Sap hr implementation config rc - Aditi Tarafdar

Training Project

SAP HR Implementation Guide

Configuration guide – Recruitment Management

By Aditi Tarafdar
Regn No : 17432 / KOL

This guide document is prepared based on great mind sharing of experienced SMEs and SAP Consultants
and also try to meet the maximum nos. of Indian business scenarios / business requirements

WARRNINGS: Please don’t circulate this documents to any one

Configuration Document-Recruitment
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Table of Contents

SECTION 1 BASIC SETTINGS...........................................................................................................................7
1.1 General Information.................................................................................................................................................7
1.2 Set up Integration with other Components...............................................................................................................7
1.2.1 Purpose.............................................................................................................................................................7
1.2.2 Description.......................................................................................................................................................7
1.2.3 Screen shot.......................................................................................................................................................8
1.2.4 Remarks..........................................................................................................................................................10
SECTION 2 WORKFORCE REQUIREMENTS & ADVERTISING............................................................11
2.1 General Information...............................................................................................................................................11
2.2 Workforce Requirements & Advertising...............................................................................................................11
2.2.1 Purpose...........................................................................................................................................................11
2.2.2 Description.....................................................................................................................................................11
2.2.3 Screen shot.....................................................................................................................................................12
2.2.4 Remarks..........................................................................................................................................................12
2.3 Create Media..........................................................................................................................................................12
2.3.1 Purpose...........................................................................................................................................................12
2.3.2 Description.....................................................................................................................................................12
2.3.3 Screen shot.....................................................................................................................................................13
2.3.4 Remarks..........................................................................................................................................................14
2.4 Create Recruitment Instruments.............................................................................................................................14
2.4.1 Purpose...........................................................................................................................................................14
2.4.2 Description.....................................................................................................................................................14
2.4.3 Screen shot.....................................................................................................................................................15
2.4.4 Remarks..........................................................................................................................................................16
2.5 Create Addresses For Recruitment Instruments.....................................................................................................16
2.5.1 Purpose...........................................................................................................................................................16
2.5.2 Description.....................................................................................................................................................16
2.5.3 Screen shot.....................................................................................................................................................17
2.5.4 Remarks..........................................................................................................................................................18
SECTION 3 APPLICANT ADMINISTRATION................................................................................................19
3.2 Applicant Administration.......................................................................................................................................19
3.2.1 Purpose...........................................................................................................................................................19
3.2.2 Description.....................................................................................................................................................19
3.2.3 Screen shot.....................................................................................................................................................20
3.2.4 Remarks..........................................................................................................................................................20
3.3 Create Personnel Officer........................................................................................................................................20
3.3.1 Purpose...........................................................................................................................................................20
3.3.2 Description.....................................................................................................................................................20
3.3.3 Screen shot.....................................................................................................................................................21
3.3.4 Remarks..........................................................................................................................................................22
3.4 Applicant Structure................................................................................................................................................22
3.4.1 Purpose...........................................................................................................................................................22
3.4.2 Description.....................................................................................................................................................22
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3.4.3 Screen shot.....................................................................................................................................................23
3.4.4 Remarks..........................................................................................................................................................23
3.5 Create Applicant Groups........................................................................................................................................24
3.5.1 Purpose...........................................................................................................................................................24
3.5.2 Description.....................................................................................................................................................24
3.5.3 Screen shot.....................................................................................................................................................25
3.5.4 Remarks..........................................................................................................................................................26
3.6 Create Applicant Ranges........................................................................................................................................26
3.6.1 Purpose...........................................................................................................................................................26
3.6.2 Description.....................................................................................................................................................26
3.6.3 Screen shot.....................................................................................................................................................27
3.6.4 Remarks..........................................................................................................................................................28
3.7 Create Unsolicited Application Groups.................................................................................................................28
3.7.1 Purpose...........................................................................................................................................................28
3.7.2 Description.....................................................................................................................................................28
3.7.3 Screen shot.....................................................................................................................................................29
3.7.4 Remarks..........................................................................................................................................................30
SECTION 4 APPLICANT SELECTION..................................................................................................31
4.2 Applicant Administration.......................................................................................................................................31
4.2.1 Purpose...........................................................................................................................................................31
4.2.2 Description.....................................................................................................................................................31
4.2.3 Screen shot.....................................................................................................................................................32
4.2.4 Remarks..........................................................................................................................................................32
4.3 Application Status..................................................................................................................................................32
4.3.1 Purpose...........................................................................................................................................................32
4.3.2 Description.....................................................................................................................................................32
4.3.3 Screen shot.....................................................................................................................................................33
4.3.4 Remarks..........................................................................................................................................................34
4.4 Change Status Texts...............................................................................................................................................34
4.4.1 Purpose...........................................................................................................................................................34
4.4.2 Description.....................................................................................................................................................34
4.4.3 Screen shot.....................................................................................................................................................35
4.4.4 Remarks..........................................................................................................................................................36
4.5 Create Status Reasons............................................................................................................................................36
4.5.1 Purpose...........................................................................................................................................................36
4.5.2 Description.....................................................................................................................................................36
4.5.3 Screen shot.....................................................................................................................................................37
4.5.4 Remarks..........................................................................................................................................................38
4.6 Set Permissible Status Reasons For Each Applicant Status...................................................................................38
4.6.1 Purpose...........................................................................................................................................................38
4.6.2 Description.....................................................................................................................................................39
4.6.3 Screen shot.....................................................................................................................................................39
4.6.4 Remarks..........................................................................................................................................................40
4.7 Set Permissible Vac Assignment Statuses for Each Overall Status.......................................................................40
4.7.1 Purpose...........................................................................................................................................................40
4.7.2 Description.....................................................................................................................................................41
4.7.3 Screen shot.....................................................................................................................................................41
4.7.4 Remarks..........................................................................................................................................................42
4.8 Application Actions................................................................................................................................................42
4.8.1 Purpose...........................................................................................................................................................43
4.8.2 Description.....................................................................................................................................................43
4.8.3 Screen shot.....................................................................................................................................................44
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4.8.4 Remarks..........................................................................................................................................................44
4.9 Change Info groups................................................................................................................................................44
4.9.1 Purpose...........................................................................................................................................................44
4.9.2 Description.....................................................................................................................................................44
4.9.3 Screen shot.....................................................................................................................................................45
4.9.4 Remarks..........................................................................................................................................................49
4.10 Change Applicant Actions...................................................................................................................................49
4.10.1 Purpose.........................................................................................................................................................49
4.10.2 Description...................................................................................................................................................50
4.10.3 Screen shot...................................................................................................................................................50
4.10.4 Remarks........................................................................................................................................................52
4.11 Application Activities..........................................................................................................................................52
4.11.1 Purpose.........................................................................................................................................................52
4.11.2 Description...................................................................................................................................................52
4.11.3 Screen shot...................................................................................................................................................53
4.11.4 Remarks........................................................................................................................................................53
4.12 Application Activity Types..................................................................................................................................53
4.12.1 Purpose.........................................................................................................................................................53
4.12.2 Description...................................................................................................................................................53
4.12.3 Screen shot...................................................................................................................................................54
4.12.4 Remarks........................................................................................................................................................54
4.13 Create Applicant Activity Types..........................................................................................................................54
4.13.1 Purpose.........................................................................................................................................................54
4.13.2 Description...................................................................................................................................................55
4.13.3 Screen shot...................................................................................................................................................55
4.13.4 Remarks........................................................................................................................................................57
4.14 Change Automatic Creation of Applicant Activities...........................................................................................57
4.14.1 Purpose.........................................................................................................................................................57
4.14.2 Description...................................................................................................................................................58
4.14.3 Screen shot...................................................................................................................................................59
4.14.4 Remarks........................................................................................................................................................63

List of Screenshots

SCREEN 1: SET UP INTEGRATION WITH OTHER COMPONENTS- NAVIGATION.......................................8
SCREEN 2: FEATURE PRELI- NAVIGATION............................................................................................................9
SCREEN 3: FEATURE PRELI- CONFIGURATION...................................................................................................9
SCREEN 4: FEATURE PRELR- NAVIGATION........................................................................................................10
SCREEN 5: FEATURE PRELR- CONFIGURATION................................................................................................10
SCREEN 6: WORKFORCE REQUIREMENTS & ADVERTISING- NAVIGATION............................................12
SCREEN 7: MEDIA- NAVIGATION............................................................................................................................13
SCREEN 8: MEDIA- CONFIGURATION (MASTER DATA)...................................................................................13
SCREEN 9: RECRUITMENT INSTRUMENTS- NAVIGATION.............................................................................15
SCREEN 10: RECRUITMENT INSTRUMENTS- CONFIGURATION (MASTER DATA)..................................15
SCREEN 11: CREATE ADDRESSES FOR RECRUITMENT INSTRUMENTS- NAVIGATION........................17
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SCREEN 12: CREATE ADDRESSES FOR RECRUITMENT INSTRUMENTS- CONFIGURATION (MASTER
DATA)................................................................................................................................................................................18
SCREEN 13: APPLICANT ADMINISTRATION- NAVIGATION...........................................................................20
SCREEN 14: CREATE PERSONNEL OFFICER- NAVIGATION...........................................................................21
SCREEN 15: CREATE PERSONNEL OFFICER- CONFIGURATION...................................................................22
SCREEN 16: APPLICANT STRUCTURE - NAVIGATION......................................................................................23
SCREEN 17: CREATE APPLICANT GROUPS - NAVIGATION............................................................................25
SCREEN 18: CREATE APPLICANT GROUPS – CONFIGURATION (MASTER DATA)..................................25
SCREEN 19: CREATE APPLICANT RANGES - NAVIGATION............................................................................27
SCREEN 20: CREATE APPLICANT RANGES – CONFIGURATION (MASTER DATA)..................................27
SCREEN 21: CREATE UNSOLICITED APPLICANT GROUPS - NAVIGATION...............................................29
SCREEN 22: CREATE UNSOLICITED APPLICANT GROUPS – CONFIGURATION (MASTER DATA).....30
SCREEN 23: APPLICANT SELECTION - NAVIGATION.......................................................................................32
SCREEN 24: APPLICANT STATUS - NAVIGATION...............................................................................................33
SCREEN 25: CHANGE STATUS TEXTS - NAVIGATION.......................................................................................35
SCREEN 26: CHANGE STATUS TEXTS – CONFIGURATION (MASTER DATA).............................................36
SCREEN 27: CREATE STATUS REASONS - NAVIGATION..................................................................................37
SCREEN 28: CREATE STATUS REASONS – CONFIGURATION (MASTER DATA)........................................38
SCREEN 29: SET PERMISSIBLE STATUS REASONS FOR EACH APPLICANT STATUS- NAVIGATION.40
SCREEN 30: SET PERMISSIBLE STATUS REASONS FOR EACH APPLICANT STATUS –
CONFIGURATION (MASTER DATA)........................................................................................................................40
SCREEN 31: SET PERMISSIBLE VACANCY ASSIGNMENT STATUS FOR EACH OVERALL STATUS –
NAVIGATION..................................................................................................................................................................41
SCREEN 32: SET PERMISSIBLE VACANCY ASSIGNMENT STATUS FOR EACH OVERALL STATUS –
FEATURE (STATU)........................................................................................................................................................42
SCREEN 33: APPLICANT ACTIONS-NAVIGATION...............................................................................................44
SCREEN 34: CHANGE INFO GROUPS-NAVIGATION...........................................................................................46
SCREEN 35: USER GROUP DEPENDENCY ON MENUS & INFOGROUPS-NAVIGATION............................46
SCREEN 36: USER GROUP DEPENDENCY ON MENUS & INFO GROUPS-MASTER DATA........................47
SCREEN 37: INFOGROUP-NAVIGATION.................................................................................................................48
SCREEN 38: INFOGROUP SELECTION....................................................................................................................48
SCREEN 39: INFOGROUP (CONFIGURATION)......................................................................................................49
SCREEN 40: CHANGE APPLICANT ACTIONS-NAVIGATION............................................................................51
SCREEN 41: CHANGE APPLICANT ACTIONS-CONFIGURATION....................................................................51
SCREEN 42: APPLICANT ACTIVITIES-NAVIGATION.........................................................................................53
SCREEN 43: APPLICANT ACTIVITY TYPES-NAVIGATION...............................................................................54
SCREEN 44: CREATE APPLICANT ACTIVITY TYPES-NAVIGATION.............................................................56

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SCREEN 45: CREATE APPLICANT ACTIVITY TYPES –CONFIGURATION (MASTER DATA)..................57
SCREEN 46: CHANGE AUTOMATIC CREATION OF APPLICANT ACTIVITIES –NAVIGATION..............59
SCREEN 47: CHANGE AUTOMATIC CREATION OF APPLICANT ACTIVITIES (FEATURE-PACTV) –
CONFIGURATION..........................................................................................................................................................63

Glossary

BBP Business Blueprint
HRI Human Resource Implementation
IMG Implementation Guide
NA Not Applicable

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SECTION 1 BASIC SETTINGS

1.1 General Information
This section describes the Configurable Item in brief:-

IMG Path Personnel Management-> Recruitment-> Basic Settings
Name of the BBP External Recruitment
Process
Table 1: IMG Reference

1.2 Set up Integration with other Components
This section describes the Configurable Item in detail:-

1.2.1 Purpose

Integration between Recruitment and Personnel Administration enables to transfer data
between the applicant and employee databases.

1.2.2 Description

The integration of Recruitment to Personnel Administration affects the following areas:

• Transfer employee data to the applicant database

Necessary settings have been made in this step for feature PRELI.
• Transfer applicant data to the employee database

Transfer of applicant data to the employee database can either be carried out from
Recruitment or from Personnel Administration. (Necessary settings have been made
in feature PRELR)

Explanation 1. Click on

2. Click on
3. Define for the feature

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4. Click on

5. Click on
6. The feature PRELI is activated now.

7. Click on
8. Define for the feature

9. Click on

10. Click on
11. The feature PRELR is activated now.
Infotypes 1. NA NA
Populated
Tables NA
storing
relevant NA
data
Relationship 1. NA NA
with Other
Nodes
Table 2: Configuration Description

1.2.3 Screen shot

Screen 1: Set up Integration with other components- Navigation

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Click

Screen 2: Feature PRELI- Navigation

Screen 3: Feature PRELI- Configuration

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Click

Screen 4: Feature PRELR- Navigation

Screen 5: Feature PRELR- Configuration

1.2.4 Remarks
Not Applicable

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SECTION 2 WORKFORCE REQUIREMENTS
& ADVERTISING


IMG Path Personnel Management-> Recruitment-> Workforce
Requirements & Advertising
Name of the BBP Internal Recruitment & External Recruitment
Process

2.2 Workforce Requirements & Advertising

2.2.1 Purpose

In this section all the necessary system settings have been made for the administration of
workforce requirements and advertising.

2.2.2 Description

“XXX PVT. LTD.”’s workforce requirements are reflected in Recruitment by means of
vacancies. Vacancies are positions which are created in Organizational Management
Module.

Vacancies are published in advertisements.

Advertisements are transaction data and are created and maintained by the user.
Recruitment instruments and media are set up during configuration.

Explanation Not Applicable
Infotypes Populated Not Applicable Not Applicable
Tables storing Not Applicable
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relevant data
Relationship with Not Applicable Not Applicable
Other Nodes

2.2.3 Screen shot

Screen 6: Workforce requirements & advertising- Navigation

2.2.4 Remarks

Not Applicable

2.3 Create Media

2.3.1 Purpose

In this step the media used by “XXX PVT. LTD.” have been configured. The media is used
to classify recruitment instruments

2.3.2 Description

It is used to classify all recruitment instruments.

For example, the recruitment instruments "Times of India" and "Hindustan Times" are
classified under the medium "Press".

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2.3.3 Screen shot

Screen 7: Media- Navigation

Screen 8: Media- Configuration (Master Data)

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2.3.4 Remarks

The standard data available in SAP can be deleted and required data for “XXX PVT. LTD.”
can be created.

2.4 Create Recruitment Instruments

2.4.1 Purpose
In this step recruitment instruments have been created as per the requirement of “XXX
PVT. LTD.”.

Every advertisement is published in a recruitment instrument. Recruitment instruments are
classified according to the media used.

2.4.2 Description
A contact name and address key for each recruitment instrument has been defined. The
address key can be used to store the address for a recruitment instrument in step "Create
addresses for recruitment instruments".


2. Click on

3. Define as per the list of values provided

4. Define specific for the recruitment instrument

5. Select

6. Click on

7. Click on
Infotypes Populated 4001 Applications
Tables storing 1. T750C
relevant data
Relationship with Create Media Recruitment instruments are grouped under a
Other Nodes defined media
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Create addresses In this node, respective addresses for the
for recruitment individual recruitment instruments can be
instruments configured


2.4.3 Screen shot

Screen 9: Recruitment Instruments- Navigation

Screen 10: Recruitment Instruments- Configuration (Master Data)
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2.4.4 Remarks

The standard data available in SAP can be deleted and required data for the business can
be created.

2.5 Create Addresses For Recruitment Instruments

2.5.1 Purpose
In this step, addresses (of the contacts) for the recruitment instruments used in “XXX PVT.
LTD.” have been created.

2.5.2 Description

A separate entry for each individual piece of address data (such as name, street) is
required. This entry must contain the address key of the recruitment instrument in the
Address field and the key for the individual pieces of data in the Text ID field. The following
keys have been entered for individual pieces of data in the Text ID field:
• Name

• Affix

• Street/PO box

• Postal code/City

• Country

• Telephone number


2. Click on

3. Define

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4. Define

5. Select

6. Click on

7. Click on
Infotypes Populated NA NA
Tables storing 1. T536A
relevant data
Relationship with Create Media Recruitment instruments are grouped under
Other Nodes a defined media
Create recruitment In this node, recruitment instruments have
instruments been configured

2.5.3 Screen shot

Screen 11: Create addresses for Recruitment Instruments- Navigation

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Screen 12: Create addresses for Recruitment Instruments- Configuration (Master Data)

2.5.4 Remarks

The standard data available in SAP can be deleted and required data for the business can
be created.

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SECTION 3 A P P L I C A N T A D M I N I S T R AT I O N


IMG Path Personnel Management-> Recruitment-> Applicant Administration
Name of the BBP Process External Recruitment


3.2 Applicant Administration

3.2.1 Purpose
In this section all the necessary settings are made for administration of applicant data.

3.2.2 Description

relevant data
Other Nodes


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3.2.3 Screen shot

Screen 13: Applicant Administration- Navigation

3.2.4 Remarks

Not Applicable
3.3 Create Personnel Officer

3.3.1 Purpose
In this step, the Personnel Officer for “XXX PVT. LTD.” has been configured.

Personnel officer will process the applications assigned to him according to the authorization from
“XXX PVT. LTD.”.

3.3.2 Description

Personnel officer for Recruitment has been created as part of administrator group APPL. As per
the business requirement of “XXX PVT. LTD.”, only one Personnel Officer (RH) has been created
in Production. As the table is a dynamic table, it will be possible to make alterations in terms of
data in future.

Explanation
1. Click on

2. Click on

3. Define

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4. Define

5. Define

6. Select

7. Define

8. Define

9. Click on

10. Click on
Infotypes Populated IT 0001 Organizational Assignment
Tables storing T526
relevant data
Other Nodes


3.3.3 Screen shot

Screen 14: Create personnel officer- Navigation

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Screen 15: Create personnel officer- Configuration

3.3.4 Remarks

The system uses the specified unsolicited application group or advertisement to
automatically assign a personnel officer to an applicant during initial data entry. This can
only be done if every unsolicited application group and every vacancy (published in an
advertisement) has been assigned a personnel officer.

3.4 Applicant Structure

3.4.1 Purpose
In this section the necessary settings are made for the applicant structure.

3.4.2 Description
In Recruitment applicants have been classified according to the following criteria:
• Applicant group

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Differentiates applicants according to their prospective type of employment contract within the company,
e.g. Non-Officer, Campus, Through Consultant etc..
• Applicant range

This criterion is user-definable. It is generally used to classify applicants according to hierarchical or
functional criteria). In “XXX PVT. LTD.”, HR resumes, Finance resumes,Resumes for PS etc ” has been
considered as applicant range.
• Unsolicited application group/Advertisement

The unsolicited application group will be used to classify unsolicited applications. For example, according to
the activity within the company for which they are applying

relevant data
Other Nodes


3.4.3 Screen shot

Screen 16: Applicant Structure - Navigation

3.4.4 Remarks

Not applicable

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3.5 Create Applicant Groups

3.5.1 Purpose

In this step the applicant groups have been configured as per the business requirement of “XXX
PVT. LTD.”.
An applicant group is used, among other things, to carry out authorization checks.

3.5.2 Description
An important attribute of the applicant group is the applicant class.


2. Click on

3. Define

4. Define

5. Select

6. Click on

7. Click on
Infotypes Populated IT 4000 Applicant Actions
IT 4001 Applications
Tables storing T750E
relevant data
T750K
Other Nodes


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3.5.3 Screen shot

Screen 17: Create applicant groups - Navigation

Screen 18: Create applicant groups – Configuration (Master Data)

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3.5.4 Remarks

It should always be determined what kind of applicant structure is needed with regard to
the following:
• Different kinds of processing for different applicants
• Selection options for evaluations
• Authorization check
3.6 Create Applicant Ranges

3.6.1 Purpose

In this step required applicant range has been configured.
The applicant range has been defined as a generalised attribute of the applicant and is used to
classify applicants either according to functional criteria.
Uses of the applicant range include carrying out authorization checks.

3.6.2 Description
Unlike the employee subgroup and employee group, applicant ranges are not assigned to
applicant groups.


2. Click on

3. Define

4. Define

5. Click on

6. Click on
Tables storing T750F
relevant data
Other Nodes

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3.6.3 Screen shot

Screen 19: Create applicant ranges - Navigation

Screen 20: Create applicant ranges – Configuration (Master Data)
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3.6.4 Remarks

It should always be determined what kind of applicant structure is needed with regard to
the following:
• Different kinds of processing for different applicants
• Selection options for evaluations
• Authorization check
3.7 Create Unsolicited Application Groups

3.7.1 Purpose

In this step the required unsolicited application groups have been created.
A candidate might either apply in response to an advertisement or file an unsolicited application
without reference to an advertisement. Candidates who file unsolicited applications are assigned to
an unsolicited application group during initial entry of data.
Unsolicited application groups classify unsolicited applicants and can be defined according to the
functional requirement.

3.7.2 Description
Each unsolicited application group has been assigned with a personnel officer who is responsible
for it. This assignment means that the system can automatically assign a personnel officer to each
unsolicited applicant on initial data entry.
One personnel officer is responsible for more than one unsolicited application group.


2. Click on

3. Define

4. Define

5. Select

6. Click on

7. Click on

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Infotypes Populated IT 4001 Applications
Tables storing T750G
relevant data
T750I
Other Nodes


3.7.3 Screen shot

Screen 21: Create unsolicited applicant groups - Navigation

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Screen 22: Create unsolicited applicant groups – Configuration (Master Data)

3.7.4 Remarks

Not Applicable.

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Section 4 Applicant Selection


IMG Path Personnel Management-> Recruitment-> Applicant Selection
Name of the BBP Process Internal Recruitment & External Recruitment


4.2 Applicant Administration

4.2.1 Purpose
In this section all the necessary settings are made for the applicant selection procedure.

4.2.2 Description

relevant data
Other Nodes


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4.2.3 Screen shot

Screen 23: Applicant Selection - Navigation

4.2.4 Remarks

Not Applicable

4.3 Application Status

4.3.1 Purpose

Two types of selection procedure take place in the Recruitment system:
• a global selection procedure i.e. Campus Recruitment
• a selection procedure for each vacancy i.e. Recruitment through consultant

Every applicant entered in the system takes part in the global selection procedure for “XXX PVT.
LTD.”. This selection procedure determines whether or not an applicant is of interest to the
company.

4.3.2 Description
A decision will be made at any point during either of these selection procedures as to whether the
applicant continues to be of interest. The decision is reflected in the applicant status, of which there
are two types to correspond to the two types of selection procedure:
• Overall status

Indicates an applicant's current status (e.g. In Process, on hold, Rejected) in the global selection
procedure for the company.

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• Vacancy assignment status

Indicates an applicant's current status (e.g. In Process, on hold, Rejected) in the selection procedure
for a particular vacancy.

The overall status is assigned during initial entry of applicant data (applicant action Initial data
entry) and must be present for each applicant at all times. The overall status indicates whether an
applicant is currently included in one or more selection procedures (e.g. overall status In Process,
on hold etc.), or whether all the selection procedures in which he/she was included have been
completed (overall status rejected or to be hired).
An applicant receives a vacancy assignment status when he/she is assigned to a vacancy. If an
applicant has more than one vacancy assignment, each of these has a vacancy assignment status.
A selection procedure is completed when all applicants involved have been assigned the status
rejected or hired.

relevant data
Other Nodes


4.3.3 Screen shot

Screen 24: Applicant Status - Navigation

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4.3.4 Remarks

Not Applicable

4.4 Change Status Texts

4.4.1 Purpose

In this step the status texts for the overall status & vacancy assignment status have been
overwritten.

4.4.2 Description
The standard SAP system contains status keys 1 to 7 with accompanying status texts for overall
statuses and vacancy assignment statuses. As per the business requirement of “XXX PVT. LTD.”,
all total eight status texts have been configured.
Standard:
• In Process
• To be hired
• On hold
• Rejected
• Selected
• Offer rejected
• Hired

Configured:
• In Process
• To be hired
• On hold
• Rejected
• Selected
• Offer rejected
• Offer letter issued
• Appointment letter issued

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Explanation
1. Click on

2. Click on

3. Define

4. Define

5. Click on

6. Click on
Tables storing T751A
relevant data
T751B
Other Nodes


4.4.3 Screen shot

Screen 25: Change Status Texts - Navigation

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-

Screen 26: Change Status Texts – Configuration (Master Data)

4.4.4 Remarks
• When an applicant is assigned a certain status the system usually processes
him/her in a predetermined way according to this status.
4.5 Create Status Reasons

4.5.1 Purpose

In this step the required status reasons for each status have been created.

4.5.2 Description
At least one status reason for each overall status and vacancy assignment status for an applicant
has been specified. The status reason indicates why an applicant has a particular overall status or
vacancy assignment status.


2. Click on

3. Define

4. Define

5. Click on

6. Click on

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Tables storing T751C
relevant data
Other Nodes


4.5.3 Screen shot

Screen 27: Create status reasons - Navigation

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Screen 28: Create status reasons – Configuration (Master Data)

4.5.4 Remarks

Standard data provided by SAP can be deleted and required list of values can be prepared.

4.6 Set Permissible Status Reasons For Each Applicant Status

4.6.1 Purpose

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In this step the permissible status reasons for the individual applicant statuses have been
configured.

4.6.2 Description


2. Click on

3. Select

4. Select

5. Click on

6. Click on
Tables storing T751D
relevant data
Other Nodes


4.6.3 Screen shot

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Screen 29: Set permissible status reasons for each applicant status- Navigation

Screen 30: Set permissible status reasons for each applicant status – Configuration (Master
Data)

4.6.4 Remarks

Standard data provided by SAP can be deleted and required list of values can be
prepared.

4.7 Set Permissible Vac Assignment Statuses for Each Overall Status
This section describes the Configurable Item in detail :-

4.7.1 Purpose
In this specific vacancy assignment statuses used in combination with each overall status have
been defined.
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4.7.2 Description
The vacancy assignment statuses which are combined with each overall status can be determined
by means of feature STATU (consistency of overall status with vacancy assignment status).


2. Define Overall Status of the Applicant as sub tree of
APSTA.
3. Define return value of the feature, which are the relevant
combinations of Vacancy Assignment Status

4. Click on

5. Click on
6. Feature STATU is in the active mode now.

7. Click on
Tables storing T549B
relevant data
Other Nodes


4.7.3 Screen shot

Screen 31: Set permissible vacancy assignment status for each overall status – Navigation
41
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Screen 32: Set permissible vacancy assignment status for each overall status – Feature
(STATU)

4.7.4 Remarks

The standard SAP system contains an example of admissible combinations of vacancy assignment
status and overall status.

4.8 Application Actions
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4.8.1 Purpose

In this step the necessary system settings for the Applicant Actions transaction has been
maintained.
The term "applicant action" is used in two senses in Recruitment. These are:

1. The Applicant Actions transaction

2. Infotype 4000, Applicant Actions

4.8.2 Description
The Applicant Actions transaction enables to perform system-controlled operations (applicant
action types) which change the applicant's overall status (e.g. Select Applicant). Each operation
can be assigned in a sequence of infotypes which are processed one after the other in the course
of the action.
When the Applicant Actions transaction is carried out, a new record for the applicant is usually
added to infotype 4000, Applicant Actions. The key of the action carried out, as well as the status
reason, if necessary, are recorded in the infotype. The applicant's overall status (e.g. processing,
invite, to be hired) is also recorded here.

relevant data
Other Nodes


43
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4.8.3 Screen shot

Screen 33: Applicant Actions-Navigation

4.8.4 Remarks

Not Applicable

4.9 Change Info groups

4.9.1 Purpose
To control the Applicant action transaction, info groups have been created.
The info group settings cover all the process flows required in Recruitment.

4.9.2 Description
The reference user group has been used as “00”


2. Click on

3. Click on

4. Define

44
-

5. Define

6. Define &

7. Click on

8. Select the relevant infogroup under

9. Click on

10. Define

11. Define

12. Define

13. Select

14. Select the relevant

15. Define (If required)

16. Click on

17. Click on
relevant data
Other Nodes


4.9.3 Screen shot

45
-

Screen 34: Change Info groups-Navigation

Screen 35: User group dependency on menus & infogroups-Navigation

46
-

Screen 36: User group dependency on menus & info groups-Master Data

47
-

Screen 37: Infogroup-Navigation

Screen 38: Infogroup selection

48
-

Screen 39: Infogroup (Configuration)

4.9.4 Remarks

The standard SAP system contains multiple standard infogroups. New infogroups have been
added with defined infotypes as per the business requirement.

4.10 Change Applicant Actions

4.10.1 Purpose

49
-

In this step, the action coding are configured. The action key and the corresponding text are
transferred to infotype Applicant Actions (4000).

4.10.2 Description
If changes to the personnel area, the applicant group or applicant range are linked to an action,
these fields must be set so that they are ready for input. To do this, the corresponding column
should be marked with a cross.
Appropriate status has been assigned to the action. Each action is also associated with an
infogroup.
It is possible to use actions without having to create the Applicant Actions infotype.


2. Click on

3. Define

4. Define

5. Select

6. Click on
7. Select the checkbox (If relevant) for Personnel Area,
Applicant Group & Applicant Range
8. Select the checkbox for Function Character & Upd Infotype

9. Click on

10. Click on
relevant data
Other Nodes


4.10.3 Screen shot

50
-

Screen 40: Change applicant actions-Navigation

Screen 41: Change applicant actions-Configuration

51
-

4.10.4 Remarks

If you need your own actions, you can create additional entries. The status value of the existing
entries should not be changed.

4.11 Application Activities

4.11.1 Purpose

Applicant activities document the administrative steps through which an applicant passes during
the selection procedure. An activity is assigned uniquely to one applicant and to one of his/her
applications.

4.11.2 Description
Activities will be created manually or generated automatically using a feature (PACTV).
An activity is described using various pieces of administrative data, e.g. the name of the person
responsible for the activity. Any employee can be assigned responsibility for an activity by means
of his/her personnel number. However, this can only be done if master data on the employee is
stored in the system.

relevant data
Other Nodes


52
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4.11.3 Screen shot

Screen 42: Applicant Activities-Navigation

4.11.4 Remarks

Not Applicable

4.12 Application Activity Types

4.12.1 Purpose

An applicant activity is described in terms of:
• Activity type
• Status.

4.12.2 Description
The status of an activity can be "planned" or "completed".

53
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relevant data
Other Nodes


4.12.3 Screen shot

Screen 43: Applicant activity types-Navigation

4.12.4 Remarks

Not Applicable

4.13 Create Applicant Activity Types

4.13.1 Purpose
The activity type is used to identify the activity. In addition to the three-digit numeric key, the
activity type is also described by a short and long text.

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-

4.13.2 Description
Every applicant activity has a status. This status specifies whether an activity is planned or
completed.
• Planned activities are those to be carried out in the future.
• Completed activities are those carried out in the past.

Every planned and completed activity must be assigned a performance date. You must specify
whether this is a "perform by" or a "perform on" date in the Date indicator field for the activity type.
Please refer to the field documentation when doing this. When dealing with completed activities,
the performance date is always a "performed on" date.


2. Click on

3. Define

4. Define

5. Define

6. Select

7. Click on

8. Click on
Tables storing T750J
relevant data
T750P
Other Nodes


4.13.3 Screen shot

55
-

Screen 44: Create applicant activity types-Navigation

56
-

Screen 45: Create applicant activity types –Configuration (Master Data)

4.13.4 Remarks

SAP default settings are to be used as a reference when making additions to activity types. When
doing this, it has to be noted that every letter and every piece of internal correspondence is an
activity. Consequently, the system creates a letter or a mail when each activity is created.

4.14 Change Automatic Creation of Applicant Activities

4.14.1 Purpose
The parameters for activities are set, which are to be generated by the system using feature
PACTV, Parameterization of applicant activities.

This feature is used to set the parameters for actions which are to be generated automatically.

57
-

4.14.2 Description
The actions generated are created without dialog, for example as part of an applicant
event.

2. Define Overall Status of Applicant under APSTA. All total
eight statuses were configured as follows
In Process
To Be Hired
On Hold
Rejected
Selected
Offer Rejected
Offer Letter Issued
Appointment Letter Issued
3. Define return values for each node with appropriate Activity
Type.
4. Define return values for INDIC , APACT, RECTK & PLDAT
under the node In Process
5. Define return values for INDIC, APACT, REQRD, PLDAT,
PLTIM, RECTK & REFID under the node To Be Hired
6. Define return values for INDIC, APACT, RECTK & PLDAT
under the node On Hold
7. Define return values for INDIC, APACT, RECTK & PLDAT
under the node Rejected
8. Define return values for INDIC, APACT, PERNR, PERN1,
PERN2, RECTK & PLDAT under the node Selected
PLTIM, RECTK & REFID under the node Offer Rejected
RECTK2, IDTXT & REFID under the node Offer Letter Issued
PLTIM, RECTK2, IDTXT & REFID under the node Appointment
Letter Issued

12. Click on

13. Click on
58
-

14. Click on
Tables storing T549B
relevant data
Other Nodes


4.14.3 Screen shot

Screen 46: Change automatic creation of applicant activities –Navigation

59
-

60
-

61
-

62
-

Screen 47: Change automatic creation of applicant activities (Feature-PACTV) –Configuration

4.14.4 Remarks

The process flows are examined in the recruitment procedure. It has to be determined, which of
them are the same for all applicants to whom the same conditions apply. If there is a connection
between these procedures and the field names of the transfer structure for feature PACTV, the
activity can be generated automatically by means of this feature. The fields of the transfer structure
include the following among others:
• Personnel area
• Overall status of applicant
• Status reason
The applicant letters are to be assigned to the activities.

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Sap hr implementation config rc - Aditi Tarafdar

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Sap hr implementation config rc - Aditi Tarafdar