SAP

HR Configuration Pack
Training and Event
Management
Published by Team of SAP
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INDEX
1.

PURPOSE OF THE DOCUMENT

2.

CONFIGURATION TASKS

2.1 Integration with Other Modules

2.1.1 Activate Integration for Activity Allocation
2.1.2 Specify default controlling area
2.1.3 Define Cost Center of Cost Object
2.1.4 Specify Activity Types

4
5
6
7
9

2.2 Business Event Preparation

2.2.1 Define Building Addresses
2.2.2 Activate Business Location
2.2.3 Maintain Locations
2.2.4 Specify Organizer Types
2.2.5 Create organizer type Company
2.2.6 Create Business Event Group
2.2.7 Create Business Event Type
2.2.8 Maintain Master Data via Catalog
2.2.9 User Exit Settings for Resource Reservations
2.2.10 Create Resource Type
2.2.11 Create Room

11
12
14
15
17
18
19
22
30
32
33
37

2.3 Business Event Catalog

2.3.1 Control Elements

38
38

2.4 Day-to-Day Activities

2.4.1 Control Elements
2.4.2 Prebooking Settings
2.4.3 Booking: Specify Attendee Type Control
2.4.4 Booking: Attendee Checks
2.4.5 Booking: Conflict Reaction
2.4.6 Booking: Fee Handling
2.4.7 Booking: Priorities
2.4.8 Booking: BAdI Additional Checks for Booking
2.4.9 Cancelling Attendance: Control Data
2.4.10 Cancelling Attendance: Reasons for Attendance Cancellation
2.4.11 Correspondence

39
39
40
41
45
47
49
50
52
53
55
56

2.5 Recurring Activities

2.5.1 Firmly Booking/Cancelling: control Data
2.5.2 Firmly Booking/Canceling: Reasons for Event Cancellation
2.5.3 Follow-Up Processing

57
57
58
59

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1.

PURPOSE OF THE DOCUMENT

This document explains configuration steps in Training and
Event Management (TEM).
The configuration details documented cover the following
areas:
Integration Settings
Preparation of Business Event Environment
Preparation of Business Event Catalog
Day-to-Day Activities
Recurring Activities
Training Cost Allocation

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2.

CONFIGURATION TASKS

Let us look in to the configuration details of Training and Event

Management settings one by one.
2.1 INTEGRATION WITH OTHER MODULES
Generally, these integration settings will never need to be
changed since they are made purely for reporting purposes.

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2.1.1 ACTIVATE INTEGRATION FOR ACTIVITY ALLOCATION

BACKGROUND
This is where the integration between TEM and Cost Accounting
is activated to allow for internal activity allocation.
SAP does not allow the transfer of costs from different controlling
areas.
The integration is switched on however, to allow for the
generation of the customized Training Allocation Report.
INSTRUCTIONS
Follow the Menu Path: IMG Training and Event Management
> Integration > Billing and Activity Allocation > Activity Allocation
> Integration
Steps:
In this step, you activate the integration switch for internal
activity allocation in the Cost Accounting application component
(CO). You must set the INLV switch to 1.

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2.1.2 SPECIFY DEFAULT CONTROLLING AREA

BACKGROUND
This is where the default controlling area to be used during
activity allocation is specified.
When you create relationships between cost centres and positions
or Organizational units in Organizational Management, the
system requires that the cost centre is assigned to a controlling
area, as a cost centre must always be assigned to a particular
controlling area.
In this case, the value of this entry will be used as the default for
the controlling area.
INSTRUCTIONS
Follow the Menu Path: IMG Training and Event Management
> Integration > Billing and Activity Allocation > Activity Allocation
> Specify Organizational Elements
Click
Steps:
In this step, you enter a default value for the controlling area in
the entry PPINT

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2.1.3 DEFINE COST CENTER OF COST OBJECT

BACKGROUND
This is where the evaluation path for the determination of cost
center is specified.
If a cost center is not found at the end of the evaluation, the cost
center specified in SEMIN COST will be used.
INSTRUCTIONS
Follow the Menu Path: IMG Training and Event Management
> Integration > Billing and Activity Allocation > Activity Allocation
> Define Cost Center of Cost Object
Steps:
In this step, you specify the parameters required to determine the
cost center of the cost object.
Under COSTC you specify the evaluation path used to find the
cost center of the cost object. Under SCOST you specify the cost
center of the cost object.
The system first looks for the cost center via the evaluation path.
If it finds no cost center, it uses the cost center stored in SCOST.

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2.1.4 SPECIFY ACTIVITY TYPES

BACKGROUND
This is where the activity types for internal activity allocation for
training costs are specified.
Note: These settings are made purely for the generation of the
customized report.
INSTRUCTIONS
Follow the Menu Path: IMG Training and Event Management
> Integration > Billing and Activity Allocation > Activity Allocation
> Specify Activity Types
Steps:
In this step, you set up the activity types for internal activity
allocation between the cost object of the business event and
the attendees and instructors.
Under LEART you specify the activity type for attendee
activity allocation.
Under RLART you specify the activity type for instructor
activity allocation.
You must also maintain the switch FLWAY used to
determine the Billing/Allocation info unless you have
already done so in the step for integration with Sales and
Distribution.

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Page 10 of 61

2.2 BUSINESS EVENT PREPARATION

In this chapter, you make the required settings for the business
event preparation phase. In other words, you set up the master
data on which your business event catalog is based.
Let us understand the data setup through IMG menu path.

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2.2.1 DEFINE BUILDING ADDRESSES

BACKGROUND
This is where the building addresses can be maintained. These
addresses can be assigned to the resource type Room in the
Address Infotype.
Note: Building addresses will need to be maintained since
resource type room will be used. The entries in this table will be
maintained as and when the need arises.
INSTRUCTIONS
Follow the Menu Path: IMG Training and Event Management
> Business Event Preparation > Create Building Address
The following SAP Standard entries maintained

Steps:
Maintain the required address by enter the name and address of
the building:

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1. On the initial screen "Change Building Address: Overview"

choose New Entries. The data screen "New Entries: Details of
Added Entries" appears.
2. Enter the long and short name of the building.
3. Where relevant, enter an address supplement (postbox, c/o).
4. Enter the house number and street.
5. Enter the postal code and city or town.
6. Enter the country key (e.g. CA for Canada).
7. Enter the regional code (e.g. ON for Ontario).
Note:
You should enter the country key first and then use the possible
entries help to select the regional code.
8. Where relevant, enter the telephone number of the building.
9. Where relevant, enter a fax number.
10. Save your entries.

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2.2.2 ACTIVATE BUSINESS LOCATION

BACKGROUND
Description:
This is where you specify whether business
location will be used for business events
INSTRUCTIONS
Follow the Menu Path: IMG Training and Event Management
> Business Event Preparation > Location > Business Event
Location Switch
SAP Standard settings are maintained.

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2.2.3 MAINTAIN LOCATIONS

BACKGROUND
This is where you create the locations which can be assigned
when business events are maintained
Note: The entries here need to be maintained separately in each
client, since they are considered master data.
INSTRUCTIONS
Menu Path:
IMG > Training and Event Management >
Business Event Preparation > Location > Create Location
Steps:
In this step, you set up business event locations.
You can assign locations to business events when you create the
events. You can also relate a location with location-dependent
resources such as rooms. You create these relationships in the
steps Create Room and Create Other Resources.
You can record the following data for locations:
Address
Site-dependent additional data (currency, language, and
calendar with information on public holidays in the
business event location)
It is not mandatory to set up locations, especially if your business
events are all held at the same location. You can deactivate the
use of locations generally in the step Business event location
switch . If you deactivate this switch, input in the Location fields
is not mandatory.

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Page 16 of 61

2.2.4 SPECIFY ORGANIZER TYPES

BACKGROUND
This is where the default organizer types are specified. VTYP1
controls the main default.
Note: Object type O for organizational unit has been set as the
default organizer since most courses are conducted internally.
INSTRUCTIONS
Menu Path:
IMG > Training and Event Management >
Business Event Preparation > Organizers > Specify Organizer
Types

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2.2.5 CREATE ORGANIZER TYPE COMPANY

BACKGROUND
This is where the external companies who organize training are
maintained.
INSTRUCTIONS
Follow the Menu Path: IMG Training and Event Management
> Business Event Preparation > Organizers > Create Company

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2.2.6 CREATE BUSINESS EVENT GROUP

BACKGROUND
This is where the business event groups are maintained. In this
step, You can use business event groups to create a hierarchical
event offering or catalog.
Business event types are assigned to business event groups. You
maintain this relationship when you carry out the step Create
Business Event Type.
You record the following data for business event groups:
General description:
The text you store here is included in the business event
brochure.
Relationship - "Belongs to business event group"
Here you assign a business event group to an overlying business
event group. The hierarchy is always created top down
Note: This is the highest level of the business event hierarchy.
The entries here will have to be maintained separately in each
client since it is considered master data.
INSTRUCTIONS
Follow the Menu Path: IMG Training and Event Management
> Business Event Preparation > Create Business Event Group
Steps: Enter the following on the initial screen:

If you are using external number assignment, enter a

number for the business event group you want to create
in the Business event group field. Enter the validity
start date of the object in the Validity field.

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If you are using internal number assignment, simply

enter the validity start date of the object and choose
Create.

1. Enter the relevant data for the business event group on the
data screen.
2. Choose Save.

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Page 21 of 61

2.2.7 CREATE BUSINESS EVENT TYPE

BACKGROUND
This is where the business event types are maintained. Business
event types are the actual training courses available to
employees.
Note: This is the next Level of the business event hierarchy.
The entries here will have to be maintained separately in each
client since it is considered master data.
INSTRUCTIONS
Menu Path:
IMG > Training and Event Management >
Business Event Preparation > Create Business Event Type
Click

Steps:
In this step, you create. A business event type is a general
description of a business event or event date. It serves as the
blueprint or model from which individual event dates can be
created. In contrast to a business event date, a business event
type cannot be scheduled to take place at a particular time.

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Business event groups, types, and dates together make up the

business event catalog.
The data you store for the event type is proposed as default
values when you create or plan event dates. You may overwrite
these proposals.
When you create a new business event type, you can use an
existing one as a reference to copy from. Here, too, you may
overwrite the default values that are proposed.
You can maintain the following infotypes for business event
types:

Description

This infotype consists of an extended business event type text,

event contents, and notes. The texts you store here can be
included in the business event brochure.

Prices

You can store an internal and an external price for the event
type. The internal price is used for internal activity allocation
purposes, while the external price is used for billing purposes.
You can determine a price proposal for an event by choosing
Proposal. This requires that you have already maintained the
following data: internal currency (under "Costs"), costs, capacity,
and time schedule. If you want to use the price proposal function,
you must first maintain the above- mentioned data and then the
Prices infotype.
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Main schedule model

Here, you create a subtype of the Schedule Model infotype that

defines the time schedule of a business event type. You have the
option of creating a schedule with pattern (in the step Define
Time Schedule), a schedule without a pattern, or a user-defined
schedule.

Capacity

You can store a minimum, optimum, and a maximum number of

attendees for the event type.
Capacity information plays a role in the following functions:

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Bookings: the capacity defines the borderlines between

normal, essential, and waiting list bookings.

Resource selection: the system uses the capacity

specified for the event type when proposing suitable
resources for the event. It assigns a suitability value to
resources based on this.

Note:The closer the capacity of the resource is to the event

capacity, the better suited the resource is for the event, and
the higher the suitability value assigned to the resource as
a result.

Price proposal: when determining a price proposal for an

event type, the system uses the optimum capacity
defined.

The capacity stored for the event type is automatically read if no

capacity is stored for the event itself.

Business event type info

You can specify whether the event type is a convention or a

normal event.
In addition, you can specify whether the event type is to be
included in the brochure. When you create the event brochure,
you have the option of including "only selected event types" in it.
You make this specification when you set this indicator for the
event type.

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In this infotype, you also make specifications for internal

attendees and instructors with respect to the Time Management
component.

No integration: You select this indicator to deactivate

integration with Time Management (PT) so that no
attendance records are written to PT for attendees or
instructors and no availability checks are performed.

Allowed in time off: You select this indicator to allow a

person to be booked as attendee or instructor regardless
of whether time off records exist for the person in PT.

Minimum percentage (for attendees): You use this option

to specify a minimum percentage attendance required at
an event. The percentage you enter is the minimum time
an attendee must be present at an event to prevent the
booking being considered invalid and automatically
canceled as a consequence.
The value you enter here overrides the setting for this
event type made in the SEMIN TIMEP entry in Define
Attendance Types.

Validity period (Depreciation meter/Validity infotype)

You can specify here the period of time during which
attendance of a business event is valid as a prerequisite for
attendance of a follow-up event.

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Relationships

In Training and Event Management, information and attributes

of objects are stored in infotypes and relationships. You can
store the following relationships for business event types in the
Relationships infotype:

"Belongs to business event group":

Here you specify the superior business event group.

"Requires resource type":

Here you specify the resource types that are needed to carry
out an event of this type.
CAUTION!
You must maintain this relationship if you want to use
resources in Training and Event Management.
If you want to use the resource types Instructor and
Material, you must also maintain the following
relationships:
"Is held by" (for the resource type Instructor) and "uses for
attendee/business event Material" (for the resource type
Material).

"Is held by person"/"... user"/"... external person"/ "...

contact person":

You specify the instructor(s) to be proposed for the event

type as a rule.

"Imparts qualification":

Here you specify the qualification attained by attending an

event of this type. This relationship is used for the check the
system carries out for attendance prerequisites and when
transferring qualifications to attendees during follow-up
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processing. This information is stored in the Procedure

infotype, which you also maintain for the event type.

"Presupposes business event type":

Here you specify the event type defined as prerequisite for

attendance. In the Procedure infotype and under Attendee
Checks you can specify whether a check is carried out for
this prerequisite during booking transactions.

"Presupposes qualification":

Here you specify the qualification defined as prerequisite for

attendance. In the Procedure infotype, and under Attendee
Checks you can specify whether a check is carried out for
this prerequisite during booking.

"Is planned for job":

This relationship lets you define the target group

(represented by the object type 'Job') of an event type. Target
group information can be included in the event brochure.

"Is organized by organizational unit"/"... company":

Here you specify the organizer. The information stored here

as to whether the organizer is internal (organizational unit)
or external (company) is used for billing and cost allocation
purposes and for the Correspondence function.

"Uses material (for attendee)":

Here you specify the material that is required per attendee.

You specify object types, not concrete materials. For
example, you can specify that the event type requires the
material type 'Course book' per attendee.

"Uses material (for business event)":

Here you specify the material that is required per business

event. For example, you can specify that the event type
requires the material type 'Overhead projector'.

"Cost center assignment":

Here you relate a cost center with the master cost center (for
accounting purposes for the cost items of a business event).

"Has attendee appraisal model"/ "has business event

appraisal model".

You can specify what forms of appraisal you want to use for
business events of this type as attendee appraisals and as
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event appraisals. The entries you make here override the

settings made under Set Up Control Parameters.

Further information

On this tab strip, you can maintain the following infotypes for
the event type:

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2.2.8 MAINTAIN MASTER DATA VIA CATALOG

BACKGROUND
This is another option for maintenance of business event groups
and business event types.
Note: This mode of maintenance is recommended as both business
event group and type can be maintained on the same screen.
INSTRUCTIONS
Follow the Menu Path: IMG Training and Event Management
> Business Event Preparation > Maintain Master Data via Catalog
Steps:
In this step, you can create all of the master data used in
Training and Event Management in one step with the help of a
catalog structure.
If you have already set up master data, this is displayed in the
form of a hierarchy. You can create a new object underlying a
particular object in the hierarchy by positioning the cursor on the
object in question. You then enter the relevant data for the new
object. The system proposes allowed relationship types and all
other infotypes.
You can change or delete an object via the catalog.
You can create relationships for existing objects by choosing
Create relationships.
You can find detailed information on creating the individual
objects in the relevant steps:

Create Location

Create Company

Create Organizational Unit

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Create Resource Type

Create Room

Create External Instructor

Create Other Resources

Create Business Event Group

Create Business Event Type

Once you have created your first object, or if an object already

exists in the system, you can use this as a reference to copy from.
To do so, select the object concerned and choose Create by
copying.
Change or extend your master data.

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2.2.9 USER EXIT SETTINGS FOR RESOURCE RESERVATIONS

BACKGROUND
In this step, you set up resource reservation enhancements using
the user exit SEMIN RESOC.
Note:
The standard SAP entry is maintained. Currently, there is no
need for user exits so the settings in this table do not apply.
INSTRUCTIONS
Follow the Menu Path: IMG Training and Event Management
> Business Event Preparation > Resource Management > Control
Elements

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2.2.10 CREATE RESOURCE TYPE

BACKGROUND
This is where the resource types to be assigned to business
events are maintained.
Note: Customer specific, Room and Instructor can be maintained.
The entries here will have to be maintained separately in each
client since it is considered master data. The capacity, cost and
availability indicators will not be used.
INSTRUCTIONS
Follow the Menu Path: IMG Training and Event Management
> Business Event Preparation > Resource Management > Create
Resource Type

Steps:1. Enter the following on the initial screen:

If you are using external number assignment, enter a

number for the resource type you want to create in the
Resource type field. Enter the validity start date of the
object in the Validity field.

If you are using internal number assignment, simply

enter the validity start date of the object and choose
Create.

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2. Enter the relevant data for the resource type you want to
create on the data screen. This involves maintaining the
availability indicators for the resource type:

You specify whether the resources of the resource type

are rooms, instructors, material, or other resources.

You specify whether the resources are locationdependent.

This information is essential for rooms when you work with

multiple locations since otherwise the resources will not be
offered for reservation.

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You specify whether the resource is 'required', that is,

essential for the event. You also specify the required
quantity per event or per attendee.

You can assign a priority to resource types. The priority

you assign determines the order in which resources are
presented for reservation during creating or planning
transactions. For example, the first resource presented
for reservation is the resource type 'room', then the
instructor, and so on.

In the case of the resource types Instructor and Material,

you must also specify the object type to be used (for
example P for persons or H for external persons) in the
alternative resource search feature.

1. There are two possible ways to continue editing:

If you do not wish to use the "Fast data entry" function,

just save your entries.

If you wish to use the fast data entry function, choose

Fast data entry.

When you do so, you will remain on the data screen.

2. Continue to enter further objects and data, saving your entries
each time with Save.
You remain in the fast entry mode until you choose Back.

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Page 36 of 61

2.2.11 CREATE ROOM

BACKGROUND
This is where the resource Room will be created
Note: The entries here will have to be maintained separately in each
client since it is considered master data.
Assign the Location
Assign the Resource Type (is a specialization of)
Assign the Building Address
INSTRUCTIONS
Follow the Menu Path: IMG Training and Event Management
> Business Event Preparation > Resource Management >
Resources > Create Room

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2.3

BUSINESS EVENT CATALOG

2.3.1 CONTROL ELEMENTS

BACKGROUND
This is where you specify a time frame for the business event
preview period, a standard capacity (number of attendees) for the
business event and the planning period used as a basis for
business event planning.
Note: The standard SAP settings are used.
INSTRUCTIONS
Menu Path:
IMG > Training and Event Management >
Business Event Catalog > Control Elements

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2.4

DAY-TO-DAY ACTIVITIES
2.4.1 CONTROL ELEMENTS

BACKGROUND
This is where you specify what kind of message is displayed if an
attempt is made to change an attendance record which has been
historically recorded, a maximum waiting list capacity, and what
kind of message is displayed if an attempt is made to create more
than the allowed number of waiting list bookings.
Note: No limits have been specified. The standard SAP settings are
used.
INSTRUCTIONS
Menu Path:
IMG > Training and Event Management > Day-toDay Activities > Control Elements

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2.4.2 PREBOOKING SETTINGS

BACKGROUND
This is where you specify whether the business event catalog is
read when a prebooking is made.
INSTRUCTIONS
Menu Path:
IMG > Training and Event Management > Day-toDay Activities > Prebooking
Note: The Prebooking function has not been activated and will
not be used. The standard SAP setting of 1 is retained.

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2.4.3 BOOKING: SPECIFY ATTENDEE TYPE CONTROL

BACKGROUND
The parameters in this table determine what attendee types
appear on screen for the functions prebook, book, rebook, replace
and cancel.
These settings also control the order in which attendee types are
offered for editing.
Note: - SAP standard settings are as below for Attendees
INSTRUCTIONS
Follow the Menu Path: IMG Training and Event Management
> Day-to-Day Activities > Booking > Specify Attendee Type
Control

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Steps:
These parameters determine the attendee types that appear
onscreen for the functions prebook, book, rebook, replace, and
cancel. These settings also control the order in which attendee
types are offered for editing.
You can specify a maximum of 6 attendee types under Sort in
the number range 01 to 06.
Note
The sort sequence function only lets you specify the display
sequence, it does not enable you to hide certain attendee types.
On the Detail screen, you enter the following data for the
attendee types:

Individual attendee: You can set this indicator for attendee

types where relevant.

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Relevant for Internet: This setting determines, for

example, whether the attendee type is included during user
maintenance for Internet applications.

Organizational assignment: Here you specify the

evaluation path used to determine an attendee's
organizational assignment. For example, the organizational
assignment of an attendee of the type 'Person' is determined
via the job (evaluation path P-S-O), and for an attendee of
the type 'External Person' via relationship A003 ("belongs
to").

Function module - organizational assignment: Instead of

specifying an evaluation path, you can specify a function
module used to determine organizational assignment data
for an attendee.

Billing and allocation information:

You specify the settlement type (billing, activity allocation,

or free of charge) used to settle costs for the attendee type.
This settlement type is proposed as default when you use
the function 'Book with Fee' for an attendee of this type.

Cost center assignment of the attendee type. This data is

required for activity allocation of attendance fees. The value
you enter here is also proposed as default.

Function module - cost center assignment: Instead of

specifying a cost center, you can specify a function module
used to determine the cost center assignment of an
attendee.

Note
These two settings are required for internal activity allocation of
attendance and cancellation fees.
Make the required settings for each attendee type. You access the
data screen for maintenance by double clicking the attendee type
concerned or by choosing Detail.

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Save your entries.

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2.4.4 BOOKING: ATTENDEE CHECKS

BACKGROUND
This is where you specify system reactions in terms of messages
in the event of checks carried out for bookings and rebookings
INSTRUCTIONS
Follow the Menu Path: IMG Training and Event Management
> Day-to-Day Activities > Booking > Attendee Checks
Steps:
In this step, you specify system reactions in the event of checks
carried out for bookings and prebookings. In other words, you
determine what messages are output when certain data
constellations occur.
The following checks are available:

Check for bookings for the same business event type

Check for prebookings for the same business event type

Check for attendance at prerequisite events required for

attendance at this event type

Check for prerequisite qualifications or alternative

qualifications required for attendance of an event

The SAP System can output the following kinds of messages:

Warning (W)

Error message (E)

Information (I)

You can also specify that no check should be carried out (Blank).
Checks can be performed separately for internal and external
persons.

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Specify what checks are to be carried out and what messages

output by the SAP System.

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2.4.5

BOOKING: CONFLICT REACTION

BACKGROUND
This is where you specify system reactions in terms of messages
in the event of time conflicts that might arise when attendance is
booked.
Note:
The standard SAP settings are retained.
INSTRUCTIONS
Follow the Menu Path: IMG Training and Event Management
> Day-to-Day Activities > Booking > Conflict Reaction
Steps:
In this step, you specify system reactions in the event of time
conflicts that might arise when attendance is booked. You do so
by specifying a message type in the following situations:
In the period of the business event, the attendee is already
booked as

instructor (entry SEMIN TEREF)

attendee (entry SEMIN TETEI)

The following message types are available:

- (Space):
No entry indicates that no check is carried out for time conflicts.
E (Error):
When an error message is output, you cannot make the booking.
You must find an alternative date.
W (Warning):
A warning message is output. You can ignore the warning and
make the booking simply by confirming the warning.
I (Information):

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An information message simply informs you of the time conflict.

You can continue processing.
In the standard system, no message type has been preset. No
check for time conflicts is carried out.
You should set the message type to E to prevent time clashes for
attendees and instructors.
Set the message type you require for instructor/attendee conflicts
and attendee/attendee conflicts.

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2.4.6 BOOKING: FEE HANDLING

BACKGROUND
This is where make the required settings for fee handling.
Note: The standard method of calculating the fees and penalties (via
function module RH_PRICES) is used.
INSTRUCTIONS
Follow the Menu Path: IMG Training and Event Management
> Day-to-Day Activities > Booking > Fee Handling
Steps:
In this step, you make the required settings for fee handling.
Under SEMIN CCDCT you can enter a function module for
alternative attendance and cancellation fees.
Under SEMIN CCOST you specify whether or not fees are
levied in Training and Event Management for bookings. The
value 1 indicates that fees are charged. The value 0
indicates that no fees are charged.
If you set the value at 1, the price stored for the business event or
event type is valid for all bookings.
If you want to enter a function module for the specification of
alternative attendance and cancellation fees, you must set the
CCOST switch at 1.
The function module used in the standard system for this is
RH_PRICES. CCOST is set at 1.

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2.4.7 BOOKING: PRIORITIES

BACKGROUND
This is where the maximum priority for essential bookings, the
minimum priority for waiting-list bookings and the default
priority for normal bookings are maintained.
Note:
The priorities in this table should be set only once in
configuration. Continually changing the values can lead to
inconsistencies during capacity checks for business events.
The standard SAP priority settings have been retained.
INSTRUCTIONS
Follow the Menu Path: IMG Training and Event Management
> Day-to-Day Activities > Booking > Booking Priorities
Steps:
In this step, you specify booking priorities for attendance
bookings.

Under MAXMU you specify the maximum priority for

essential bookings

Under MINMU you specify the minimum priority for waitinglist bookings

Under NPRIO you specify a default priority for normal

bookings.

This priority is assigned to bookings unless you explicitly assign

a different priority.
The parameters determine up to what value (in the interval 0099) a booking is assigned a certain priority.
Example:

MAXMU = 00 -> only bookings with priority 00 are

considered essential.

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MAXMU = 30 -> bookings with priorities 00-30 are

considered essential.

The default value for normal priority results from the interval
MAXMU+1 and MINWL-1.
Standard Settings
The standard system contains the following values preset:

MAXMU: 09

MINWL: 90

NPRIO: 50

Recommendation
You should set the values for booking priorities one time only
when you configure the system. Continually changing the values
can lead to inconsistencies during capacity checks for business
events.
Further Notes
When you make changes, you must ensure that the following
equation MAXMU < NPRIO < MINWL is retained.

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2.4.8 BOOKING: BADI ADDITIONAL CHECKS FOR BOOKING

BACKGROUND
This Business Add-In enables additional checks of attendance or
business event data before an attendee is booked for an event.
Note:
Standard setting is sufficient to work with.
INSTRUCTIONS
Follow the Menu Path: IMG Training and Event Management
> Day-to-Day Activities > Booking > BAdI: Additional Checks for
Booking

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2.4.9 CANCELLING ATTENDANCE: CONTROL DATA

BACKGROUND
This is where you specify a relationship for a cancellation, a
default value for cancellation fees and the move-up procedure for
waiting list bookings.
Note:The system uses the following procedure to determine candidates
for move-up in the background:
The waiting list of the event is sorted in ascending order
according to priority and booking date. Starting at the top,
the system selects candidates until the required number of
move-up candidates is reached.
If the list contains no-name (N.N.) bookings from
organizational units or companies that are greater than the
allowed number of move-up candidates, the system skips
these bookings completely and moves on to the next
possible candidate. This may mean that the allowed
number of move-ups is not reached at all.
If you specify a manual move-up procedure (model I), the
system highlights proposed move-up candidates on the
waiting list.
INSTRUCTIONS
Follow the Menu Path: IMG Training and Event Management
> Day-to-Day Activities > Cancelling Attendance > Control Data
Steps:

Specification of a relationship between business event and

attendee for cancellation under PPREL STORA :

Note:
You must first check whether this relationship has been created
(by choosing Check relationship: 'was canceled by' 'has
canceled').

Specification of a default value for the cancellation fee under

SEMIN CCDEL:
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You specify here what percentage of the attendance fee is to be

levied as cancellation fee.
Note:
This value can be overridden if you specify a different fee in the
step Fee handling (with the switch SEMIN CCDCT).

Specification of how waiting list bookings are to be dealt

with in the event of cancellations under SEMIN TOPMD :

The following three options are available:

If you enter I, the user can select individual attendees

from the waiting list and move them up to the attendee
list (manual move-up procedure).

If you enter D, the system determines attendees on the

waiting list according to a predefined procedure
(automatic move-up procedure).

If you enter N, there is no move-up.

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2.4.10 CANCELLING ATTENDANCE: REASONS FOR ATTENDANCE

CANCELLATION

BACKGROUND
This is where you set up the cancellation reasons and indicate
the cancellation fees to be levied for the reasons specified.
Note:
The standard SAP entries have been retained
All reasons have been specified as Free of Charge since
automation was not desired. The penalty will be manually
determined and entered into the system later.
INSTRUCTIONS
Follow the Menu Path: IMG Training and Event Management
> Day-to-Day Activities > Cancelling Attendance > Reasons for
Attendance Cancellation

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2.4.11 CORRESPONDENCE

BACKGROUND
This is where you maintain the parameters for the output of
documents in Training and Event Management
Note:
This function is not used. All correspondence will be handled
manually outside of the system. Customer Specific
INSTRUCTIONS
Menu Path:
IMG > Training and Event Management > Day-toDay Activities > Correspondence

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2.5

RECURRING ACTIVITIES
2.5.1 FIRMLY BOOKING/CANCELLING: CONTROL DATA

BACKGROUND
This is where you control how waiting-list bookings are to be
dealt with when a business event is Firmly Booked or
Cancelled.
INSTRUCTIONS
Follow the Menu Path: IMG Training and Event Management
> Recurring Activities > Firmly Booking/Canceling > Control Data
Steps:
0: No cancellation, no prebooking
Unplaced attendances remain on the waiting list unless they are
rebooked.
1: Cancellation, followed by creation of prebooking
Unplaced attendances are cancelled and prebookings are created
for them instead, leaving the waiting list empty.

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2.5.2 FIRMLY BOOKING/CANCELING: REASONS FOR EVENT CANCELLATION

BACKGROUND
This is where you setup reasons for business event cancellation.
Note:
The reasons here are purely for information purposes. The
standard SAP entries have been retained.
INSTRUCTIONS
Menu Path:
IMG > Training and Event Management >
Recurring Activities > Firmly Booking/Cancelling > Reasons for
Event Cancellation

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2.5.3 FOLLOW-UP PROCESSING

BACKGROUND
This is where you determine per attendee type which actions are
to be performed during follow-up processing for a business event.
Note:
All indicators are unchecked since they will not be used.
INSTRUCTIONS
Follow the Menu Path: IMG Training and Event Management
> Recurring Activities > Follow-Up Processing
Steps:
In this step, you determine per attendee type which actions are to
be performed during follow-up processing for a business event:
Transfer of the business event objectives as qualifications to
the business event attendee. You must set this option if you
want the system to check whether an attendee has the
prerequisite qualifications when he or she is booked for an event.
Note: For information on the checks carried out during booking and
prebooking, refer to the IMG for Training and Event Management
under Day-To-Day Activities -> Booking -> Attendee Checks.
Deletion of the relationships between business event and
attendee (relationship 025 "is attended")
Creation of a relationship between attendee and business event
type
(relationship 034 "attended").

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Page 60 of 61

SAP
HR Configuration Pack
Training and Event
Management
Published by Team of SAP
Consultants at SAPTOPJOBS Visit us at
www.sap-topjobs.com
Copyright 2008-10@SAPTOPJOBS
All rights reserved. No part of this publication may be reproduced, stored in a
retrieval system, or transmitted in any form, or by any means electronic or mechanical
including photocopying, recording or any information storage and retrieval system without
permission in writing from SAPTOPJOBS.

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