custominzing_eventos[1]

Title: PSV2 - Training and Event Management IRIS Courses (Document)

Functional Area : Human Resources Sub Area : Training and Event Management

File name: ~PSV2_TRANING_AND_EVENT_MGMT_IRIS_COURSES.DOC Reference Number:

Version: Approved - Ready for Web Last Modified: 2/29/2008 9:43 AM

Work Instruction / 24

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. Send an e-mail to the instructors asking for any conflicts. 2. Create a rough draft of the schedule based upon the input from the instructors. 3. Add the schedule to the Training Lab calendar in Outlook. 4. Create a spreadsheet of the class schedule. 5. E-mail the draft schedule spreadsheet to the instructors. 6. 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.






Procedure

1. Start the transaction using the menu path or transaction code.

SAP Easy Access

2. Double-click . The Dynamic Business Event Menu will appear as shown below.






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.







The IRIS Courses business event folder contains three course category sub-folders:

• Financial

• General IRIS Courses

• Human Resources.






The course categories and the IRIS classes taught in Knoxville that belong in each category are shown in the table below:

IRIS Course Category IRIS Classes in Knoxville

Financial 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.

Click to expand the course category sub-folder that includes the Overview of IRIS class. The list of classes in this category is now visible as shown below.







4. Right-click the class name, in this example. A pop-up menu with various options will be displayed as shown below.






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”.






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

6.1 Complete the following field:

Field Name R/O/C Description

Planning period R 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.







7. Complete the Location field:


Location R 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:


Search Term R 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*






The pop-up screen with the Search Term field completed is shown below. Location (1)

7.3 Click (Start Search). The list of locations that meet the search criteria will be displayed.

Location (1) 1 Entry found

7.4 Select the location from the list of entries.

For this example, Click .






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.







8. Complete the following fields in the Number of Attendees section of the screen:


Optimum R The value that specifies the number of attendees best suited to the size of a room. Example: 12

Maximum R 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.







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.







9.3 Complete the Day no. field:


Day no. R Designates to which day of the event the schedule will correspond. Example: 1 for a one-day event






The Create User Schedule pop-up window with the Day no. field completed is shown below.







9.4 Complete the Day seg. field:


Day seg: R 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






• 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

½ day, starting at 8:30 am and lasting 3 hours

½ 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.







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.






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






• 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.






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.







11. Review the following field.


Business event R 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: 50051412

12. Click (Save). The Dynamic Business Event menu will be displayed.






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.







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 [email protected].

custominzing_eventos[1]

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