Custominzing Eventos

Title: PSV2 - Training and Event Management IRIS
Courses (Document)
Functional Area : Human Resources
Sub Area : Training and Event Management
Work Instruction
PSV2 - Training and Event Management IRIS Courses (Document)
PSV2
Purpose
Use this procedure to record the IRIS class schedule and to reserve resources for an IRIS
training class.
Trigger
Perform this procedure quarterly when IRIS Training classes need to be scheduled.
Prerequisites
Before recording classes in IRIS, a schedule will be drafted with input from the IRIS instructors.
Once the instructors have reviewed and verified the schedule, it is ready to be entered into
IRIS.
Menu Path
Use the following menu path(s) to begin this transaction:
Select Human Resources Training and Event Management Business Events

Business Event Menu to go to the Dynamic Business Event Menu screen.
Transaction Code
PSV2
Helpful Hints
The process of scheduling IRIS classes includes the following steps
1.
2.
3.
4.
5.
6.
Send an e-mail to the instructors asking for any conflicts.

Create a rough draft of the schedule based upon the input from the instructors.
Add the schedule to the Training Lab calendar in Outlook.
Create a spreadsheet of the class schedule.
E-mail the draft schedule spreadsheet to the instructors.
Make any needed changes to the schedule in Outlook and in the spreadsheet based upon
feedback from the instructors.
7. Once the schedule is finalized, enter the classes in IRIS using the procedures described
within this document.
File name:
Version: Approved - Ready for Web
~PSV2_TRANING_AND_EVENT_M Last Modified: 2/29/2008 9:43 AM
GMT_IRIS_COURSES.DOC
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Courses (Document)
Procedure
1.
Start the transaction using the menu path or transaction code.
SAP Easy Access
2.
Double-click
as shown below.
. The Dynamic Business Event Menu will appear
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Courses (Document)
Dynamic Business Event Menu
3.
To add a new session for a particular class, open the IRIS Courses business event folder and
the appropriate IRIS course category sub-folder to locate the class for which a new session is
to be added.
This example will demonstrate adding a new session of the Overview of IRIS class.
In IRIS, the term used for class is business event type and the term used for
session is business event. So, in this example, we will actually be adding a new
business event for the Overview of IRIS business event type.
3.1
Click
to expand the business event folder as shown below.
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Courses (Document)
The IRIS Courses business event folder contains three course category sub-folders:
Financial
General IRIS Courses
Human Resources.
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Courses (Document)
The course categories and the IRIS classes taught in Knoxville that belong in each
category are shown in the table below:
IRIS Course Category
Financial
IRIS Classes in Knoxville

Cash Deposits
Basic Reporting for Funds
Basic Reporting for WBS Elements
Funds Reservations
Internal Orders
Internal Transfers
Invoices
Payroll Encumbrances
Procurement Cards
Purchasing and Asset Management
Travel
General IRIS Courses
Approvals
Document Tracking
Effort Certification Reports
Overview of IRIS
Human Resources
Human Resource Transactions

Time Entry
3.2
Click the appropriate category sub-folder for the IRIS course you are scheduling.
This example will demonstrate adding a new session of the Overview of IRIS class.
to expand the course category sub-folder that
Click
includes the Overview of IRIS class. The list of classes in this category is now visible
as shown below.
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Courses (Document)
4.
Right-click the class name,

options will be displayed as shown below.
in this example. A pop-up menu with various
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Courses (Document)
5.
Select Create with Resources. The Create Business Event with Resources: Data Screen will
be displayed as shown below.
Create Business Event with Resources: Data Screen
Several values on this screen already appear by default.
Both the Business event type and Name fields default according to the name of the class
you selected.
The value in the Business Event field is assigned by the IRIS system.
The Planning period defaults to January 1 through December 31 of the current year.
The Language field defaults to English.
In the Number of Attendees area of the screen, both the Optimum and Maximum fields
default to 50.
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6.
Complete the selection criteria in the header area of the screen.
6.1
Complete the following field:

Field Name
Planning period
R/O/C
R
Description
The exact day of the event entered as a date range.
When creating IRIS classes, enter the same date in both the
beginning and ending date fields.
Example:
09/18/2007 -- 09/18/2007
6.2
Click
The screen with the selection criteria in the header area completed is shown.
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Courses (Document)
7.
Complete the Location field:

Field Name
Location
R/O/C
R
Description
A logical or physical place where the distribution of products
or resources is handled.
When creating IRIS classes, always use
(Matchcode) to search for the location instead of
typing directly into the Location field.
Example:
50000051 for Knoxville, TN
7.1
Click
(Matchcode) for the Location field. The Location (1) pop-up screen will
appear.
Location (1)
7.2
Complete the following field:

Field Name
Search Term
R/O/C
R
Description
Alphanumeric string used to search and sort data.
This search is not case-sensitive. Using the * wildcard
character, as shown in this example, will return all values
beginning with kn.
Example:
kn*
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The pop-up screen with the Search Term field completed is shown below.
Location (1)
7.3
Location (1)
7.4
Click
(Start Search). The list of locations that meet the search criteria will be
displayed.
1 Entry found
Select the location from the list of entries.

For this example, Click
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7.5
Click
(Copy). The Create Business Event with Resources: Data Screen will
appear again and the value for the Location field will be filled in.
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Courses (Document)
8.
Complete the following fields in the Number of Attendees section of the screen:
Field Name
R/O/C
Description
Optimum
The value that specifies the number of attendees best suited

to the size of a room.
Example:
12
Maximum
The value that specifies the number of attendees a room can

hold.
Example:
12
When creating IRIS classes in Knoxville, always enter 12 as the maximum number of
attendees.
The Create Business Event with Resources: Data Screen with the values for the Number of
Attendees fields completed is shown below.
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Courses (Document)
9.
Create the schedule for the class session.
9.1
In the Schedule section of the screen, click

. The Create User
Schedule pop-up window will be displayed as shown below.
Create User Schedule
9.2
Click the
tab.
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9.3
Complete the Day no. field:

Field Name
Day no.
R/O/C
R
Description
Designates to which day of the event the schedule will
correspond.
Example:
1 for a one-day event
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The Create User Schedule pop-up window with the Day no. field completed is shown below.
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Courses (Document)
9.4
Complete the Day seg. field:

Field Name
Day seg:
R/O/C
R
Description
Description of the Day seg:.
Use
(Matchcode) to select the Day seg as shown
below.
Example:
Click
(Matchcode) for the Day seg field. The Day segment name pop-up will
appear.
Day segment name (1) 44 Entries found
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Courses (Document)
Double-click the appropriate timeframe for the class to select it.

For a half-day afternoon class that begins at 1:30 pm and lasts for 3 hours, click
.
Values that are often used for IRIS classes are listed in the table below:
For classes that are
Use Day seg
day, starting at 8:30 am and lasting 3 hours

day, starting at 1:30 pm and lasting 3 hours
Full day, starting at 8:30 am and lasting 6 hours
The completed Create User Schedule pop-up window with the Day no. field for this
example is shown below.
9.5
Click
(Transfer). The schedule will be accepted and the Create Business Event
with Resources: Data Screen will be displayed again as shown below.
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Courses (Document)
10.
Choose the room and instructor for the class. Both of these items are selected as Resources.
Click
at the top of the screen. The Resource Selection: Overview pop-up
window will appear as shown below.
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Courses (Document)
Resource Selection: Overview
10.1
Choose the room for the class.
Click
(Select Resources) for the Resource type Room. The Resource
Selection screen will appear.
Resource Selection
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Courses (Document)
Scroll down through the list, if needed, and select the appropriate room from the list.
For most IRIS classes, click
Click
(Transfer) to record the room selection to the Resource Selection: Overview
pop-up window as shown below.
Resource Selection: Overview
10.1
Choose the instructor for the class.
Click
(Select Resources) for the Resource type Instructor. The Resource
Selection screen will appear as shown below.
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Courses (Document)
Resource Selection
Scroll down through the list, if needed, and select the appropriate instructor for
the class.
For this example, select
Click
(Transfer) to record the instructor selection. TheCreate Business
Event with Resources: Data Screen will be displayed as shown below.
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Courses (Document)
11.
Review the following field.

Field Name
Business event
R/O/C
R
Description
The unique IRIS identification number for a specific business
event.
Use the Copy/Paste function to copy this number and

paste it into a spreadsheet to be sent to Employee
and Organizational Development (EOD).
Example:
12.
Click
50051412
(Save). The Dynamic Business Event menu will be displayed.
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Courses (Document)
Information
An informational message similar to the one shown in the pop-up window above will appear at
the bottom of the Dynamic Business Event Menu screen.
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Courses (Document)
13.
You have completed this transaction.
Result
You have entered the information for an IRIS training class and reserved the needed
resources.
Comments
For assistance, please contact the IRIS Helpdesk at irishelpdesk@tennessee.edu.
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Title: PSV2 - Training and Event Management IRIS

Select Human Resources Training and Event Management Business Events

Send an e-mail to the instructors asking for any conflicts.

Title: PSV2 - Training and Event Management IRIS

Start the transaction using the menu path or transaction code.

SAP Easy Access

. The Dynamic Business Event Menu will appear

Title: PSV2 - Training and Event Management IRIS

Dynamic Business Event Menu

to expand the business event folder as shown below.

Title: PSV2 - Training and Event Management IRIS

Dynamic Business Event Menu

General IRIS Courses

Title: PSV2 - Training and Event Management IRIS

IRIS Classes in Knoxville

General IRIS Courses

Human Resource Transactions

Title: PSV2 - Training and Event Management IRIS

Dynamic Business Event Menu

Right-click the class name,

in this example. A pop-up menu with various

Title: PSV2 - Training and Event Management IRIS

Create Business Event with Resources: Data Screen

Several values on this screen already appear by default.

The Language field defaults to English.

Title: PSV2 - Training and Event Management IRIS

Complete the selection criteria in the header area of the screen.

Complete the following field:

Create Business Event with Resources: Data Screen

Title: PSV2 - Training and Event Management IRIS

Complete the Location field:

Complete the following field:

Title: PSV2 - Training and Event Management IRIS

Select the location from the list of entries.

Title: PSV2 - Training and Event Management IRIS

Create Business Event with Resources: Data Screen

Title: PSV2 - Training and Event Management IRIS

The value that specifies the number of attendees best suited

The value that specifies the number of attendees a room can

Create Business Event with Resources: Data Screen

Title: PSV2 - Training and Event Management IRIS

Create the schedule for the class session.

In the Schedule section of the screen, click

Create User Schedule

Title: PSV2 - Training and Event Management IRIS

Create User Schedule

Complete the Day no. field:

Title: PSV2 - Training and Event Management IRIS

Create User Schedule

Title: PSV2 - Training and Event Management IRIS

Complete the Day seg. field:

Day segment name (1) 44 Entries found

Title: PSV2 - Training and Event Management IRIS

Double-click the appropriate timeframe for the class to select it.

Use Day seg

day, starting at 8:30 am and lasting 3 hours

Create User Schedule

Title: PSV2 - Training and Event Management IRIS

Create Business Event with Resources: Data Screen

Title: PSV2 - Training and Event Management IRIS

Resource Selection: Overview

Choose the room for the class.

Title: PSV2 - Training and Event Management IRIS