7.5 Tem Recurring Process (4

CONTENTS 1. INTRODUCTION....................................................................................................2 2. BUSINESS EVENT CANCELLATION.................................................................3 3. FIRMLY BOOK.......................................................................................................6 4. FOLLOW UP..........................................................................................................10 5. BUSINESS EVENT MENU...................................................................................13 6. VERSION CONTROL...........................................................................................14

1. INTRODUCTION Recurring Activities in Training and Event Management comprises all of the activities that are carried out once business event dates have been created or planned, with the exception of booking activities and correspondence functions that are grouped under Day-to-Day Activities. Most of the following activities are optional. The only required activity is the activity business event which is a pre-requisite for settlement of fees or to do follow-up processing for the event.

2. BUSINESS EVENT CANCELLATION 2.A PROCESS PURPOSE To cancel internal or external business events in both planned and firmly booked status. When a business event is cancelled, the system appends the relevant flag to it. Cancellation of a business event is final and irrevocable. Once a business event has been cancelled, it cannot ever be held. Thus, to simply remove a business event temporarily from the business event catalogue, use the Lock function.

2.B PROCESS DESCRIPTION From the SAP Standard Menu: Human Resources > Training and Events > Business Events > Firmly Book/Cancel. The Firmly Book Business Event screen appears as shown below. 1. Use the drop down list against Business Event to select the event to cancel. Note: Since only a drop down list is provided; the User will need to know the appropriate codes. For this reason, it is recommended that the Business Event Menu is used to access this process. See Section x. 2. Choose in the Editing frame. 3. Enter the earliest date for a rebooking in the field in the Additional data frame. The default date proposed by the system is the current date.

Choose .

2.B.1 No Bookings Exist If there are no bookings for the event, a dialog box appears as shown, requiring confirmation that the event is to be cancelled.

Select and a further dialog box appears to allow a Reason for Cancellation to be entered. Make an appropriate selection, and .

A message is then shown confirming that the event has been cancelled.

2.B.2 Bookings exist and a future dated event exists If there are bookings for the event, a dialog box appears showing the individuals:

The system automatically makes a rebooking proposal for booked attendees. Select attendees on the list for rebooking. Choose <Save>. The Cancellation Reason: Optional Entry dialog box appears. Enter the Reason for Cancellation and select . A message is then shown confirming that the event has been cancelled. Attendees that cannot be rebooked may be either pre-booked for the event type or may remain on the waiting list.

2.B.3 Bookings exist, but no future event exists You can create pre-bookings for booked and unplaced attendees (on the waiting list). Alternatively, you can leave them on the waiting list. The University system has been set up so that the attendees remain on the Waiting List. Attendees that remain on the waiting list are considered re-bookable. To display a list of attendees that are still to be rebooked with the function Attendance > Book > To be rebooked. To display a list of attendees for whom a pre-booking was made, choose Attendance > Book > Pre-booked

3. FIRMLY BOOK 3.A PROCESS PURPOSE Once it has been decided that a business event is to take place definitely, it can be firmly booked. If the capacity of the business event has not been reached, attendees on the waiting list are automatically moved up to the attendee list until optimum or maximum capacity is reached. Firmly Booking an event automatically triggers other activities: • Attendees may receive definite confirmation of registration, • Candidates with waiting-list bookings are either rebooked for other events, converted into pre-bookings for the event type, or remain on the waiting list. Events must be firmly booked if follow-up processing is required. A business event may only be firmly booked once.

3.B PROCESS DESCRIPTION 3.B.1 Prerequisites • The business event is in planned status. • There are attendees already booked for the business event. Before progressing, check that any attendees pre-booked onto the Business Event have been accommodated if possible.

3.B.2 Process From the SAP Standard Menu: Human Resources > Training and Events > Business Events > Firmly Book/Cancel. The Firmly Book Business Event screen appears.

1. Decide whether to allow bookings to be made up to maximum or optimum capacity. In the Editing frame, select either Firmly book (optimum) or Firmly book (maximum). 2. If necessary, change the earliest date for a rebooking in the Rebooking as of field in the Additional data frame. The default date proposed by the system is the current date. 3. Choose . 4. If the number of bookings has reached the minimum capacity prescribed, you access the screen as shown overleaf.

5. If required, attendees may be swapped if the waiting list of the event has unplaced attendees on it and you want to review the attendee list: • Under , select an attendee to be removed from the attendee list and put back on the waiting list. • Under , select an attendee to be included in the attendee list. • Choose <Swap selected>. Note: Only placed attendees who have normal priority bookings may be swapped. Attendees with essential priority bookings may not be displaced. 6. If you want to rebook the unplaced attendees for another business event, choose <Save> from the top menu bar. A list of possible rebooking or pre-booking proposals or the list of remaining waiting list bookings is generated depending on whether future dated events exist. Select the required rebooking per attendee.

Note: DO NOT USE <Save without rebooking> as this loses the waiting list attendees. If the number of bookings is less than the minimum capacity prescribed, a dialog box appears where you can change the editing mode. You can decide if you want to cancel the business

event in this case. You cannot firmly book a business event for which there are no attendance bookings.

4. FOLLOW UP 4.A PROCESS PURPOSE Once a business event has the status of firmly booked, follow-up activities may be performed for it. The following procedures have been defined as valid for the University for bookings with normal or essential priority (not for waiting-list bookings): • Assignment of qualifications to attendees who are University staff. Where a qualification exists, the employee record IT0024 is updated. • Creation of the relationship between the attendee and the business event type. • There is no deletion of the relationship between the attendee and the business event. (Note: This may be required in future if data volumes become excessive). • At present, no special procedures have been defined for any event type, but this could be done using the Procedure infotype 1030. • A historical record flag is appended to the business event if you specify this on the initial screen under Additional data. Note: Historically recorded business events do not feature in the business event catalogue. A business event with a historical record flag can no longer be changed in any way. Historically recording is irrevocable. Therefore, DO NOT SET THIS FLAG!!.

4.B PROCESS DESCRIPTION 4.B.1 Prerequisites • The business event must be in firmly booked status. • The business event may not be cancelled. • The business event may not have a historical record flag (see below).

4.B.2 Process From the SAP Standard Menu: Human Resources > Training and Events > Business Events > Follow up. The Follow Up Business Event screen appears. Enter the business event to follow up. Note: DO NOT SELECT the flag

LEAVE THIS BLANK

Choose . The Follow Up Business Event: Qualifications and Actions screen appears.

A list appears with details of the qualifications to be assigned and actions to be executed. If the Proficiency evaluation has not been set, it can be preset for all attendees by choosing <Set valuation>. If required, make an attendee-specific valuation by specifying a proficiency in the list.

Choose <SAVE>. Note: At present no other automatic follow-up tasks have been assigned. Note: See also Manual Processes for the instance where a course has been Followed Up, but Organisational Unit attendees have not been identified. This is most usually the case when an Honorary Contract holder has attended, or an employee who was subsequently made redundant as a result of the Medical School re-organisations.

5. BUSINESS EVENT MENU 5.A PROCESS PURPOSE As an alternative to the processes described above, the SAP system provides a Business Event Menu. This is therefore an alternative to the above processes. The benefit is that all of the above processes may be accessed from the same place.

5.B PROCESS DESCRIPTION From the Standard SAP Menu: Human Resources > Training & Event Management > Business Events > Business Event Menu. The University of Leicester Training Catalogue is displayed. Use the drop downs to find the Business Event to modify. Use the right hand mouse button, or menu bar to select the appropriate action.

6. VERSION CONTROL Version 1.0

Author Sue Lee

Date 25.07.200 2

2.0

Sue Lee

3.0

Sue Lee

12.02.200 3 31.01.200 4

Reason for Change Initial Draft in preparation for Training and Event module implementation using SAP online documentation as a basis. Updated post implementation Updated for Enterprise upgrade