day numbers  -  and enter the day segment 9250,77 for day
numbers  and .
Create the business event date.
On the &UHDWH %XVLQHVV (YHQW 'DWH data screen, choose &UHDWH 6FKHGXOH. If you created
a time schedule, on the 6FKHGXOH ZLWK 3DWWHUQ tab page select your new schedule, select
the option 6WDUW GD\ DV LQ VFKHGXOH and select 0RQGD\ as the start day. If you did not
create a time schedule, you can now create a XVHUGHILQHG VFKHGXOH on the tab page of
the same name. There you specify the VWDUW GD\, specify the new GD\ VHJPHQW you
created for day numbers  -  and the day segment 9250,77 for day numbers  and
. Press (QWHU, complete the data of the business event date (resource selection etc.)
and save your entries.
Create another event date for the EXVLQHVV HYHQW W\SH  and reserve resources for this
event date. Reserve additional resources of the resource type 0DQXDOV.
Create the business event date in the usual way but in the dialog box that appears for
5HVRXUFH 6HOHFWLRQ, choose 7HPSRUDULO\ $GG 5HVRXUFH 7\SH In the list of resource
types displayed, select the resource type 0DQXDOV and confirm by pressing (QWHU.
Reserve resources for all of the resource types displayed and continue pressing (QWHU
until you have exited resource reservation. Save the event date.

SAP AG

HR515

4-25

3.

Plan a number of business event dates for the locations 7RN\R, 0H[LFR, 0LODQ and 3DULV
in the languages -DSDQHVH, 6SDQLVK, ,WDOLDQ and )UHQFK for the EXVLQHVV HYHQW W\SH 
by creating demand in the planning transaction.
Right click your EXVLQHVV HYHQW W\SH  and choose &UHDWH 3ODQQLQJ. On the initial
screen for business event planning enter neither a business event location nor a business
event language. Just choose 3ODQ.
Since no demand exists as yet for this business event type, the &UHDWH EXVLQHVV HYHQW
GHPDQG dialog box appears automatically Choose 1HZ HQWULHV. Specify the quarters for
which you want to plan, and for each quarter specify the required business event
location and the pertinent business event language (for example, 1st quarter - Tokyo Japanese). Specify demand per quarter, for example, . Choose 6DYH to store the
demand figures.
The system determines the required number of event dates for the languages and
locations specified.
It is not possible to reserve all of the required resources for these events since EXVLQHVV
HYHQW W\SH  is only assigned to your UHVRXUFH W\SH 5RRP
which only contains the
rooms assigned to your business event location.
You can however reserve resources after you have saved (transferred) the event dates.
You do so using the function &KDQJH %XVLQHVV (YHQW You then temporarily assign the
resource type 5RRP to which all of the rooms in 7RN\R, 0H[LFR, 0LODQ and 3DULV are
assigned (see previous solution). In this way, you can reserve a room for each of your
business events.

SAP AG

HR515

4-26

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SAP AG

HR515

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SAP AG

HR515

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SAP AG 1999

n Training and Event Management has functions that enable you to process all booking activities
quickly and efficiently.
n Once you have entered data for an attendee in the system, you can make bookings for the attendee
for business events, and replace, rebook or cancel bookings. If there is no event scheduled for a
suitable date, you can prebook the attendee for the event type.
n Correspondence is automatically output to accompany each of the booking activities if you make
the relevant settings in Customizing under 'D\WR'D\ $FWLYLWLHV -> CRUUHVSRQGHQFH -> 2XWSXW
&RQWURO

SAP AG

HR515

5-5

&UHDWLQJ $WWHQGHHV
,QGLYLGXDO $WWHQGHHV

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SAP AG 2001

n Attendees in 7UDLQLQJ DQG (YHQW 0DQDJHPHQW are assigned to attendee types. When you create a
new attendee, you select the pertinent attendee type and enter data for the attendee as required.
n You may create attendees whose object types belong to other application components integrated
with 7UDLQLQJ DQG (YHQW 0DQDJHPHQW (For example, you create employees in 3HUVRQQHO
$GPLQLVWUDWLRQ This involves performing a hiring action in 3$ You must have authorization to
create objects in the various applications.
n You can make bookings for all attendee types that exist in the system. You can choose from the
following attendee types:

Person: employee of your company (P)

User: person in the user master (US)

External Person: employee from another company (H)

Applicant: external person that has applied for a job (AP)

Contact person: employee of a partner (PT)

Organizational unit: such as a department in your company (O)

Customer (KU)

Company (U)

Interested party (KI)

n You can create attendees in &XUUHQW 6HWWLQJV under &UHDWH $WWHQGHH in the G\QDPLF DWWHQGDQFH
PHQX under ([WUDV ! &UHDWH $WWHQGHH or directly when booking.

SAP AG

HR515

5-6

%RRNLQJ 3ULRULWLHV

&DSDFLW\

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SAP AG 2001

n The ERRNLQJ SULRULW\ determines where an attendee is placed on the attendee list or the waiting list.

n When you book attendance, you can assign the booking a priority yourself or let the system assign
it automatically. The following restrictions apply:

You can assign QRUPDO ERRNLQJ SULRULW\ up to optimum capacity only. Bookings with this
priority are assured a place on the event as a rule but they may be moved down to the waiting
list when the event is put in firmly booked status if necessary.

You can assign HVVHQWLDO ERRNLQJ SULRULW\ up to maximum capacity. A booking with this
priority is assured a place on the business event. (VVHQWLDO bookings cannot be displaced when
the event is firmly booked.

You assign a ZDLWLQJ OLVW ERRNLQJ when a business event is fully booked. You can assign
waiting list candidates places on the event if they become available as a result of cancellations.

n Booking priorities are indicated by a numeric value.


1RWH:
You specify the number intervals for the different priorities in Customizing for 7UDLQLQJ DQG (YHQW
0DQDJHPHQW under 'D\WR'D\ $FWLYLWLHV ! %RRNLQJ ! %RRNLQJ 3ULRULWLHV.
Caution:
You should not change these intervals once they have been set to prevent overbooking events!

SAP AG

HR515

5-7

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SAP AG 1999

n This is an overview of the steps you carry out when booking attendance.
n The following checks are performed for both individual and group attendees:

Existence check

Availability check

Capacity check

n A number of additional checks are carried out for individual attendees, such as checks for event
prerequisites (qualifications and events attended) or checks for bookings for the same event type.

SAP AG

HR515

5-8

%RRNLQJ ,QGLYLGXDO $WWHQGHHV &KHFNV


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SAP AG 1999

n A number of additional checks are carried out for individual attendees:

Attendance and absences (if you are integrated with Time Management)

Attendance prerequisites
- Qualifications of the attendee
- Attendance at prerequisite events

n 1RWH:
You make the required settings for integration with 7LPH 0DQDJHPHQW and the definition of
attendance and absence types in Customizing under ,QWHJUDWLRQ ! 7LPH 0DQDJHPHQW (see the
,QWHJUDWLRQ unit).
You specify which checks are to be carried out and the system reactions in Customizing under 'D\
WR'D\ $FWLYLWLHV -> %RRNLQJ -> $WWHQGHH &KHFNV or in the 3URFHGXUH infotype for the business
event type.

SAP AG

HR515

5-9

%RRNLQJ $WWHQGDQFH 'DWD 6FUHHQ


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SAP AG 2001

n An attendee that you want to book for an event must already exist in the system. On the data screen
of the function %RRN $WWHQGDQFH, you can either create a new attendee or select an existing one by
first selecting the attendee type and entering the attendees name.
n In the case of group attendees (such as an organizational unit), you must also specify the number of
attendees to be booked in the group.
n You select the business event for which you want to book attendance.

n You specify the priority of the booking.


n There are two booking options:

Choose %RRN if you want to transfer the billing and allocation data stored for the attendee type
automatically and you do not want to create any notes.

Choose %RRN3D\PHQW ,QIR if you want to check or change the billing or allocation data stored
for the attendee type, if you want to create a note for the booking, or if you want to use any of
the following functions:
- Billing using credit cards
- Specification of different partner functions (billing)
- Specification of account assignment objects such as internal orders or projects (activity
allocation)
- Percentage cost distribution to multiple cost centers (activity allocation)

SAP AG

HR515

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n When you choose the %RRN3D\PHQW ,QIR function, the dialog box )HH DQG $VVLJQPHQW appears, in
which you can select the settlement type you want, change the fee displayed, and enter data for the
settlement type as required.
n If you choose the tab page 3DUWQHU )XQFWLRQV for the settlement type %LOOLQJ, you can specify the
following SDUWQHU IXQFWLRQV in addition to the FXVWRPHU UHIHUHQFH QXPEHU:

Sold-to party

Payer

Bill-to party

Ship-to party

n You can also simulate the SULFH GHWHUPLQDWLRQ process in this dialog box. When you execute this
function, the net amount to be billed (including discounts etc.) is determined and displayed. All of
the relevant billing data must be maintained for the simulation to work. If any billing data is
missing, a message to this effect is output. You can then maintain the missing data directly. Thus,
this function lets you check at the booking stage whether the billing function can be executed
successfully.

SAP AG

HR515

5-11

SAP AG

HR515

5-12

n When you save your entries, an automatic card check is performed. If the check validates the card,
you can authorize the card (with the function of the same name).

Card type

Card number

Valid-to date of card

Card holder

n If you choose the tab page 3D\PHQW &DUG for the settlement type %LOOLQJ, you can specify the
relevant payment card data:
SAP AG 1999

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SAP AG 1999

n If you select the settlement type $FWLYLW\ DOORFDWLRQ, you can enter the required allocation data.
n You can specify a percentage distribution of cancellation and attendance fees to the following
account assignment objects:

Cost center

Internal order

Projects

n In this dialog box, you can also have the system determine the VWDQGDUG FRVW GLVWULEXWLRQ for
attendees of the type 3HUVRQ and 2UJDQL]DWLRQDO XQLW. The system reads the cost distribution data
stored for the attendee and enters it in the cost distribution table. You can use this function for
example if you initially changed cost distribution data but then want to use the data stored for the
attendees (such as the master cost center) for internal activity allocation.

SAP AG

HR515

5-13

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Quality Management
12.03.2001 - 16.03.2001

&DSDFLW\
Minimum
Optimum
Maximum

IDES Holding
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12

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IDES Holding
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Priority: 90
(Waiting list)

SAP AG 1999

n Depending on capacity, N.N. bookings may be assigned different booking priorities:

If there are not enough places available for the group attendee, N.N. bookings are made up to
optimum capacity with QRUPDO SULRULW\
Up to maximum capacity, bookings are assigned HVVHQWLDO SULRULW\.

Once maximum capacity is reached, ZDLWLQJ OLVW ERRNLQJV can be made for the remaining N.N.
candidates.

SAP AG

HR515

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English for Beginners
10.10.2000 - 10.11.2000
Business English
09.01.2001 - 11.01.2001

Lisa Fisher

Communication
05.03.2001 - 09.03.2001
Programming in C++
26.03.2001 - 06.04.2001

Q $WWHQGHHV IRU  EXVLQHVV HYHQW


P

Anna Bender

Una French

Hans Herbst

U IDES Holding

Business English
01/09/2001 - 01/11/2001

Int. E&T

Henry Swift

H Sally Smith

SAP AG 1999

n In 7UDLQLQJ DQG (YHQW 0DQDJHPHQW you can make list bookings. This function lets you book one
attendee for multiple business events or multiple attendees for one business event in one step.

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SAP AG 1999

n This is an overview of the steps you carry out when prebooking attendance.
n You create prebookings if there are no events scheduled in the required period.
n Prebookings

You create prebookings for a specified period and event type.

You can create prebookings for a specified language and/or location.

You can assign various prebooking priorities.

You can display prebookings when booking attendance.

You can convert prebookings to bookings when a suitable event becomes available. (The
priority of the prebooking is automatically transferred to the new booking).

n 1RWH:
You specify whether you want the system to read the business event catalog (where available)
when prebookings are created in Customizing under 'D\WR'D\ $FWLYLWLHV -> 3UHERRNLQJV. If a
suitable offer exists, a message to this effect is output (see the slide 6HWWLQJV IRU 'D\7R'D\
$FWLYLWLHV).

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5-16

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n As with %RRNLQJ when you prebook attendance for a business event type, you specify the attendee
type and enter the attendees name. Here, too, you have the option of displaying, changing, or
creating attendee data.
n In the case of group attendees, you must also enter the number of prebookings.
n You can create language- or location-dependent prebookings by specifying a language or location.
n There are two prebooking options:

3UHERRNLQJ

Prebook + Note: When you choose this function, a text field appears where you can create a
note for the prebooking.

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n In 7UDLQLQJ DQG (YHQW 0DQDJHPHQW you can make list prebookings. This function lets you prebook
one attendee for multiple business event types or multiple attendees for one business event type in
one step.

SAP AG

HR515

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SAP AG 1999

n You can replace one booking with another.


n The attendee types you replace need not be the same.
n The booking priority, the price, and the fee assignment remain the same.
n You can replace group attendees completely or partially.

n The same checks are carried out as for %RRNLQJ with the exception of the capacity check.

SAP AG

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SAP AG 1999

n When you create a rebooking, the attendees existing booking is cancelled and a new booking is
created.
n Rebookings can be made with any booking priority.
n The same checks are carried out as for %RRNLQJ.

n If you are integrated with 7LPH 0DQDJHPHQW, the old attendance records are deleted and new
records created for the attendee type 3HUVRQ in 7LPH 0DQDJHPHQW

n 1RWH:
You make the required settings for integration with 7LPH 0DQDJHPHQW and the definition of
attendance and absence types in Customizing under ,QWHJUDWLRQ ! 7LPH 0DQDJHPHQW (see the
,QWHJUDWLRQ unit).

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SAP AG 1999

n You can cancel bookings with any priority and for all attendee types.
n You can cancel bookings for group attendees partially or completely.
n As a rule, cancellations are archived, in other words, a cancellation record is created between the
attendee and the business event.
n You can specify a cancellation reason which is then used to levy cancellation fees. The same billing
and activity allocation options are available as for attendance fees (such as payment by credit card).
n If you are integrated with 7LPH 0DQDJHPHQW, the relevant attendance records are deleted for
attendees of the type 3HUVRQ in Time Management.

n You can move candidates up from the waiting list to fill the places that become available due to
cancellations.

n 1RWH:
YRX VSecify the move-up procedure and the percentage proposed for cancellation fees in
Customizing under 'D\WR'D\ $FWLYLWLHV ! &DQFHOLQJ -> &RQWURO 'DWD or 5HDVRQV IRU $WWHQGDQFH
&DQFHOODWLRQ (see the slide 6HWWLQJV IRU 'D\7R'D\ $FWLYLWLHV &DQFHOLQJ $WWHQGDQFH 

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n Most of the booking transactions also let you store notes. You access the QRWH function for the ERRN
FDQFHO UHERRN functions in the dialog box )HH DQG $VVLJQPHQW, and for the SUHERRN function via
the function 3UHERRN  1RWH.

n You can also create notes in the DWWHQGDQFH PHQX and with the various reports available for
individual booking transactions (such as %RRNLQJV SHU $WWHQGHH). You can also display and change
existing notes here.

n 1RWHV
You make the settings regarding whether existing notes may or may not be changed in Customizing
under %DVLF 6HWWLQJV -> 'LDORJ &RQWURO -> 7HFKQLFDO 6HWWLQJV -> 1RWH )XQFWLRQ -> 3URFHGXUH IRU
&UHDWLQJ 1RWHV
n The report (GLW 1RWHV (RHNOTE00) lets you edit and report on all existing notes in a plan version.

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l 'RFXPHQWV IRU HYHU\ DFWLYLW\ LQ 7UDLQLQJ DQG (YHQW 0DQDJHPHQW

WKDW UHTXLUHV QRWLILFDWLRQ


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etc.

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SAP AG 1999

n You can output a variety of notifications to attendees for the activities in 7UDLQLQJ DQG (YHQW
0DQDJHPHQW such as FRQILUPDWLRQ RI DWWHQGDQFH or HYHQW FDQFHOODWLRQ

n Output can be triggered automatically or manually.

n Notifications can be output to a variety of media:


Printer, Internet mail, fax, onscreen, etc. With manual output, you also have the option of using
Microsoft Word standard letter function and of downloading the notification into Microsoft
Word.
n Automatic correspondence is triggered by specific activities in 7UDLQLQJ DQG (YHQW 0DQDJHPHQW
that you define as correspondence-relevant, such as %RRN DWWHQGDQFH.

n A workflow for automatic correspondence informs administrators of any errors that might occur in
output.
n Notification output is documented in the Correspondence History function. This function lets you
request a report for documents output to a given attendee during a specific time period: if and when
an attendee received a confirmation of registration notification, for instance.
n 1RWH:
You make the required Customizing settings for Correspondence under 'D\WR'D\ $FWLYLWLHV ->
&RUUHVSRQGHQFH (see the slide 6HWWLQJV IRU 'D\7R'D\ $FWLYLWLHV &RUUHVSRQGHQFH 

SAP AG

HR515

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SAP AG 1999

n The $XWRPDWLF &RUUHVSRQGHQFH function has an (UURU +DQGOLQJ &RUUHVSRQGHQFH workflow (Error
PD-SCM) that automatically informs administrators of errors occurring in the automatic output of
correspondence.
n The administrator responsible receives a message in his or her Workflow inbox and can correct
errors and output the notifications manually.

SAP AG

HR515

5-24

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SAP AG 2001

n You have the option of outputting correspondence notifications manually in 7UDLQLQJ DQG (YHQW
0DQDJHPHQW (You may need to do so if errors occur during automatic output.) The
MicrosoftWord Standard Letter function is available for manual output.
n To output a notification manually:

In the DWWHQGDQFH PHQX, select a business event or an attendee and choose $WWHQGDQFH ->
&RUUHVSRQGHQFH -> 0DQXDO 2XWSXW.

In the dialog box, choose /)&RGH1DEEU under 1DPH $FWLYLW\ select the activity for which
you want to output correspondence and choose ([HFXWH. The recipient list for the notification
appears.

n Notes:
The appropriate notification form is automatically selected when you select the activity you require.
This is achieved by assigning notification abbreviations to activities. You assign forms to
notification abbreviations in Customizing under 'D\7R'D\ $FWLYLWLHV -> &RUUHVSRQGHQFH ->
2XWSXW &RQWURO -> 6SHFLI\ 8VHU6SHFLILF 2XWSXW &RQWURO see the slide 8VHU6SHFLILF 2XWSXW
&RQWURO).

n You can only access the initial screen 1RWLILFDWLRQV IRU %XVLQHVV (YHQWV (see slide above) if you call
the function from the (DV\ $FFHVV 0HQX (via $WWHQGDQFH -> &RUUHVSRQGHQFH -> 0DQXDO 2XWSXW).
Once you select an activity, a data screen appears in which you can select the business event or the
attendee for which you want to output correspondence. In the DWWHQGDQFH PHQX you select data
using the cursor

SAP AG

HR515

5-25

SAP AG

HR515

5-26

n 1RWH:
Direct output via 06 :RUG 6WDQGDUG /HWWHU, MS Word, 3ULQW SUHYLHZ or 2XWSXW WR VFUHHQ overrides
the output medium set per recipient.
n To trigger output, select the attendee to be notified, select an output medium, and choose ([HFXWH.
n A status display feature indicates the current output status per attendee.

n You also have direct access to the Microsoft Word Standard Letter function from here. You can
download notifications into RTF format as well.
n In the recipient list, you can specify per recipient what medium is used for output.
SAP AG 1999

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n All correspondence with the attendee or for the business event concerned is displayed.

n In the DWWHQGDQFH PHQX, you can check output of correspondence in the &RUUHVSRQGHQFH +LVWRU\.
To do so, select a business event or an attendee, choose $WWHQGDQFH ! &RUUHVSRQGHQFH ! +LVWRU\.
SAP AG 1999


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(Output) agent

Period

Output status

5-28

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HR515

Recipient

Activity

n In addition, you can restrict the data displayed by the report by specifying the following criteria:

Recipient

Output agent

Business event or event type

n Data can be reported on from multiple perspectives:


n This lets you use the history function to check for example what correspondence has been output
for what activities.
n If you do not select an object before calling the correspondence history, a selection screen appears
in which you can select data of your choice for the reporting.
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5-29

A green light indicates that the optimum capacity prescribed for the event has not yet been
reached and that bookings with QRUPDO SULRULW\ are still possible.

A yellow light indicates that the optimum capacity prescribed for the event has been reached or
exceeded. Bookings with essential priority will still be accepted up to maximum capacity.

A red light indicates that the maximum capacity prescribed for the event has been reached.
Only waiting list bookings are accepted from here on.

n Traffic light icons provide instant booking information for the individual business event dates:

You can create attendees.

You can book attendees for events, both individual attendees and complete lists of attendees.

You can prebook attendees for event types, both individual attendees and complete lists of
attendees.

You can replace, rebook, and cancel bookings.

You can create, change, and display attendee appraisals.

You can output correspondence manually.

You can request reports for notifications using the Correspondence History function

You can display a wide range of additional data on attendees such as existing qualifications or
bookings.

You can store notes for attendees

n In the dynamic Attendance menu, you can execute all of the functions relating to booking activities:
SAP AG 2001

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HR515

Adjusting and creating forms

Creating new text variables

5-30

Setting up Correspondence (completely)

Creating new notification abbreviations

Wizard for

n There are four wizards available to help configure Customizing for Correspondence:
n This section contains all of the Customizing settings for booking transactions and for the
Correspondence function.
SAP AG 1999

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n In the entry SEMIN HISTO the message type you specify lets you control whether changes are
allowed to attendance data that has been historically recorded (that is, attendance bookings that are
stored for business events with historical record flags; see also the 5HFXUULQJ $FWLYLWLHV unit):

1R HQWU\:

E (Error message): no changes are allowed.

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changes can be made when you FRQILUP the message.

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message is displayed -> changes are allowed.

no check is performed -> changes are allowed

n In the entry SEMIN WKAPM you can specify the maximum number of waiting list bookings
allowed. You enter a percentage to specify what percentage of the maximum number of attendees is
allowed for the waiting list.
n In the entry SEMIN WKAPT you can enter a message type to specify whether bookings are
allowed (with or without a message) once the maximum number of waiting list bookings set in
SEMIN WKAPM has been reached. See above at SEMIN HISTO for details of the kind of
messages that can be output and what they mean.
n In the entry SEMIN OFFER you can specify whether the business event catalog should be searched
for a suitable event offer when prebookings are made, and whether a message should be output if
there are suitable event dates available.

SAP AG

HR515

5-31

SAP AG

HR515

5-32

n To do so, choose 'HWDLO for each of the attendee types you want to use.

n You can also enter the RUJDQL]DWLRQDO DVVLJQPHQW on the RYHUYLHZ VFUHHQ However, you can make
these entries on the GHWDLO VFUHHQ DV ZHOO
1RWH:
You can change the VHTXHQFH in which attendee types are offered onscreen during booking,
prebooking etc. transactions. This does not allow you to exclude (hide) some attendee types from
display.

n Under 6RUW 2UGHU you can specify the sequence in which attendee types are displayed (ranked from
 to  .
n On the 2YHUYLHZ 6FUHHQ, you specify what attendee types you generally want to use in 7UDLQLQJ
DQG (YHQW 0DQDJHPHQW.
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n On the GHWDLO VFUHHQ you can make the following specifications:

Indicator for LQGLYLGXDO DWWHQGHH.

Indicator for ,QWHUQHW DWWHQGHH. This setting determines whether the attendee type is included
during user maintenance for Internet applications.

2UJDQL]DWLRQDO $VVLJQPHQW Here you specify the HYDOXDWLRQ SDWK or the UHODWLRQVKLS used to
determine an attendees organizational assignment. For example, the organizational assignment
of an attendee of the type 3HUVRQ is determined via the position (evaluation path P-S-O), and
for an attendee of the type ([WHUQDO 3HUVRQ via the relationship EHORQJV WR (A003).

)XQFWLRQ 0RGXOH 2UJDQL]DWLRQDO $VVLJQPHQW: Instead of specifying an evaluation path or a


relationship, you can specify a function module used to determine the organizational
assignment of an attendee.

Billing and Allocation Information:


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SAP AG

Here you specify the VHWWOHPHQW W\SH (ELOOLQJ DFWLYLW\ DOORFDWLRQ or IUHH RI FKDUJH) used to
settle costs for an attendee type. This settlement type is proposed as default when you
execute the function %RRN3D\PHQW ,QIR for an attendee of this type. When you execute the
function %RRN (without payment dialog), the settlement type is automatically transferred.

&RVW FHQWHU DVVLJQPHQW data of the attendee type is required for internal activity allocation of
attendance fees. The evaluation path specified here is used to determine the attendees cost
center. This value is then output as default value.

Function Module - Cost Center Assignment: Instead of specifying an evaluation path, you
can specify a function module used to determine the cost center assignment of an attendee.

HR515

5-33

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SAP AG 1999

n Under $WWHQGHH &KHFNV, you instruct the system how to handle checks carried out for bookings or
prebookings, for example, what messages to output when certain data constellations occur. You
specify system reactions per attendee type.
n The following checks are possible:

Check for a booking on the same business event type (%RRN6DPH7)

Check for prebookings for the same business event type (3UHE7) 97)

Check for business event prerequisites such as attendance at specific business events &KN
3UHUHT)

Check for qualifications (&KN 4XDOV)

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E (Error message): Booking may not be made.

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Warning is displayed. Booking may be made when you choose &RQILUP.

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Message is displayed. Booking is allowed.

n The PHVVDJH W\SH you set determines whether the operation (booking or prebooking) can be
executed or not:
No check is performed. Booking may be made.

n 1RWH:
It is possible to override the settings you make here and the Customizing settings for follow-up
processing (see the 5HFXUULQJ $FWLYLWLHV unit) by maintaining different settings in the 3URFHGXUH
infotype for the business event type (see $SSHQGL[).

SAP AG

HR515

5-34

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n Under &RQIOLFW 5HDFWLRQ, you instruct the system how to react in the event of time conflicts when
booking. In the entry SEMIN TEREF you specify a message type in the event of DWWHQGDQFH
LQVWUXFWRU IXQFWLRQ FRQIOLFW and in SEMIN TETEI you specify a message type in the event of
DWWHQGDQFHDWWHQGDQFH FRQIOLFW.

n You control whether a booking may be made or not by the message type you set:

1R HQWU\:

No check is performed. Booking may be made.

( (Error):

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I (Information): Message is displayed. Booking is allowed.

Error message is displayed. Booking is not allowed.


Warning is displayed. Booking may be made when you choose &RQILUP.

n You can make the following settings under )HH +DQGOLQJ

In SEMIN CCDCT you can specify a function module for specification of different attendance
and cancellation fees.

In SEMIN CCOST you specify whether fees (attendance and cancellation) are generally to be
levied in 7UDLQLQJ DQG (YHQW 0DQDJHPHQW.
1RWH:
To be able to use the function module set in SEMIN CCDCT, the value of the entry SEMIN
CCOST must be .

SAP AG

HR515

5-35

6HWWLQJV IRU 'D\7R'D\ $FWLYLWLHV %RRNLQJ 

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n Under %RRNLQJ 3ULRULWLHV you set number intervals (from the range 00 - 99) for booking priorities:

In the entry SEMIN MAXMU you specify the maximum priority for HVVHQWLDO ERRNLQJV.

In the entry SEMIN MINWL you specify the minimum priority for ZDLWLQJ OLVW ERRNLQJV.

In the entry SEMIN NPRIO you specify the default priority for QRUPDO ERRNLQJV. The default
value for a normal booking must be greater than the maximum priority for essential bookings
and less than the minimum priority for waiting list bookings.

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In the standard system, the values displayed on the slide are preset.
n Caution:
You should set the booking priorities once only when you configure the system. Changes to these
values later on can lead to inconsistencies and overbooking.

SAP AG

HR515

5-36

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SAP AG 1999

n In this section, you make settings required for attendance cancellations.

The PPREL STORA switch has been obsolete since Release 4.0. Cancellations are now
generally archived.

The SEMIN CCDEL switch lets you enter a percentage value to specify what percentage of the
attendance fee is levied as cancellation fee. The value entered here plays a role in the following
cases:
-

If no cancellation reason is specified when attendance is canceled.


If a cancellation reason has been specified for which no cancellation fee is stored, and the
cancellation is not flagged with QR FKDUJH (see below).

In the SEMIN TOPMD switch you specify the move-up procedure for waiting list candidates to
fill the places freed by cancellations. There are three options available: no move-up takes place,
interactive move-up by the user, or the system automatically selects move-up candidates on the
basis of booking priority and date.
Caution:
The move-up procedure defined here does not apply to rebookings.

Under 5HDVRQV IRU $WWHQGDQFH &DQFHOODWLRQ you set up cancellation reasons and determine
what fees are levied per reason:
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SAP AG

A percentage value specifies the percentage of the attendance fee that is levied for a given
reason.

The indicator IUHH RI FKDUJH lets you specify that no cancellation fees will be levied for a
given cancellation reason.

HR515

5-37

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n You can output notifications for the various activities in 7UDLQLQJ DQG (YHQW 0DQDJHPHQW. Standard
forms created with SAPscript data processing program are used as the basis of these notifications.
Variables are used that let you insert your data as required.
n Forms are related with notification abbreviations. These, in turn, are assigned to activities in
7UDLQLQJ DQG (YHQW 0DQDJHPHQW. When an activity is executed, the relevant form is found.

n Name formats can be adjusted to suit country-specific requirements.

n 1RWH:
You make settings required for automatic output of notifications in the following steps:

You configure XVHUVSHFLILF RXWSXW FRQWURO in Customizing under 'D\WR'D\ $FWLYLWLHV !


&RUUHVSRQGHQFH -> 2XWSXW &RQWURO -> 6SHFLI\ 8VHU6SHFLILF 2XWSXW &RQWURO.

You configure DWWHQGHHVSHFLILF RXWSXW FRQWURO under 'D\WR'D\ $FWLYLWLHV ! &RUUHVSRQGHQFH


-> 2XWSXW &RQWURO -> Specify Output Control Based on Attendee Type. The settings you make
here override any user-specific settings that have been made for output.

n 5HFRPPHQGDWLRQ
You should use the wizard to configure Customizing for Correspondence.

SAP AG

HR515

5-38

SAP AG

HR515

Wizard for setting up integration with billing

Wizard for setting up integration with internal activity allocation

Wizard for setting up integration with cost transfer posting

5-39

Wizards for setting up forms/text variables and notification abbreviations

Wizard for setting up integration with Materials Management

n 1RWH:
In addition to the &RUUHVSRQGHQFH wizard, 7UDLQLQJ DQG (YHQW 0DQDJHPHQW has the following other
wizards:
n The last screen displays all of the steps you have carried out before choosing &RPSOHWH.
n Choose %DFN and &RQWLQXH to navigate through the wizard.

n The upper right screen displays a detailed explanation of the activity to be carried out below.
n The list on the left, displays all of the settings that have to be made. A green light indicates steps
that have been completed, a yellow triangle indicates the step you are currently processing, a red
rectangle indicates steps still to be completed.
n The slide shows how the wizard guides you through the required Customizing settings for
configuring &RUUHVSRQGHQFH.
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HR515

5-40

1RWH:
You can copy the forms delivered in the standard system and adjust them to suit your
requirements. Do so under (GLW )RUPV The standard R/3 System contains forms that you can
use for your correspondence.
Under 0DLQWDLQ *OREDO 6WDQGDUG 7H[WV IRU )RUPV you can maintain the ORJR, the VHQGHU and
the IRRWHU for all of the forms you use.

User group:
You can classify users of Correspondence into different user groups. You assign user groups
notification abbreviations for the types of correspondence they are authorized to output.

Forms:
You specify a form per XVHU JURXS and per QRWLILFDWLRQ DEEUHYLDWLRQ. The form is used as the
template for the notifications.

Output control:
You specify per user group and notification abbreviation whether notification output should be
triggered automatically or manually:
For DXWRPDWLF output, you must specify the output medium (such as 3 for SULQWHU, , for ,QWHUQHW
0DLO). Otherwise you specify no medium.

n In the step 6HW XS XVHUVSHFLILF RXWSXW FRQWURO you maintain the following parameters:
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SAP AG

HR515

5-41

([HUFLVHV
8QLW 'D\7R'D\ $FWLYLWLHV

In this exercise

create external attendees

make prebookings, bookings, cancellations, and replacements for


attendees

display correspondence with attendees

One of your responsibilities is to process all of the booking activities that


involve the business event catalog.
In response to an enrollment request, you enter a new person in the
system for whom no data previously existed, create this person as an
attendee and enter the required data.

In the DWWHQGDQFH PHQX, you select the business event for which you
want to book attendance.
Depending on the number of bookings that already exist for this business
event, you book the attendee with the appropriate booking priority.

In this exercise, you work in the DWWHQGDQFH PHQX. Before starting


the exercise, bear in mind that you should set a point of initial access
to your EXVLQHVV HYHQW JURXS 

1.

2.

In the DWWHQGDQFH PHQX, create two external persons with names of your choice. They
belong to the company that has already been created in the system. Ensure that the
validity start date for the attendees is 01.01. of the current year (or a past year) or if you
select the attendees from the attendance menu, make sure that the start date of the menu
selection period (which is taken over for objects selected there) is early enough.
Prebook the two new attendees and any two internal attendees for WKH EXVLQHVV HYHQW
W\SH .

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3.

Book attendees for a business event in the past and in the future. Book primarily
SHUVRQV H[WHUQDO SHUVRQV, DWWHQGHHV RUJDQL]DWLRQDO XQLWV and FRPSDQLHV of your
choice. (Personnel numbers as specified by the instructor.)
Overbook the business event that lies in the past so that it has a waiting list of 4
attendees.
If the business event belongs to the event type for which you created prebookings,
transfer the prebookings by choosing the function 3UHERRNHG and book them for the
event.
If you want to transfer and book all or several prebookings in one
step, you have to use the OLVW ERRNLQJ function.

4.

Cancel two attendance bookings.

5.

Rebook two attendance bookings.

6.

7.

Replace one or more group attendees (of object type RUJDQL]DWLRQDO XQLW) from the
attendee list of the business event that lies in the past with named attendees (of object
type 3HUVRQ) so that you have no more N.N. (no name) bookings on the attendee list.
Display the SURYLVLRQDO FRQILUPDWLRQV RI SODFH that can be output for a business event
using the &RUUHVSRQGHQFH function.

SAP AG

HR515

5-43

2SWLRQDO Additional exercises for experienced users:


1.

Create two new cancellation reasons for which differing cancellations fees are levied.
Cancel one attendee for each of the new reasons.

2.

Change the cancellation fee for one of the canceled bookings.

3.

Change the sequence in which attendee types are offered onscreen during booking,
prebooking etc. transactions.

4.

For SapScript Experts: Copy the form +5B$//B%8&+ from client 000 to the
customer name range under the name Z##_ALL_BUCH (## = group number) in any
language you choose. Edit the copied form. In the 0$,1 window, switch the text
variable for the ([WHQGHG EXVLQHVV HYHQW WH[W 339$5.;71 with the text variable
for the ([WHQGHG EXVLQHVV HYHQW W\SH WH[W 339$5';71.
1RWH: Do not use the )RUP wizard to do so

SAP AG

HR515

5-44

6ROXWLRQV
8QLW 'D\7R'D\ $FWLYLWLHV

In this exercise, you work in the DWWHQGDQFH PHQX.


In the 6$3 (DV\ $FFHVV 0HQX choose 7UDLQLQJ DQG (YHQW
0DQDJHPHQW !$WWHQGDQFH ! $WWHQGDQFH 0HQX. Before starting
the exercise, remember to set a point of initial access to your EXVLQHVV
HYHQW JURXS ##
1.

In the DWWHQGDQFH PHQX, create two external persons with names of your choice. They
belong to the company that has already been created in the system.
First check the selection period set for the DWWHQGDQFH PHQX. If necessary, change the
start date of the selection period to 01.01. of the current (or a past) year. In the
DWWHQGDQFH PHQX, choose ([WUDV -> $WWHQGHH -> &UHDWH. Select the object type ([WHUQDO
3HUVRQ from the list. On the data screen, enter a ILUVW and ODVW QDPH. In the
5HODWLRQVKLSV infotype, store the assignment of the attendee to the company you
previously created. Complete the $GGUHVV and 1DPH IRUPDW fields as appropriate and
save your entries.
You can create attendees directly in the booking and prebooking
transactions if necessary. So, for example, you can do exercises 1 and
2 together.

2.

Prebook the two new attendees and any two internal attendees for the EXVLQHVV HYHQW
W\SH .
Right click the business event type and choose 3UHERRN or 3UHERRN /LVW.
If you choose 3UHERRN, select the attendee type ([WHUQDO 3HUVRQ and enter one of the
new attendees. Choose 6DYH to prebook attendance. In the same window, you can enter
the second new attendee and prebook attendance by choosing 6DYH. Then, select the
attendee type 3HUVRQ and proceed in the same way for two internal attendees.
If you choose 3UHERRN /LVW, you can enter the required attendees including object type
abbreviation (H and P) on the list screen and prebook all 4 in one step by choosing
6DYH.

SAP AG

HR515

5-45

3.

Book attendees for a business event in the past and in the future. Book primarily
SHUVRQV H[WHUQDO SHUVRQV, DWWHQGHHV RUJDQL]DWLRQDO XQLWV and FRPSDQLHV of your
choice. (Personnel numbers as specified by the instructor.)
Overbook the business event that lies in the past so that it has a waiting list of 4
attendees. If the business event belongs to the event type for which you created
prebookings, transfer the prebookings by choosing the function 3UHERRNHG and book
them for the event.
In the DWWHQGDQFH PHQX, select a business event type.
Choose $WWHQGDQFH -> %RRN (or alternatively, right click the object.) On the %RRN
$WWHQGDQFH data screen, on the $WWHQGHH 7\SH tab page select the required attendee type
and search for the attendee using the search function.
Book various attendee types.
Choose %RRN3D\PHQW LQIR to display and possibly change the attendees settlement
data in the )HH DQG $VVLJQPHQW dialog box. (You can enter any fees; controlling area
and cost center as specified by the instructor).
Make list bookings for attendees too, for example, for the business event of the event
type for which you made prebookings. To do so, right click the business event date and
choose %RRN OLVW To transfer the attendees prebooked, choose 3UHERRNHG. A list of
prebookings is displayed. You can select these and transfer them to the attendee list.
If required, select other attendee types to be booked and search for the attendee IDs
using the search function. Use this procedure to add a number of attendees to the
attendee list (so that there are more than 4 attendees on the waiting list for the event)
and save your entries.
Please note warnings displayed while you are booking. Confirm them
with Enter if necessary.

4.

Cancel two attendance bookings. In the DWWHQGDQFH PHQX, select an attendee booked
for the overbooked business event for which there is a waiting list. Choose $WWHQGDQFH > &DQFHO (or alternatively: right click the object.) If required, select a cancellation
reason (used to determine cancellation fees) and choose &DQFHO (or &DQFHO3D\PHQW
LQIR to display and/or change the attendee' settlement data).
s
This leaves one place available on the attendee list. The system displays possible moveup candidates from the waiting list. Select a move-up candidate or just confirm without
selecting a candidate to be moved up if you do not want to allow any move ups. Use the
same procedure to cancel two more bookings.
In the DWWHQGDQFH PHQX, check to see how the bookings have changed.

5.

Rebook two attendance bookings. In the DWWHQGDQFH PHQX, select an attendee. Choose
$WWHQGDQFH -> 5HERRN (or alternatively: right click the object.) On the subsequent
screen, possible alternative events are displayed under %XVLQHVV HYHQW FDWDORJ. Select an
alternative event from the list and make the rebooking by choosing 6DYH directly, or
first choose %RRN3D\PHQW LQIR and then choose 6DYH.
In the case of a group booking, if you want to rebook fewer attendees
than the full number in the group, you must adjust the number of
bookings accordingly in all subsequent dialog boxes and screens.

SAP AG

HR515

5-46

6.

7.

Replace one or more group attendees (of object type RUJDQL]DWLRQDO XQLW) from the
attendee list of the business event that lies in the past with named attendees (of object
type 3HUVRQ) so that you have no more N.N. (no name) bookings on the attendee list.
Right click a group attendee and choose 5HSODFH.
The dialog box 5HSODFH $WWHQGHH appears in which you can enter as many replacement
attendees (including attendee types) as there are N.N. bookings. Enter the required
number of individual replacement attendees for N.N. bookings. Save your entries.
Proceed in the same way for all remaining group attendees on the list until there are
only individual attendees on the list.
Display SURYLVLRQDO FRQILUPDWLRQV RI SODFH for a business event via the correspondence
function. In the DWWHQGDQFH PHQX, select a business event with bookings.
Choose $WWHQGDQFH -> &RUUHVSRQGHQFH -> 0DQXDO 2XWSXW. In the list of actions and
notification abbreviations, select the line %2.3%8&+  %RRN IRU 3ODQQHG %XVLQHVV
(YHQW  5HJLVWUDWLRQ FRQILUP SURYLVLRQDOO\. Click the green checkmark to confirm. On
the next screen, select some or all of the attendees (recipients) and display the
correspondence RQVFUHHQ.

SAP AG

HR515

5-47

6ROXWLRQV to the optional additional exercises:


1.

Create two new cancellation reasons for which differing cancellations fees are levied.
Cancel one attendee for each of the new reasons.
In Customizing for 7UDLQLQJ DQG (YHQW 0DQDJHPHQW choose 'D\7R'D\ $FWLYLWLHV ->
$WWHQGDQFH &DQFHOODWLRQ -> 5HDVRQV IRU $WWHQGDQFH &DQFHOODWLRQ.
Create two new cancellation reasons in the table by choosing 1HZ (QWULHV. Under
5HDVRQ enter a sequence number for each new reason. Enter a text for the reason in the
next column. Under &DQFHO enter a cancellation percentage to specify what
percentage of the attendance fee is to be levied as cancellation fee.
1RWH: You have the option of not charging any cancellation fee for a given cancellation
reason. In this case, you select the option )UHH RI FKDUJH.
Go to the DWWHQGDQFH PHQX and select an attendee from an attendee list. With a right
click choose &DQFHO. In the dialog box &DQFHO $WWHQGDQFH that appears, select one of
your cancellation reasons and confirm the cancellation.
Proceed in the same way for two more attendance bookings.

2.

Change the cancellation fee for one of the cancelled bookings.


Right click the business event date for which you just cancelled bookings and choose
&DQFHOODWLRQV to display a list of all bookings cancelled for the event.
In this list, select one of the attendees and choose 0DLQWDLQ IHH. The )HH DQG
$VVLJQPHQW dialog box appears in which you can now change any of the settlement data
for the attendee. Change the fee displayed and save.

3.

Change the sequence in which attendee types are offered onscreen during booking,
prebooking etc. transactions.
In Customizing for 7UDLQLQJ DQG (YHQW 0DQDJHPHQW choose 'D\7R'D\ $FWLYLWLHV ->
%RRNLQJ -> 6SHFLI\ $WWHQGHH7\SH &RQWURO.
A table is displayed in which you can now change the display order of the first 6
attendee types in the 6RUW RUGHU by reassigning the numbers  - . Assign a new
sorting order and save your entries.

SAP AG

HR515

5-48

4.

Copy the form +5B$//B%8&+ from client 000 to the customer name range under
the name Z##_ALL_BUCH (## = group number) in any language you choose. Edit the
copied form. In the 0$,1 window, switch the text variable for the ([WHQGHG EXVLQHVV
HYHQW WH[W 339$5.;71 with the text variable for the ([WHQGHG EXVLQHVV HYHQW
W\SH WH[W 339$5';71.
In Customizing for 7UDLQLQJ DQG (YHQW 0DQDJHPHQW choose 'D\7R'D\ $FWLYLWLHV ->
&RUUHVSRQGHQFH -> )RUP &UHDWLRQ -> (GLW )RUPV. The )RUP 3DLQWHU initial screen
appears.
Choose 8WLOLWLHV -> &RS\ IURP FOLHQW. Under )RUP QDPH enter +5B$//B%8&+, under
6RXUFH FOLHQW enter  and under 7DUJHW IRUP enter your new form name
= B$//B%8&+.
Choose ([HFXWH. A list of the different language versions of the form is displayed. Exit
this window. You return to the initial screen of the )RUP 3DLQWHU.
Change the original langauge of the form to a language of your choice. To do so,
choose )RUP -> &KDQJH. On the data screen, choose 8WLOLWLHV ! &RQYHUW RULJ
ODQJXDJH and make the required changes. Then delete all other language versions of the
form. To do so, call each language version of the form from the initial screen of the
)RUP 3DLQWHU and choose &KDQJH )RUP -> 'HOHWH )RUP.
For the remaining form, under 6XEREMHFWV select the option 3DJHV and choose &KDQJH.
The data screen )RUP &KDQJH 3DJHV =;;B$//B%8&+ appears. Choose (GLW -> 7H[W
HOHPHQWV. The editor of the 0$,1 window appears.
Find the text variables 339$5.;71 (in the upper third of the text after the
salutation). Select one of the text variables and choose &KDQJH FRPPDQG. In the dialog
box that appears, change the variable by switching . with ' in the variable name.
Press (QWHU to confirm. Proceed in the same way for each of the variables. Bear in mind
that you must also adjust the condition for output control of the ([WHQGHG %XVLQHVV
(YHQW 7\SH 7H[W (IF 339$5.;71 -> IF 339$5';71). Choose %DFN and
activate the form by choosing )RUP -> $FWLYDWH.

SAP AG

HR515

5-49

5HFXUULQJ $FWLYLWLHV

&RQWHQW
l 5HFXUULQJ DFWLYLWLHV IRU EXVLQHVV HYHQWV DQG
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n $SSUDLVDOV

l &XVWRPL]LQJ VHWWLQJV IRU 5HFXUULQJ $FWLYLWLHV

SAP AG 1999

SAP AG

HR515

6-1

5HFXUULQJ $FWLYLWLHV 8QLW 2EMHFWLYHV

$W WKH FRQFOXVLRQ RI WKLV XQLW \RX ZLOO EH DEOH WR


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HYHQWV

l &RQILJXUH WKH &XVWRPL]LQJ VHWWLQJV IRU 5HFXUULQJ

$FWLYLWLHV

SAP AG 1999

SAP AG

HR515

6-2

5HFXUULQJ $FWLYLWLHV &RXUVH 2YHUYLHZ 'LDJUDP































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%LOOLQJ DQG $FWLYLW\ $OORFDWLRQ

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SAP AG 2001

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HR515

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5HFXUULQJ $FWLYLWLHV %XVLQHVV 6FHQDULR

l <RX KDYH FUHDWHG EXVLQHVV HYHQW GDWHV DQG

PDGH D QXPEHU RI ERRNLQJV IRU WKHVH


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SAP AG 1999

SAP AG

HR515

6-4

5HFXUULQJ $FWLYLWLHV 2YHUYLHZ


%XVLQHVV HYHQWV
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SAP AG 1999

n This slide provides an overview of the activities involved in 5HFXUULQJ $FWLYLWLHV in 7UDLQLQJ DQG
(YHQW 0DQDJHPHQW that is, all of the activities that can be carried out periodically. This includes
locking and unlocking business events, firmly booking, canceling and following up events. It also
includes creating appraisals for attendees and business events.
n The following slides contain detailed explanations of the individual activities.

SAP AG

HR515

6-5

/RFNLQJ DQG 8QORFNLQJ %XVLQHVV (YHQWV

$WWHQGHH /LVW

$QGHUVRQ

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$QGHUVRQ

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 11 ,'(6

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SAP AG 1999

n This function lets you temporarily lock the attendance list of a business event to prevent further
bookings. You can lock internal and external events in either planned or firmly booked status.
n When you want to allow bookings for the business event again, you simply unlock it.

n 1RWH:
Business events that are locked are not displayed or offered for booking in the Web applications.
Once they have been unlocked again, they are displayed.

SAP AG

HR515

6-6

)LUPO\ %RRNLQJ %XVLQHVV (YHQWV


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SAP AG 2001

n Firmly booking a business event means:

Data in SODQQHG status is given DFWLYH status.

The system proposes a definitive attendee list. Depending on the number of reservations,
attendees on the waiting list are moved up until the optimum/maximum capacity is reached.

You then have the option of swapping attendees on the waiting list with attendees on the
attendee list.

You can create a rebooking proposal for existing waiting list bookings with the function 6DYH
ZLWK UHERRNLQJV

The following procedures applies for any remaining waiting list candidates:
- Leave on the waiting list
- Convert to prebookings

Automatic output of correspondence for the corresponding activities.

n Notes:
You specify the procedure in Customizing for 7UDLQLQJ DQG (YHQW 0DQDJHPHQW under 5HFXUULQJ
$FWLYLWLHV ! )LUPO\ %RRN&DQFHO ! &RQWURO 'DWD.
You specify the correspondence procedure in Customizing under 'D\7R'D\ $FWLYLWLHV ->
&RUUHVSRQGHQFH -> 2XWSXW &RQWURO -> 6SHFLI\ 8VHU6SHFLILF 2XWSXW &RQWURO.
n &DXWLRQ
Firmly booking a business event is irrevocable, it cannot be undone.

SAP AG

HR515

6-7

&DQFHOLQJ %XVLQHVV (YHQWV


&DQFHOODWLRQ
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%HJLQQHUV (QJOLVK
  

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SAP AG 1999

n Canceling a business event means:

Reserved resources are released again.

You can rebook attendees for other events. The system displays suitable alternatives where
available.

The following procedures apply for any attendance bookings that are not rebooked:
-

Leave on the waiting list

Convert to prebookings

A delete flag is appended to the event.

Automatic output of correspondence for the corresponding activities

n 1RWHV
You specify the procedure in Customizing for 7UDLQLQJ DQG (YHQW 0DQDJHPHQW under 5HFXUULQJ
$FWLYLWLHV ! )LUPO\ %RRN&DQFHO ! &RQWURO 'DWD.
You specify the correspondence procedure in Customizing under 'D\7R'D\ $FWLYLWLHV ->
&RUUHVSRQGHQFH -> 2XWSXW &RQWURO -> 6SHFLI\ 8VHU6SHFLILF 2XWSXW &RQWURO.

n &DXWLRQ
Canceling a business event is irrevocable, it cannot be undone.

SAP AG

HR515

6-8

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SAP AG 1999

n Following up a business event means:

Business event objectives can be transferred to attendees as qualifications.


During follow-up processing, you can decide whether imparted qualifications are assigned to
attendees and with what proficiencies.

Attendance bookings can be deleted.

A relationship can be created between the attendee and the business event type.

1RWH:
You specify which of these three activities are carried out per attendee type in Customizing
under 5HFXUULQJ $FWLYLWLHV -> )ROORZ8S 3URFHVVLQJ or in the 3URFHGXUH infotype for the
business event type.

You can append a historical record to the business event. This means that no further changes
can be made to the event data.
1RWH:
Report RHGRENZ1 lets you remove the historical record flag from a business event.

Confirmation of attendance notifications can be output.


1RWH:
You make output specifications in Customizing under 'D\7R'D\ $FWLYLWLHV ->
&RUUHspondHQFH -! 2XWSXW &RQWURO ! 6SHFLI\ 8VHU6SHFLILF 2XWSXW &RQWURO.

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SAP AG 1999

n 7UDLQLQJ DQG (YHQW 0DQDJHPHQW uses the appraisal system of the 3HUVRQQHO 'HYHORSPHQW
application. This provides multiple options for creating and reporting on appraisals.
n The following objects are important for appraisals:

)RUP RI $SSUDLVDO The form of appraisal (for example, a business event appraisal) specifies
who may appraise whom or what (in this case, an attendee appraises a business event).

$SSUDLVDO FULWHULRQ An attribute that is given a rating in an appraisal (such as, the instructors
teaching style).

$SSUDLVDO VFDOH A scale that specifies how the criteria of an appraisal are rated (for example,
points scale from 1-6).

$SSUDLVDO PRGHO An appraisal model, created in the appraisal catalog, specifies what criteria is
evaluated in an appraisal. Thus, the appraisal model defines the form that is used when an
appraisal is created. In 7UDLQLQJ DQG (YHQW 0DQDJHPHQW one or more appraisal models are
assigned to the forms of appraisal used there (that is, the business event appraisal and the
attendee appraisal). This is done in the appraisal catalog.
1RWH:
It is possible to use different appraisal models (forms) per business event type for attendee
appraisals and business event appraisals (see also the slide %XVLQHVV (YHQW 7\SH 5HODWLRQVKLSV
 in the unit %XVLQHVV (YHQW 3UHSDUDWLRQ 

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SAP AG 1999

n To perform an appraisal, select the objects you want to appraise (JHQHUDWH


WR GR
OLVW . For a
business event appraisal, you select the business event you want to appraise, and for an attendee
appraisal, the attendee.
n In the case of a business event appraisal, the attendees of the event are displayed in the list of
DSSUDLVHUV (see slide).

n You can now decide whether to choose &RPSOHWH DSSUDLVDO or perform the appraisal directly.

n If you choose &RPSOHWH DSSUDLVDO, you or another person can create the appraisal later (if the
indicator DQRQ\PRXV DSSUDLVHU is not set).

n The status of each appraisal which can be created per attendee for the business event is displayed in
the list of appraisers.
n When you choose ([HFXWH you access the appraisal form directly.

SAP AG

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SAP AG 1999

n To create an appraisal, select a proficiency for each appraisal criteria.


n You can assign different weightings to appraisal criteria. You define these in Customizing under
5HFXUULQJ $FWLYLWLHV ! $SSUDLVDOV -> (GLW $SSUDLVDOV &DWDORJ (Choose 6RUWLQJ DQG :HLJKWLQJ).

n You can store notes for each appraisal criteria.

n When you have changed data as required, choose 6DYH or 7UDQVIHU

When you choose 6DYH, the appraisal status is LQ SURFHVV. This means that you can change the
appraisal later as required.

When you choose &RPSOHWH, no further changes are possible.

n 1RWH:
You can edit uncompleted appraisals by choosing &KDQJH DSSUDLVDO in the DWWHQGDQFH PHQX (for
attendee appraisals) or in the EXVLQHVV HYHQW PHQX (for business events). In addition, you can edit
appraisals with the reporting functions for business event appraisals and attendee appraisals (see
,QIR 6\VWHP unit .

SAP AG

HR515

6-12

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SAP AG 1999

n This section contains all of the Customizing settings for UHFXUULQJ DFWLYLWLHV.

You instruct the system how to react when business events are ERRNHG and ILUPO\ ERRNHG.

You also specify what activities are to be performed for the individual attendee types in IROORZ
XS SURFHVVLQJ.

You check the settings for the $SSUDLVDO 6\VWHP These are automatically configured the first
time you use the appraisal functions.

SAP AG

HR515

6-13

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SAP AG 1999

n In the SEMIN FIXRV switch you specify whether unplaced attendees (waiting list bookings) are
converted into prebookings when business events are firmly booked or canceled.
There are two options available:

Unplaced attendees are neither canceled nor prebooked. They remain on the waiting list unless
they are rebooked.

Unplaced attendees are canceled and converted into prebookings. The waiting list is then
empty.
If no rebooking for an alternative event takes place, prebookings for the event type are created.

n Under (YHQW &DQFHOODWLRQ 5HDVRQV you can store cancellation reasons. These are purely for
information purposes. Specification of them is optional.

SAP AG

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6-14

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SAP AG 2001

n Under )ROORZ8S 3URFHVVLQJ you can specify what follow-up actions are performed for what
attendee types:

Transfer business event objectives as qualifications to attendees (Transfer quals)

Delete relationship between business event and attendee (Del. BE/A rel.)

Create relationship between attendee and event type (Rel. BE type/Att.)


This relationship makes it easy to check whether an attendee has the attended prerequisite
business events when booking attendance.

n 1RWH:
You can override the settings made here, including the attendee checks, by maintaining the
3URFHGXUH infotype for the business event type (see $SSHQGL[). (See also in the 'D\7R'D\
$FWLYLWLHV unit the slide 6HWWLQJV IRU 'D\7R 'D\ $FWLYLWLHV %RRNLQJ 

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HR515

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SAP AG 2001

n You can create appraisals for business events and attendees in 7UDLQLQJ DQG (YHQW 0DQDJHPHQW.
The following Customizing settings required for the function are automatically configured the first
time you call the appraisal function and confirm the query as to whether the conversion program
(RHUMAPPR) should be started.
n You can change or extend these settings in Customizing for 7UDLQLQJ DQG (YHQW 0DQDJHPHQW under
5HFXUULQJ $FWLYLWLHV ! $SSUDLVDOV.

n Under )RUP RI $SSUDLVDO one form of appraisal is created for business event appraisal and one for
attendee appraisal.
n Under (GLW 6FDOHV DSSUDLVDO VFDOHV and their SURILFLHQFLHV are defined.

SAP AG

HR515

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SAP AG 2001

n You define DSSUDLVDO PRGHOV under (GLW $SSUDLVDO &DWDORJ. An appraisal model contains a set of
criteria or qualifications, and possibly also criteria groups. It acts as a template for creating an
actual appraisal. The following information is stored in the appraisal model:

Form of appraisal (appraisal models are assigned to forms of appraisal, see slide)

Appraisal type (that is, individual or multisource appraisal; however 7UDLQLQJ DQG (YHQW
0DQDJHPHQW only supports the appraisal type LQGLYLGXDO DSSUDLVDO)

Appraisal scale

Input control for the result of the appraisal (optional entry, mandatory, no input)

Calculation procedure for the result (for example, average)

1RWH:
You can define different appraisal models for individual event types by maintaining the
5HODWLRQVKLSV infotype (see the %XVLQHVV (YHQW 3UHSDUDWLRQ unit, slide %XVLQHVV (YHQW 7\SH
5HODWLRQVKLSV  

n Under &RQWURO 3DUDPHWHUV you specify the form of appraisal you want to use for EXVLQHVV HYHQW
DSSUDLVDOV in the SEMIN EVAEV switch and for DWWHQGHH DSSUDLVDOV in the SEMIN EVAPA
switch.

SAP AG

HR515

6-17

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HYHQWV

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5HFXUULQJ $FWLYLWLHV

SAP AG 1999

SAP AG

HR515

6-18

([HUFLVHV
8QLW 5HFXUULQJ $FWLYLWLHV

In this exercise

perform follow-up activities for a business event and create a


business event appraisal

When you decide that business events in SODQQHG status will definitely
take place, you can ILUPO\ ERRN them (put them in DFWLYH status). Business
events in ILUPO\ ERRNHG status can be followed up. In follow-up
processing, qualifications can be transferred to attendees

In this exercise, you will be working in the EXVLQHVV HYHQW PHQX.

1.

Firmly book a business event in the past. Book an attendee that is on the waiting list for
another event date if possible.

2.

Follow up this business event (do not historically record it). Find out what procedure is
used during follow-up processing. Transfer qualifications to the attendees where
possible.
Overwrite or assign qualification proficiencies to the individual attendees.

3.

Create an appraisal for the business event you just followed up.

2SWLRQDO Additional exercises for experienced users:


1.

Change the follow-up procedure so that qualifications are transferred for an additional
attendee type as well.

2.

Create a new appraisal model EXVLQHVV HYHQW DSSUDLVDO and define this for EXVLQHVV
HYHQW W\SH  that is under your business event group ##-1.

3.

Appraise a business event of this type using this appraisal model.

SAP AG

HR515

6-19

6ROXWLRQV
8QLW 5HFXUULQJ $FWLYLWLHV

In this exercise, you will be working in the EXVLQHVV HYHQW PHQX. In


the 6$3 (DV\ $FFHVV 0HQX, choose 7UDLQLQJ DQG (YHQW
0DQDJHPHQW !%XVLQHVV (YHQWV ! %XVLQHVV (YHQW 0HQX.

1.

Firmly book the business event that is dated in the past. If there are any attendees on the
waiting list, book them for another event date.
You are in the EXVLQHVV HYHQW PHQX. Select the business event that is dated in the past
and for which you have booked attendees.
Choose %XVLQHVV HYHQW -> )LUPO\ ERRN&DQFHO. (Alternatively, right click the object.)
The )LUPO\ %RRN&DQFHO %XVLQHVV (YHQW screen appears, offering multiple editing
options. The system proposes firmly booking the business event with optimum capacity
(allowing bookings to be made up to optimum capacity). Since there is already a
waiting list for the business event, select the option )LUPO\ ERRN PD[ FDS . Choose
'DWD VFUHHQ
The next screen is divided into two areas: in the upper area, attendees that have
received places on the business event, and in the lower area, attendees on the waiting
list (any unplaced attendees). There should still be at least one attendee on the waiting
list.
1RWH: You can swap one attendee with another simply by selecting the attendees
concerned (H[FHSWLRQ: attendees whose bookings have HVVHQWLDO priority may not be
moved back to the waiting list).
Choose 6DYH ZLWK UHERRNLQJ to display rebooking proposals for attendees on the
waiting list. If alternative event dates exist, these will be displayed. Select a suitable
date in the list and confirm the rebooking.

2.

Follow up the business event. Choose %XVLQHVV (YHQW -> )ROORZ XS and then choose
'DWD VFUHHQ. Find out what follow up procedure has been specified by choosing
'LVSOD\ 3URFHGXUH on the data screen )ROORZ 8S %XVLQHVV (YHQW 4XDOLILFDWLRQV DQG
$FWLRQV Exit this window. The data screen appears with a list of attendees for whom
qualifications can be transferred.
Transfer qualifications to the attendees for whom this is allowed, and assign or
overwrite proficiency values for some of the attendees.
To do so, place the cursor on 6HW YDOXDWLRQ. In the dialog box, press F4 for a list of
possible entries. Select a proficiency from the list and transfer it.
The selected proficiency will now be proposed for all attendees. If you have more than
one attendee on your list, overwrite the proficiency for some attendees.
Save your entries.

SAP AG

HR515

6-20

You have the option of creating an appraisal for the business event
directly from follow up processing. To do so, you simply choose
$SSUDLVH EXVLQHVV HYHQW. The procedure from here on is described in
the following solution.
3.

Create an appraisal for the business event you just followed up.
If you are not starting from the follow up processing screen, in the EXVLQHVV HYHQW
PHQX, select the business event you just followed up and choose %XVLQHVV HYHQW ->
$SSUDLVDOV -> &UHDWH.
The *HQHUDWH
7R 'R
/LVW data screen appears displaying the selected business event.
The list of event attendees that can appraise the business event is displayed. Select the
attendee and, where relevant, choose the option $QRQ\PRXV DSSUDLVHU.
You generate a WR GR OLVW for the appraisal by choosing &RPSOHWH SUHSDUDWLRQ.
Select one attendee and choose ([HFXWH. This takes you to the &KDQJH $SSUDLVDO data
screen where you can create the appraisal.
Enter a valuation for the appraisal criteria listed on the appraisal sheet.
Choose 6DYH if you want to create the appraisal and change it at a later stage. Or choose
&RPSOHWH if you want to make or allow no further changes to it.
You can create business event appraisals for each of the attendees displayed in the same
way.

SAP AG

HR515

6-21

6ROXWLRQV to the optional additional exercises:


1.

2.

3.

Change the follow-up procedure so that qualifications are transferred to an additional


attendee type as well.
In Customizing IRU 7UDLQLQJ DQG (YHQW 0DQDJHPHQW choose 5HFXUULQJ $FWLYLWLHV ->
)ROORZ XS. In the first column of the table, select the option 7UDQVIHU TXDOLILFDWLRQV for
an attendee type for whom this option is not already selected.
Create a new appraisal model EXVLQHVV HYHQW DSSUDLVDO and define this for EXVLQHVV
HYHQW W\SH  that is under your EXVLQHVV HYHQW JURXS .
In Customizing for 7UDLQLQJ DQG (YHQW 0DQDJHPHQW choose 5HFXUULQJ $FWLYLWLHV ->
$SSUDLVDOV -> (GLW $SSUDLVDOV &DWDORJ.
Select the top line of the structure (&DWDORJ) and choose &UHDWH QHZ DSSUDLVDO HOHPHQW.
The &UHDWH $SSUDLVDO 0RGHO dialog box appears Enter %XVLQHVV HYHQW DSSUDLVDO in
the first line. Under IRUP RI DSSUDLVDO select EXVLQHVV HYHQW DSSUDLVDO and under
DSSUDLVDO W\SH select LQGLYLGXDO DSSUDLVDO. Save your entries. The new appraisal model
is displayed in the structure.
Select the appraisal model and choose ,QVHUW H[LVWLQJ DSSUDLVDO HOHPHQW to define
existing criteria groups, criteria, and/or qualifications as the basis of the business event
appraisal. You can also create new criteria groups and criteria by choosing &UHDWH QHZ
DSSUDLVDO HOHPHQW. Define all of the criteria to be evaluated for this appraisal model.
Go to the 0DVWHU 'DWD &DWDORJ and find the EXVLQHVV HYHQW W\SH  (using the
([WHQGHG VHDUFK function for instance), right click it and choose &KDQJH.
Select the 5HODWLRQVKLSV infotype and choose &UHDWH. From the list of relationships
displayed, select relationship $ KDV EXVLQHVV HYHQW DSSUDLVDO PRGHO. Under 7\SH RI
UHODWHG REMHFW enter $SSUDLVDO PRGHO and under ,' enter the ID of your new appraisal
model. Save your entries.
Appraise a business event of this event type using this appraisal model.
Go to the EXVLQHVV HYHQW PHQX. Check whether there is already a business event date
scheduled for the business event type##-2 in ILUPO\ ERRNHG status with bookings. If
there is none, create a business event date (the current date is the earliest possible start
date you may assign). Book individual attendees for this date using the list booking
function (since N.N. bookings may not be appraisers) and firmly book the business
event. In the EXVLQHVV HYHQW PHQX, select the business event date and choose %XVLQHVV
HYHQW -> $SSUDLVDOV -> &UHDWH. The procedure from here on is the same as described for
solution 3 of the exercises above.

SAP AG

HR515

6-22

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SAP AG 2001

SAP AG

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n This slide gives you an overview of the billing and activity allocation process in 7UDLQLQJ DQG (YHQW
0DQDJHPHQW

Cost Transfer Posting

Internal Activity Allocation

Billing

1RWH
This process is also valid for Material Procurement in 7UDLQLQJ DQG (YHQW 0DQDJHPHQW.

n Description of the &RVW 7UDQVIHU 3RVWLQJ process:

The selected cost transfer data is transferred to the CO System, where plausibility and
completeness checks are performed. If the check is successful, a reference document is
generated in 7UDLQLQJ DQG (YHQW 0DQDJHPHQW with the status WUDQVIHU GHVLJQDWHG Then the cost
transfer data is again transferred to the CO System and a transfer posting is generated. If the
transfer is successful, the status of the reference document is set to WUDQVIHU HIIHFWHG

You must perform a document comparison for this reference document. The system searches
for the original document in CO. If it finds the document, the status of the reference document
is changed to WUDQVIHU FRQILUPHG. If it cannot find the document, the status of the reference
document is changed to WUDQVIHU LQFRUUHFW.

You can cancel the faulty operation, correct errors using the error log, and start the cost transfer
posting operation again.

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n Business event costs are posted to Cost Accounting by means of FRVW WUDQVIHU SRVWLQJ functions.

n During cost transfer posting, the cost center of the resources (sender) is credited and the cost center
of the cost object of a business event (receiver) is debited.
n Cost transfer is executed using the &RVW 7UDQVIHU 3RVWLQJ report (RHCCOS00), which you can
access in the EXVLQHVV HYHQW PHQX under %XVLQHVV HYHQW -> &RVW WUDQVIHU SRVWLQJ

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n You can settle attendance and cancellation fees internally in 7UDLQLQJ DQG (YHQW 0DQDJHPHQW via
the &RVW $FFRXQWLQJ interface.

n Activity allocation is executed using the $FWLYLW\ $OORFDWLRQ report (RHINLV00), which you can
access in the EXVLQHVV HYHQW PHQX under %XVLQHVV HYHQW -> $FWLYLW\ $OORFDWLRQ -> $WWHQGDQFH

n During activity allocation of attendance and cancellation fees, the cost center of the attendees
(receiver) is debited and the cost center of the cost object of a business event (sender) is credited.

n During this process, the internal price and the activity type is transferred to CO.

n 1RWH:
You store the activity type that is used for activity allocation of attendance fees in Customizing for
7UDLQLQJ DQG (YHQW 0DQDJHPHQW under ,QWHJUDWLRQ -> %LOOLQJ DQG $OORFDWLRQ -> $FWLYLW\ $OORFDWLRQ
-> 6SHFLI\ $FWLYLW\ 7\SHV in the entry SEMIN LEART. You can override the entry stored here by
specifying a different activity type in the %LOOLQJ$OORFDWLRQ ,QIR infotype.

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n In addition to attendance and cancellation fees, you can settle instructor fees internally in 7UDLQLQJ
DQG (YHQW 0DQDJHPHQW via the &RVW $FFRXQWLQJ interface.

n Activity allocation is executed using the $FWLYLW\ $OORFDWLRQ report for instructor function
(RHINLV10), which you can access in the EXVLQHVV HYHQW PHQX under %XVLQHVV HYHQW -> $FWLYLW\
$OORFDWLRQ -> ,QVWUXFWRU )XQFWLRQ

n During activity allocation of instructor fees, the cost center of the cost object of the business event
(receiver) is debited and the cost center of the cost object of the instructor (sender) is credited.
n During the activity allocation process, the price of the resource type to which the instructor is
assigned and the activity type for instructor function are transferred to CO.
n 1RWH:
You store the activity type that is used for activity allocation of instructor fees in Customizing for
7UDLQLQJ DQG (YHQW 0DQDJHPHQW under ,QWHUJUDWLRQ -> %LOOLQJ DQG $OORFDWLRQ -> $FWLYLW\
$OORFDWLRQ -> 6SHFLI\ $FWLYLW\ 7\SHV in the entry SEMIN RLART. You can override the entry stored
here by specifying a different activity type in the %LOOLQJ$OORFDWLRQ ,QIR infotype.

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n This slide provides you with an overview of the integrated DFWLYLW\ DOORFDWLRQ and FRVW WUDQVIHU
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7-15

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7-16

n Select the attendees you want to bill and choose &UHDWH ELOOLQJ GRFXPHQW

n When you choose ([HFXWH the list output (see slide) appears, from where you can then trigger the
billing process. All attendees flagged as relevant for billing are displayed. (This assignment is made
either in the %RRN$VVLJQPHQW dialog or for the attendee type.)
n You specify the business events for which you want to perform billing on the selection screen of
the report. You specify whether you want to bill attendance fees, cancellation fees, or both.
n Billing of attendance and cancellation fees is executed using the %LOOLQJ report (RHCCOS00),
which you can access in the EXVLQHVV HYHQW PHQX under %XVLQHVV HYHQW -> %LOOLQJ
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n You create the credit memo on the list screen of the %LOOLQJ report by choosing &UHDWH FUHGLW PHPR.

n To create a create memo, there must be a billing document available.

n This function lets you create a credit memo for the full or partial amount of fees billed in 7UDLQLQJ
DQG (YHQW 0DQDJHPHQW
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You can specify different DFWLYLW\ W\SHV for attendance and instructor function.

You can specify a specific VDOHV DUHD In ELOOLQJ, the sales area is used for conditions per
customer, for instance.

You can specify different revenue account determination via the DFFRXQW DVVLJQPHQW JURXS
PDWHULDO.

n This infotype lets you make the following billing and allocation differentiations for business event
types and organizers (organizational units):
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SAP AG 1999

n Integration with %LOOLQJ lets users of 7UDLQLQJ DQG (YHQW 0DQDJHPHQW, create invoices for
attendance fees for attendees of business events via the SD %LOOLQJ interface. A billing documents is
generated in SD per customer and business event, and a billing form is output.
n This requires that you maintain the invoice creation settings in Customizing for SD and also a
number of control parameters in 7UDLQLQJ DQG (YHQW 0DQDJHPHQW.

n The following slides contain a detailed explanation of the settings required when setting up
integration in 7UDLQLQJ DQG (YHQW 0DQDJHPHQW.

n 1RWH:
You create a QXPEHU UDQJH LQWHUYDO required for reference documents in billing, materials
procurement, activity allocation, and cost transfer posting purposes in Customizing for 7UDLQLQJ
DQG (YHQW 0DQDJHPHQW under %DVLF 6HWWLQJV ! 1XPEHU 5DQJH 0DLQWHQDQFH -> 'HILQH 1XPEHU
5DQJHV IRU ([WHUQDO 2SHUDWLRQV

n 5HFRPPHQGDWLRQ
You should use the wizard to configure Customizing. The wizard leads you through the integration
settings step by step with detailed explanations (including the settings for number ranges for
external operations). You can also make settings required in SD for integration (with the exception
of the settings for the payment card function, which you must make in 6DOHV DQG 'LVWULEXWLRQ).

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n You activate integration with %LOOLQJ in the entry SEMIN FAKT.

n You can also make the following settings under 6SHFLI\ 2UJDQL]DWLRQDO (OHPHQWV

In the entry SEMIN FLWAY you can specify an evaluation path that overrides the VDOHV DUHD
set for the billing. A sales area is made up of a VDOHV RUJDQL]DWLRQ, a GLVWULEXWLRQ FKDQQHO and D
GLYLVLRQ In the standard system, this evaluation path first reads the sales area set in the
%LOOLQJ$OORFDWLRQ ,QIR LQIRW\SH If there is no value stored there, it reads the value stored with
the business event type.

In the entry SEMIN KUPCD you specify a one-time customer for attendees that are not
assigned to any customer. One-time customers in the SAP System are customers with whom
you only do business one time or not on a regular basis. It is not necessary to create a customer
master record for such customers.

You set up a VDOHV DUHD with the following settings:

- In the entry SEMIN SPART specify a division for the billing. A division in 6DOHV DQG
'LVWULEXWLRQ is an organizational unit based on responsibility for sales or profit from
materials or services.
- In the entry SEMIN VKORG specify a sales organization for the billing. A sales
organization is also an organizational unit that is responsible for the materials or services
provided.
- In the entry SEMIN VTWEG specify a distribution channel for the billing. This is the
channel through which goods and services reach customers. Examples are retail, wholesale,
or direct sales.

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n In the entry SEMIN AUART you specify a VDOHV GRFXPHQW W\SH used in 7UDLQLQJ DQG (YHQW
0DQDJHPHQW for billing purposes. The sales document type defines how a specific business
transaction is processed by the system.
n In the entry SEMIN FKARA you specify the ELOOLQJ W\SH that controls how invoices, credit memos,
and cancellation documents are processed.
n In the entry SEMIN PSTYV you specify the LWHP FDWHJRU\ that determines the attributes of a
document item such as whether it is a normal item or a text item. The item category and the sales
document type together define the document flow for a given billing type. This is done by means of
the copying control.
n Billing and FUHGLW PHPR FUHDWLRQ are both external actions. You must maintain the same data for
both:

In the entry SEMIN GKARA specify the billing type for credit memos.

In the entry SEMIN GPSTY specify the item category for credit memos.

In the entry SEMIN GUART specify the sales document type for credit memos.

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n You can also make the following settings under 3ULFHV 7D[HV DQG $FFRXQW $VVLJQPHQW

In the entry SEMIN FLWAY you can specify an evaluation path to override the DFFRXQW
DVVLJQPHQW JURXS PDWHULDO set under SEMIN KTGRM. This evaluation path first reads the
account assignment group material of the organizer stored in the %LOOLQJ $OORFDWLRQ ,QIR
infotype. If there is no data stored there, it reads the value stored for the business event type
(see also previous under 6SHFLI\ 2UJDQL]DWLRQDO (OHPHQWV, where the same evaluation path can
be maintained).

The condition technique is used to control pricing in 6DOHV DQG 'LVWULEXWLRQ. For 7UDLQLQJ DQG
(YHQW 0DQDJHPHQW purposes, it is necessary to create a special condition type. Attendance fees
for business events are transferred to this condition type. You set the condition type in the entry
SEMIN KSCHL.

In the entry SEMIN KTGRM you can specify an DFFRXQW DVVLJQPHQW JURXS PDWHULDO for
revenue account determination.

In the entry SEMIN LAND1, you specify a country for tax determination.

In the entry SEMIN PRCTR specify whether you want to use SURILW FHQWHUV for invoice
creation.

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n Integration with &RVW $FFRXQWLQJ (CO) lets you use the following functions:

Internal activity allocation for attendees

Internal activity allocation for instructors

n Internal activity allocation for attendance fees lets you settle costs for in-company activities
between the cost object and the attendees of a business event. In this process, attendance fees are
debited from the cost center of the attendee, and the cost center of the cost object is credited. In
internal activity allocation for instructor function, the instructors cost center is credited and the cost
center of the cost object is debited.
n The following slides contain a detailed explanation of the settings required when setting up
integration in 7UDLQLQJ DQG (YHQW 0DQDJHPHQW.

n 1RWH:
You create a QXPEHU UDQJH LQWHUYDO, required for reference documents in activity allocation, billing,
materials procurement, and cost transfer posting purposes, in Customizing for 7UDLQLQJ DQG (YHQW
0DQDJHPHQW under %DVLF 6HWWLQJV ! 1XPEHU 5DQJH 0DLQWHQDQFH -> 'HILQH 1XPEHU 5DQJHV IRU
([WHUQDO 2SHUDWLRQV

n 5HFRPPHQGDWLRQ
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settings step by step with detailed explanations (including the settings for number ranges for
external operations).

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n You activate integration with $FWLYLW\ $OORFDWLRQ in the entry SEMIN INLV.

n In the entry PPINT PPINT specify a default value for controlling area. Attendance and instructor
fees, and cost transfer posting must be settled within one controlling area since all in-company
settlements reference account assignment objects in the same controlling area.

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n In the entry SEMIN COSTC you can specify an HYDOXDWLRQ SDWK used to find the cost center of the
cost object that is used both for activity allocation and cost transfer posting purposes. This is the
cost center of the organizer in the standard system.
n In the entry SEMIN SCOST specify a FRVW FHQWHU that is used if there is no value stored in SEMIN
COSTC.
n You can make the following settings under DFWLYLW\ W\SHV:

In the entry SEMIN FLWAY you can specify an evaluation path to override the DFWLYLW\ W\SHV
set under SEMIN LEART and SEMIN RLART. The activity type specifies the activity unit in
which activities are recorded and the price used to evaluate the activity quantity. This
evaluation path first reads the activity type of the organizer stored in the %LOOLQJ $OORFDWLRQ ,QIR
infotype and then that of the business event type (see also under %LOOLQJ -> 6SHFLI\
2UJDQL]DWLRQDO (OHPHQWV and %LOOLQJ ! 3ULFHV 7D[HV DQG $FFRXQW $VVLJQPHQW, where the
same evaluation path is maintained).

In the entry SEMIN LEART you specify the activity type between attendee and the cost object
of the business event that is to be used.

In the entry SEMIN RLART you store the activity type that is used for activity allocation for
instructor function.

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n Integration with cost transfer posting lets you determine the costs of a business event and transfer
them to &RVW $FFRXQWLQJ (CO). Business events costs are derived from the cost items stored for the
business event or event type, and the resource or resource type.
n During cost transfer posting, the cost center of the resources is credited and the cost center of the
cost object of a business event is debited.

n &DXWLRQ
If you want to use internal activity allocation for instructors, you must ensure that the cost items for
instructor costs are flagged as NOT relevant for cost transfer since otherwise instructor costs would
be settled twice (via activity allocation AND cost transfer).
n The following slides contain a detailed explanation of the settings required when setting up
integration in 7UDLQLQJ DQG (YHQW 0DQDJHPHQW.

n 1RWH:
You create a QXPEHU UDQJH LQWHUYDO, required for reference documents in activity allocation, billing,
materials procurement, and cost transfer posting purposes, in Customizing for 7UDLQLQJ DQG (YHQW
0DQDJHPHQW under %DVLF 6HWWLQJV ! 1XPEHU 5DQJH 0DLQWHQDQFH -> 'HILQH 1XPEHU 5DQJHV IRU
([WHUQDO 2SHUDWLRQV

n 5HFRPPHQGDWLRQ
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settings step by step with detailed explanations (including the settings for number ranges for
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n You activate integration with &RVW 7UDQVIHU 3RVWLQJ in the entry SEMIN UMKO.

n In the entry PPINT PPINT specify a default value for controlling area. Cost transfer posting and
attendance and instructor fees must be settled within one controlling area since all in-company
settlements reference account assignment objects in the same controlling area.

SAP AG

HR515

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n You can transfer business event costs to &RVW $FFRXQWLQJ For this purpose, the cost centers of all
costs incurred must be determined.

In the entry SEMIN COSTC you can specify an HYDOXDWLRQ SDWK used to find the cost center of
the cost object that is used both for activity allocation and cost transfer posting purposes. The
cost center of the organizer is taken as a rule in the standard system (see also $FWLYLW\ $OORFDWLRQ
-> 'HILQH &RVW &HQWHU RI &RVW 2EMHFW).

In the entry SEMIN SCOST specify a FRVW FHQWHU that is used if there is no value stored in
SEMIN COSTC (see also $FWLYLW\ $OORFDWLRQ -> 'HILQH &RVW &HQWHU RI &RVW 2EMHFW).

n Under 0DLQWDLQ &RVW ,WHPV you can define cost items in 7UDLQLQJ DQG (YHQW 0DQDJHPHQW to be
assigned to resource types, resources, business event types, and business events. In GHWDLO
PDLQWHQDQFH for cost items you must specify reference units and amounts that are used to evaluate
the individual cost items (not shown here).
n 1RWH:
You can also create cost items in Customizing under %XVLQHVV (YHQW 3UHSDUDWLRQ and in &XUUHQW
6HWWLQJV under 'HILQH &RVW ,WHPV (see the unit on %XVLQHVV (YHQW 3UHSDUDWLRQ where detailed
maintenance is also explained).

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HR515

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In this exercise

You perform a cost transfer posting for business event costs

You are responsible for processing all incoming and outgoing payments
to do with business events. This includes transfer posting business event
costs and collecting attendance and cancellation fees. You first perform a
FRVW WUDQVIHU SRVWLQJ.

In this exercise, you will be working in the EXVLQHVV HYHQW PHQX.

1.

Perform cost transfer posting for the business event costs of the business event you
previously follow up. When you do so, display the original document from Cost
Accounting.

2SWLRQDO Additional exercise for experienced users:


1.

Perform internal activity allocation for the instructor activity of an internal employee.

SAP AG

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In this exercise, you will be working in the EXVLQHVV HYHQW PHQX.

1.

Perform cost transfer posting for the business event costs of the business event you
previously follow up. When you do so, display the original document from Cost
Accounting.
In the EXVLQHVV HYHQW PHQX, select the business event for which you want to perform
cost transfer posting. In the menu, choose %XVLQHVV (YHQW ! &RVW WUDQVIHU. On the
selection screen that appears %XVLQHVV (YHQW &RVW &DOFXODWLRQ DQG &RVW 7UDQVIHU WR &2
choose ([HFXWH; no input is required. The list screen appears from where you can
execute the cost transfer.
The list screen displays all the cost items you could create in the &RVWV infotype for the
various objects (business event type, resource types, business events and resources).
The display includes details of the origin of the costs (that is, the object for which the
cost item was created).
The cost items relevant for cost transfer are indicated with a checkmark, and both the
individual amounts and the sum total to be transferred is displayed.
Select the field 7UDQVIHU FRVWV (bottom left) and choose &UHDWH FRVW WUDQVIHU. A message
appears informing you whether the data transfer was error-free or not. Choose %DFN.
A UHIHUHQFH GRFXPHQW QXPEHU is displayed together with a yellow triangle (bottom
right). Select the reference number and choose &RPSDUH GRFXPHQW. A dialog box
appears querying whether the status should be changed to 7UDQVIHU FRQILUPHG. Confirm
by choosing <HV. A message appears informing you that the status has been changed
accordingly. Choose %DFN.
The reference number is now displayed (bottom right) with a green circle.
Select the reference number again and choose 'LVSOD\ GRFXPHQW. The reference
document is displayed. You can now display the original document in CO by choosing
'LVSOD\ RULJLQDO GRFXPHQW.

SAP AG

HR515

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6ROXWLRQV to the optional additional exercises:


1.

Perform internal activity allocation for the instructor activity of an internal employee.
In the EXVLQHVV HYHQW PHQX, select a business event for which an internal instructor was
reserved.
In the menu, choose %XVLQHVV HYHQW -> $FWLYLW\ DOORFDWLRQ ->,QVWUXFWRU IXQFWLRQ.
On the selection screen that appears, choose ([HFXWH; no input is required. The list
screen ,QWHUQDO $FWLYLW\ $OORFDWLRQ IRU ,QVWUXFWRU )XQFWLRQ appears from where you can
execute activity allocation.
The list screen displays the cost item(s) you maintained in the &RVWV infotype for the
resource type ,QVWUXFWRU .
Select the instructor and choose &UHDWH DFWLYLW\ DOORFDWLRQ.
The procedure from here on is the same as for the cost transfer posting process. A
reference document is created that you must compare. You can then display the original
document in CO.

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n You can access the reporting options from the 6$3 (DV\ $FFHVV menu under +XPDQ 5HVRXUFHV ->
7UDLQLQJ DQG (YHQW 0DQDJHPHQW -> ,QIRUPDWLRQ 6\VWHP:

You can start the ,QIRUPDWLRQ 0HQX under ,QIRUPDWLRQ 6\VWHP from where you can also access
reports for attendance, business events and resources. To do so, you simply select the object
you want to report on and then start the report without having to enter selection data manually.

You can access the various reports for attendance, business events, and resources under
,QIRUPDWLRQ 6\VWHP -> 5HSRUWV. You must also enter the reporting period in this case.

Under ,QIRUPDWLRQ 6\VWHP ! $G +RF 4XHU\ you can also call the InfoSet %XVLQHVV (YHQW
,QIRUPDWLRQ. The Ad Hoc Query gives you the flexibility to define user-specific reports for
business event data to suit your own requirements.

n In many cases, you can also display and maintain additional data from the reports list screen.

n The reports output is usually displayed with the SAP List Viewer (see also the slide 6$3 /LVW
9LHZHU LQ 7UDLQLQJ DQG (YHQW 0DQDJHPHQW in the $SSHQGL[). This is a standardized interface for
displaying lists. The following functions are available from the list:

individual list display

downloads (into Excel, etc.)

display of subtotals and overall totals

SAP AG

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n From the G\QDPLF LQIRUPDWLRQ PHQX you can call all of the standard reports for attendance, business
events, and resources that there are in 7UDLQLQJ DQG (YHQW 0DQDJHPHQW.

n The advantage of the G\QDPLF LQIRUPDWLRQ PHQX is that the data for the report is read automatically
when you select an object with the cursor and does not have to be entered manually. For example,
if you select a business event and start one of the business event reports, the business event data is
automatically read by the system.
n You can make a number of settings specifically for the ,QIRUPDWLRQ 0HQX using the options on the
5HSRUWLQJ tab page of the 8VHU6SHFLILF 6HWWLQJV (accessed under 6HWWLQJV -> &KDQJH):

You can select a currency in the &XUUHQF\ NH\ field to specify the default currency for fee data
and so on.

You can use the 6HOHFWLRQ VFUHHQ RQRII field to specify whether reports are started from the
selection screen or directly from the menu. If you deactivate the selection screen, whenever you
call a report, you access the list output screen directly.

The 6WDQGDUG VHOHFWLRQ VFUHHQ field lets you directly access the standard selection screen of the
main report when you call a report rather than the simplified selection of its pre-report.

n 1RWH:
You can switch between the LQIRUPDWLRQ PHQX the DWWHQGDQFH PHQX and the EXVLQHVV HYHQW PHQX
as required by choosing *RWR. You always access the same place in the structure of the menu
accessed when you do so.

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n If you activate the standard selection screen, you access a report selection screen whenever you call
a report.
n On this screen, you can select objects for the report (if you have not already done so in the
LQIRUPDWLRQ PHQX).

n If you want to run the report for multiple business events, for example, you can enter a EXVLQHVV
HYHQW W\SH. The report then considers all of the business events of the specified event type. You also
have the option of selecting multiple objects of an object type such as multiple event dates of an
event type by choosing 0XOWLSOH VHOHFWLRQ.

n You can specify any reporting period on the selection screen. When you start a report directly from
the LQIRUPDWLRQ PHQX, the reporting period is automatically determined by the selection period set
for the LQIRUPDWLRQ PHQX.

n If you select the option VWDQGDUG VHOHFWLRQ VFUHHQ on the selection screen of the pre-report that
usually appears when you call a report (see slide), you then branch to the more detailed selection
screen of the main report when you choose ([HFXWH. Here you can select objects by VWDWXV for
example. As a rule, the selection screen of the pre-report offers sufficient data selection options.

n When you have made your selection, choose ([HFXWH. The report results are displayed.

SAP AG

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n The SAP List Viewer is used for output of most of the reports in 7UDLQLQJ DQG (YHQW 0DQDJHPHQW
such as $WWHQGHH /LVW %RRNLQJV RI DQ $WWHQGHH $WWHQGDQFH 6WDWLVWLFV %XVLQHVV (YHQW ,QIRUPDWLRQ,
%XVLQHVV (YHQW $SSUDLVDOV to name but a few.
n The SAP List Viewer is a list output format that provides you with the following functions:

Navigate

Sort

Filter

Select

Search for entries

Set layout

Calculate totals and subtotals

Download list into Excel and use all Excel functions

Download list into Winword

Export as local file

SAP AG

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n In the LQIRUPDWLRQ PHQX, choose ,QIRUPDWLRQ -> $WWHQGDQFH A dialog box appears displaying a
large number of standard reports available for $WWHQGDQFH.

n When you select one of the reports and choose ([HFXWH you either access the list output directly or
the report selection screen, depending on your specifications.
n You can find some examples of reports for $WWHQGDQFH on the following slides.

SAP AG

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SAP AG 1999

n The $WWHQGHH /LVW report displays a list of attendees of the business events you specify.

n Depending on the layout specifications you make, any of the following data may be displayed:

Organizational assignment

Cost center

Booking priority

Booking date

n The following functions are available from the attendee list:

Display and maintain attendance fees and settlement data for the attendee. The )HH DQG
$VVLJQPHQW dialog box appears. (See also the slides on %RRN $WWHQGDQFH.)

Cancel attendance bookings

Display and edit (create or change) notes

Format the attendee list as an attendance list (with a column for signatures) and download it
into Microsoft Word .

SAP AG

HR515

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n The report $WWHQGHH


V %RRNLQJV lists all of an attendees bookings in a given selection period.

n Depending on the layout specifications you make, any of the following data may be displayed:

Attendees name

Organizational assignment

Business event date

Booking priority

Booking date

Attendance fee

n You can execute the following functions from the list:

Display and maintain attendance fees and settlement data for the attendee. The )HH DQG
$VVLJQPHQW dialog box appears. (See also the slides on %RRN $WWHQGDQFH.)

Cancel attendance bookings

Display and edit (create or change) notes

SAP AG

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n The report $WWHQGHH


V 7UDLQLQJ +LVWRU\ lets you display a list of all training and education events
that a given attendee has already attended or is booked to attend in a specified period.
n Depending on the layout specifications you make, any of the following data may be displayed:

Attendees name

Name of business event type attended

Name of business event booked

Business event date

Attendance fee

Total training costs per attendee

SAP AG

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n You can use this report to compare the prerequisites for event attendance with the actual
qualifications of an attendee.
n By qualifications, we mean:

Previous attendance at events of a specific type

Qualifications and skills such as language skills or PC skills.

n A list is output displaying the prerequisite qualifications for the business events you specified on
the selection screen. A traffic light icon indicates the extent to which the attendee fulfills the
prerequisites:

*UHHQ OLJKW:
Attendee fulfills the prerequisites in full.

<HOORZ OLJKW:
The attendees qualifications are no longer valid or the validity of the qualification has expired.

5HG OLJKW:
Attendee does not have the required qualifications.

n 1RWH:
To display detailed information, you can double-click the traffic light.

SAP AG

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SAP AG 1999

n This report displays a list of prebookings per event type in the period specified. This information
can help determine what demand exists for a business event type.
n Depending on the layout specifications you make, any of the following data may be displayed:

Business event type

Attendees name

Organizational assignment

Prebooking priority

Business event language

Location

Total number of prebookings

n You can execute the following functions from the list:

Change prebookings

Delete prebookings

Display and edit (create or change) notes

SAP AG

HR515

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n The $WWHQGDQFH 6WDWLVWLFV report lists the number of attendees per business event of a given event
type in the period specified.
n You can also report on a lot of other information relevant for business events. For example, you can
display business events that still have to be followed up.
n Depending on the layout specifications you make, any of the following data may be displayed:

Business event

Start and end date of the event

Number of bookings per event

Total number of bookings

Number of waiting list bookings

Indicators for locked (/), canceled (' for deleted), historically recorded (+), followed up ) 
firmly booked )LUP  and external ([W business event

n You can execute the following functions from the list:

Firmly book/cancel business events

Follow up business events

n 1RWH:
This report is particularly useful for giving you a clear overview of what business events need to be
firmly booked or followed up at a given time.

SAP AG

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SAP AG 1999

n The $WWHQGDQFH DQG 6DOHV 6WDWLVWLFV report displays an overview of attendee numbers and sales
figures (total revenue from attandance fees) per business event type.
n Depending on the layout specifications you make, any of the following data may be displayed:

Business event type

Settlement information: Bookings split by settlement type

Total number of attendees

Billed sales

Internally allocated sales

Total sales

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8-16

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n In the LQIRUPDWLRQ PHQX, choose ,QIRUPDWLRQ -> %XVLQHVV (YHQWV A dialog box appears displaying
the standard reports available for EXVLQHVV HYHQWV.

n When you select one of the reports and choose ([HFXWH you either access the list output directly or
the report selection screen, depending on your specifications.

n You can find some examples of reports for %XVLQHVV (YHQWV on the following slides.

SAP AG

HR515

8-17

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SAP AG 1999

n This report lets you see what appraisals have been created by attendees of a business event. You
can use it to evaluate the success of a business event. You can also use the report to determine what
business events have not yet been appraised, and what appraisals have yet to be completed.
n Depending on the layout specifications you make, any of the following data may be displayed:

Appraiser (attendee)

Appraisee (business event)

Appraisal

Status of appraisal

n You can execute the following functions from the list:

Display, change, create, delete, rename appraisals, or reset status to LQ SURFHVV.

Create valuation averages

Display ratings

Compare appraisals

n 1RWH:
A corresponding report exists for reporting for attendee appraisals.

SAP AG

HR515

8-18

SAP AG

Room

Telephone number of room

Instructor

Places available

Business event duration

8-19

Location

HR515

Business event name

Event owner

n Depending on the layout specifications you make, any of the following data may be displayed:
n On the selection screen, you can specify whether you want to display information on business
events that are SODQQHG RQO\ or ZLWKRXW KLVWRULFDO UHFRUG RQO\ for example. In addition to providing
you with speedy access to a wide range of important information about an event, the report can also
be used to help you determine what events still need to be firmly booked or followed up, or what
events are currently locked and so on.
n This report generates a comprehensive list of detailed information about business event dates.
SAP AG 2001

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SAP AG 1999

n You can create a business event brochure featuring your business event groups and types.

n You have the option of listing scheduled event dates also.

n You can download the brochure into Microsoft Word and further process it before printing.

n The brochure can include the following information:


Description of the business event, duration (in days), prerequisites, follow-up events, contents,
objectives, target group, notes (and any other subtypes of the 'HVFULSWLRQ infotype - see notes for
slide &UHDWLQJ D %XVLQHVV (YHQW 7\SH 'DWD 6FUHHQ in unit %XVLQHVV (YHQW 3UHSDUDWLRQ), price and
organizer.

n 1RWH:
The business event objectives can be determined from the relationship LPSDUWV TXDOLILFDWLRQ stored
for the business event type, the follow-up event from the relationship LV SUHVXSSRVHG E\, and the
target group from the relationship LV SODQQHG IRU (job).

n You can indicate information that you do not want included in the brochure on the selection screen
of the report by choosing ([WHQGHG IRUPDWWLQJ RSWLRQV In addition, you can use the )UDPH indicator
to specify whether an empty frame is displayed when an infotype has not been maintained for the
event type. You can use this option as a reminder of what infotypes still have to be maintained for
the event type. You can then maintain any missing information. If you do not select the )UDPH
indicator, the brochure displays no empty frames, just information that has been maintained.

SAP AG

HR515

8-20

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SAP AG 2001

n This report lets you display a list of business events for which no resources of a given resource type
(for example, instructors) have been reserved so far.
n If you enter a location, you can restrict the business events displayed to those held at the specified
location.
n Depending on the layout specifications you make, any of the following data may be displayed:

Business event name

Selection period

Name of required resource types

Reservation period

Reservation time

Number of required resources

SAP AG

HR515

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n In the LQIRUPDWLRQ PHQX, choose ,QIRUPDWLRQ -> 5HVRXUFHV A dialog box appears displaying the
standard reports available for UHVRXUFHV.

n When you select one of the reports and choose ([HFXWH you either access the list output directly or
the report selection screen, depending on your specifications.
n You can find some examples of reports for 5HVRXUFHV on the following slides.

SAP AG

HR515

8-22

SAP AG

HR515

Display the time schedule or attendee list of an event.

8-23

Change the period split. In the GDLO\ SHULRG VSOLW, days off are displayed as well.

Display data in graphical format. Graphical display corresponds to the output of the report
*UDSKLFDO 5HVRXUFH 5HVHUYDWLRQ (see next slide).

n The following options are available from the display screen:

For example, you can specify business events in SODQQHG status only, in ILUPO\ ERRNHG status
only, or both.

You can display reservations for a specific location.

You can specify a minimum reservation to restrict the data displayed.

In the case of multiple reservations for a resource, you can specify that only one reservation is
displayed.

n You can restrict the data displayed by specifying selection criteria.

n This report lets you display resource reservations in a given period in tabular form (in weekly,
daily, or monthly period split). The display includes details of resources reserved (such as
instructors) and the events for which they have been reserved.
SAP AG 1999

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n This report displays resource reservation data for a given period in graphical format.
n The same selection criteria are available as for the tabular display to restrict the data displayed (see
previous slide).
n You can call the graphical display from the tabular display and vice versa.

SAP AG

HR515

8-24

SAP AG

HR515

8-25

n You can display reservations for individual resources for the period specified (see the report
5HVRXUFH 5HVHUYDWLRQ) and reservations per day. Reservations per day are displayed in tabular
format with exact times of the reservation on a given day. Resource reservations can be displayed
in graphical format.
n Resources are listed per day. You can switch between the display of reserved resources and
available resources as required.
n This reports displays reserved and available resources of a specified resource type in a given period.
SAP AG 1999

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SAP AG 2001

n In addition to the standard reporting options available in the ,QIRUPDWLRQ PHQX and in the 6$3 (DV\
$FFHVV 0HQX under 5HSRUWV, you can define user-specific reports to suit your own requirements
with the Ad Hoc Query.
n The data used for generating reports with the Ad Hoc Query is provided in what are called ,QIR6HWV.
This data is combined from data fields in SAP HR that are categorized into subject areas.
n With the InfoSet %XVLQHVV (YHQW ,QIRUPDWLRQ (HR_TEM_EVENT), 7UDLQLQJ DQG (YHQW
0DQDJHPHQW provides a preconfigured InfoSet that lets you request multiple different reports for
business event data swiftly and easily.
n You call the InfoSet in the 6$3 (DV\ $FFHVV 0HQX under +XPDQ 5HVRXUFHV ! 7UDLQLQJ DQG (YHQW
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n There, you can select data selection and output fields on a graphical user interface per Drag&Drop.
You can also format the output via mouse click.

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n You can make the settings required for requesting reports in 7UDLQLQJ DQG (YHQW 0DQDJHPHQW under
,QIRUPDWLRQ V\VWHP:

You define the evaluation paths you need under 0DLQWDLQ (YDOXDWLRQ 3DWKV. Evaluation paths
define the chain of relationships that exists in the hierarchical structure of a set of objects.
Evaluation paths are used to help select objects for reports.
When you specify an evaluation path, the system selects the objects it finds along this path in
the structure.

You can integrate your own reports in the Information Menu under ,QWHJUDWH &XVWRPHU6SHFLILF
5HSRUWV via the 0HQX 5HSRVLWRU\

SAP AG

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8-27

,QIRUPDWLRQ 6\VWHP 8QLW 6XPPDU\

l <RX FDQ QRZ ZRUN LQ WKH G\QDPLF LQIRUPDWLRQ


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LQ 7UDLQLQJ DQG (YHQW 0DQDJHPHQW
n )RU DWWHQGDQFH

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l <RX FDQ QRZ UHTXHVW D ODUJH QXPEHU RI LPSRUWDQW


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l <RX FDQ PDNH &XVWRPL]LQJ VHWWLQJV UHTXLUHG IRU
WKH ,QIRUPDWLRQ 6\VWHP

SAP AG 2001

SAP AG

HR515

8-28

([HUFLVHV
8QLW ,QIRUPDWLRQ 6\VWHP

In this exercise

request a variety of reports in the LQIRUPDWLRQ PHQX

Training events managed in your Education and Training department


should run smoothly and efficiently. This means you must be in a
position to regularly request reports and graphics to keep track of data
regarding attendees, business events, and resources.
In addition, you need a business event brochure in which you can publish
your business event catalog.
You use the G\QDPLF LQIRUPDWLRQ PHQX for both of these purposes.

In this exercise, you will be working in the LQIRUPDWLRQ PHQX. Bear in


mind that you should set a point of initial access to your own
EXVLQHVV HYHQW JURXS ## before doing the exercise if you only want
to report on your own data.
Request a variety of reports. The system proposes several reports.
You can also start other reports that are not listed in this exercise.
1.

Reports for attendances:


1.1.

Display the normal priority bookings on the attendee list for one of your event
dates.

1.2.

Inform yourself about the training history for the last year of an attendee booked
for one of your business events.

1.3.

Find out about an internal attendees qualifications

1.4.

Display attendance statistics for your business event group ## and follow up all
business events that have not yet been followed up.

1.5.

Display information on the attendance and sales statistics of one of your


business event types at the business event location you created.

SAP AG

HR515

8-29

2.

Reports for business events:


2.1.

Inform yourself about the business event price of the event types Organization /
Planning and Communications.

2.2.

Create a business event brochure containing the following information for your
business event types: EXVLQHVV HYHQW FRQWHQWV, H[WHQGHG EXVLQHVV HYHQW WH[W,
HYHQW REMHFWLYHV HYHQW GDWHV VFKHGXOHG, and EXVLQHVV HYHQW ORFDWLRQ.

2.3.
3.

Find out who the HYHQW RZQHU of business event type ##-1 is. Execute the report
EXVLQHVV HYHQW LQIRUPDWLRQ.

Reports for resources:


3.1.

Find out how your resource type 5RRP

3.2.

Display details of instructor scheduling for the internal instructor Marie Leroc.

is reserved for the next two months.

2SWLRQDO Additional exercise for experienced users:


1.

Integrate a new report, such as the report 5HIHUHQFH 'RFXPHQWV (technical name:
RHREFDOC0) in the ,QIRUPDWLRQ 0HQX (in the reporting tree for 5HVRXUFHV).

SAP AG

HR515

8-30

6ROXWLRQV
8QLW ,QIRUPDWLRQ 6\VWHP

In this exercise, you will be working in the ,QIRUPDWLRQ PHQX.


Choose in the 6$3 (DV\ $FFHVV 0HQX 7UDLQLQJ DQG (YHQW
0DQDJHPHQW !,QIRUPDWLRQ 6\VWHP ! ,QIRUPDWLRQ 0HQX.

Note that you can display or hide the selection screen of the report
with the appropriate setting in 8VHU6SHFLILF 6HWWLQJV.
1.

Using the reports for attendances, get information on:


1.1.

Bookings with normal priority in the attendee list of one of your event dates:
In the LQIRUPDWLRQ PHQX, select a business event with bookings. With a right
click choose $WWHQGDQFH. Select the report $WWHQGHH /LVW and choose ([HFXWH to
start it. The selection screen of the report appears (if you selected the indicator
'LVSOD\ VHOHFWLRQ VFUHHQ in the 8VHU6SHFLILF 6HWWLQJV).
Under 6HOHFWLRQ RSWLRQV select the booking priority 1RUPDO ERRNLQJV (or
deselect the other priorities) and enter your location
in the EXVLQHVV HYHQW
ORFDWLRQ field. Then choose ([HFXWH. The data you requested is displayed.

1.2

Training history of an internal attendee booked for one of your business events:
In the menu structure, expand one of your business events with bookings. Select
an internal attendee. With a right click choose $WWHQGDQFH. Select the $WWHQGHHV
7UDLQLQJ +LVWRU\ report. The selection screen for the report is displayed. Select
the reporting period 3DVW. Start the report by choosing ([HFXWH. The data you
requested is displayed.

1.3.

Internal Attendees Qualifications:


In the LQIRUPDWLRQ PHQX find the business event you followed up and display its
attendees. Select an attendee of the type 3HUVRQ. With a right click choose
$WWHQGDQFH. Select the $WWHQGHHV 4XDOLILFDWLRQV report. Start the report by
choosing ([HFXWH. The selection screen for the report is displayed. Start the
report by choosing ([HFXWH.
The qualifications of the attendee are displayed.

SAP AG

HR515

8-31

1.4.

1.5.

2.

Display attendance statistics for your business event group ## and follow-up all
business events that have not yet been followed up.
In the LQIRUPDWLRQ PHQX, right click your EXVLQHVV HYHQW JURXS
and choose
$WWHQGDQFH. Select the report $WWHQGDQFH 6WDWLVWLFV and choose ([HFXWH.
The selection screen for the report is displayed. Select the reporting period 3DVW.
Start the report by choosing ([HFXWH. The data you requested is displayed. In
the list, select a business event that has not yet been followed up and that is
possibly not in ILUPO\ ERRNHG status. If the event does not have ILUPO\ ERRNHG
status, choose )LUPO\ %RRN&DQFHO to firmly book it now. Then choose )ROORZ
XS. Use the same procedure for all of the business events that have not yet been
followed up and/or firmly booked.
$WWHQGDQFH DQG 6DOHV 6WDWLVWLFV for one of your business event types at the
location you created.
Right click one of your business event types and choose $WWHQGDQFH. Select the
report $WWHQGDQFH DQG 6DOHV 6WDWLVWLFV and choose ([HFXWH.
The selection screen for the report is displayed. Under 6HOHFWLRQ RSWLRQV enter
your business event location
and choose ([HFXWH. The data you requested is
displayed.

Reports for business events:


2.1.

2.2.

SAP AG

Inform yourself about the business event price of the event types 2UJDQL]DWLRQ 
3ODQQLQJ and &RPPXQLFDWLRQV.
In the LQIRUPDWLRQ PHQX, find one of these business event types using the
([WHQGHG 6HDUFK +HOS feature. With a right click, choose %XVLQHVV (YHQWV and
then in the dialog box for report selection, execute the report %XVLQHVV (YHQW
3ULFHV. The selection screen for the report is displayed. Under %XVLQHVV HYHQW
VHOHFWLRQ click the arrow for 0XOWLSOH VHOHFWLRQ to enter the second business
event type and choose ([HFXWH. The business event prices for the two event
types are displayed.
Create a EXVLQHVV HYHQW EURFKXUH containing the following information for one
of your business event types: EXVLQHVV HYHQW FRQWHQWV, H[WHQGHG EXVLQHVV HYHQW
WH[W, HYHQW REMHFWLYHV HYHQW GDWHV VFKHGXOHG, and EXVLQHVV HYHQW ORFDWLRQ.
Right click one of your business event types and choose %XVLQHVV HYHQWV. In the
report selection dialog box that appears, execute the report EXVLQHVV HYHQW
EURFKXUH. The report selection screen appears. Under )RUPDWWLQJ RSWLRQV click
the arrow for ([WHQGHG IRUPDWWLQJ RSWLRQV. From the list of the various types of
information that can be included in the brochure, select the areas you do not
want output (3UHUHTXLVLWHV )ROORZXS HYHQWV etc.) and delete each line
individually by choosing 'HOHWH OLQH. Choose 7UDQVIHU
1RWH: If you deselect the )UDPH option under ([WHQGHG IRUPDWWLQJ RSWLRQV the
brochure only includes frames for information that has actually been
maintained, and no empty frames for infotypes that were not maintained.
Then choose ([HFXWH on the report selection screen. The brochure is displayed.
You can edit it in Microsoft Word and print it.

HR515

8-32

2.3.

3.

Find out who the HYHQW RZQHU of business event type ##-1 is. Execute the report
EXVLQHVV HYHQW LQIRUPDWLRQ.
Right click the business event type and choose %XVLQHVV HYHQWV. In the report
selection dialog box that appears, execute the report EXVLQHVV HYHQW
LQIRUPDWLRQ. The selection screen for the report is displayed. Start the report by
choosing ([HFXWH.
The business event information screen is displayed containing information such
as the event owner. (You may have to change the OD\RXW of the list display to see
this information.)

Using the reports for resources, get information on:


3.1

3.2.

SAP AG

Reservation data of your resource type 5RRP


for the next two months:
Choose ,QIRUPDWLRQ ! 5HVRXUFHV and then select the 5HVRXUFH 5HVHUYDWLRQ
report. On the selection screen, select your resource type 5RRP . Specify the
selection period by marking the checkbox 2WKHU SHULRG and entering the
required period. Choose ([HFXWH.
Reservation data for your resource type 5RRP
is displayed. You can branch
to a graphical display of resource reservation data from the output screen.
Display details of instructor scheduling for the internal instructor 0DULH /HURF
To do so, choose ,QIRUPDWLRQ -> 5HVRXUFHV and either of the reports ,QVWUXFWRU
LQIRUPDWLRQ or 5HVRXUFH UHVHUYDWLRQ VWDWLVWLFV.
On the selection screen, enter the instructors name and select DOO as the
reporting period Choose ([HFXWH to start the report. Details of instructor
scheduling for Marie Leroc are displayed.

HR515

8-33

6ROXWLRQV to the optional additional exercises:


1.

Integrate a new report, such as the report 5HIHUHQFH 'RFXPHQWV (technical name:
RHREFDOC0) in the ,QIRUPDWLRQ 0HQX (in the reporting tree for 5HVRXUFHV).
To do so, in Customizing for Training and Event Management choose ,QIRUPDWLRQ
6\VWHP -> ,QWHJUDWH &XVWRPHU6SHFLILF 5HSRUW. In the 0HQX 5HSRVLWRU\ find the
reporting tree ,QIRUPDWLRQ 0HQX 5HVRXUFHV. Expand the reporting tree and, among the
reports for resources, select the position where you want to place the new report. Select
the report directly above and choose ,QVHUW VDPH OHYHO. In the dialog box that is
displayed, select the option 1HZ )XQFWLRQ and confirm by pressing (QWHU.
Enter the following data in the dialog box ,QVHUW 1HZ )XQFWLRQ:
)LHOG QDPH

)XQFWLRQ

6HUYHU W\SH

6HUYHU QDPH

6HUYLFH

9DOXHV

5()'

6WDUW 5HSRUW

5+5()'2&

68%B,1)2

In the same dialog box, select the option 7H[W IRU 6HUYHU and choose VDYH in the dialog
box and again in the 0HQX 5HSRVLWRU\.

SAP AG

HR515

8-34

:HE $SSOLFDWLRQV

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l (66 &XVWRPL]LQJ 6HWWLQJV

SAP AG 2001

SAP AG

HR515

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:HE $SSOLFDWLRQV 8QLW 2EMHFWLYHV

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RI 7UDLQLQJ DQG (YHQW 0DQDJHPHQW

l &RQILJXUH WKH (66 &XVWRPL]LQJ VHWWLQJV

SAP AG 1999

SAP AG

HR515

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:HE $SSOLFDWLRQV &RXUVH 2YHUYLHZ 'LDJUDP































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,QIRUPDWLRQ 6\VWHP

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SAP AG

HR515

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:HE $SSOLFDWLRQV %XVLQHVV 6FHQDULR

l <RX DUH HPSOR\HG LQ D FRPSDQ\ ZLWK LWV RZQ

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6HUYLFH DSSOLFDWLRQV

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DFFHVVLQJ WKH (66 DSSOLFDWLRQ 0\ %RRNLQJV

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SAP AG

HR515

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:HE $SSOLFDWLRQV LQ 7UDLQLQJ DQG (YHQW


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SAP AG 1999

n 7UDLQLQJ DQG (YHQW 0DQDJHPHQW lets you offer self-service access to the most important day-to-day
functions of the application. You can offer your employees and other Web users access to these
applications via the corporate intranet as (PSOR\HH 6HOI6HUYLFHV and as ,QWHUQHW $SSOLFDWLRQ
&RPSRQHQWV on the Internet. The applications are presented in an intuitive and easy-to-use format.
n 1RWH
The term (PSOR\HH 6HOI6HUYLFH refers exclusively to the Web applications that are assigned to the
role (PSOR\HH (SAP_ESSUSER).

SAP AG

HR515

9-5

(66 7UDLQLQJ &HQWHU 6HDUFK 6FUHHQ


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SAP AG 1999

n The ESS 7UDLQLQJ &HQWHU (PV7I) lets employees display the business events offered and book
themselves for events directly or submit booking requests to their supervisor (depending on their
authorizations or how the switch SEMIN REQUE is set; see also the slide (66 &XVWRPL]LQJ
6HWWLQJV).
n You can enter text strings on the search screen to invoke a fulltext search. A search can be
performed in the business event title (long and short text) only, or in the title and the description
stored for the event (and all subtypes of the 'HVFULSWLRQ infotype 1002 such as %XVLQHVV (YHQW
&RQWHQWV or 1RWHV).

n In addition, you can search for events by selecting VXEMHFW DUHDV (flag for event groups in the
%XVLQHVV (YHQW *URXS ,QIR infotype). (See also the slide entitled %XVLQHVV (YHQW *URXS ,QIR
,QIRW\SH in the unit %XVLQHVV (YHQW 3UHSDUDWLRQ

n Other VHOHFWLRQ RSWLRQV to refine your search include specification of the WLPH SHULRG, ORFDWLRQ or
ODQJXDJH in which the events are held.

n The ([WHQGHG VHDUFK function offers you additional search options (refer to next slide for details).

SAP AG

HR515

9-6

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SAP AG 2001

n On the search screen, you can branch to an ([WHQGHG VHDUFK that enables you to search for business
events on the following objects that are related with the business event type:

Prerequisites (qualifications previously attained or business event types attended)

Aspired qualifications, that is, qualifications imparted by the event

Target group, that is, jobs (object type C)

n 7UDLQLQJ DQG (YHQW 0DQDJHPHQW offers a connection to the 6$3 5HWULHYDO 6\VWHP that lets you
connect an external search engine. The connection can considerably enhance and accelerate object
searches.
n 1RWH:
You configure the connection to an external search engine in Customizing for 7UDLQLQJ DQG (YHQW
0DQDJHPHQW under %DVLF 6HWWLQJV ! 'LDORJ &RQWURO ! 7HFKQLFDO 6HWWLQJV ! 6HW 8S ([WHUQDO
6HDUFK (QJLQH.

SAP AG

HR515

9-7

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SAP AG 2001

n The most important business event data is displayed in the hit list:

Business event name

Start and end dates

Traffic light icon indicating whether or not there are places available on the business event

Business event location (possibly with :HE /LQN)

Attendance fee and currency

Executable functions

n You can display detailed event information by double-clicking the EXVLQHVV HYHQW QDPH (refer to
next slide for details).
n 1RWH
The search screen for business events remains on display above the results display. This enables
you to enter new search criteria as required and generate a new results display.

SAP AG

HR515

9-8

SAP AG

HR515

The exact time schedule of the event

Business event language

Location

Training room

Instructor

Organizer

Detailed reservation data

Prerequisite qualifications or business event types

Qualifications imparted (not shown on slide)

Web Links for the business event

9-9

All subtypes of the 'HVFULSWLRQ infotype

Knowledge Links

n In addition to the data displayed on the hit list screen, the detail screen displays all other data stored
for the business event, such as:
SAP AG 1999

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n Booking information is displayed for the business events in the shopping basket.
n Icons indicate the meaning of a message:

A red rectangle indicates an error message: the booking may not be made, for example, because
the attendee is not available.

A yellow triangle indicates a warning: the booking may be made. A warning message is
displayed, for example, if a business event is fully booked and only waiting list bookings can
be made.

A green circle indicates an information message: the booking may be made. There are no
restrictions.

n You can access detailed descriptions stored for error messages and warnings to find out the reasons
for the messages.
n You have the option of saving a shopping basket and returning to it at a later date to book or
remove the events in it.

SAP AG

HR515

9-10

SAP AG

HR515

9-11

n When you choose %RRN %XVLQHVV (YHQW, the booking is made definitively.
n Before the booking is made definitively, a list of the business events and attendance fees is
displayed.
n When you execute the ERRN function, bookings are made for all of the business events in the
shopping basket at that time for which bookings are allowed (that is, without error messages).
SAP AG 2001

&RQILUP ERRNLQJ

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Quit

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SAP AG 1999

n This ESS application lets employees display an up-to-date list of all their booking operations. This
includes information on the booking status per event: ERRNHG, FDQFHOHG, UHERRNHG, DWWHQGHG,
EXVLQHVV HYHQW FDQFHOHG, WDNHV SODFH WRGD\.

n At the bottom of the list, the total attendance and cancellation fees incurred are displayed.

n With the required authorization the employee can rebook or cancel attendance bookings from the
list display, or submit cancellation or rebooking requests. Executable actions are displayed in the
last two columns and are executable by link.
n From here, as from the hit list for the ESS 7UDLQLQJ &HQWHU, you can access detailed event
information and display the Web Link to the business event location.
n The detail screen also offers you functions for creating appraisals for events already attended (refer
to next slide for details).

SAP AG

HR515

9-12

(66 0\ %RRNLQJV +ROGLQJ $SSUDLVDOV


Quit

Business Event Appraisal

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n On the detail screen which you access via the ESS 0\ %RRNLQJV, you can go directly to the
appraisal form for any business events you have already attended.
n The layout of the appraisal form used for creating the appraisal is user-definable: Evaluations can
be made by selecting entries from list boxes or radio buttons, or by entering your own text.
n You specify the layout of the appraisal forms for the individual appraisal models in Customizing
for 7UDLQLQJ DQG (YHQW 0DQDJHPHQW under 5HFXUULQJ $FWLYLWLHV -> $SSUDLVDOV -> (GLW $SSUDLVDOV
&DWDORJ. You will find the required setting for each appraisal model on the $GGLWLRQDO 'DWD tab
page under /D\RXW 6SHFLILFDWLRQV.

SAP AG

HR515

9-13

(66 0\ %RRNLQJV 5HERRNLQJ


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My Bookings

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SAP AG 1999

n The Employee Self-Service application 0\ %RRNLQJV lets employees rebook their bookings for
events themselves or submit rebooking requests to their supervisor. When a rebooking request is
submitted, the approval workflow $SSURYH (PSOR\HH
V $WWHQGDQFH 5HERRNLQJ (PE_APPROVE03)
can be automatically triggered (refer to the slide entitled $SSURYDO :RUNIORZV IRU (66 for details).

n When you choose 5HERRN GDWH, alternative booking proposals are displayed where available to
which the employee can switch. Messages are displayed explaining each operation selected and the
required steps.

SAP AG

HR515

9-14

(66 0\ %RRNLQJV &DQFHOLQJ


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My Bookings


$ CV

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SAP AG 1999

n Employees can just as easily cancel their own bookings in the service 0\ %RRNLQJV or submit
cancellation requests to their supervisor. When a cancellation request is submitted, the approval
workflow $SSURYH (PSOR\HH
V $WWHQGDQFH &DQFHOODWLRQ (PE_APPROVE02) can be automatically
triggered (refer to the slide entitled $SSURYDO :RUNIORZV IRU (66 for details).

n When you choose &DQFHO GDWH, the event date to be canceled is highlighted and a message is
displayed explaining the operation selected and the required steps.
n When you choose &DQFHO the booking is canceled.

SAP AG

HR515

9-15

$SSURYDO :RUNIORZV IRU (66


$SSURYDO ZRUNIORZV

(66 7UDLQLQJ &HQWHU


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39,  5HTXHVW
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3(B$33529(

SAP AG 1999

n The Employee Self-Services 7UDLQLQJ &HQWHU (PV7I) and 0\ %RRNLQJV (PV8I) can be used with the
following approval workflows:

$SSURYH (PSOR\HH
V $WWHQGDQFH %RRNLQJ (PE_APPROVE01; PV7I)
(PSOR\HH
V $WWHQGDQFH &DQFHOODWLRQ (PE_APPROVE02; PV8I)

$SSURYH (PSOR\HH
V $WWHQGDQFH 5HERRNLQJ (PE_APPROVE03; PV8I)

The workflows are triggered when an employee who is not authorized to book/cancel/rebook
attendance at an event tries to execute one of these functions in ESS (or depending on how the
switch SEMIN REQUE is set; see also the slide (66 &XVWRPL]LQJ 6HWWLQJV). The employee
receives a message that the corresponding request has been submitted to the supervisor. The
supervisor receives a request for approval as a work item in his or her workflow inbox. If the
supervisor approves the request, the requested function is executed automatically. If the
supervisor rejects the request, the operation is deleted.

SAP AG

HR515

9-16

$SSURYDO :RUNIORZ IRU %RRNLQJ


l :RUNIORZ $SSURYH (PSOR\HH
V $WWHQGDQFH %RRNLQJ

(PSOR\HH

5HFHLYHV
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SAP AG 1999

n The workflow $SSURYH (PSOR\HH


V $WWHQGDQFH %RRNLQJ (PE_APPROVE01) lets you approve and
book an employees event attendance request that requires approval.
n This workflow was specially developed for the Employee Self-Service 7UDLQLQJ &HQWHU (PV7I)
where employees can view the current offering in the event catalog, book themselves for events, or
submit booking requests to their supervisor (see also the slides (66 7UDLQLQJ &HQWHU).

SAP AG

HR515

9-17

$SSURYDO :RUNIORZ IRU &DQFHOODWLRQ


l :RUNIORZ (PSOR\HH
V $WWHQGDQFH &DQFHOODWLRQ

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SAP AG 1999

n The workflow (PSOR\HH


V $WWHQGDQFH &DQFHOODWLRQ (PE_APPROVE02) lets you cancel an
attendance booking that requires approval.
n This workflow was specially developed for the Employee Self-Service 0\ %RRNLQJV (PV8I) where
employees can view their current booking data (including cancellations and rebookings), cancel or
rebook their own bookings, or submit cancellation and rebooking requests to their supervisor (see
also the slides (66 0\ %RRNLQJV).

SAP AG

HR515

9-18

$SSURYDO :RUNIORZ IRU 5HERRNLQJ


l :RUNIORZ $SSURYH (PSOR\HH
V $WWHQGDQFH 5HERRNLQJ

5HFHLYHV
UHTXHVW

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SAP AG 1999

n The workflow $SSURYH (PSOR\HH


V $WWHQGDQFH 5HERRNLQJ (PE_APPROVE03) lets you rebook an
attendance booking that requires approval.
n This workflow was specially developed for the Employee Self-Service 0\ %RRNLQJV (PV8I) where
employees can view their current booking data (including cancellations and rebookings), rebook or
cancel their own bookings, or submit rebooking and cancellation requests to their supervisor (see
also the slides (66 0\ %RRNLQJV).

SAP AG

HR515

9-19

,QWHUQHW $SSOLFDWLRQ &RPSRQHQWV LQ 7UDLQLQJ DQG


(YHQW 0DQDJHPHQW
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SAP AG 2001

n In addition to the Employee Self-Services 7UDLQLQJ &HQWHU and 0\ %RRNLQJV 7UDLQLQJ DQG (YHQW
0DQDJHPHQW has four Internet Application Components that give users Internet access to the core
functions of day-to-day activities in the form of Self-Service applications. These four Internet
Application Components contain similar functions to those in ESS:

&DOHQGDU RI (YHQWV (PV0I): This Internet Application Component lets users display the
business events offered in your event catalog.

%RRN3UHERRN $WWHQGDQFH (PV4I : This Internet Application Component lets Web users display
your event catalog and make bookings or prebookings for themselves for business events.

%RRNHG (YHQWV (PV2I): This Internet Application Component lets Web users view details of
their business event bookings.

&DQFHO $WWHQGDQFH (PV6I): This Internet Application Component lets Web users cancel their
business event bookings.

n 1RWH:
There are Self-Service applications for R/3 users that correspond exactly to the Internet Application
Components listed above. These are:

/LVW RI (YHQWV (PV0I) corresponds to the Internet Application Component &DOHQGDU RI (YHQWV

%RRN $WWHQGDQFH (PV3I) has the same functions as PV4I

9LHZ $WWHQGDQFH (PV1I) has the same functions as PV2I

&DQFHO $WWHQGDQFH (PV5I) has the same functions as PV6I

SAP AG

HR515

9-20

6HWWLQJV IRU (PSOR\HH 6HOI6HUYLFH


'LVSOD\ ,PSOHPHQWDWLRQ *XLGH

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SAP AG 1999

n You make the following settings for the Employee Self-Services under 6HW 8S &RQWURO (OHPHQWV IRU
(66:

With the switch SEMIN INPRI, you can specify a booking priority for bookings made in the
Employee Self-Service 7UDLQLQJ &HQWHU. This would enable you, for example, to easily
recognize such bookings in the system and/or assign such bookings HVVHQWLDO priority.

With the switch SEMIN REQUE, you can specify that bookings may not be made or canceled
directly in the Web applications of 7UDLQLQJ DQG (YHQW 0DQDJHPHQW but instead that workflow
events are automatically generated that start workflows (value ). Approval workflows can be
linked with these workflow events, for example, the workflows PE_APPROVE1-3.

With the switch SEMIN WEBST, you can set up your own cancellation reason for
cancellations that are executed in the ESS 0\ %RRNLQJV You set up the cancellation reason in
table T77CAR. This lets you control the cancellation fees that are to be levied for employees in
the Self-Service.
1RWH:
The percentage value associated with the cancellation reason determines what percentage of the
attendance fee is levied as cancellation fee.

n In addition to these standard settings, you can use the Business Add-Ins (BAdIs) for ESS to make
customer-specific enhancements (see also the slide %XVLQHVV $GG,QV LQ 7UDLQLQJ DQG (YHQW
0DQDJHPHQW in the $SSHQGL[).

SAP AG

HR515

9-21

:HE $SSOLFDWLRQV 8QLW 6XPPDU\

<RX DUH QRZ DEOH WR

l 8VH WKH (PSOR\HH 6HOI6HUYLFHV RI 7UDLQLQJ DQG

(YHQW 0DQDJHPHQW

l 'HVFULEH WKH ZRUNIORZV WKDW FDQ EH XVHG ZLWK

(66

l 8VH WKH ,QWHUQHW DSSOLFDWLRQV RI 7UDLQLQJ DQG

(YHQW 0DQDJHPHQW

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SAP AG 1999

SAP AG

HR515

9-22

([HUFLVHV
8QLW :HE $SSOLFDWLRQV

In this exercise

maintain data especially for display in the Employee Self-Services


(ESS)

use the ESS applications 7UDLQLQJ &HQWHU and 0\ %RRNLQJV to book,


cancel, and rebook event attendance.

You are responsible for displaying business event data that is offered to
employees of your company on the corporate intranet for transactions
related to ERRNLQJ FDQFHOLQJ, and UHERRNLQJ event attendance.
As an employee, you also use the ESS applications of Training and
Event Management to book yourself for courses and training events.
In this exercise, you will be working mainly on an ITS Server that is
based on your training system.
Your instructor will give you details of the Web address and logon
data you require.

1.

You first have to maintain data in Training and Event Management that will affect the
display of business event data in ESS.
1.1.
1.2.

2.

First, create the ,QIR %XVLQHVV (YHQW *US infotype for your EXVLQHVV HYHQW JURXS

Create the :HE /LQN infotype for your business event location /RFDWLRQ and
for the EXVLQHVV HYHQW W\SH . Enter any Web address you choose ((for
example, your own homepage address or http://www.sap.com).

Log on to the ESS 7UDLQLQJ &HQWHU.


2.1.

On the search screen under 6XEMHFW $UHD, search for your business event group
and display the hit list for it.
1RWH: Specify a reasonably long selection period.

2.2.

Display the new :HE /LQNV you created.

2.3.

Book yourself for two of the event dates displayed.

SAP AG

HR515

9-23

3.

Choose the ESS 0\ %RRNLQJV.


3.1.

Rebook one of the bookings displayed.

3.2.

Cancel the second booking.

2SWLRQDO Additional exercise for experienced users:


1.

Exclude a business event type from display in ESS.

SAP AG

HR515

9-24

6ROXWLRQV
8QLW :HE $SSOLFDWLRQV

For these exercises, you will be working in the PDVWHU GDWD FDWDORJ
and in the Employee Self-Service applications of 7UDLQLQJ DQG (YHQW
0DQDJHPHQW

1.

You first have to maintain data in 7UDLQLQJ DQG (YHQW 0DQDJHPHQW that will affect the
display of business event data in ESS. To do so, go to the 0DVWHU 'DWD &DWDORJ.
1.1.

1.2

SAP AG

First, create the ,QIR %XVLQHVV (YHQW *US infotype for your EXVLQHVV HYHQW JURXS

Right click your EXVLQHVV HYHQW JURXS
and choose &KDQJH. The object
maintenance screen appears displaying all of the infotypes that can be
maintained for business event groups. Infotypes that have already been
maintained for the event group are indicated by a green checkmark.
Select the ,QIR %XVLQHVV (YHQW *US infotype and choose &UHDWH ,QIRW\SH. Select
the option 6XEMHFW DUHD &DWHJRU\ and save your entries.
Create the :HE /LQN infotype for your business event location /RFDWLRQ and
for the EXVLQHVV HYHQW W\SH . Enter a Web address of your choice.
In the 0DVWHU 'DWD &DWDORJ, first find your business event location (displayed
under your rooms).
Right click the location and choose &KDQJH. The object maintenance screen
appears displaying all of the infotypes that can be maintained for business event
locations.
Select the :HE /LQN infotype and choose &UHDWH ,QIRW\SH. Enter a title for the
:HE /LQN (for example, PDS) and under :HE /LQN enter the Internet address (for
example, your own homepage address or KWWSZZZVDSFRP). Save the
infotype and return to the 0DVWHU 'DWD &DWDORJ.
Find and right click your EXVLQHVV HYHQW W\SH  and choose &KDQJH. Proceed
as described above for the location. Create another Web address.

HR515

9-25

2.

Log on to the ESS 7UDLQLQJ &HQWHU.


2.1.

2.2.

2.3.

3.

On the search screen under 6XEMHFW $UHD, search for your business event group
and display the hit list for it.
1RWH: Specify a reasonably long selection period.
Display the new :HE /LQNV you created. In the resulting hit list, locations that
have :HE /LQNV are underlined. Click the business event location to display the
:HE /LQN.
You can display the :HE /LQN you created for your business event type by
clicking a business event (underlined) in the hit list and accessing the detailed
display of all information stored for the business event. The Web Link is also
displayed here. Click the underlined title to display the :HE /LQN.
Register yourself for two of the event dates displayed. To do so, execute the
function $GG WR VKRSSLQJ EDVNHW in the last column for one of the event dates.
Register for the second event date in the same way. In the shopping basket, you
must choose 3URFHHG WR ERRNLQJ and on the next screen confirm the booking by
choosing %RRN EXVLQHVV HYHQW If no error messages are displayed, you have
been successfully booked for the business event.

Next, go to the ESS 0\ %RRNLQJV by choosing the function of the same name in the
ESS 7UDLQLQJ &HQWHU.
3.1.

3.2.

Rebook one of the bookings displayed. To do so, choose 5HERRN GDWH in the
second last column and then select one of the alternative dates displayed.
Choose the function %RRN GHILQLWLYHO\ in the same line as the required new date.
Cancel the second booking. To do so, choose &DQFHO in the last column and
confirm the cancellation on the next screen.

6ROXWLRQV to the optional additional exercises:


1.

Exclude a business event type from display in ESS. To do so, you must create or
change the %XVLQHVV (YHQW 7\SH ,QIR infotype for the event type. Here you select the
option 1R GLVSOD\ LQ LQWUDQHW

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n You will find an explanation of the %XGJHWLQJ settings in the $SSHQGL[.

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n When employees of your company participate in events either as attendees or instructors, you can
store attendance types in 7LPH 0DQDJHPHQW for checking purposes.

n The following slides contain a detailed explanation of the settings required when setting up
integration in 7UDLQLQJ DQG (YHQW 0DQDJHPHQW.

n 1RWH:
You maintain the integration plan version under %DVLF 6HWWLQJV in the step 6HW $FWLYH 3ODQ 9HUVLRQ.

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n You activate integration with 7LPH 0DQDJHPHQW in the entry PLOGI TIME.

n 1RWH:
You can override (deactivate) integration with 7LPH 0DQDJHPHQW per business event type with the
%XVLQHVV (YHQW 7\SH ,QIR infotype (see also the unit %XVLQHVV (YHQW 3UHSDUDWLRQ).

n You can also make the following settings under 6SHFLI\ $WWHQGDQFH 7\SHV

In the entry SEMIN APART specify an attendance type for employees booked as attendees.

In the entry SEMIN AINST specify an attendance type for instructors.


In the entry SEMIN TIMEP you can specify a PLQLPXP DWWHQGDQFH SHUFHQWDJH which
employees must fulfill to qualify as valid attendance. Below this minimum, the attendance
record is automatically considered invalid (canceled).

1RWH:
You can override the minimum percentage value stored here per business event type with the
%XVLQHVV (YHQW 7\SH ,QIR infotype. (See also the slide %XVLQHVV (YHQW 7\SH %XVLQHVV (YHQW 7\SH
,QIR in the unit %XVLQHVV (YHQW 3UHSDUDWLRQ).

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n You specify attendance types in 7UDLQLQJ DQG (YHQW 0DQDJHPHQW that are incompatible with
attendance/absence types in 7LPH 0DQDJHPHQW in the step 'HILQH LQFRPSDWLEOH DWWHQGDQFH DQG
DEVHQFH W\SHV

n 1RWH:
If you enter the attendance type $$$$, a check is carried out against the shift plan. You can
deactivate this check per business event type using the infotype %XVLQHVV (YHQW 7\SH ,QIR If you do
so, event attendance is allowed regardless of what is recorded in the shift plan (see also the slide
%XVLQHVV (YHQW 7\SH %XVLQHVV (YHQW 7\SH ,QIR in the unit %XVLQHVV (YHQW 3UHSDUDWLRQ).

n When resources are being reserved or attendance booked, persons for whom absence has been
recorded in the business event period are not accepted as attendees or instructors for the event.
n Example:
It is not possible to act as instructor (attendance type) if one of the following absence types is
recorded:

Leave

Illness

n 1RWH:
Regardless of the incompatible absence types you maintain here, you can allow event attendance or
instructor function per business event type (via the %XVLQHVV (YHQW 7\SH ,QIR infotype; see also the
unit %XVLQHVV (YHQW 3UHSDUDWLRQ .

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n Integration with 0DWHULDOV 0DQDJHPHQW (MM) lets users of 7UDLQLQJ DQG (YHQW 0DQDJHPHQW
reserve and order materials from the material master for business events.

n Once you have put a business event in ILUPO\ ERRNHG status, you can order materials for it. When
doing so, you can decide whether material requirements are based on the optimum or the actual
number of attendees of the business event. The system automatically creates a material reservation
or purchase requisition depending on availability.
n The following slides contain a detailed explanation of the settings required when setting up
integration in 7UDLQLQJ DQG (YHQW 0DQDJHPHQW.

n 1RWH:
You create a QXPEHU UDQJH LQWHUYDO, required for reference documents in material procurement,
billing, activity allocation, and cost transfer posting purposes, in Customizing for 7UDLQLQJ DQG
(YHQW 0DQDJHPHQW under %DVLF 6HWWLQJV ! 1XPEHU 5DQJH 0DLQWHQDQFH -> 'HILQH 1XPEHU 5DQJHV
IRU ([WHUQDO 2SHUDWLRQV

n 5HFRPPHQGDWLRQ
You should use the wizard to configure Customizing. The wizard leads you through the integration
settings step by step with detailed explanations (including the settings for number ranges for
external operations).

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n You activate integration with 0DWHULDOV 0DQDJHPHQW in the entry SEMIN MAT.

n You can also make the following settings under 6SHFLI\ 2UJDQL]DWLRQDO (OHPHQWV

In the entry PPINT PPINT specify a default value for controlling area. Material costs must be
settled within one controlling area since all in-company settlements reference account
assignment objects in the same controlling area.

For MM, you must specify a plant and a storage location where reservations and purchase
requisitions for TEM are processed:
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In the entry SEMIN PLANT specify a plant for materials management.

In the entry SEMIN STORE specify a storage location for materials management.

SAP AG

HR515

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n In the entry SEMIN COSTC you can specify an evaluation path used to find the cost center of the
cost object that is debited for purchase requisition or material reservations. This is the cost center of
the organizer in the standard system.
n If the system finds no cost center stored in SEMIN COSTC, it takes the FRVW FHQWHU stored under
SEMIN SCOST.
n Purchase requisitions are managed as documents in 0DWHULDOV 0DQDJHPHQW Purchase requisitions
from 7UDLQLQJ DQG (YHQW 0DQDJHPHQW are assigned the document type 1%, which you can set in the
entry SEMIN DOCTY.
n The PRYHPHQW W\SH controls the movement of goods in MM. MM supports the movement type
JRRGV LVVXH IRU FRVW FHQWHU for reservations from 7UDLQLQJ DQG (YHQW 0DQDJHPHQW. You set this in
the entry SEMIN MOVTY.

SAP AG

HR515

10-10

SAP AG

HR515

10-11

n The Material Procurement process is similar to the processes used for cost transfer posting, activity
allocation, and billing (see slide 3URFHVV IRU ([WHUQDO 2SHUDWLRQV in the unit %LOOLQJ DQG $FWLYLW\
$OORFDWLRQ).

An availability check is carried out and, depending on the results, either a reservation for instock material or a purchase requisition for non-stock material is automatically created.

n You can also use this report to order the required material from MM. To do so, choose 5HVHUYH
PDWHULDO
n You can run the report 0DWHULDO 5HTXLUHPHQWV SHU %XVLQHVV (YHQW (RHMARP00) to display what
material is required in what quantity per business event.
SAP AG 2001

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n 7UDLQLQJ DQG (YHQW 0DQDJHPHQW can be integrated with the 5 $SSRLQWPHQW &DOHQGDU.

n Integration with the 5 $SSRLQWPHQW &DOHQGDU automatically generates a calendar entry when an
employee is booked as instructor or attendee for an event.

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n In the entry PLOGI APPNT you activate integration with the 5 $SSRLQWPHQW &DOHQGDU.

n In the entry SEMIN TINST specify an DSSRLQWPHQW W\SH for instructor function.
n In the entry SEMIN TPART specify an DSSRLQWPHQW W\SH for event attendance.

n 1RWH:
Before you can make these settings, you must create the appointment types for instructor function
and event attendance in Customizing for %DVLV under %DVLV 6HUYLFHV -> 6$3RIILFH 0DLO DQG )ROGHU
6\VWHP -> $SSRLQWPHQW &DOHQGDU -> 0DLQWDLQ $SSRLQWPHQW 7\SHV IRU $SSRLQWPHQW &DOHQGDU.

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n When an employee is booked to attend or reserved to hold an event, the appropriate appointment is
entered automatically in the employees calendar.
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SAP AG 1999

n If you use the components 7UDLQLQJ DQG (YHQW 0DQDJHPHQW and 6$3 .QRZOHGJH :DUHKRXVH in
separate systems, in addition to the settings you make under 6$3 .QRZOHGJH 3URYLGHU you must
also set up the required RFC destinations under 0DLO &RQQHFWLRQ.

n You then enter the RFC destinations in table SDOKDOCSP which you access by calling
transaction se16.

SAP AG

HR515

10-15

,QWHUDFWLRQ ZLWK 6$3 .QRZOHGJH :DUHKRXVH

)URQW HQG

6$3 +5

,QIR 2EMHFWV
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SAP AG 1999

n This slide illustrates the interaction between 6$3 .QRZOHGJH :DUHKRXVH and 7UDLQLQJ DQG (YHQW
0DQDJHPHQW.

n The two components are linked by means of the .QRZOHGJH /LQN infotype that you can maintain for
business event types and business events in TEM.
n The .QRZOHGJH /LQN lets you create links from business events to all of the information materials
(InfoObjects) stored in 6$3 .QRZOHGJH :DUHKRXVH, such as training materials or the complete
online documentation in the SAP Library.
n This lets you link additional relevant information with events and event types (such as the materials
used to teach them).
n You can display the info objects linked with events and event types both from the 7UDLQLQJ DQG
(YHQW 0DQDJHPHQW application itself (for example from the business event menu) and from all of its
Employee Self-Services and Internet applications.

SAP AG

HR515

10-16

,QWHJUDWLRQ 8QLW 6XPPDU\


<RX DUH QRZ DEOH WR

l 'HVFULEH WKH LQWHJUDWLRQ RSWLRQV IRU 7UDLQLQJ DQG


(YHQW 0DQDJHPHQW
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SAP AG 1999

SAP AG

HR515

10-17

([HUFLVHV
8QLW ,QWHJUDWLRQ

In this exercise

You test the functions provided by the integration between 7UDLQLQJ


DQG (YHQW 0DQDJHPHQW and other components

You are responsible for setting up and testing functions available when
7UDLQLQJ DQG (YHQW 0DQDJHPHQW is integrated with other components.
This includes integration with billing and activity allocation components,
with 7LPH 0DQDJHPHQW, with 0DWHULDOV 0DQDJHPHQW, with the 5
$SSRLQWPHQW &DOHQGDU, and with the .QRZOHGJH :DUHKRXVH.

1.
2.

Book an attendee of the type XVHU for a business event and check whether the
appointment is automatically entered in the attendees appointment calendar.
Display the Knowledge Link stored for EXVLQHVV HYHQW W\SH  both in the R/3 System
and via ESS. For display purposes, enter the user name 9,(:,1* and the password
7(67.

2SWLRQDO Additional exercise for experienced users:


1.

Create a business event that contains days off. Book an internal attendee for this
business event.

2.

Carry out a material procurement for a business event that has already begun or for one
dated in the past. Per attendee reserve the material number 7+5 and per
business event the material number 7+5.

SAP AG

HR515

10-18

6ROXWLRQV
8QLW ,QWHJUDWLRQ

1.

2.

Book an attendee of the type XVHU for a business event and check whether the date is
automatically entered in the attendees appointment calendar. To do so, in the
DWWHQGDQFH PHQX right click the required business event date and choose %RRN. On the
%RRN $WWHQGDQFH data screen first select the attendee type 8VHU, enter a user name and
book the attendee.
Leave the DWWHQGDQFH PHQX and in the 6$3 0HQX choose 2IILFH -> $SSRLQWPHQW
&DOHQGDU -> 2WKHU (PSOR\HH.
In the dialog box that appears, enter the user name and the start date of the business
event for which the attendee is booked. The users appointment calendar appears
displaying the booked event date.
Display the Knowledge Link stored for business event type ##-1 both in the R/3System and via ESS.
Go to the EXVLQHVV HYHQW PHQX to display the Knowledge Link in the R/3-System. Right
click the business event type  and choose .QRZOHGJH /LQN. Then, in the dialog box
that appears, enter the user name 9,(:,1* and password 7(67. The Knowledge
Link is displayed.
To display the Knowledge Link in ESS, log on to the ESS application 7UDLQLQJ &HQWHU
and enter the business event type name on the search screen. From the hit list, branch to
the 'HWDLOHG GLVSOD\ for one of the event dates displayed. There you can see the
Knowledge Link title. When you click this, a dialog box appears where you must enter
the XVHU QDPH 9,(:,1* and SDVVZRUG 7(67 The Knowledge Link is displayed.

SAP AG

HR515

10-19

6ROXWLRQV to the optional additional exercises:


1.

Create a business event that contains days off. Book an internal attendee for this
business event.
Right click one of your business event types and choose &UHDWH ZLWK 5HVRXUFHV. Under
'LVSOD\ VFKHGXOH, check what weekdays have been reserved (option LQFOXGH GD\V RII is
deselected). In resource selection, change the business event date so that the business
event schedule includes days off (such as a weekend) or create a schedule with its start
day on 6XQGD\ for example. Save the event date.
Go to the DWWHQGDQFH PHQX and book an attendee of the type 3HUVRQ for this event date.
An error message appears "Attendee is not available in the business event period". You
cannot make the booking in this case.
Change the pertinent business event type by either creating or changing the %XVLQHVV
HYHQW W\SH LQIR infotype. Here you select the option (YHQW DWWHQGDQFH DOORZHG LQ WLPH
RII. Then try again to book the same attendee for an event date of this business event
type. No error message is displayed this time and the attendee is booked for the event.

2.

Carry out material procurement for a business event that has already begun or one dated
in the past. Per attendee reserve the material number 7+5 and per business
event the material number 7+5. You first have to create all of the relevant
realtionships for the business event type: UHTXLUHV UHVRXUFH W\SH PDWHULDO IRU DWWHQGHH
and UHTXLUHV UHVRXUFH W\SH PDWHULDO IRU EXVLQHVV HYHQW (both resource types already
exist in the system). In addition, you must create the relationships to the material
numbers: XVHV IRU DWWHQGHH PDWHULDO 7+5 Dnd XVHV IRU EXVLQHVV HYHQW PDWHULDO
7+5.
Once you have created the four relationships for the event type, you must reserve
resources anew by choosing &KDQJH EXVLQHVV HYHQW and reserve the materials displayed.
Then in the EXVLQHVV HYHQW PHQX choose %XVLQHVV HYHQW -> 0DWHULDO SURFXUHPHQW The
procedure from here is the same as for the cost transfer posting solution (in the unit
%LOOLQJ DQG $FWLYLW\ $OORFDWLRQ): you must first trigger the material procurement process
by choosing 5HVHUYH 0DWHULDO A reference document number is then created. This has
to be compared. You can then display the original document in 0DWHULDOV 0DQDJHPHQW.

SAP AG

HR515

10-20

$SSHQGL[
&RQWHQW

l P\6$3FRP :RUNSODFH

l 7KH UROH FRQFHSW DQG VSHFLILF UROHV LQ 7UDLQLQJ DQG


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l SAP AG 1999
%XVLQHVV $GG,QV LQ 7UDLQLQJ DQG (YHQW 0DQDJHPHQW

SAP AG

HR515

A-1

P\6$3FRP :RUNSODFH
mySAP.com Marketplace

Update

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Welcome Will Workplace

Human Resources

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Favorites

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Information Systems
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SAP AG 1999

n The :RUNSODFH is a portal that gives a user access to the transactions, reports, and Web-based
applications required for his/her daily work. This collection of activities is combined into what are
termed UROHV.

n To start the Workplace, you must enter your Web address in your browser. If you do not use the
Workplace, you set up roles in the SAP System.

n The Workplace consists of three main components: the ChannelBar, in which you can have parallel
sessions running, the LaunchPad, which contains the role-specific user menu, and the WorkSpace.
n Roles are classified into FRPSRVLWH UROHV and LQGLYLGXDO UROHV. Composite roles are made up of
multiple individual roles which, in turn, are composed of numerous smaller, coherent activities.
Composite roles are delivered with the P\6$3FRP :RUNSODFH

SAP AG

HR515

A-2

SAP AG

HR515

A-3

n From Release 4.6C, SAP delivers predefined user roles for all application areas with the
P\6$3FRP :RUNSODFH. In addition to the international composite roles listed here, Personnel
Management also delivers country-specific roles.
n You create individual and composite roles using the profile generator (transaction PFCG). This
enables SAP System users to work with user-specific menus. Users are assigned authorization to
perform the activities in the menus via the individual roles to which they are assigned. Users
assigned to a role can switch between their user-specific menu and the SAP standard menu.
n Each composite role is composed of a number of individual roles which, in turn, are made up of a
collection of smaller, logically coherent transactions. By transactions, we mean the collection of
functions that a user who holds a certain position or job typically requires in his/her workplace.
SAP AG 1999
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0DQDJHPHQW

&RPSRVLWH 5ROH 7UDLQLQJ $GPLQLVWUDWRU


l 7UDLQLQJ $GPLQLVWUDWRU
(SAP_HR_PD_TRAININGADMIN)
n 7KH 7UDLQLQJ $GPLQLVWUDWRU LV UHVSRQVLEOH

IRU DOO DGPLQLVWUDWLYH WDVNV WKDW W\SLFDOO\


RFFXU LQ WKH DUHD RI WUDLQLQJ 7KH WUDLQLQJ
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WKH GD\WRGD\ DFWLYLWLHV LQYROYHG LQ
WUDLQLQJ DV ZHOO DV IRU SUHSDULQJ DQG
IROORZLQJ XS EXVLQHVV HYHQWV

SAP AG 1999

n A 7UDLQLQJ $GPLQLVWUDWRU typically performs the following tasks:

Maintaining master data for business events and attendees

Processing all booking activities

Providing attendee information and support

Handling correspondence and general administrative duties

Organizing training materials and equipment

Managing resources

Providing instructor support

Preparing and following up business events

Billing and allocating attendance fees

Reporting in the area of training

Creating and editing attendee and business event appraisals

Reporting for appraisals in the area of training

Reporting for employee qualifications

Access to personnel development and training plans

SAP AG

HR515

A-4

&RPSRVLWH 5ROH 7UDLQLQJ 0DQDJHU


l 7UDLQLQJ 0DQDJHU
(SAP_WP_TRAINING_MANAGER)
n 7KH PDQDJHU LQ WKH DUHD RI 7UDLQLQJ LV WKH

VWUDWHJLF SDUWQHU WR WKH KXPDQ UHVRXUFHV


PDQDJHU WKH SHUVRQQHO GHYHORSPHQW
PDQDJHU DQG WKH OLQH PDQDJHU 7KH
WUDLQLQJ PDQDJHU KDV DQ H[WHQVLYH
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SRVLWLRQ WR WDLORU WKH HGXFDWLRQ DQG
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UHVSRQVLEOH IRU DOO SODQQLQJ DFWLYLWLHV DQG
WKH RYHUDOO FRRUGLQDWLRQ RI WUDLQLQJ
DFWLYLWLHV LQ WKH HQWHUSULVH

SAP AG 1999

n A 7UDLQLQJ 0DQDJHU typically performs the following tasks:

Planning and coordinating all planning activities in the enterprise

Planning training on the basis of training needs in the enterprise

Designing an enterprise-specific curriculum

Scheduling suitably-qualified instructors

Managing budgets and costs

Managing resources

Selecting internal and external training organizers

Selecting internal and external training venues

Creating training plans

Coordinating training plans with personnel development plans

Designing appraisal sheets and appraisal models for the training area

Monitoring training plans and appraisals

SAP AG

HR515

A-5

6LQJOH 5ROHV LQ 7UDLQLQJ DQG (YHQW 0DQDJHPHQW


7KH FRPSRVLWH UROH 7UDLQLQJ $GPLQLVWUDWRU FRQWDLQV WKH IROORZLQJ
LQWHUQDWLRQDO VLQJOH UROHV
7UDLQLQJ $GPLQLVWUDWRU
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7KH FRPSRVLWH UROH 7UDLQLQJ 0DQDJHU FRQWDLQV WKH IROORZLQJ


LQWHUQDWLRQDO VLQJOH UROHV
7UDLQLQJ 0DQDJHU
6$3B+5B3(B75$,1,1*0$1$*(5
7UDLQLQJ 0DQDJHU 3HUVRQQHO 'HYHORSPHQW
6$3B+5B3'B75$,1,1*$'0,1
SAP AG 1999

n In addition to the single roles listed, 7UDLQLQJ DQG (YHQW 0DQDJHPHQW has the following additional
single roles:

+5 0DQDJHU 7UDLQLQJ (SAP_HR_PE_HR-Manager), part of the composite role +5 0DQDJHU


(SAP_WP_HR-Manager)

,QVWUXFWRU 7UDLQLQJ (SAP_HR_KM_Instructor), part of the composite role ,QVWUXFWRU


(SAP_WP_KM-Instructor)

6\VWHP 6SHFLDOLVW 7UDLQLQJ (SAP_HR_PE_SPECIALIST), part of the composite role 6\VWHP


6SHFLDOLVW (SAP_WP_HR-SYSTEM-SPEC)

0DQDJHU *HQHULF 7UDLQLQJ (SAP_HR_PE_MANAGER), part of the composite role 0DQDJHU


*HQHULF (SAP_WP_GENERIC_MANAGER)

5RRP 5HVHUYDWLRQ (SAP_HR_PE_RPL_ROOMRESERVATION), unassigned single role

5RRP 5HVHUYDWLRQ 3ODQQLQJ (SAP_HR_PE_RPL_ROOMPLANNING), unassigned single role

n The following single roles are available to cater for the country-specific activities of the composite
role 7UDLQLQJ 0DQDJHU:

7UDLQLQJ 0DQDJHU 6LQJDSRUH (SAP_HR_PE_SG_TRAININGMANAGER)

n You can also define your own roles.

SAP AG

HR515

A-6

5ROH6SHFLILF 0HQX ([DPSOH


l 7KH 7UDLQLQJ $GPLQLVWUDWRU LV DVVLJQHG D PHQX
FRQWDLQLQJ DOO RI WKH WUDQVDFWLRQV UHTXLUHG LQ KLVKHU
WDVN DUHD
Menu for the role of Training Administrator
Attendance
Attendance Menu
Prebook Attendance
Book Attendance
Replace Attendance
Rebook Attendance
Cancel Attendance
Attendee Appraisal
Correspondence
Business Events
Resources
Information System
Settings
SAP AG 1999

SAP AG

HR515

A-7

SAP AG

HR515

A-8

n You access the Customizing settings for the 2EMHFW 0DQDJHU under 3HUVRQQHO 0DQDJHPHQW !
*OREDO 6HWWLQJV LQ 3HUVRQQHO 0DQDJHPHQW ! 6HWWLQJV IRU WKH 2EMHFW 0DQDJHU

n Together, the VHDUFK DUHD and the VHOHFWLRQ DUHD form the REMHFW PDQDJHU In the search area, you
can use different search functions to find objects (such as business event types). The objects
selected are then displayed in the selection area. You perform the transaction-specific functions for
the selected objects in the ZRUN DUHD.

Search area

Selection area

Work area

n The user interface of these transactions is composed of three screen frames, each incorporating
specific functions:
n The 2EMHFW 0DQDJHU provides users with intuitive and uniform navigation options when searching
for and selecting objects across multiple components and transactions. In 7UDLQLQJ DQG (YHQW
0DQDJHPHQW the object manager is used in the transactions %RRN $WWHQGDQFH and 3UHERRN
$WWHQGDQFH to search for business events and event types for booking and prebooking purposes (not
when you book or prebook via the dynamic attendance menu).
SAP AG 2001

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SAP AG

HR515

Yellow triangle = warning (transaction may be executed)

A-9

Red rectangle = error message (transaction cannot be executed; message is displayed with a
stop sign icon)

Green circle = information (transaction may be executed)

n Icons beside the messages indicate the following:


n The log offers a number of editing options (such as print, or hide log).

When you execute the individual ERRNSUHERRN functions, the message log is displayed in the
lower part of the screen (see slide).

For all other transactions, the log is displayed in a dialog box.

n The messages (error messages, warnings, and information) that are output when you call
transactions are displayed in a message log:

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SAP AG 2001

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SAP AG

HR515

A-10

n When you create or plan a business event date, the VFKHGXOH ZLWKRXW SDWWHUQ becomes a JHQHUDOL]HG
VFKHGXOH.
n Enter the duration in both GD\V and KRXUV.

n When you create a time schedule for a business event type, you can create a VFKHGXOH ZLWKRXW
SDWWHUQ in which you need only specify the start date and the duration.
SAP AG 2001
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SAP AG 1999

n The third option (in addition to a VFKHGXOH ZLWKZLWKRXW SDWWHUQ) is to create a XVHUGHILQHG
VFKHGXOH. Here, as you do when you &UHDWH ZLWK SDWWHUQ, you can specify a VWDUW GD\ and the
number of UHFXUUHQFHV

n Instead of selecting a time schedule with predefined day schedules (as for a VFKHGXOH ZLWK SDWWHUQ),
enter the day numbers and specify the individual GD\ VFKHGXOHV (by specifying GD\ VHJPHQWV)
directly. The day schedules are repeated at monthly or weekly intervals, depending on your
specifications under PXOWLSOH GDWHVUHFXUUHQFHV.
n The day segments you can select are created under 'HILQH WLPH VFKHGXOH (see unit on %XVLQHVV
(YHQW 3UHSDUDWLRQ).

SAP AG

HR515

A-11

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SAP AG 1999

n This infotype lets you define a YDOLGLW\ for business event types.

n In 7UDLQLQJ DQG (YHQW 0DQDJHPHQW you can create the relationship KDV DWWHQGHG HYHQWV RI W\SH for
a business event type to record attendance at a prerequisite event or a follow-up event. You
maintain this relationship during follow-up processing for business events (see also the unit on
5HFXUULQJ $FWLYLWLHV).
n When the validity period of a business event type has expired, this relationship becomes invalid as
a prerequisite for follow-up events.

SAP AG

HR515

A-12

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SAP AG 1999

n When you create a business event type, you can specify what demand there is for event dates per
TXDUWHU, per ORFDWLRQ, and per ODQJXDJH.

n We recommend that you determine demand for event dates in the G\QDPLF SODQQLQJ PHQX. Demand
data can be derived from any combination of SUHERRNLQJV WR GDWH SUHYLRXV \HDU
V ERRNLQJV or
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n The 'HPDQG infotype is required for the business event planning function. The system plans the
required number of event dates to meet the demand, taking your planning specifications into
account (see also the unit on %XVLQHVV (YHQW &DWDORJ).

n You can display the demand for a business event type using the report %XVLQHVV (YHQW 'HPDQG. The
demand data is displayed before every planning transaction. You can change data as required.

SAP AG

HR515

A-13

%XVLQHVV (YHQW 7\SH 3URFHGXUH


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SAP AG 1999

n The 3URFHGXUH infotype lets you override the Customizing settings regarding system reactions for
individual business event types. In the 3URFHGXUH infotype, you specify the procedure per attendee
type, system reactions during checks carried out in connection with attendance bookings, and what
actions the system should perform once a business event has been attended:

Check for bookings for events of the same type (BookT)

Check for prebookings for the same business event type (PrebT)

Check for attendance prerequisites (ChPreq)

Check for qualifications of attendee (Chec...)

Transfer business event objectives as qualifications to attendees (Quals)

Delete relationship between business event and attendee (Del. BE/A)

Create relationship between business event type and attendee (E/A rel)

n You control whether a booking may be made or not by the message type you assign per attendee
check:

1R HQWU\:

E (Error message): Booking may not be made.

W (Warning):

Warning is displayed. Booking may be made when you choose &RQILUP.

I (Information):

Message is displayed. Booking can be made.

No check is performed. Booking may be made.

n This infotype lets you override ALL of the procedures defined in Customizing generally for
DWWHQGHH FKHFNV and IROORZXS SURFHVVLQJ.

SAP AG

HR515

A-14

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SAP AG 1999

n This infotype lets you store costs, subdivided into cost items, for business event types.

n The data in the &RVWV infotype is used to record costs that occur in 7UDLQLQJ DQG (YHQW
0DQDJHPHQW. You can also maintain this infotype for business events, resources, and resource
types.
n You create the cost items that you can assign to business event types in Customizing for 7UDLQLQJ
DQG (YHQW 0DQDJHPHQW under %XVLQHVV (YHQW 3UHSDUDWLRQ or in &XUUHQW 6HWWLQJV in the step 'HILQH
&RVW ,WHPV (see also the unit on %XVLQHVV (YHQW 3UHSDUDWLRQ).

SAP AG

HR515

A-15

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SAP AG 1999

n This infotype lets you make the following billing and allocation differentiations for business event
types:

You can specify your own VDOHV DUHD In billing, the sales area is used for conditions per
customer, for instance.

You can specify different DFWLYLW\ W\SHV for attendance and instructor function.

You can specify different revenue account determination via the DFFRXQW DVVLJQPHQW JURXS
PDWHULDO.

n 1RWH:
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you can set in Customizing for 7UDLQLQJ DQG (YHQW 0DQDJHPHQW under ,QWHJUDWLRQ -> %LOOLQJ DQG
$FWLYLW\ $OORFDWLRQ -> %LOOLQJ -> 6SHFLI\ 2UJDQL]DWLRQDO (OHPHQWV, first reads the data in the
%LOOLQJ$OORFDWLRQ ,QIR infotype stored for the organizer and then for the business event type (see
also the slide 6HWWLQJV IRU %LOOLQJ  in the unit %LOOLQJ DQG $FWLYLW\ $OORFDWLRQ).

SAP AG

HR515

A-16

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SAP AG 2001

n For reservation of resources of the category 5RRP and 2WKHU 5HVRXUFH, you only have to create a
relationship between the business event type and the relevant resource type (object type R) to
ensure that the pertinent resources (object type G) are automatically offered for selection during
resource reservation. (The slide shows an example for the category 5RRP only.)

n However, in the case of external resources, you must create additional relationships between these
and the business event type. External resources are objects that do not have object type G and are
therefore not directly related with the resource type. (See next slide for details.)

SAP AG

HR515

A-17

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SAP AG 2001

n Unlike resource reservation for resources of the category 5RRP and RWKHU UHVRXUFHV (see previous
slide for details), you must create additional relationships for external resources, that is, resources
that do NOT have object type G.
n For resource reservation purposes for a business event that has one or more instructors (for
example, that have object types P and H), you must create additional realtionships with the other
possible instructors for the event, that is, in addition to the usual relationship between the business
event type and the resource type LQVWUXFWRU (a resource type where you selected the category
LQVWUXFWRU and maintained the DYDLODELOLW\ LQGLFDWRUV as required). (See also in unit %XVLQHVV (YHQW
3UHSDUDWLRQ, the slides &UHDWLQJ D 5HVRXUFH 7\SH and 5HVRXUFH 7\SH $YDLODELOLW\ )HDWXUHV). This
ensures that these instructors will be offered for selection as well during resource reservation.

SAP AG

HR515

A-18

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SAP AG 2001

n For resource reservation for a business event that requires 0DWHULDO (object type M), you must
create one or both of the following relationships as required: a relationship between the business
event type and a resource type 0DWHULDO SHU %XVLQHVV (YHQW and/or a relationship between the
business event type and a resource type 0DWHULDO SHU $WWHQGHH.

n You also have to maintain the $YDLODELOLW\ ,QGLFDWRUV infotype for these resource types. (See also in
unit %XVLQHVV (YHQW 3UHSDUDWLRQ, the slides &UHDWLQJ D 5HVRXUFH 7\SH and 5HVRXUFH 7\SH:
$YDLODELOLW\ LQGLFDWRUV)

n As well as this, you must create additional relationships between the business event type and the
materials required for the business event (SHU DWWHQGHH and/or SHU EXVLQHVV HYHQW as required). When
resources are reserved for the business event, these materials will then be offered automatically for
selection.

n When you trigger the material reservation process with the report 0DWHULDO 5HTXLUHPHQWV SHU
%XVLQHVV (YHQW any materials selected during resource reservation will be automatically ordered in
0DWHULDOV 0DQDJHPHQW (see also in unit ,QWHJUDWLRQ, the slide 0DWHULDO 3URFXUHPHQW). A material
reservation is automatically created for in-stock material and a purchase requisition is created for
non-stock material.

SAP AG

HR515

A-19

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n The UHVRXUFH PHQX is a dynamic menu for managing resources and resource types.
n You can execute the following functions there:

Display, change, and create resources

Display, change, and create resource types

Display and change business events (and make resource reservations)

Request reports for resources and business events to ensure that your events have the resources
they require (such as the report 5HVRXUFHV 1RW <HW $VVLJQHG SHU 5HVRXUFH 7\SH).

Lock/unlock resources of the resource type 5RRP

n Like the other dynamic menus, the UHVRXUFH PHQX is hierarchically structured. The resource types
occupy the top level, and the resources the level below.
n If the resources have been reserved for one or more business events, the event dates are displayed
one level below the resources.
n You access the UHVRXUFH PHQX in the 6$3 (DV\ $FFHVV 0HQX under +XPDQ 5HVRXUFHV ! 7UDLQLQJ
DQG (YHQW 0DQDJHPHQW ! 5HVRXUFHV

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HR515

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n This function determines all of the cost items stored for a business event and uses the reference
units and reservation times to calculate a suitable price proposal for an event.
n Business event costs are derived from the sum of all cost items per business event type or business
event, and per resource type or resource. If the same cost item is stored for an event type and the
corresponding event, the system takes the value stored for the event itself. The same applies to
resources and resource types: if the same cost item is stored for both, the value stored for the actual
resource is taken.
n The 3ULFH 3URSRVDO report (RHCPRI00) that is called for this function determines a business event
price that adequately covers your organizational costs and overheads. You can adopt the proposed
price (as both internal and external price) for your business events and transfer it to the 3ULFHV
infotype. Alternatively, you can use the proposed price as a guideline when fixing your own price.
n The price proposal can be based on either the RSWLPXP QXPEHU SUHVFULEHG or the DFWXDO number of
attendees booked for an event to date. You can select the optimum capacity on the reports
selection screen. Otherwise, the calculation basis is dependent on the status of the event: for a
business event in SODQQHG status, the optimum number of attendees prescribed for the event is taken
(considering the resource capacity as well); for a business event in ILUPO\ ERRNHG status, the actual
number of bookings to date is taken to calculate a price proposal.
n 1RWH:
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%XVLQHVV (YHQWV -> 3ULFH 3URSRVDO and in the EXVLQHVV HYHQW PHQX under %XVLQHVV (YHQW.

SAP AG

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SAP AG 1999

n 7UDLQLQJ DQG (YHQW 0DQDJHPHQW has functions that let you create budgets for organizational units
and compare the budgets with the actual costs incurred.
n You create budgets (object type BU) for a specific period and store an amount and a currency for
them. Your budget structure generally reflects the organizational structure that it finances. Budgets
are assigned to budget groups and budget types. 7UDLQLQJ DQG (YHQW 0DQDJHPHQW supports budget
group 03 and budget type 0001. Other application components support other budget groups and
types.
n You specify the budget attributes and periods in Customizing (explained in the context of %XGJHW
6HWWLQJV ).

n Budgets are assigned to organizational units using the financing function.

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according to the names of the relevant organizational units. Use the option of generating budget
structures from organizational structures.

SAP AG

HR515

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n The %XGJHW &RPSDULVRQ report (RHBUDG00) lets you compare the budget assigned to an
organizational unit with the actual training and education cost accrued in the organizational unit up
to a given key date.
n The reporting period covers the current fiscal year up to the specified key date.
n You can carry out a budget comparison for one organizational unit or for an organizational unit and
all its underlying organizational units as well.
n Budget comparisons consider fees for all individual and group bookings made by an organizational
unit. You also have the option of including cancellation fees in the comparison.

SAP AG

HR515

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SAP AG 2001

n You first specify the currency for the budget. You must use the budget group 03 (especially set up
for 7UDLQLQJ DQG (YHQW 0DQDJHPHQW).

n You then specify the budget attributes and budget type. You must enter budget type 0001 for
budget group 03. You store the information that the budget type unit assigned to the budget is a
FXUUHQF\ and flag your budget as DOORFDWDEOH in other words, allowed for budgeting.

n Lastly, you define the EXGJHW SHULRGV you require.

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since these are the only ones processed in 7UDLQLQJ DQG (YHQW 0DQDJHPHQW. Other application
components use other budgets.

SAP AG

HR515

A-25

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SAP AG 2001

n A Business Add-In (BAdI) is a location in a program defined by the programmer where the
customer can enter coding without modifying the original object.
n In 7UDLQLQJ DQG (YHQW 0DQDJHPHQW, the following Business Add-Ins (BAdIs) are available for
customer-specific enhancements for the Employee Self-Service 0\ %RRNLQJV (PV8I):

%$G, 6HW 8S &XVWRPHU6SHFLILF $WWHQGDQFH &DQFHOODWLRQ 5HDVRQ (HRTEM00NET_WEBST):

This Business Add-In lets you set up your own cancellation reason that is called dynamically in
the ESS 0\ %RRNLQJV. This determines the cancellation reason (and also the cancellation fee)
when a booking is canceled.

%$G, &XVWRPHU6SHFLILF 6HWXS RI 0\ %RRNLQJV (HRTEM00NET_ACTIVITY):


This Business Add-In lets you modify the hit list that appears when booking data is displayed
in the ESS 0\ %RRNLQJV.

SAP AG

HR515

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