Chapter 

8. Training and Event Management Configuration

The Training and Event Management (PE) component offers a variety of features that

help a company plan and administer their employees' training courses. It also helps
companies keep a track by recording the knowledge and skills acquired by employees
that can be used in real-time practice. The TEM submodule enables us to plan and
manage business events; we can also book, prebook, and cancel events using this
component. In this chapter, we will learn to set up event catalogs and integration
aspects with other modules such as time management and material management.
Although SAP Learning Solution is based on Training and Event Management, we are
limiting our learning only to TEM (PE). To use the SAP Learning Solution functionality,
its add-on must be installed on the system. Learning Solution (LSO) is a portal-based
solution and is activated by installing the add-on. Success Factor (SF) is making a
wave in the Talent Management space, and we hope to cover it in a separate book.

The following topics will be covered in this chapter:

 The basic settings of TEM

 Integration aspects of TEM
 Configuring Business Event preparation

The basic settings in TEM

The plan version is defined to maintain a different simulation of the plan, and this has
been covered in the previous chapters. The plan version is defined by navigating
to SPRO | Training and Event Management | Basic Settings | Plan version
maintenance | Maintain plan version.

We can set up the number ranges as plan version dependent or independent, and it is
maintained by navigating to SPRO | Training and Event Management | Basic
Settings | Number Range Maintenance | Set Up Plan Version-Independent Number
Assignment. If the NUMRG COMP switch is set to X, then the number can be assigned
across different plan versions. The internal and external number ranges can be defined
by navigating to SPRO | Training and Event Management | Basic Settings | Number
Range Maintenance | Define Number Ranges for Objects or via the transaction
code, OONR. The new number range object, HRTEM_REFN, has been introduced in Training
and Event Management for number range reference objects for external operators.
These are useful for the following functions:

 Requesting material in the Material Management submodule

 Billing and activity allocation of business events in the sales and distribution (SD)
and cost accounting (CO) modules

The factory calendar holidays can be linked to the TEM submodule by navigating
to SPRO | Training and Event Management | Basic Settings | Control Options for
Days Off | Specify Factory Calendar. The SEMIN ORTCA switch needs to be set with the
default factory calendar ID. This serves as a control feature for holidays that are defined
for the enterprise.

Integration aspects in the Training and Event Management module

TEM modules support integration with many submodules such as the following ones:

 Time management
 Material management
 Budget management
 Billing and activity allocation
 Appointment calendar
 Mail connection
 SAP knowledge provider

Time management integration allows us to define the incompatible absence or

attendance types with a particular business event type function. The PLOGI TIME switch
needs to be activated, and its value needs to be X for the integration to be active. The
different attendance types are defined for attendees and instructors along with a
mandatory minimum percentage of attendance. We define the settings by navigating
to SPRO | Training and Event Management | Integration | Time
Management | Specify Attendance Types.
 Semantic
Group abbreviation Description

SEMIN AINST Attendance type for instructor in T554S

SEMIN APART Attendance type for attendance in

T554S

SEMIN TIMEP Minimum percentage attendance

If materials required for a particular event are available in the material management

module, they can be integrated to TEM. There is a wizard that helps us integrate the
MM and TEM modules. The control parameters maintained in T77S0 are activated only
after the wizard has successfully completed. If we want to activate the MM functions, we
need to choose Yes from the wizard options, as shown in the following screenshot:

The wizard then helps us assign the number ranges to the next step, and the plant
location, storage area, and controlling area details can be input in the wizard. The
wizard then allows us to assign the document type and movement types. Documents
are simply purchase requisitions in the MM module, and hence, the default document
type NB is reserved for purchase requests from the TEM module. The movement of
goods is controlled in MM as movement types, so when a request comes from TEM for
issuing goods, then the movement type goods issue (GI-201) for cost center is
supported. The customizing setting is completed after filling in all the integration details
with MM, and we get a message to click on and complete the process to save the
settings.

Name Value

Plant 6650

Storage location 0002

Controlling area 2000

Document type NB

Transaction type 201

The ones shown in the following screenshot are not standard values:

The SEMIN MAT switch must be set as 1 for the activation to be switched on, and
it's defined by navigating to SPRO | Training and Event
Management | Integration | Material Management | Integration Yes or No?. The
integration is usually deactivated by default, and it needs to be activated by changing
the standard settings.

The controlling area, plant, and storage location are defaulted by navigating
to SPRO | Training and Event Management | Integration | Material
Management | Specify Organizational Elements. The default value is assigned
in T77S0 for the following groups and semantic abbreviations:
 Semantic
Group abbreviation Description

PPINT PPINT Default value for controlling area

SEMIN PLANT Plant for material administration

SEMIN STORE Storage location for material

administration

The document types and movement types are defaulted by navigating

to SPRO | Training and Event Management | Integration | Material
Management | Specify Control Elements.

Group Semantic abbreviation Description

SEMIN DOCTY Purchase requisition (document type)

SEMIN MOVTY Reservation: movement type

The budget allocated versus the measurement of the cost incurred for training events
can be defined if the Organizational Plan component (PA-OS) is active and if it is
defined by navigating to SPRO | Training and Event
Management | Integration | Budget Management | Specify Budget Currency. The
currency is mapped via this node or via the SM30/31 T-code in the V_T7PM2 table. The
budge types and their attributes are defined by navigating to SPRO | Training and
Event Management | Integration | Budget Management | Define Budget Type and
Attributes, as shown in the following screenshot, or via the SM30/31 T-code in
the V_T7PM3_B table:
The default of the budget type group is 03, that is, Training and Event Management.
Some of the other groups are as follows:

 01: This is HR Funds and Position Management

 02: This is Compensation Management
 03: This is Training and Event Management
 04: This is Organization Management for Public Services

The budget periods can be defined by navigating to SPRO | Training and event

management | Integration | Budget Management | Specify Budget Period or via the
table V_T7PM9_B. The start date, end date, and key date are defined in the table.

We can integrate SAP knowledge providers such as document management service,

content management service, text retrieval, and information extraction. We can do this
by navigating to SPRO | Training and event management | Integration | SAP
Knowledge Provider.

Configuring a business event preparation/event catalog

The configuration of business event preparation will help set up master data for the
Training and Event Management components such as resources. It also helps in setting
up the hierarchical structured business event catalog. We start setting up the cost items;
basically, the cost items represent the costs incurred by the business events. It is also
required for transferring costs to cost accounting and also for determining price
proposal. Cost items are defined by navigating to SPRO | Training and Event
Management | Business Event Preparation | Define cost items or via the SM30/31 T-
code in the T77KB table. Cost items help us store the costs for resources, resource types,
business events, and business event types. The cost items have a provision for defining
the cost as follows:

 Attendee
 Time unit
 Business event

We can also state whether the cost is relevant for transfer to accounting, and if yes, we
have them mapped to the controlling area and cost element, as shown in the following
screenshot:

Time schedule

We can define the time schedules for each business event, say, the duration of training
sessions such as one full day and with different day segments. Day segments allow us
to define the schedule or break it up into three different blocks.
Day schedule and time segment are defined by navigating to SPRO | Training and
Event Management | Business Event Preparation | Define Time Schedule/Day
segment, as shown in the following screenshot, or via the SM30/31 T-code in
the T77AM/T770A table:

Physical location

The physical location of the rooms can be maintained by navigating to SPRO | Training

and Event Management | Business Event Preparation | Create Building Address or
via the SM30/31 T-code in the T777A table. The business event locations can be
maintained by navigating to SPRO | Training and Event Management | Business
Event Preparation | Location | Business Event Location Switch.

The SEMIN ORT switch must be activated for using the business event locations. When
an event is created, locations can be assigned, and they are defined by navigating
to SPRO | Training and Event Management | Business Event
Preparation | Location | Create Location, as shown in the following screenshot. We
can also capture the following details when the locations are defined:

 Site-Dependent Info
  Address
 Further information

Internal or external organizers conducting the business event can be defined by

navigating to SPRO | Training and Event Management | Business Event
Preparation | Organizers | Specify Organizer Types. The standard organizer types
are company (U object type), organizational unit (O object type), customer (KU object
type), and interested party. The SEMIN VTYP1 switch must be assigned the relevant object
type.

External organizers of business events are defined as companies, while internal

organizers are defined as organization units by navigating to SPRO | Training and
Event Management | Business Event Preparation | Organizers | Create Company,
as shown in the following screenshot. We can set up a company in TEM as follows:

 It can set as an organizer of a business event type

 It can be set as an organizer of a business event
 It can be set as independent external organizers conducting events
 It can also be assigned to an external instructor or attendee
The internal organizers of an event are set up by navigating to SPRO | Training and
Event Management | Business Event Preparation | Organizers | Create
Organizational Unit. Internal organizers are of object type O and need not be defined if
they are already defined in OM.

The business event group helps set up the event catalog and is defined by navigating
to SPRO | Training and Event Management | Business Event Preparation | Create
Business Event Group. The business event group has the following details captured:

 General description
 Relationship
 The business event type serves as a blueprint from which the date of a particular
business event is generated. We can also schedule a business event type to take
place at a particular time and date. We can maintain the following infotypes for
business event type Description:

 Time schedule model

 Capacity
 Prices
 Relationships
 Validity period
An internal and external price for the event type can be maintained. While the internal
prices are a user's activity allocation purpose, the external is used for billing purposes.

The following screenshot shows the Relationships tab:

The validity period is used as a depreciation meter. The capacity function plays a vital
role in the following features:

 Bookings
 Resource selection
 Price proposal

It also allows us to define the minimum, optimum, and number of attendees of a

particular business event type permissible. The schedule model is defined in the time
schedule that can be mapped. We can activate or deactivate integration with time
management in the Course Type info tab. It also controls the availability check for the
attendees.

Tip
If the Do Not Display Business Event Type indicator is flagged in the intranet, then
the business event type won't be displayed in the Employee Self-Service (ESS) or
portal view of TEM.

Master data

SAP allows us to define all the master data related to TEM in one step with the catalog
feature. The objects are displayed in the hierarchical form if they are already set up in
individual objects' steps in the Implementation Guide. This feature can be explored by
navigating to SPRO | Training and Event Management | Business Event
Preparation | Maintain Master Data via Catalog, as shown in the following
screenshot:

The relationships between object types can be established by clicking on the Create

Relationship option (Ctrl + F10), as shown in the following screenshot:

We can create objects and relationships for the following using this catalog:
  Location
 Company
 Organizational unit
 Resource type
 Room
 External instructor
 Other resources
 Business event group
 Business event type

Resource management

Resource management allows us to define the resources such as rooms, instructors,

materials, and they can be defined by navigating to SPRO | Training and Event
Management | Business Event Preparation | Resource Management | Create
Resource Type, as shown in the following screenshot, or via TCD OORT:

To have direct access to resource reservation tables in TEM, the user exit needs to be
assigned in SEMIN RESOC. It is assigned by navigating to SPRO | Training and Event
Management | Business Event Preparation | Resource Management | Control
Elements. By default, the standard functional module, RH_ALLOCAT, is assigned in the
system table.

The three types of resources that are normally distinguished are as follows:

 Room
 External instructors
 Other resources

The three type of resources are defined by navigating to SPRO | Training and Event
Management | Business Event Preparation | Resource
Management | Resources | Create Room.

The object type ( G ) room is defined, and the following can be mapped when a room is
defined as a resource:

 Capacity
 Address
 Cost
 Relationships such as the Belongs to location

The object type ( H ) can be defined and the following relationship can be mapped when
an external person is created:

 Address
 Mail address
 Relationships such as the Belongs to location or Is instructor for business event
type
The other resource (G) can be defined, and the following relationships can be
established:

 Costs
 Relationship Belongs to location and the Is a specialization of resource type

The object type (VE) can be used to lock resources in TEM. TEM doesn't have the
feature of creating a relationship between resources and services. Services are defined
by navigating to SPRO | Training and Event Management | Business Event
Preparation | Resource Management | Resources | Locking Resources | Create
Service. The SEMIN ENQVE switch can have the object ID assigned to it to have the
service locked. It is assigned by navigating to SPRO | Training and Event
Management | Business Event Preparation | Resource
Management | Resources | Locking Resources | Specify Service for Lock
Administration.

The control elements for business event execution can be defined by navigating
to SPRO | Training and Event Management | Business Event Catalog | Control
Elements.

Semantic
Group abbreviation Text

SEMIN FORCA Business event preview: period in days

SEMIN KAP Standard capacity

SEMIN PFORC Planning period

The standard system, as shown in the preceding table, has the following values
assigned and can be changed if required:

 FORCA: 90
 KAP: 99
 PFORC: 360

The FORCA switch is used to define the business event preview period time frame.

The KAP switch is used to define the attendee's capacity, while the PFORC switch defines
the planning period.

The business event catalog

The list of events is available as a catalog, and the control elements are defined in the
system table with the standard settings, as follows:

Semantic
Group abbreviation Value Text

SEMIN FORCA 90 Business event preview: period in

 Semantic
Group abbreviation Value Text

days

SEMIN KAP 90 Standard capacity

SEMIN PFORC 360 Planning period

The value in the SEMIN FORCA switch indicates the period (in number of days) in which a
business event exists. The start date is the system date when an event is booked via
the PV00 TCD, and the end date is determined by the value set in SEMIN FORCA.

The following screenshot shows Book Attendance:

The value set in SEMIN KAP is the maximum capacity for a event. The value set in SEMIN
PFORC is used for the planning period. This is used when a business event is created, as
shown in the following screenshot, using the PV10 or PV11 transaction code:

Day-to-day activities

All the booking-related activities such as booking, prebooking, and cancellation can be

controlled in the day-to-day-activities settings.

Semantic
Group abbreviation Description

SEMIN HISTO Message type for changes to historical

attendances

SEMIN WKAPM Maximum waiting list capacity

SEMIN WKAPT Message type when the waiting list

capacity is exceeded

The preceding system table helps us control the system's reaction with the SEMIN
HISTO switch when a user attempts to cancel, rebook, or replace a booked attendance.
The following input options can be set:

 No entry
 E: This is an error message
 W: This is a warning
  I: This is information

A check is not performed if the input option is set as blank. The system doesn't allow
any changes if the input is set as E. If the input is set as W, a warning message is the
output; however, the system allows us to make changes. The system informs the user
that attendance booking is attempted to be changed. It allows you to make a change in
the system.

The SEMIN WKAPM switch helps control the number of attendees per business event.

The SEMIN WKAPT switch helps set the reaction messages when the waiting list booking is
exceeded. The various input options allowed are as follows:

 No entry
 E: This is an error message
 W: This is a warning
 I: This is information

If we would like to have the system read the business event catalogs while prebooking
attendees, then the SEMIN OFFER switch must be set to 1. The standard values are as
follows:

 0: System doesn't read the business event catalog

 1: System reads the business event catalog

Booking

The attendee type control option lets us determine the type of attendees that appear on
the screen for prebooking, rebooking, replace, and cancel options. The system lets us
choose a maximum of six attendee types under Sort in the range of 01 to 06. The sort
sequence function, however, doesn't allow us to hide certain attendee types. There are
details that are entered for the attendee types. They are defined by navigating
to SPRO | Training and Event Management | Day to day
activities | Booking | Specify Attendee Type Control Options, as shown in the
following screenshot or via the SM30/31 T-code in the V_T77R3_1 table:
The following options can be set for the attendance or participant type:

 Individual attendee
 Relevant for the Internet
 Organizational assignment
 Function module—organizational assignment
 Billing and allocation information
 Cost center assignment
 Function module—cost center assignment

If the participant doesn't belong to a group, the flag can be set. If the attendee type is
included during maintenance in the Internet application, the flag needs to be set for
relevance for the Internet. The evaluation path can be mentioned to determine the
attendee's organizational assignment. We can also make use of the function module if
the evaluation path is not to be used. The settlement type can be set for settling the
costs for the participant of attendee's type. If we do not want to mention the cost center,
we can specify the function module for determining the cost center assignment of the
attendees.

The booking and prebooking attendees check can be performed by navigating

to SPRO | Training and Event Management | Day to day
activities | Booking | Attendee Checks, as shown in the following screenshot, or via
the SM30/31 T-code in the V_T77KV_1 table:
System reactions can be defined for some booking and prebooking in the form of
message output.

Some of the checks, such as the following, can be set up:

 Check for bookings of the same business event type

 Check for prebookings of the same business event type
 Check for a prerequisite business event
 Check attendee's qualification

Standard output messages that can be set for the preceding fields are as follows:

 No check
 E: This is an error message
 W: This is a warning
 I: This is information

The time conflicts when the attendance booked can be controlled via the system table
(T77S0), or the the switch needs to be set as follows:

Semantic
Group abbreviation Description

SEMIN TEREF Message type for attendance/instructor function

 Semantic
Group abbreviation Description

conflict

SEMIN TETEI Message type for

attendance/attendance conflict

The settings for fee handling can be controlled by navigating to SPRO | Training and
Event Management | Day to day activities | Booking | Fee Handling.

Semantic
Group abbreviation Description

SEMIN CCDCT Dialog module cost maintenance for bookings

SEMIN CCOST Switch for special event costs for

bookings

Tip

The standard system settings have RH_PRICES as function modules

and CCDCT and CCOST are set as 1.

The priority for booking can be set by navigating to SPRO | Training and event

management | Day to day activities | Booking | Booking Priorities.

Semantic
Group abbreviation Description

SEMIN MAXMU Maximum priority for essential booking

SEMIN MINWL Minimum priority for waiting-list

booking
 Semantic
Group abbreviation Description

SEMIN NPRIO Default priority for normal

booking

The parameter that we define for the switch is defined from 00 to 99. The number set is
considered as the priority.

The control options for canceling attendances can be defined by navigating

to SPRO | Training and Event Management | Day to day activities | Canceling
Attendance | Control Options, as shown in the following screenshot.

This control feature allows us to do the following activities:

 We can specify the relationship for the cancellation where applicable

 The default value for the cancellation fees can be specified
 The move-up procedure for waiting list bookings can be specified

The text for attendance cancellation can be defined by navigating to SPRO | Training

and Event Management | Day to day activities | Reasons for Attendance
Cancellation, as shown in the following screenshot, or via the SM30/31 T-code in
the T77CAR table:
The cancellation percentage fee can be defined, and the indicator for
attendance/cancellation can also be set.

Recurring activities

The activities pertaining to business event dates are defined in the nodes of recurring
activities. We can firmly book or cancel business events via the SEMIN FIXRV control
switch. We can define it by navigating to SPRO | Training and Event
Management | Recurring Activities | Firmly Booking/Canceling | Control Options.

0 indicates that the attendance or participation cannot be canceled unless it is rebooked.

1 indicates that attendances can be cancelled and the waiting list can be left empty.

We can define the different reasons for event cancellation by navigating

to SPRO | Training and Event Management | Recurring Activities | Firmly
Booking/Canceling | Reasons for Event Cancellation, as shown in the following
screenshot, or via SM30/31 in the T77CR table. In the standard system, the following
reasons are maintained, and if required, they can be changed:

 The required minimum number of attendees not reached

 The resources flagged as "required" are not available
 The training room is not available
 The instructor is not available
Follow-up processing

The actions that need to be carried out post the business event for attendee type is
defined by navigating to SPRO | Training and Event Management | Recurring
Activities | Follow-up Processing, as shown in the following screenshot, or via
the SM30/31 in the V_T77KV_2 table. This results in the deletion of the relationship 025 ("is
attended"), and a relationship between the attendee and business event type
(relationship 034 "attended") is created.

We can set the flag to mention that the qualification can be transferred to the participant
or attendee subsequent to the business event.

Tip

Read the online SAP support (OSS) note 538446—data redundancies.

TEM contains plenty of standard reports such as resources and business events that
can be accessed via a dynamic information menu. They can be accessed by navigating
to SPRO | Training and Event Management | Information Systems | Integrate
Customer-Specific Reports, as shown in the following screenshot, or via
the PVDM TCD:

We can choose the keys <, >, or Shift + F5 to display or hide the text. We can also
integrate our own reports by performing the following steps:

1. Choose the service from the menu repository and click on level down (Ctrl + Shift +
F1). The system lets us choose from the following three options:

 New submenu
 New function
 Existing function
2. Choose Existing function and click on OK. A window will open, as shown in the
following screenshot:

3. In the dialog box that appears, enter the following details such as the name of the
function, and Text for server and Text for function auto populates, as shown in
the following screenshot:
Employee Self-Service (ESS)

The control elements for integration with ESS is set up by navigating

to SPRO | Training and event management | Employee Self-Service (ESS) | Set Up
Control Elements for ESS.

Semantic
Group abbreviation Description

SEMIN INPRI Booking priority for Internet

SEMIN REQUE Event generation in web

transactions

SEMIN WEBST Cancelation reason for employee in

ESS (PV8I)

The reasons for cancellation are stated in the T77CAR table. This can be used when the
event is cancelled in ESS (PV8I).

Tip
PV8I cannot be called via Easy Access, and if you try to do so, the system will throw
a Transaction PV8I cannot be called in the Easy Access Menu; see long
text message.