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Siebel eEvents Management Guide for Financial Services > Preparing for an Event > End-User Procedures for Preparing for an Event >
Activity and Staff Management Tasks
An activity in eEvents Manager for Finance 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 subevents. 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 a Subevent or a Session
The Staff view in the Sub-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.
NOTE: An individual who acts as staff for a session can be added directly to the session without first being added to the subevent.
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 a subevent.
To add a staff member to a subevent
- From the application-level menu, choose View > Site Map > Events > All Events.
- In the Events list, click the name hyperlink of an event.
- In the Sub-Events list, click the name hyperlink of the subevent to which you want to add a staff member.
- Click the Staff view tab. In the Staff list for the subevent, create a new record.
The following table describes some fields in the subevent staff list.
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
- From the application-level menu, choose View > Site Map > Events > All Events.
- Select an event, and then click the Sessions view tab.
- In the Sessions list, click the name hyperlink of the session to which you want to add a staff member.
- Click the Staff view tab. In the Staff list, create a new record.
The following procedure describes how to view staff member and speaker availability.
To view staff and speaker availability
- From the application-level menu, choose View > Site Map > Events > All Events.
- Click the name hyperlink of an event.
- In the Sub-Events list, click the name hyperlink of the subevent name for which you want to check staff and speaker availability.
- Click the Staff Calendar subview tab.
The Staff Calendar appears. All staff members, speakers, and contacts associated with a subevent or session are listed in the top row of the calendar, and the time slots they are currently assigned are highlighted in yellow in the calendar.
Working with Event Activities
Under most circumstances, event activities are assigned to event team members—employees from the event-hosting organization who have operational responsibilities for event planning, preparation, and implementation. However, 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 eEvents Manager for Finance, the individual must be listed in the Siebel system Person table.
NOTE: An activity related to an event is assigned in the Sub-Events form, not in the Sessions form, even if it is for a particular session within the event.
To assign an event activity
- From the application-level menu, choose View > Site Map > Events > All Events, and click the name hyperlink of an event.
- In the Sub-Events list, click the name hyperlink of the subevent for which you want to assign an activity.
- Click the Activities view tab.
The Activities list appears.
- Select the activity you want to assign by clicking the hyperlink in the Type field.
- 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 eEvents Manager for Finance 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
- From the application-level menu, choose View > Site Map > Events > All Events, and click the name hyperlink of an event.
- In the Sub-Events list, click the name hyperlink of the subevent for which you want to monitor activity progress.
- 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 view tab.
- For activities that you want to view in the context of an Activity Plan, click the Activity Plan view tab.
In each case, the display changes to include an Activities list that displays status information.
- Select an activity to update and complete the necessary fields.
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Siebel eEvents Management Guide for Financial Services Published: 18 April 2003 |