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Activity and Staff Management Tasks

An activity in Events Management is an action item, such as create collateral, that needs to be assigned and completed prior to or during the event.

In Defining an Event you created activity templates (optional) and added activities to events. In this chapter, you can follow-up by adding staff, which includes speakers, and assigning them to sessions and specific activities. After activities are assigned, you can use your Siebel application to monitor the progress of activities.

Adding Staff to an Event or a Session

The Staff view in the Events and Sessions screens provides a quick way to add information about individuals with event responsibilities, including both employees and nonemployees, such as speakers, contractors, and vendors. While you are adding staff, you can reference the Staff Calendar to view the availability of staff members and speakers.

It is a good business practice to add staff members as contacts and their organizations as accounts before you define the event staff. See Defining an Event for more information.

The following procedure describes how to add an existing employee or contact to an event.

To add a staff member to an event

1. Navigate to the Site Map > Events > Event Plans view.
2. In the Events list, select and drill down on the Event Plan Name.
3. Click the Schedule view tab, and then click Events.
4. In the Events list, select and drill down on the event to which you want to add a staff member.
5. Click the Resources view tab, and then click Staff.
6. In the Staff list for the event, create a new record, and complete the fields.

The following procedure describes how to add a staff member to an individual session. After a staff member is added, the session appears on the staff member's calendar.

To add a staff member to a session

1. Navigate to the Site Map > Events > Event Plans view.
2. In the Events list, select and drill down on the Event Name.
3. Click the Schedule view tab, and then click Sessions.
4. In the Sessions list, select and drill down on the session name.
5. Click the Resources view tab, and then click Staff.
6. In the Staff list, create a new record, and complete the fields.

The following procedure describes how to view staff member and speaker availability.

To view staff availability

1. Navigate to the Site Map > Events > Event Plans view.
2. From the visibility filter, select All Events.
3. In the Events list, select and drill down on the event name for which you want to check staff availability.
4. Click the Schedule view tab, and then click Staff Calendar.

   The Staff Calendar appears. All staff members, speakers, and contacts associated with an event or session appear in the top row of the calendar, and the time slots they are currently assigned are highlighted in yellow on the calendar.

To view speaker availability

1. Navigate to the Site Map > Events > Event Plans view.
2. From the visibility filter, select All Events.
3. In the Events list, select and drill down on the event name for which you want to check staff availability.
4. Click the Schedule view tab, and then click Speaker Availability.

Working with Event Activities

Event activities are assigned to event team members—employees from the event-hosting organization who have operational responsibilities for event planning, preparation, and implementation. Some activities may be more appropriately assigned to people outside the event-hosting organization, such as vendor or venue representatives, or organizational employees who are not on the event team. Together, event team members and other people with event responsibilities are called event staff.

In order to assign an event to an event staff member using Siebel Events Management, the individual must be listed in the Siebel System Person table.

NOTE:  An activity related to an event is assigned in the Events list, not in the Sessions list, even if it is for a particular session within the event.

To assign an event activity

1. Navigate to the Site Map > Events > Event view.
2. In the Events list, select and drill down on the Event Name.
3. Click the Schedule view tab, and then click Events.
4. In the Events list, select and drill down on the event for which you want to assign an activity.
5. Click the Plan view tab, and then click Activities.
6. In the Activities list, select and drill down on the Type field.
7. Do one of the following:
   • If you are assigning this activity to an employee of your organization, in the Employees field of the Activity form, click the select button and select an employee.
   • If you are assigning this activity to a contact outside your organization, in the Contacts field of the Activity form, click the select button and select a contact.

Monitoring Progress on Event Activities

You can use Siebel Events Management to update and monitor the progress of event activities. The view tab you use to enter and view activity information depends on whether a given activity is part of an Activity Plan or a stand-alone activity. The following procedure describes how to track activities.

To monitor progress of event activities

1. Navigate to the Site Map > Events > Event Plans view.
2. In the Events list, select and drill down on the Event Plan Name.
3. Click the Schedule view tab.
4. In the Events list, select and drill down on the event for which you want to monitor activity progress.
5. Click the Plan view tab, and then click Activities.
6. Use one of the following methods to display activity details:
   • For individual activities that may or may not belong to any Activity Plan, click the Activities link.
   • For activities that you want to view in the context of an Activity Plan, click the Activity Plans link.

     In each case, the display changes to include an Activities list that displays status information.

7. Select an activity to update and complete the necessary fields.