Source: https://vaultcrmhelp.veeva.com/doc/Content/CRM_topics/Events/Speakers/SpeakerCaps.htm ## Managing Speaker Caps and Utilization A speaker cap is a limit on the total monetary value that can be transferred to an HCP over the course of a year. Year-to-date (YTD) Speaker Caps can be reset automatically via a scheduled process on a date to accommodate customer needs. Two fields on the em\_speaker\_\_v object determine when the reset takes place. The reset also updates the year\_to\_date\_spend\_\_v and year\_to\_date\_utilization\_\_v fields. If values are not present in the reset fields, the default date is used to determine when the spend and utilization fields are updated. **Who can use this feature?** * Business Admin Users - Browser * [Defining Speaker Caps and Reset Dates](#Defining) * End Users - Browser, iPad * [Adding Speakers with Speaker Caps to Events](#Adding) * Users require an Events Management License ### Configuring Speaker Caps for [![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Business Admin Users](#) To configure this feature for business admin users: 1. Ensure [Configuring Events Management](../Configuration/Config.htm) 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 checkbox. 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. [![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#) To configure this feature for end users: 1. Ensure [Configuring Events Management](../Configuration/Config.htm) 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. ### Defining Speaker Caps and Reset Dates as [![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Business Admin Users](#) 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](#Configur) 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. ### Adding Speakers with Speaker Caps to Events as [![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#) 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](../BudgetsExpenses/ExpenseTypes.htm) 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 ### Related Topics [Managing Expense Headers and Expense Lines](../BudgetsExpenses/CreateEditExpenses.htm) [Adding Event Speakers to an Event](AddEventSpeakers.htm)