Siebel Events Management Guide > Defining an Event > End-User Setup Procedures for Defining an Event >

Adding Event Plan Details

This section describes how to create an event plan, which generates events. Creating an event plan also generates an activity in the Activities screen.

The lists and forms for event plans and events use much of the same information. Many of the fields you enter for the event plan are inherited by its events. Each event inherits the values in the parent event fields when it is initially saved. After the initial save, the Status field and the Display on Website field inherit changes made to the parent event.

An event plan's Status field can be used to hide the event, and its events and sessions, from all users who are not using an Events Administrator Log In ID. This is accomplished by choosing the value Restricted in the Status field of an event. The Restricted status is then copied to that event's events and sessions. This also works in reverse—if a session's status is changed to Restricted, the change affects, or gets copied to, the status of the event or event plan.

NOTE:  For Finance customers, to hide the event, choose the value of Hidden in the Status field of an event. This hides the event from sales people and other employees who do not have administrative log in.

When creating an event plan, you can specify a value in the Event Frequency field. This field, along with the event plan start and end date, determines how many event records will automatically be generated under the event plan. For example, if the event plan spans 10 days, and the event plan frequency is daily, then 10 events will be generated. When creating a new event plan, events are automatically generated upon saving the event plan record. To generate events for existing event plans, use the Create Events button on the event plan form applet. You can use only the Create Events button to generate events if no events exist for the event plan.

The following procedure describes how to create an event plan.

NOTE:  To avoid manually updating the events that the event plan generates, enter as much information as possible in the event plan record before you save it for the first time.

To create an event plan

1. Navigate to the Site Map > Events > Event Plans view.
2. From the visibility filter, select All Event Plans.
3. In the Event Plans list, create a new record, and complete the necessary fields.

   NOTE:  As the event plan creator, you will automatically be selected as the primary team member.

   Siebel Events Management automatically generates events for each day, including the start and end dates for the parent event. To change the event frequency, in the More Info form, select an event Frequency.

Setting Goals and Assumptions for an Event Plan

Each event plan can be associated with a set of goals and assumptions. Each goal is a metric against which the performance of the plan will be measured, given certain quantitative assumptions.

To create a goal for an event plan

1. Navigate to the Site Map > Events > Event Plans view.
2. In the Event Plans list, select and drill down on the event plan.
3. Click the Plan view tab and then click Goals.
4. In the Goals list, create a new record.
5. In the Metric field, select the appropriate value and complete the following steps based on that choice.
   • If the goal is a financial metric, in the Target Amount field, complete the target value for the goal.
   • If the goal is s non-financial metric, in the Target Quality field, complete the target value for the goal.
6. If known, in the Forecast Amount column, type the forecast value.

   If you do not know the expected forecast value, leave the field empty and complete the field after you have developed a forecast.

NOTE:  If the goal has a number format of percentage be sure to type whole number values, not decimal values. For example, an ROI goal of 15% should be completed at 15, not .15.

To create an assumption for an event plan

1. Navigate to the Site Map > Events > Event Plans view.
2. In the Event Plans list, select and drill down on the event plan.
3. Click the Plan view tab and then click Goals.
4. In the Assumptions list, create a new record.
5. In the Metric field, select the appropriate value and complete the following steps based on that choice.
   • If the goal is a financial metric, in the Target Amount field, complete the target value for the goal.
   • If the goal is s nonfinancial metric, in the Target Quality field, complete the target value for the goal.
6. If known, in the Forecast Amount column, type the forecast value.

   NOTE:  If you do not know the expected forecast value, leave the field empty and complete the field after you have developed a forecast.

Deal Roadshow Event Type (Financial Services Customers Only)

If you are a financial services customer, you can create an event with a Type = Deal Roadshow, you can also select the specific deal with which the event is associated and make sure that the deal and the event are not visible to others outside of your deal team. When you associate the event with the deal, the security for the deal is inherited by that event. Users added to the employee list as members of the event team will not be able to view the event unless they are first added to the deal team.

Deal visibility is associated with an individual's position and not with the individual user. Because Siebel applications typically associate only one position with an employee, this association may affect an employee who leaves a position as a member of the deal team to work in another department within the company. A new employee would be assigned to that position, which may result in the possibility that users could lose track of the old employee's knowledge of the deal. This functionality is required to comply with the securities laws in most countries.

NOTE:  In order to limit visibility of a deal to designated deal team members, you must first select the Secure Flag in the More Info form on the Opportunities Screen. You can designate deal team members in the Sales Team field in your Siebel application. The primary deal team member is the only one who can change the Secure Flag.

Associating a Deal Roadshow with a Specific Deal (Finance Services Customers Only)

The following procedure describes how to associate a specific deal with an event.

To associate a deal roadshow with a specific deal

1. Navigate to the Site Map > Events view.
2. In the Events list, select and drill down on the event for which you want to associate the deal.
3. In the Event Details form, in the Deal Name field, click the select button.
4. In the Opportunity dialog box, select Add, and then click OK.

Updating Event Plans

The following procedure describes how to make changes to an event plan.

To modify an event plan

1. Navigate to the Site Map > Events > Event Plans view.
2. In the All Event Plans list, modify the event by changing the necessary fields.

   Changes made to the parent event will not automatically update in the events' fields. You can manually change event data from the Events view.

To delete an event plan

1. Navigate to the Site Map > Event Plans view.
2. In the All Event Plans list, select the event and click Delete.

   CAUTION:  If you delete an event plan, all events, sessions, and activities associated with it are also deleted. Therefore, it is recommended that the only time events should be deleted is when they are erroneously created. Otherwise, the status of the event should be set to Canceled to indicate that it did not take place, and no more work needs to be done.