General Tips and Tricks
Letters of Correspondence
Useful Transaction Codes
The Training and Events module within SAP is a stable, useful module. It is built in a very similar design to OM and has a very similar structure - using the same PCH database. This document provides you with a number of tips and tricks that we have learnt over the years and are happy to share with you, so that we may all benefit.
Standard SAP offers internal numbering for objects created in Training and Events. You can change this by creating different number ranges, based on the different objects - use the first 2 digits for the plan version and the last 2 for the object type.
You can turn the location switch on/off depending on your business requirements.
Create resources such as rooms, projectors etc which can be linked to a location and a business event type. When creating a business event, you should see the "resource selection" button which will allocate the resources and then ensure that they are not available for other business events over the same time period.
When posting the costs from Training and Events to Controlling using the Activity Allocation method, you need to ensure that you have created the activity types required in the configuration. In addition, you need to create a number range for HRTEM_REFN.
You can add reports to the dynamic information menus in the IMG. This is really useful if you wish to add to the standard reports that already appear there.
If you need to set any user parameters, remember to use the full object ID. For example, if you wished to set the user parameter POF (Location PD) for Training and Events, so that Location defaults in, the value should be the object's ID - can be up to 12 digits.
You can set a number of defaults for your user ID. One being location which can be saved in the settings on Dynamic Business Event or Attendance menu.
Once an employee has left the organisation, it is not possible to delete them from business events that they were due to attend. It is important therefore, to check whether they have been booked onto any business events, before you go and make them a leaver on the system.
When selecting the required resources for a business event, one can add resources either temporarily or permanently using the relevant icons at the bottom of the dialogue box.
When you firmly book a business event, you will notice that the system defaults you to "optimum number of attendees". You can change the radio button to "maximum". Once you have firmly booked the event you will still be able to book attendees onto the event - until the optimum or maximum is reached - depending on which radio button was selected when firmly booking the event.
When booking attendees onto a business event, the system will stop booking attendees once the maximum number for the room has been reached - if you are using resource allocation.
You can change the method of costing by creating your own function module. You can copy the SAP standard one and go from there.
You can use the report RHMOVE30 to manually place all of your master data into a transport and get it all moved into Production. This is a lot easier than people make out. It is best practice to use just one transport and ensure that all the objects and their relationships are in the transport.
Transfer of Costs
When transferring costs there are 3 methods:
External Billing - If you wish to bill external attendees, then you need to make use of SD functionality with the "billing" method in Training and Events.
Internal Activity Allocation - If you wish to transfer costs from 1 cost centre to another for internal attendees, then you do so using the "activity allocation" method.
NB: Before you post any costs, you need to set up a number range for HRTEM_REFN. You will get an error message relating to this if the number range is not there. Create the number range as 01 from xxxxxx to nnnnnnn. It is probably best to ensure that the numbers are assigned internally. You do this in the step in the IMG under:
TEMBasic Settings
In the IMG under:
TEM
Ensure integration is turned on ( there is a value of 1 for the entry SEMIN INLV)
Specify Organisational Elements - specify the default controlling area to be used.
Define cost center of cost objects. Ensure you have COSTC for the values SEMIN COSTC and insert the default cost center next to the entry SEMIN SCOST.
Ensure you have the relevant activity types inserted.
What you need to do in CO for Activity Allocation
Create cost center (transaction code KS01)
Create secondary cost element (transaction code KA06). Under the part relating to Cost Element Category ensure that the value is set to 43 - Internal activity allocation.
Create activity type (transaction code KL01) On the basic data screen, ensure that the Activity Type Category is set to 4 (can also set this to 1), Activity unit can be set to anything (EA preferable) and Cost Center Category can be set to *. Activity type category can be set to 1. Allocation Cost Element is the one you would have already set up in the previous step. That is all that needs to be input.
Plan for activity type and cost center (transaction code KP26). Here you need to enter the plan version (0 which is original version will suffice), from period, to period, fiscal year and activity type. Choose the layout 1-201 (standard layout of activity types with prices)
Cost Transfer Posting - the third method. This is generally used for internal attendees when the total cost is distributed evenly amongst the number of attendees. The downside with this method is that it doesn't seem to pick up the employee's home cost centre.
For Cost Transfer to work correctly, you need to switch the integration on in the IMG and carry out the other required steps like specifying a default controlling area which it needs.
Against the business event you need to create a relationship A 011 to a cost centre - which has an automatic default to a controlling area as well.
You also need to maintain infotype 1036 Costs against the business event. Here you insert the cost item and specify the proposed amount. If you tick the "direct" checkbox, you are able to freely insert the amount you wish. If you take off the direct tick then the amount will be pulled through from the setting in the IMG.
In the IMG you set the default cost centre against the group and field of SEMIN SCOST (table T77S0). SAP says that this is the sender cost centre for internal activity allocation.
When running the cost report RHCCOS00 you will notice that there are always sending and receiving cost centres. This is picked up from the data held in the IMG and against the business event types.
Integration with Time Management
If you wish to have an absence record (IT 2002) created whenever someone attends a training course, you need to do the following:
- Switch on the integration with time management.
- Specify the attendance type - the default is set to 0420 for attendees.
- Specify any clashes with attendance and absence types exist - this needs to be tested further and will depend on how you are using TM and to what extent you use shift schedules.
Ensure that you create an attendance type 0420 (or whatever you use in the second step above).
Copy one of the SAP standard attendance types. The settings are all on table T554S.
Key settings are:
Absence/Attendance indicator must be P - would be if you copied an attendance type.
Absence category must be blank.
Insert the appropriate min and max values for the duration
When you book an attendee onto a course, you should find that the system goes and creates an IT 2002 for the person. If the system tells you that a batch input session has been created - this is as a result of an error in the configuration. Go and run the batch input session in the foreground to see what the error is.
Budgeting
Before you can create a budget in the system you need to carry out the config for the following steps in the IMG:
TEM
Specify Budget Currency: Choose the start and end dates and the budget currency - GBP for the UK
Define Budget Type and Attributes: Budget type must be 0001, create a budget type name and ensure that you tick both the monetary budget and allocate. It is a monetary budget rather than a units one and if you don't tick the "allocate" checkbox, the funds won't be deducted for an attendee.
When you go into the budgeting area for the first time in a client, you may get a dialogue box telling you to convert a certain table. Do this as it is required and it only takes a few seconds.
You can create a budget using 2 different methods. The first method is to create a budget using the create icon on the initial screen and create the individual budget units yourself. This gives you the flexibility of choosing what the structure will look like.
The second method is to use the generate icon. This generates the budget structure based on the organisation structure. You can choose the top-level organisation unit or one of the org units lower down in the hierarchy.
You can amalgamate budgets by using the "assign budget unit" icon. Similarly you can delete relationships by using the "delete budget relationship" icon adjacent to it.
On the front screen you will see that the display options radio button is set to either budget distribution or financing. With budget distribution, you can add budget units and change the amounts allocated to each budget unit. The financing option allows you to add org units to the budget units and to view them. Use the financing option if you are not going to make use of the generate icon.
The best method to use is the financing option. Whether you choose to build the budget structure from scratch or use the generate icon will depend on the customer's requirements.
Note: The "save" icon is greyed out. Each change is saved automatically by the system.
There is an option to "roll up" the budget. This adds up all the individual budget amounts and overwrites the total budget amount. You will get a warning message letting you know that the value will be overwritten.
The distributed budget is the amount that has been "used" so far in the budget year. The available amounts are in the "total budget" column.
Once you are happy with the relationships and amounts for each budget unit, you will need to release the budget. This means that it is ready to be used. You can change the status back to planned if you need to make further changes to the budget.
Remember to carry out all the editing of a form (fonts, window layout and positioning etc) in the original language of the form - usually DE (German).
Don't forget to activate the form in its original language before you can make any changes to the copy in your own language.
Remember to activate the form in your own language as well, once you have made changes to it.
Use transaction code SE11 and search for the structure PPVAR to see all the available variable fields for selection in a letter of correspondence.
In addition to the commonly used fields found in the table below, there are other fields which can be inserted into the letters for use. The can be found in the following table:
| &DATE& | System date or today's date |
| &USR03-NAME1& | First name of the user currently logged onto the system |
| &USR03-NAME2& | Last name of the user currently logged onto the system |
| &USR03-NAME3& | Form of Address of the user currently logged onto the system |
| &USR03-TELNR& | Telephone number of current user |
| &USR03-TELFX& | Fax number of current user |
| &SY-UNAME& | User name of current user |
You can use the structure PPVARC to create your own fields for insertion into a SAP Script letter.
Only certain fields in PPVAR are available for output in the labels program. They have a reference to ".tab" in the text description of the field.
If you are trying to print a letter and you get an error message to the effect that the information in certain text variables is missing, to fix this you can go and enter the required information. You will have to do this for each attendee that you wish to print out. To solve the problem without having to enter the data, take the required tick off the field in the table in the IMG called "Format for Text Variables".
Creating a new Form
If you need to create a new form, then copy an existing one which is the most similar.
Use the menu path Utilities > Copy from client. You will see which languages were copied across. You may have to copy the form from client 000. If there are objects in the new form which are not required (certain windows may not be required) then to delete them you need to edit the form in its original language (usually DE - German). Once you have made the changes, you need to activate the German form before you will be able to edit your form in English.
If you wish to change the size of the windows, then this also has to be done in the forms original language. You will see that you can "change" the attributes of the window (or other parts of the form) in the form's original window, whilst you can only display the attributes in another language.
Form Windows
To change the windows, choose your form then click on the "page windows" icon. The 4 attributes have the following meaning.
Left: this is the number of columns from where the window's top left edge starts.
Upper: this is the number of rows from where the window's top left edge starts.
Width: width of the page window in the form.
Height: height of the page window in the form.
Once having made the changes in the original language, you will need to activate the form before being allowed to make changes to the English version of the form.
Each of the above forms contains a window called "main window". This is where you will be able to find all the text and variables pertinent to the individual form.
Click on the icon "Text Elements" to edit the window. If perhaps there is more than one window, then double-click on the "main window" ensuring that it changes colour to a bright blue. This then ensures that the system has made it the currently chosen window.
The background text does not have any grey shading surrounding it. The texts found within the grey shading are the variable fields and are called commands. Each command is contained within the structure PPVAR. To get a list of all the commands within the PPVAR structure, use transaction code SE11 and type in the structure in the line "data type". All the fields have been output into an Excel spreadsheet which should accompany this config document.
Once any changes have been made, you should check the changes by using the menu path Text > Check. When you back out using the green arrow, you will notice that a message at the bottom left hand side of the screen says that "text changes were transferred". You will then need to activate the form for your changes to be saved.
For some reason when you make a change to a SAP Script form the changes are not always reinserted into the workbench transport. For this to happen you need to use the "utilities > copy" menu path. The easiest method is to copy the form to a temporary name, delete the old name and then make any changes in the temporary form. When you copy the temporary form back to the old form name, the copy will be recorded in the workbench transport, which you can use. This may seem a bit of a workaround and there is probably a better way of undertaking this step.
If you are wishing to use a logo for a letter, remember that you have to load the tiff file into each specific client - with program RSTXLDMC. Remember that the file has to have the extension .tif - make sure you check the resultant output on the screen to see if it was successful. Remember to choose the relevant text name e.g. Zlogo1. The Text ID is important as this determines the type of graphic that will be imported. This should default to ST for "standard text". Give the graphic a title.
To see if your graphic has been successfully loaded go to the SAP Graphics Management area. Transaction code SE78 takes you there. Open up the folder:
Stored as textsStandard Texts
Double click on the folder and then search for all the available graphics using the drop down arrow in the screen on the right hand side. You can transport the graphic from one client to another. Just choose the relevant graphic and then click on the transport icon.
Once this has been successfully loaded, you can then insert it into the SAP Script letter. Use the menu path:
Insert
Choose from the drop-down. The Text ID will be ST. The graphic which you uploaded into the client should appear in the list. If it does not then it is probable that you haven't loaded it correctly. Once correctly chosen and inserted into the letter, you should see something like:
Include Zlogo1 OBJECT TEXT ID ST
It is possible that SAP will insert it with ‘in front and behind the name’ - I think SAP only does this whenever there is a space in the name of the logo.
When you wish to test your letter, go to the dynamic attendance menu and choose your employee on a business event. Go through the process of manual correspondence and do a print preview. You should see the changes here. If you need to make any changes, open up SAP Script in another transaction and make the changes. Remember to activate the form before you test it again. Go back to your screen with the manual correspondence and do a print preview again - note that you don't have to re-initiate the transaction from the SAP start menu.
Text Format
You can easily change the format of text from normal to bold or italics etc. To remove the formatting and return the text to its normal state, you need to highlight the piece of text and click on the "undo character formats", which is an icon at the top of the screen.
Commonly Used Variable Fields - PPVAR
The variable fields that have been used in the forms are found in the table below:
| &DATE& | System date or today's date |
| &PPVAR-B_ORT& | Location |
| &PPVAR-BCNAM& | Address supplement: Building (business event room) |
| &PPVAR-BSHRT& | Object abbreviation for building (room) |
| &PPVAR-BSTXT& | Object name: building (business event room) |
| &PPVAR-FREGI& | Business event location: Region |
| &PPVAR-FSTXT& | Business event location |
| &PPVAR-IANRD_T& | Tutor of the course |
| &PPVAR-KBGDA& | Course start date |
| &PPVAR-KBTIM& and &PPVAR-KBTMN& | Start time of the course |
| &PPVAR-KEDAY& | End day of the business event |
| &PPVAR-KETMN& | End time of final day |
| &PPVAR-KNDDA& | Course end date |
| &PPVAR-KSTXT& | Course title (name of course) |
| &PPVAR-STRAS& | Department or Org Unit |
| &PPVAR-T_ORT& | Attendees city (IT 0006) |
| &PPVAR-T_PLZ& | Attendees Postcode |
| &PPVAR-TANRD& | Title or form of address |
| &PPVAR-TCANZ& | Number of attendees on the course |
| &PPVAR-TGRUS& | Last name |
| &PPVAR-TSTRS& | Attendee's street (IT 0006) |
| &PPVAR-TSTXT& | FOA, Initial and Surname |
| &PPVAR-UOBJD& | Organisation unit number |
| &PPVAR-USHRT& and &PPVAR-AUSHRT& | Organisation unit abbreviated name |
| &PPVAR-USTXT& | Organisation unit name |
Inserting Other Fields - PPVARC
It is also possible to insert fields which do not appear in structure PPVAR. There is the customer structure PPVARC which allows you to insert fields from different tables. You need a developer's key to be able to modify the structure.
The first step is to create the new field in the structure PPVARC. You can do this using transaction code SE11.
Then make a copy of the program RHKMIT30 and call it ZHKMIT30 etc. Retain just the relevant piece of code and modify it so that it calls the field you added into PPVARC.
Then go in to the IMG and to the step:
TEM
Copy a line to create a new entry for PPVARC with your new field. Replace RHKMIT30 with the new customer program name. Ensure that in your letter you call the field PPVARC-xxxxx.
Business Event Text - Description
Wishing to Print the text description of a Business Event or Business Event Type, use the fields:
PPVAR-KXTN1 First line
PPVAR-KXTN2 Second line
PPVAR-KXTN3 Third line
The system looks at the subtype 0004 (extended business event text)
Correspondence - MS Word
You can use MS word to do the correspondence in TEM.
Use the menu path:
Attendee
Then choose the relevant notification abbreviation. This is important because for each notification abbreviation, there is an associated SAP Script form (letter). The variable fields called in this form are used as available mail merge fields in Word.
When you get the resultant screen, choose your attendees and then the MS Word button - it is the left hand Word icon. The one to the right is the RTF one - this just takes the SAP Script form and outputs it in Word.
After having clicked on the left hand Word icon, you will see a dialogue box appear. Choose New Word document. The system will default to "no password".
Click on the return button to be taken into a new session of Word. You will see all the variable fields flash up in front of you, then disappear to be replaced by the words "insert mail merge fields". Insert the other text by typing or cutting and pasting from another document. Choose the mail merge fields by clicking on the left hand drop down field. This should include all the required fields. If there are fields missing then you need to go back into SAP Script (SE71) and insert the field into the relevant form.
After having inserted the mail merge fields into the document, you need to click on the ABC icon which toggles between the field names and the actual data for that field. You can then print out the letter or email it to a respondent.
You can click on the arrow pointing to the right to take you to the other records if there are more than one.
There is very little documentation in this area, which can make things interesting if you encounter problems.
What you need to know is that SAP creates a file called SVDAT.doc in the background. It does this once you save your template letter. You may have a problem if you create the letters off site. The system will not be able to find the SVDAT.doc file. To correct the problem, create a sample letter and save it. You can then search for and find where SAP had placed the SVDAT file. You can then copy the one which was created off site and place in into that directory.
Remember that you can also insert other fields into the letters using standard MS Word functionality. You can insert things relating to the user such as job title, extension and name. Remember that they are pertinent to the user who logs onto the desktop.
You can also use programming logic to make decisions on certain fields.
Common Relationships in TEM
The following table offers possible relationships which are generally used in Training and Events Management
| Business Event Group(BEG) | belongs to a BEG> |
| incorporates a BET | |
| Business Event Type (BET) | belongs to a BEG |
| requires a Resource Type (RT) | |
| is held by a Person/User/External Person etc | |
| imparts a Qualification | |
| presupposes a BET | |
| presupposes a Qualification | |
| is organised by an Org Unit/Company | |
| Uses (for Attendee) Material | |
| Uses (for business event) Material | |
| Cost Center assignment | |
| has event Appraisal model | |
| has attendee Appraisal model | |
| Business Event | takes place in Location |
| resource reservation | |
| is held by Internal/External Person/Person/Contact Person | |
| Room | belongs to location |
| is a specialisation of resource type | |
| External Instructor | is instructor for BET |
| belongs to Company |
Resource Types and Resources
Resources can be quite confusing. Essentially when generating resources you have "resource types" and "resources".
Resource types would typically be:
- Projectors
- Flipcharts
- Rooms
The actual resources would then be:
- Projector 1
- Projector 2 etc.
- Flipchart 1
- Flipchart 2 etc.
The resources Projector 1 and 2 would then be linked to the resource type of Projectors. The following relationships would exist:
Projectors (resource type) > Projector 1 B 020
Excel Basic B 022
On the resource type of Projectors there is an infotype called Availability Indicators. The resource can fall in the category of room, instructor, material or other. The key criteria are whether the resource is location dependent and required. Ensure that the radio button is correctly on either single or multiple reservation and also that the number required is referring to event or attendee.
Adding Resources - Temporarily or Permanently
When selecting the required resources for a business event, one can add resources either temporarily or permanently using the relevant icons at the bottom of the dialogue box.
Appraisals
Appraisal Conversion Program
Use the following IMG path
Training and Event Management
This program must be run the first time event appraisals are used in a client. If it was already executed, a message to this effect is output. One of the things it will do is convert the values found immediately below in the table for the Appraisal Control Parameters. It will convert them from 4 digits to 8 digit values.
Appraisal Control Parameters
Use the following IMG path:
Training and Event Management
In this step, you specify the forms of appraisal you want to use to carry out business event appraisals and attendee appraisals . The following values were set:
| Parameter | Value | Description |
|---|---|---|
| EVAEV | 00000003 | Business event appraisal |
| EVAPA | 00000004 | Attendee appraisal |
Note : The Appraisal Conversion program must be run on each client that event appraisals are to use before an Appraisal can be created for the first time. This includes the Production Client. If the Event Appraisal Control Parameters are set up, the program fails with the error message: Error in T77S0 SEMIN EVAPA or SEMIN EVAEV.
In this case, to run the program, delete the values against EVAEV and EVAPA and then run the Appraisal Conversion Program. After the Appraisal Conversion Program has been run successfully, re-enter the values against EVAEV and EVAPA.
Linking a Business Event (BE) to more than one Business Event Group (BEG)
You may have a requirement to link a BE to more than one BEG. What you need to do is change the time constraint on table T77ZR to 3 for object D > L. There is also a table T777I which holds time constraints for PD objects. This does not have the desired effect for the above requirement.
Also look at table T777Z which has similar details.
There is no tab or option to create a relationship to another location. You have to go and do it afterwards using Detail Maintenance.
To change the Action, go into the IMG:
TEM
You can insert the relevant tab into the action for Location.
This will result in an additional tab which will allow you to enter the relationship to another Location.
The same is true for most object types in TEM and Org Mgt. - i.e. you can modify the screens and tabs by changing the actions.
Business Event Type short names
When creating Business Event Types, make sure that the short names are unique - if you have 2 types that fall into different Business Event Groups. If the short names are the same, then the system will warn you that the name is not unique. This is a warning message. You can plough through this. The problem is that if you use a matchcode search, entering the first few letters, then the system crashes.
You could change the time constraint to allow the same business event type to be linked to 2 different business event groups. This would then solve the problem.
Capacity for Business Event Type - mandatory field
The capacity infotype 1024 is a mandatory field when entering the details for a business event type. You can change the attribute from Duty to Mass or blank in the table which controls the Actions for Org Mgt.
Take care as the capacity for a business event type is a crucial part of the system when validations are done for the business event which is ultimately created.
Data Migration of TEM Data
You can transport all the master data manually using the program RHMOVE30 (see the PD page for more detailed information). The following object types will be required:
D - business event types
F - locations
G - resources
L - business event types
R - resource types
SAP Query and Ad Hoc Query
From within TEM you can start Ad Hoc query. This takes you to a specific variation of Ad Hoc query specifically for TEM. It uses the following user group and infoset.
Query Area: Global Area (cross-client)
User group: /SAPQUERY/H5
Infoset: /SAPQUERY/HR_TEM_EVENT
There are a number of fields that are not switched on in the infoset. It should be possible to switch fields on and insert other required infotypes, as you would normally do with tailoring functional areas.
Adding a Report to the Dynamic Report Menu
To add a report to the dynamic menus in TEM you can do so in the IMG using the menu path:
TEM
Select the Information Menu > Attendances, and choose create > New Function. Choose the required "function". The function drives the report that is inserted. Choose the server type as Start Report. Service is optional. Most of the fields will get populated from the actual function which has been chosen.
Save the menu. Check that it works by clicking on the "test" icon. You should now see your new report in the menu TEM > Information Menu : Attendances
Locations and Relationships between Locations
There is no tab or option to create a relationship to another location. You have to go and do it afterwards using Detail Maintenance.
To be able to undertake this data change, do the following. Change the action which creates a location. To change the Action, go into the IMG:
TEM
You can insert a new line into the action to cater for the relationship which is required. The relevant tab will now be placed in the action for Location.
This will result in an additional tab which will allow you to enter the relationship to another Location.
The same is true for most object types in TEM and Org Mgt. – i.e. you can modify the screens and tabs by changing the actions.
Considerations
Changing the names of certain menu items, headings. Customers often wish to change the name appraisals and qualifications. | This can be done. Usually it is a case of getting used to the new names rather than changing SAP standard. |
Flag for attendee with a disability. The flag on infotype 0077 can be used. | The text entries on the table for military status can be modified to cover the types of disabilities. |
Booking tea, coffee and lunch | Can create a resource type called "catering" and individual resources called tea & coffee and lunch. |
Correspondence | Can use SAP Script or Word to generate. Can email within SAP Office, use SAP Connect to send to external email address or use the send to option in Word to email. |
Online or self-study courses | Can either create as an event or create as a qualification and update IT 0024 directly. |
| SE71 | SAP Script |
| SE78 | SAP Script Graphics |
| PSV1 | Dynamic Attendance Menu |
| PSV2 | Dynamic Business Event Menu |
| PSV3 | Dynamic Report Menu |
No comments:
Post a Comment