Training and Event Management (PE)

Purpose
The Training and Event Management component has a wide range of powerful functions to enable you to
plan and manage all kinds of business events from training events to conventions simply and efficiently.
Its flexible reporting and appraisal functions provide you with important decision support feedback to
ensure that the business events you offer are both high quality and effective.
Training and Event Management is an integral part of SAP HR and has interfaces to all of the relevant
SAP application components, making it a basis for extending and updating your employees' skills and
knowledge. Integration with Personnel Development lets you convert training proposals directly into
bookings for employees with qualification deficits or needs.
The connection to the SAP Knowledge Warehouse gives you direct access from the Training and Event
Management application and its self-service applications to a variety of training materials (self-teach
materials and so on).
Training and Event Management contains an extensive range of functions that are user-friendly and
intuitive. The application's graphical user interface greatly facilitates navigation and operation of the
system.

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

Component

Functions

Organizational
Management

Organizational units can be booked as attendees and can organize business

events

Personnel
Administration

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

instructors

Time Management

Attendance records are stored and compatibility/availability checks can be

carried out for internal employees and instructors

Personnel
Development

Qualifications can be checked and transferred to attendees. Users can also use
the appraisal functions of the Personnel Development component

Cost Accounting

Attendance and instructor fees can be settled using Internal Activity Allocation

Sales and
Distribution

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

Materials
Management

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

SAP Knowledge
Warehouse

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

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

R/3 Appointment
Calendar

When employees are booked as attendees or instructors for events, these

appointments can be automatically generated in the R/3 Appointment Calendar

Integration with these components is optional. You can use Training and Event Management as a
standalone option without availing of the advantages offered by such integration.

Features
Training and Event Management

provides you with an extensive range of powerful functions for every stage of event
management; preparation, planning, and execution.

Business Event Preparation

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

Set up a hierarchically structured business event catalog
Business Event Catalog

Determine demand for events and plan event dates based on demand

Create and plan business event dates

Manage resources

Allocate resources automatically

Lock resources

Calculate business event costs and propose prices

Budget function

Cancel business events

Create a business event brochure

Day-to-Day Activities:

Process all types of booking activities: book, prebook, replace, rebook, and cancel
attendance (levy cancellation fees optionally

Prioritize bookings

Book individual and group attendees

Check attendees for attendance prerequisites and time conflicts etc.

Output correspondence automatically or manually

Use standard letter/mail merge functions

Use multiple correspondence templates

Activity Allocation and Billing

Perform actual cost transfer posting for event costs

Perform internal activity allocation for attendance fees

Perform internal activity allocation for instructor function

Billing

Create credit memos

Recurring Activities

Generate attendance lists

Output confirmation of attendance notifications

Appraise attendees

Appraise business events

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

Reporting:

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

Cross-Application Usability Functions:

Direct connection to Microsoft Word for all correspondence and publications (such as
event brochure, attendance lists, or correspondence).

Dynamic menus offer you the same functions for creating and maintaining objects as are
available in the main menu for all of the important functions. The advantage of the dynamic
menus is that the data you create and maintain is presented in a clearly structured way in the
form of a business event hierarchy, giving you a clear overview of the existing objects.

Web Self-Services:
You can provide access to the core functions in the day-to-day activities of Training and Event
Management via the Employee Self-Services (ESS), such as:

Training Center
(where employees can display the current training offering and book themselves for
events or submit attendance requests where relevant)

My Bookings
(where employees can display their own booking data and rebook or cancel their own
attendance bookings)

The Employee Self-Services provide user-friendly and intuitive functions. They can be
integrated with approval workflows if required. An added advantage is the option of integrating
an external search engine to accelerate the search for business events.