Administering Employee Qualifications

Objective

After completing this lesson, you will be able to Book a training for different types of attendees.

Training and Event Management

The Training and Event Management functionality in SAP enables you to offer a comprehensive catalog of training events. These training events consist of business event groups and event types that form the framework of your catalog.

The following steps are included in the main processes involved in the maintenance of a Training and Event catalog:

  1. Prepare business event - This comprises the creation and maintenance of all master data (such as time schedules, event locations, resources, and so on) used for business events.
  2. Create business event catalog - You create individual or multiple event dates, with or without resources (for example, an instructor). You can create multiple events based on existing course demand.
  3. Perform day-to-day activities - Once you have created your business event catalog, you can carry out many day-to-day activities for events, for example:
    • Register or make bookings for both internal and external attendees
    • Pre-book attendance
    • Replace bookings
    • Rebook
    • Cancel attendance
    • All day-to-day activities automatically trigger correspondence for the attendees
  4. Perform recurring activities - Examples of follow-up activities:
    • Firmly booking events
    • Locking events
    • Unlocking events
    • Canceling events
    • Following-up events, for example transferring qualifications to the internal attendees

Standard reporting options belong to each of the four sections.

Dynamic Menus

Training and Event Management has dynamic menus that facilitate and simplify the operation of the system, summarizing complex transactions for the users.

These dynamic menus are:

  • Master data menu
  • Attendance menu
  • Business event menu
  • Information menu
  • Planning menu
  • Resource menu
  • Tool menu

The Attendance, Business event, and Information menus are the most used menus.

The dynamic menus offer an alternative way of creating and maintaining the objects used in Training and Event Management. The advantage of the dynamic menus is that you create data and access functions directly in the clearly structured environment of the business event hierarchy.

When you select an object, the system automatically reads the current object data so that you do not have to enter it yourself. For example, if you place the cursor on a business event type and choose Create Business Event, the system reads the relevant data for the event date that you want to create.

Business Event Catalog

Each customer must set up their own business event catalog, to reflect their own requirements.

The business event catalog is presented in a hierarchical format.

The business event catalog is made up of the following:

  • Business event group

    Business event groups contain multiple hierarchy levels and structure the catalog. This is a grouping of business event types that share the same characteristics or deal with related subject matter. You can combine several business event groups into a single business event group, which means that the business event group itself can be structured hierarchically.

  • Business event type

    Business event types carry almost all of the information relevant to the business event and form the basic structure of the catalog. This is a generalized description of a business event. You do not define specific dates for a business event type. Business event types are assigned to event groups.

  • Business event

    This is a specific occurrence of a business event type, scheduled to take place on specific dates. A business event (also referred to as a business event date) inherits all the attributes stored for the event type and is scheduled to take place on a specific date. You can create business events with or without resources, such as trainers, equipment or rooms. You book internal and external attendees for business events.

Activities

Day-to-Day Activities

You can execute all the functions for attendance bookings contained in day-to-day activities.

With Training and Event Management, you can offer self-service access to the most important day-to-day functions of the application. These services are provided to the user in the form of Employee Self-Service and Manager Self-Service on the corporate intranet, or as online services on the Internet.

Correspondence is automatically output to accompany each of the booking activities if you apply the relevant settings in Customizing. You can monitor the output of correspondence using the Correspondence History function.

Recurring Activities

Once events are created and attendees booked, there are further functions that you can execute.

  • If you want to temporarily prevent further processing of events, you can lock and unlock them later in the business event menu.
  • If you created events in planned status, you can change the status to firmly booked.
  • If there are not enough bookings to run the events, you can cancel the events.
  • When a business event has been held, you can perform follow-up processing for it (for example, transfer qualifications) and have evaluations completed for the event.

Create a New Event Data

Business Example

You are responsible for managing the Training and Event Catalog, including the creation of events. You have received a request for a new event date which you must create in the catalog.

Create a new event date without resources for the business event type HR050 Business Processes in HCM. You can give your new business event date a short text and long text.  Normally, your new business events are maintained in the future.

Learn how to create a new event date.

ExerciseStart Exercise

Steps

  1. From the SAP Easy Access screen, choose Human Resources → Training and Event Management → Business Events → double-click on PSV2 – Business Event Menu.

    You can also enter PSV2 in the Command field or select the link if you have saved it as a favorite.

  2. In the Dynamic Business Event Menu, expand the Training International folder and right-click on the business event HR050 Business Processes in HCM.

  3. Choose Create w/o Resources. The Create Business Event Without Resources window opens.

  4. Enter a date in the Start Date field as the proposed start date of the new business event.

  5. In the Object Abbreviation field (the field to the right of the Name), enter a short text for your new Business Event. In the Name of the Business Event field, enter the long name.

  6. Select London as the Location.

  7. Choose Enter to confirm the data, then Save your new event date.

  8. In the Dynamic Business Event Menu expand the business event HR050 Business Processes in HCM. Your new business event is now scheduled.

  9. Choose Back to return to the SAP Easy Access screen.

Managing the Enterprise Learning Solution

The SAP Enterprise Learning Solution is a Learning Management System, commonly known as an LMS. The LMS is an enhancement of Training and Event Management, and this eLearning solution supports different learning methods and training forms. It enables companies to implement personalized learning for addressing individual employee needs and learning strategies. For example, employees can receive training in the form of Web-based courses that can be accessed anytime and anywhere.

The following table describes the functionalities that each role can perform in Enterprise Learning:

RoleFunctionalities
Learners
  • Access personalized learning environments.
  • Access the complete corporate education and training offerings, consisting of curricula, traditional classroom training, and eLearning courses, such as virtual classroom sessions, Web-based training, or even externally hosted courses.
  • View interactive courses suited to individual learning styles.
  • View progress and learning histories.
  • Learn offline; download courses onto a local machine and synchronize their learning progress later.
Managers
  • Assess skill gaps.
  • Link training offers to employee objectives.
  • Approve skills and certifications.
Instructors
  • Prepare for courses.
  • Monitor attendance.
  • Start virtual learning rooms.
Training Administrators
  • Manage courses and curricula.
  • Schedule courses.
  • Set up classrooms and materials.
  • Execute reports to evaluate training.
Authors and Instructional Designers
  • Import external course content.
  • Structure learning content.
  • Create tests and assessments.
  • Manage versions.

The following are example features of an LMS:

  • Personalized learning, which is adaptable to individual needs and learning strategies (adaptive and exploratory learning).
  • Integration with ERP systems.
  • Compliance with internationally recognized web-based training (WBT) standards.
  • Authoring tools for creating content and structures.
  • Re-usability of created content.
  • Flexible, dynamic management of the learning offering.
  • Integration of all learning methods.
  • Tracking of learning progress.
  • Placement and final tests.

Compliance with standards for content is important to ensure that content from a wide range of content providers can be used and re-usability of content across different platforms, for example SCORM.

Components of SAP Enterprise Learning

The SAP Enterprise Learning solution is an enhancement of the existing Training and Event Management. It is an online portal solution supporting the training management processes.

Watch the video to see an abstract of the system architecture, including the training management system, learner access through the learning portal, instructor access via the instructor portal, and enterprise learning via virtual classrooms.

Integration of Enterprise Learning with Other SAP Modules

Integration with other elements of the Human Capital Management module is a standard feature of the SAP Learning Solution. The qualifications catalog, for example, can be used to its full extent. Qualifications can be defined and checked as prerequisites for courses.

Examples of integrations with HCM:

  • Organizational Management
  • Personnel Development
  • Personnel Administration
  • Time Management

Upon successful completion of a course or test, the corresponding qualifications can be updated to the employee's profile. Expiration dates of qualifications or certificates are displayed within the learning portal, as well as course options to renew. Other general functions, such as business workflow and reporting, can be used.

Courses that are part of the individual development plan of the learner are automatically displayed as a personalized learning proposal in the learning portal.

Data from organizational management can be used to steer the personnel development process or to target training by assigning courses to entire organizational units.

Time management integration supports the administrative process by checking the availability of the participant prior to the booking and ensures that course bookings result in the reservation of a time slot.

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