Business Event Type (SAP Library - Training and Event Management (PE))

Business Event Type

Definition

A business event type is a generalized description of an event including information such as contents, price, capacity, and language. It is not scheduled to take place on a fixed date. It serves as the blueprint or model from which actual event dates can be scheduled.

A business event or event date is the actual event based on the business event type with its associated information. It is scheduled to take place on a specific date or in a specific period.

You store the attributes that are typical for all events of a given type with the event type.

Business event types can be classified into business event groups, thus forming a hierarchical structure.

Use

Business event types:

Form part of a clearly structured hierarchy consisting of business event groups and event dates. Make your event offer more accessible and easier to navigate.
Lighten your workload by enabling one-time data entry. The data you store for the business event type can be passed on to each of the related event dates. You have the option of modifying this data in specific instances if required.

Once you have created one business event type, you can use it as a reference to copy others from. The data of the original event type is proposed as default for the new event type, but you can overwrite it as required.

Structure

When you create a business event type, you store all of the data required for holding the event that is not time-specific, such as:

Description

The Description infotype lets you store descriptive texts for a business event type that can be used in the event brochure or in the Employee Self-Services on the business event detail screen. The infotype consists of the subtypes Extended Business Event Type Text, Business Event Contents and Notes.

Main schedule pattern (schedule model)

This subtype of the Schedule Model infotype lets you define a time schedule that can be automatically taken over (copied) when event dates are created or planned.

Capacity

You can store a minimum, optimum, and a maximum capacity for the event type. The capacity value you store for the business event type is used as the default value for the number of attendees for the actual event. The overall capacity is determined on the basis of the business event capacity and the room capacity. The information in the Capacity infotype plays a role in the following functions:

Bookings: the overall capacity (taking account of room capacity and event capacity) defines the borderlines between normal, essential, and waiting list bookings.
Resource selection: Using the capacity values stored for the event and for the room, the system proposes only resources (rooms) that have adequate capacity and rates these in relation to the event capacity. 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.

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.

If you want to determine a price for the business event, you can use the function Determine price proposal on this data screen by choosing . You must maintain the cost items for the business event or business event type, and the resource or resource type (in the Costs infotype) with the relevant reference unit. For more information, refer to Price Proposal

Business Event Type Info

You can make the following specifications in the Business Event Type Info infotype:

If you want the event type included in the business event brochure, select the In event brochure indicator. When you start the report to generate the event brochure, you can select the option Selected event types only. You make this selection when you set this indicator for the event type.

Convention: If you are creating a multi-session business event type with multiple sessions running in parallel, select the Convention indicator.

No Intranet :If you do not want events of this event type displayed in the Employee Self-Services of Training and Event Management, select the No Intranet indicator.

In this infotype, you can also make specifications for internal attendees and instructors that apply to the Time Management component:

No integration: You use this indicator to deactivate integration with Time Management for attendees and instructors of events of this type. This means that no attendance and absence records are written to Time Management.

Allowed in time off: You use this indicator to specify that a person can attend or hold an event of a certain type even if time off records have been stored for the person during the same period in Time Management.

Minimum percentage (for attendees only): You can use this entry to specify the minimum amount of time an attendee must be present at an event of a given type to qualify as attendance. If the value you specify here is not recorded for an attendee, the attendance booking is considered to be insufficient and is automatically canceled. Here, you enter a percentage of the complete event duration.

This entry overrides the value stored for the event type in the SEMIN TIMEP entry in Customizing for Training and Event Management under Integration ® Time Management ® Specify Attendance Types.

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 Relationship 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.

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 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.

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 per event.

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 activity allocation purposes and for the Correspondence function.

Presupposes business event type:

Here you specify the qualification defined as prerequisite for attendance. In the Procedure infotype, you can specify whether a check is carried out for this prerequisite during booking. (By doing so you override the general settings made in Customizing for Training and Event Management under Attendee Checks for this event type.)

Presupposes qualification

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 processing. This information is stored in the Procedure infotype, which you can also maintain for the event type (see below).

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 model appraisal / has business event model appraisal

In this infotype, you can select the forms of appraisal you want to use for business event and attendee appraisals. The entries you make here override the general settings made in Customizing for Training and Event Management under Set Up Control Parameters.

Is planned for job

You use this relationship to specify the target group (represented by the object type Job) of the event type. This information can be printed in the event brochure.

Is the responsibility of external person/person/contact person/user:

This relationship lets you specify an event owner for a business event type.

Validity duration (Depreciation Meter/Validity infotype)

The Depreciation Meter/Validity infotype lets you specify the period of time in days and/or months during which attendance of a business event is valid as a prerequisite for attendance of a follow-up event.

Further Information

On this tabstrip, you can maintain the following information:

Business Event Demand

The Demand infotype lets you specify what demand there is for event dates of an event type per quarter, per location, and per language.

However, we recommend that you determine demand in the dynamic Planning menu instead.

Billing/Allocation Info

The Billing/Activity Allocation Info infotype lets you assign business event types to sales areas. You need sales areas when you carry out billing for business events. You also specify the controlling area and the activity type for internal activity allocation (for attendance and instructor function).

Costs

In the Costs infotype you assign costs to business event types. The costs are subdivided into cost items. You should have already created the cost items in Customizing under Business Event Preparation ® Define Cost Items.

Procedure

In the Procedure infotype, you instruct the system how to react during checks for double bookings, double prebookings, attendance prerequisites and qualifications. In addition, you specify what follow-up actions are to be executed during follow-up processing.

When you create the Procedure infotype for a business event type, you override the general settings made in Customizing for Training and Event Management under Attendee Checks and under Follow-up Processing for this event type.

Web Link:

The Web Link infotype lets you link a business event type with any URL addresses on the Internet.

Knowledge Link

The Knowledge Link infotype lets you link a business event type with the info objects in the SAP Knowledge Warehouse (Info Database Version 4).

Most of the above data is optional. It is only mandatory to specify the validity period, and the long and short name of an event type.

However, the more information you store for the event type when you create it, the less work you have with each of the individual event dates based on it.

Integration

You can create and edit business event types both in Customizing for Training and Event Management under Business Event Preparation or in Current settings.

See also:

Creating a Business Event Type

Business Event Catalog

Business Event Groups

Business Event Dates