Bookshelf v7.7: 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.

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.

Table 7. Selected Fields in the Event Form (Financial Customer Specific)
Field	Comments
# of Attendees	Allows you to maintain approximate attendance information.
Additional Product Interest	A free-form text field to describe additional sectors, regions, additional capitalization sizes, and other items of interest about the featured investment security.
Asset Class	The asset class of the investment security featured by the event. For instance, if the event is called Global Bond Investing, then the featured asset class would be Fixed Income (or Bonds).
Capitalization Size	Describes the relative size of the market capitalization of the featured investment.
Deal Name	Name of the deal (IPO or other investment banking-related opportunity) featured by the event.
External	A check box to indicate whether an event will be visible to external contacts through the Siebel Events Web site. If External is not checked (value = FALSE), then no external contacts will be able to see information about the event through the Web site.
Fee Type	The fee is required for the event. Default values include Registration, Voluntary, Donation, and None.
Industry	Describes the sector or industry group of the featured investment. For instance, if the event features an automobile company, then the Industry value will be Automobiles.
Preferences	Free-form field that allows you track any attendee preferences on an aggregated basis. For instance, in this field you might enter "Order 20 vegetarian meals."
Project Code	Your company's internal Project Code for the event.
Region Origin	Describes the region in which the featured investment originates. For instance, if the event features an automobile company based in Japan, then the Region Origin value will be Asia.
Symbol	The stock ticker or CUSIP of the featured investment.
Team	The employees responsible for accomplishing event-related tasks, including planning, hosting, and evaluating the event. By default, the user who creates the event is automatically listed as the primary team member. The primary team member or the system administrator can designate a different employee as the primary team member. For more information, see To create an event plan.

Table 8. Selected Fields in the Event Form
Field	Comments
Create Events	Providing the information necessary to gather information about the event.
Capacity	Approximate audience range projected for the event. This value is used, during registration, to help determine whether or not maximum enrollment for the event has been reached.
Display on Website	Specifies whether the event should be displayed on the Events Web site.
Description	A free-form text field to describe the event. Information entered here is visible to prospective attendees as part of the Upcoming Events information on the Home Page.
Current Registration Fee	Fee to register for the event at the current date and time.
End	Required. Date and time that the event ends. The end value cannot be set to a date and time earlier than the Start value. Also, the end value cannot conflict with parent (events in the case of sessions, event plans in the case of events) start and end values.
Event Name	Required. Name for the event that will be visible to internal and external users.
Event Type	Required. Nature of the event. Typical values include Meeting, Conference, Trade Show, Seminar, and so on. The list of values that determines the available choices is EVENT_TYPE.
Fee Type	The fee is required for the event. Default values include Registration, Voluntary, Donation, and None.
Frequency	The number of times the event takes place.
Host Employee	The employee responsible for the event.
Invitation Deadline	Date by which invitations for the event should be sent to prospective attendees. Defaults to 60 days before the event Start.
Lead Partner	The partner company affiliated with the event.
Promotional Fee	Discounted fee for registering before the promotion and date.
Promotion End	The date until which the promotional registration fee applies.
Standard Fee	Regular fee for registering into the event.
Session Template	Specifies the session template used to generate sessions.
Start	Required. Date and time that the event starts. The start value cannot be set to a date and time later than the end value. For a new event, both fields default to current date and time. The event automatically appears on the Events Calendar for each date from the start through and the end. Also, the start value cannot conflict with parent (events in the case of sessions, event plans in the case of events) start and end values.
Status	Status of the event. Values available by default are as follows: Planned. Visible only in administrative screens. Registration not allowed. Launched. Visible in administrative screens and end-user screens. Registration allowed. In Progress. Visible in administrative screens and end-user screens. Registration allowed. Completed. Visible only in administrative screens. Cancelled. Visible only in administrative screens.
Team	The employees responsible for accomplishing event-related tasks, including planning, hosting, and evaluating the event. By default, the user who creates the event is automatically listed as the primary team member. The primary team member or the system administrator can designate a different employee as the primary team member. For more information, see To create an event plan.
URL	Location of a Web site providing more information about the event.
Venues	Main location where the event will be held, such as a hotel, conference center, or office building. Venues are associated with Companies.

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.

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.

Deal Roadshow Event Type (for Finance customers)

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 (for Finance customers)

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

Adding Event Plan Details

Setting Goals and Assumptions for an Event Plan

Deal Roadshow Event Type (for Finance customers)

Associating a Deal Roadshow with a Specific Deal (for Finance customers)

Updating Event Plans