To configure this feature for business admin users:

1. Ensure Configuring Events Management is complete.

2. Grant the following permissions:

   Object	Object Permission	Object Types	Fields	Field Permission
   em_speaker__v	RE	All Applicable	em_speaker_status__v next_year_status__v next_year_reset_date__v year_to_date_reset_month__v year_to_date_reset_day__v	Edit
   			annual_cap__v cap_remaining__v cap_remaining_committed__v next_year_annual_cap__v next_year_committed__v upcoming_committed_costs__v year_to_date_utilization__v year_to_date_spend__v	Read

Configuring a Speaker’s Cap for the Next Year

Business admin users can also define a speaker's cap for the next year to prepare for a speaker’s changing responsibilities. This is useful if the business admin knows that a speaker needs a different annual cap for their next year compared to their current year.

When this feature is enabled, all speakers must have a defined Next Year Annual Cap. If this feature is enabled and the Next Year Annual Cap is left empty, the speaker’s cap automatically updates to zero when their Next Year Reset Date occurs.

1. Navigate to Business Admin > Events Management Settings.
2. Select the next_year_speaker_cap__v Events Management Setting check box.

3. Navigate to Admin > Configuration > Objects > em_speaker__v > Layouts.

4. Add the next_year_annual_cap__v field to the appropriate em_speaker__v layouts.

When the speaker’s cap resets, the speaker’s annual_cap__v field automatically updates to match the value entered in the next_year_annual_cap__v field.

To configure this feature for end users:

1. Ensure Configuring Events Management is complete.

2. Grant the following permissions:

   Object	Object Permission	Object Types	Fields	Field Permission
   em_speaker__v	R	All Applicable	annual_cap__v cap_remaining__v cap_remaining_committed__v em_speaker_status__v next_year_annual_cap__v next_year_committed__v next_year_reset_date__v next_year_status__v upcoming_committed_costs__v year_to_date_utilization__v year_to_date_spend__v year_to_date_reset_month__v year_to_date_reset_day__v	Read

3. Navigate to Admin > Configuration > Objects > em_speaker__v > Layouts.

4. Add the following fields to the appropriate em_speaker__v layouts:

   • cap_remaining_committed__v
   • next_year_committed__v
   • next_year_status__v
   • upcoming_committed_costs__v
5. Navigate to Admin > Operations > Job Definitions.
6. Activate the EM_Speaker YTD Cap Reset job. This enables daily recalculation for a speaker's YTD reset date.
7. Navigate to Business Admin > Objects > Veeva Messages.
8. Edit the SPEAKER_ROLLUP_STATUS_FILTER Veeva Message.
9. Populate the text field with a comma separated list of values from the status__v field on the em_event_speaker__v object that count towards a speaker's YTD utilization. If this text field is left blank, only event speaker's with a status of signed__v or attended__v count towards utilization.

To define a speaker's cap and reset date:

1. Navigate to Events Management > Speakers.

2. Populate the following fields on all em_speaker__v records:

   • annual_cap__v – Populate with the appropriate amount
   • year_to_date_reset_month__v – Populate with the month of the speaker's YTD reset date
   • year_to_date_reset_day__v – Populate with the day of the speaker's YTD reset date
   • next_year_status__v – Represents the speaker's upcoming status after their next YTD reset date. Populate this field to enable or prevent end users from selecting event speakers for events scheduled after their YTD reset date. Available values are:
   • nominated__v – The speaker is nominated to speak at events in the next year, but is not yet eligible
   • eligible__v – The speaker can speak at events in the next year
   • expired__v – The speaker cannot speak at events in the next year
   • next_year_annual_cap__v – Only populate this field if Configuring a Speaker’s Cap for the Next Year is enabled

The year_to_date_reset_month__v and year_to_date_reset_day__v fields do not support formula expressions. The next_year_reset_date__v field populates automatically based on these two fields.

When an end user adds a speaker to their event, the year_to_date_utilization__v field of the em_speaker_v record increments by one to include the new event. This enables end users and business admin users to view an accurate count of how many events in the current year the speaker has been added to.

The year_to_date_utilization__v field increments by one when the following conditions are true during the next EM_Speaker YTD Cap Reset process run:

• The event does not have a status of canceled
• The event's start_time__v field occurs before the speaker's next YTD reset date
• The status__v field of the corresponding em_event_speaker__v record matches a value defined in the SPEAKER_ROLLUP_STATUS_FILTER Events Management setting. If the setting is not populated, only records with a value of attended__v or signed__v count.

Speaker Caps and Expenses

When the end user attributes an expense to a speaker and the expense's type includes the speaker cap, the following fields on the corresponding em_speaker__v record automatically update, depending on the attribution type of the expense and whether the expense counts towards the current year's cap, or next year's cap:

• If the expense is a Committed type expense, the following fields update:
• upcoming_committed_cost__v – The committed expense's amount is added to this field if the expense counts towards the current year's speaker cap
• cap_remaining_committed__v – The committed expense's amount is subtracted from this field if the expense counts towards the current year's cap
• next_year_committed__v – The committed expense's amount is added to this field if the expense counts towards next year's speaker cap
• If the expense is an Actual type expense:
• year_to_date_spend__v – The expense amount is added to this field
• cap_remaining__v – The expense amount is subtracted from this field