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Tracking Costs of MedEd Activities


This task is a step in Process of Managing MedEd Events.

In order to compare MedEd costs with the amount of funds budgeted in MedEd plans, event team members must:

  • List task activities associated with MedEd events
  • Enter the costs incurred for each activity

Siebel MedEd aggregates the line item activity costs against the MedEd plans specified by team members. For increased efficiency in planning event activities, users can create a MedEd activity template for each type of MedEd event that they commonly host.

An activity template allows common recurring tasks to be associated with a given event without having to enter each task manually. Such tasks might include renting a venue, hiring a caterer, obtaining equipment, printing literature, and arranging for other materials to be available for the event. For more information on creating activity templates, see Creating a MedEd Activity Template.

Creating an Activity Plan for a MedEd Event

The following procedure describes how to create an activity plan for an individual MedEd event, where the plan contains a combination of tasks derived from an activity template and tasks that are specific to the given event.

To create an activity plan for a MedEd event

  1. Navigate to the MedEd screen, then the MedEd Events view.
  2. In the MedEd Events list, drill down on an event.
  3. Click the Activity Plans tab.
  4. In the Activity Plans list, create a new record and complete the necessary fields.

    Some fields are described in the following table.

    Field
    Comments

    Lock Assignment

    Determine whether the Assigned To field should be locked. If the activity is locked, Assignment Manager does not access it. If it is unlocked, Assignment Manager can reassign it.

    Planned Start

    Refers to the date that planning and preparation for an event starts, rather than the date that the MedEd event starts.

    Changing the value of Planned Start in an activity plan automatically changes the value of all Due dates for activities that are a part of that plan. In contrast, changing the value of an individual activity's Due date does not affect the values of Due dates for other activities or the Planned Start date for the activity plan.

    Template

    Select an activity template from the drop-down list. Individual activities from the selected template appear in the Activities list. For more information on creating activity templates, see Siebel Applications Administration Guide.

  5. If this event involves activities that are not included in the selected activity plan template, click the Activities tab.
  6. In the Activities list, create a new record and complete the necessary fields.

    Many activity fields are not applicable to MedEd events and can remain blank.

    Some fields are described in the following table.

    Field
    Comments

    Employees

    User name of the person who is to perform the activity. Leave this field blank for the activity to be assigned to the active user.

  7. Repeat Step 6 until all activities have been specified.

Recording the Cost of an Activity

The following procedure shows you how to record the cost of an activity.

To record the cost of an activity

  1. Navigate to the MedEd screen, then the MedEd Events view.
  2. In the MedEd Events list, drill down on an event for which you want to record the cost.
  3. Click the Activities tab.
  4. In the Activities list, select the activity for which you want to supply cost information
  5. Go to the Cost field, and enter the cost of the activity.

Viewing Aggregated Activity Costs For a MedEd Plan

The following procedure shows you how to view the aggregated activity costs for a MedEd plan.

To view aggregated activity costs for a MedEd plan

  1. Navigate to the MedEd screen, then the MedEd Plans view.
  2. In the MedEd Plan list, drill down on a plan for which you want to view aggregated costs.
  3. In the MedEd Plan form, click Actual Cost.

    The Actual Cost and Remaining Budget fields are updated in the form.

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