Managing Recruiting

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Managing Internal Recruitment and Employee Career Planning

Purpose

You can use this business process to map the internal recruitment and talent management process. This ranges fromtransferring your employees to the internal Talent Pool to filling a position with an internal candidate.

The process contains functions that ensure an efficient processing using workflow-supported processes and SmartForms-supported correspondence. In this way, you can map the entire internal recruitment process. This includes thecreation of requisitions, the approval procedure, and managing the applicants data.

The process enables you to identify suitable candidates and to minimize the effort in filling vacant jobs internally. You getemployees to actively participate in their own career planning by enabling them to apply for open jobs within the companyon their own initiative.


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Process Flow


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1. Request requisition (Manager Self-Service)On the basis of a form or process template, the manager enters basic data and any organizational data for arequisition. The recruiter uses the information provided as a basis for the subsequent requisition.

2. Create requisition (E-Recruiting)A requisition is a formal agreement between the recruiter and the hiring manager to initiate a hiring process.

The recruiter defines the following in the requisition: how to search for candidates, who belongs to the support teamfor the requisition, the job(s) for which employees are to be sought, and which requirements the candidates must

fulfill.

3. Approve requisitionThe approving recruiter checks the requisition, makes any necessary changes, and then approves it. Therequisition is sent back to the requesting recruiter using a workflow.

4. Define posting content and channel (E-Recruiting)The recruiter defines the content to be published in the job posting. The recruiter also defines the posting channel,language, and period in which the posting is to be published.

5. Approve posting (E-Recruiting)The approving recruiter checks the posting, makes any necessary changes, and then approves it. The posting issent back to the requesting recruiter using a workflow.

6. Publish posting (E-Recruiting)The recruiter organizes the publication of the job posting in the posting channels. For internal recruitment, this isusually the intranet of the company. The posting is then visible to the employees.

7. Search and apply for jobs (E-Service)Employees search for suitable job offers and then apply electronically and directly for a job. They use the programto maintain their personal data, profile, and application cover letter, and then to send this data.

8. Search for suitable candidate within Talent Pool and applications (E-Recruiting)

In the Talent Pool and received applications, the recruiter searches for suitable employees based on the requisitionand assigns these employees to the requisition.

9. Screen basic eligibilities (E-Recruiting)The recruiter filters out the applicants that do not fulfi ll the desired mandatory requirements.

10. Check all application data (E-Recruiting)

11. Rate and rank applications (Recruiter) (E-Recruiting)The recruiter compiles a list of suitable candidates. In doing so, the recruiter rates the applicants according to theirprofile and the answers they gave to questions sent by the recruiter in the form of a questionnaire. The recruiterrates the answers in part by using the system. The result is a preselection of suitable candidates.

12. Rate and rank candidates (Manager) (Manager Self-Service)The manager views the candidates preselected by the recruiter for the requested requisition. Based on theapplication data, the manager uses a questionnaire to rate the candidates offered to him.

13. Invite to interview (E-Recruiting)Based on the rankings of the manager, the recruiter uses letter templates to send invitations for interviews tointeresting candidates. The recruiter can send the invitations directly from the E-Recruiting system by e-mail, orprint the invitations centrally and send them by post.


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14. Make offer by sending confirmation and contract (E-Recruiting)After a successful interview, the recruiter creates an offer of employment and sends it to the candidate.

15. Send rejection notification to other candidates (E-Recruiting)The recruiter uses the system to send rejection letters to the other candidates and also to point out that candidatescan leave their applicant data in the Talent Pool for future reference.

16. Transfer data of new employee to back-end system (E-Recruiting)The recruiter forwards the data of the employee for whom an organizational change is to be made to the connectedHR system.

17. Complete employee data (SAP ECC)The HR administrator performs the organizational change for the employee in the HR system and completes thedata that was transferred from the E-Recruiting system.

18. Close requisition (E-Recruiting)The recruiter closes the requisition when the organizational change of the employee has been successfullycompleted.

19. Transfer of analytics data to BW (SAP BW)Some of the data is transferred to SAP Business Information Warehouse for cross-application evaluation purposes.

ResultYou have refilled an internal job quickly and effectively and performed the organizational change for the employee.


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Managing External Recruiting

PurposeYou can use this business process to map the entire recruitment and talent management process. This ranges from thefirst contact with candidates up to hiring a new employee and maintaining relations with candidates of particular interest.

The process contains functions that ensure an efficient processing of applications using workflow-supported processesand Smart Forms-supported correspondence. This supports contact between applicants and your company and maps theentire internal process for recruitment. This includes the creation of requisitions, the approval procedure, processingcorrespondence, and managing the applicants data.

The process enables you to identify suitable candidates quickly and to minimize the effort in filling vacant jobs.


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Process Flow


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1. Request requisition (Manager Self-Service)On the basis of a form or process template, the manager enters the basic data for a requisition that the recruiterthen uses as the basis for the later requisition in E-Recruiting.

2. Create requisition (E-Recruiting)A requisition is a formal agreement between the recruiter and the hiring manager to initiate a hiring process.

The recruiter defines the following in the requisition: how to search for candidates, who belongs to the support teamfor the requisition, the job(s) for which candidates are to be sought, and which requirements the candidates must

fulfill.

3. Approve requisition (E-Recruiting)The approving recruiter checks the requisition, makes any necessary changes, and then approves it. Therequisition is sent back to the requesting recruiter using a workflow.

4. Define posting content and channel (E-Recruiting)The recruiter defines the content to be published in the job posting. The recruiter also defines the posting channel,language, and period in which the posting is to be published.

5. Approve posting (E-Recruiting)The approving recruiter checks the posting, makes any necessary changes, and then approves it. The posting issent back to the requesting recruiter using a workflow.

6. Publish posting (E-Recruiting)The recruiter organizes the publication of the job posting in the posting channels. Examples of these are theInternet, employment agencies, or newspapers. The posting is then visible to the external candidates.

7. Apply for job (E-Service)Candidates search for suitable job offers and then apply electronically and directly for a job. Candidates also havethe option of first registering their details in the system. They use the program to record their personal data, profile,and application cover letter, and then to send this data.

8. Search for suitable candidate within Talent Pool and applications (E-Recruiting)The recruiter searches within the Talent Pool and received applications for suitable candidates based on therequisition requirements and assigns these candidates to the requisition.

9. View applications and check for completeness (E-Recruiting)

10. Screen basic eligibilities (E-Recruiting)The recruiter filters out the applicants that do not fulfi ll the desired mandatory requirements.

11. Check all application data (E-Recruiting)

12. Rate and rank applications (E-Recruiting)The recruiter compiles a list of suitable candidates. In doing so, the recruiter rates the candidates according to theirprofile and the answers they gave to questions sent by the recruiter in the form of a questionnaire. The recruiterrates the answers in part by using the system. The result is a preselection of suitable candidates.

13. Rate and rank candidates (Manager Self-Service)The manager views the candidates preselected by the recruiter for the requested requisition. Based on theapplication data, the manager can rank candidates directly or use a questionnaire to rate the candidates offered tohim.


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14. Invite to interview (E-Recruiting)Based on the rankings of the manager, the recruiter uses letter templates to send invitations for interviews tointeresting candidates. The recruiter can send the invitations directly from the E-Recruiting system by e-mail, orprint the invitations centrally and send them by post.

15. Make offer by sending confirmation and contract (E-Recruiting)After a successful interview, the recruiter creates an offer of employment and sends it to the candidate. As part ofthis process, the recruiter may initiate background checks of the candidate and store the results of those checks inthe system.

16. Agree terms of offer (E-Service)The candidate accepts the offer and returns the signed employment contract to the recruiter. This can be enteredas an attachment in the system for documentation purposes.

17. Send rejection notification to other candidates (E-Recruiting)The recruiter uses the system to send rejection letters to the other candidates and also to point out that candidatescan leave their applicant data in the Talent Pool for future reference.

18. Transfer data of new employee to back-end system (E-Recruiting)The recruiter transfers the data of the new employee being hired to the connected HR system.

19. Complete data of new employee (SAP ECC)The HR administrator performs a hiring action in the HR system and completes the new employees data that wastransferred from the E-Recruiting system.

20. Close requisition (E-Recruiting)The recruiter closes the requisition when the employee has been successfully hired.

21. Transfer analytics data to BW (SAP BW)Some of the data is transferred to SAP Business Information Warehouse for cross-application evaluation purposes.

ResultYou have hired a new employee quickly and effectively. You have saved the profiles of other interesting candidates in theTalent Pool to use at a later point in time. In this way, you can build up and maintain long-term relations with potentialcandidates.


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Managing Recruiting

PurposeYou can use this business process to map the entire recruitment process in your enterprise. This ranges from the firstcontact with candidates up to hiring a new employee and maintaining relations with candidates of particular interest.

The process contains functions that ensure an efficient communication between applicants and your enterprise usingworkflow-supported processes and Smart Forms-supported correspondence. The Managing Recruiting process includescreating requisitions as well as sorting and selecting candidates, communicating with candidates, and managing applicantdata.

The process enables you to identify suitable candidates quickly and to minimize the effort in filling vacant jobs.

Process Flow

1. Create Requisition Request (Manager Self-Service: Hiring Manager)The manager enters the basic requisition data in an interactive form or creates a copy of an existing requisition inorder to provide information to the recruiter. The recruiter needs this information to create an actual requisitionin SAP E-Recruiting.

2. Approve Requisition Request (Manager Self-Service: Approving Manager)The approving higher-level manager checks the requisition request and approves it or rejects it. Once the request isapproved, the system immediately sends the requisition request via the workflow to the responsible recruiter.

3. Create or Complete Requisition (SAPE-Recruiting)The requisition is a formal agreement between the recruiter and the hiring manager to initiate a hiring process.

The recruiter creates a requisition or completes the requisition created by the system during the approval processbased on the data in the hiring manager's requisition request.

The recruiter enters the following data:

Information about the job or position that is to be filled The members of the support team for the requisition The requirements that a suitable candidate must fulfill

4. Create Posting Texts (SAP E-Recruiting)The recruiter specifies the content that is to be published in the job postings.

5. Publish Job Postings (SAP E-Recruiting)The recruiter specifies the posting texts to be published for the various posting channels and enters the languageand the posting period. Examples for posting channels are job boards in the Internet, the enterprise's own internaland external job and career pages, employment agencies, and newspapers. The recruiter publishes the jobpostings. The postings are then visible to the candidates.

The recruiter can flag any publication as a Hot Job. A Hot Jobis an important job to which the recruiter wants todraw particular attention.

6. Register in Talent Pool (E-Service)Persons who are not employed in the enterprise (external candidates) and have not found current job postings towhich they can apply can register their details in the enterprise's Talent Pool so that their details can beautomatically taken into consideration for future job vacancies.

Once the candidates have entered the required data, the program sends a confirmation mail to the candidatesexternal e-mail account. This mail contains a link that the candidates can use to confirm the stored e-mail addressand thus complete the registration process.


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7. Confirm E-Mail Address (external e-mail account)The candidate opens the confirmation mail in his or her external e-mail account and uses the confirmation link toconfirm the e-mail address entered in the registration. This completes the registration process for the candidate.

8. Complete Profile (E-Service)Candidates registered in the Talent Pool add additional data to their profiles and use their profiles as onlineresumes.

9. Search and Apply for Job Postings (E-Service)Candidates search for suitable job postings and apply directly for them. An application wizard guides the candidatesthrough the application process. Candidates use the application wizard to upload a resume and/or supplementaryinformation about their education and work experience. Candidates enter an application cover letter. Once thecandidates are registered in the enterprise's own Talent Pool, the system uses the profile data as default texts inthe application wizard and the candidates can simply check the data and update it where necessary.

10. Respond to Questionnaires (E-Service)Candidates complete job-specific questionnaires that are available in the application wizard, for example.

Depending on the country in which the candidate is submitting an application, the candidate can also completeEqual Employment Opportunity (EEO) questionnaires.

11. Create Job Agent (E-Service)Registered candidates create job agents that then inform the candidates automatically whenever job postings thatmay be of interest are published.

12. Tell a Friend (E-Service)External candidates send current job postings via e-mail as suggestions to other persons who can then apply forthese jobs if they are interested.

13. Save Job Postings as Favorites (E-Service)Registered candidates save interesting job postings as favorites and can then track the job postings.

14. Check Status of Applications (E-Service)Registered candidates check the status of their applications.

15. Withdraw Applications (E-Service)Registered candidates can withdraw their applications at any time.

16. Search for Suitable Candidates (SAPE-Recruiting)The recruiter searches for candidates in the Talent Pool based on the requisition requirements and assigns suitablecandidates to the requisition.

17. View Applications and Check for Completeness (SAP E-Recruiting)The recruiter checks the applications received and makes sure that the candidates have provided all requiredinformation. If necessary, the recruiter requests additional information from the candidates, for example, by sendingthem links to online questionnaires that the candidates can then complete.

18. Enter Applications (SAP E-Recruiting)The recruiter transfers the data from paper and e-mail applications into the system and assigns them to anapplication group or specific reference code for a job posting. The recruiter can upload additional information in theform of attachments. If the enterprise uses Resume Parsing, the recruiter can upload a candidate's resume andparse it in the candidate's profile. The system recognizes automatically whether a candidate is registered in theTalent Pool. If this is the case, the recruiter can assign the application manually to this candidate. In this way, therecruiter can avoid duplicate data records for a candidate.


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19. Pre-Screen Candidates for Eligibility (SAPE-Recruiting)The recruiter filters out the applicants that do not fulfi ll the desired mandatory requirements.

20. Rate and Rank Candidates (SAP E-Recruiting)The recruiter compiles a list of suitable candidates and then sends this list to the hiring manager for furtherevaluation. In doing so, the recruiter rates the candidates based on their profiles and responses in questionnaires.The recruiter's appraisal can be based on a combination of the appraisal by the actual recruiter and a system-supported appraisal that analyzes how well the abilities of the candidate match certain search criteria.

21. Rate and Rank Candidates (Manager Self-Service)The hiring manager checks the list of candidates that he or she received from the recruiter for the requestedrequisition. Based on the application data, the hiring manager then sends feedback to the recruiter about thecandidates in the form of questionnaires and/or appraisal documents.

22. Interview Candidates (SAP E-Recruiting)Based on the hiring manager's feedback, the recruiter invites candidates to interviews. To do this, the recruiter canuse SAPE-Recruiting letter templates and send the invitations directly via e-mail from the system or print theinvitations centrally and send them via post.

23. Interview Candidates (Manager Self-Service)The hiring manager interviews the candidates and enters the information received in the system by responding to aquestionnaire. The manager can also send interview notes to the recruiter, who can then upload the notes to thesystem for the candidate's candidacy.

24. Make Job Offer (SAP E-Recruiting)Once offer negotiations are completed after a successful interview, the recruiter creates an offer of contract andsends it to the candidate.

The candidate accepts the offer and returns the signed employment contract to the recruiter. The recruiter canupload this document to the system as an attachment for documentation purposes.

25. Send Rejection Notifications to Other Candidates (SAP E-Recruiting)The recruiter uses the system to inform the other candidates that they were not considered for the vacant job and tosuggest that the candidates retain their candidate data in the Talent Pool for future consideration.

26. Hire Successful Candidate (Transfer Data to Connected HR System) (SAP E-Recruiting)The recruiter transfers the candidate data to the connected HR system.

27. Complete Data of New Employee (SAP ERP System)The HR administrator runs a hiring process in the HR system and completes the new employee's data that wastransferred from the SAP E-Recruiting system.

28. Close Requisition (SAP E-Recruiting)Once the candidate has been successfully hired, the recruiter closes the requisition and all related open jobpostings.

29. Delete Registration (E-Service)External candidates can delete their registration in the Talent Pool if they are no longer interested in being hired.Once candidates delete their registration, their passwords and user names are then invalid and their data is deletedfrom the Talent Pool.


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The following process steps can supplement the process described above:...

Run Background Check (SAP E-Recruiting)The recruiter can get external service agencies to run background checks to obtain a more accurate description ofcandidates.

Upload and Parse Resume (E-Service)Candidates can upload their resumes and parse the resume data into their profiles.

Maintain Internal Users (SAP E-Recruiting)The recruiting administrator maintains the data of the internal employees.

Maintain Support Groups (SAP E-Recruiting)The recruiting administrator maintains support groups.

Adjust Support Teams (SAP E-Recruiting)The recruiting administrator adjusts the support teams of requisitions/application groups.

Delete Registration (SAP E-Recruiting)The recruiting administrator permanently deletes the registration of external candidates to tidy up the Talent Pool.Legal time limits regarding the deletion of data can mean that the administrator has to wait to delete certain data inaccordance with the specified time limits.

Maintain Companies and Branches (SAP E-Recruiting)The recruiting administrator maintains the data for companies and branches relevant for the recruitment process.

Maintain Agencies (SAP E-Recruiting)The recruiting administrator maintains the data of agencies that can enter external applications.

Extend Retention Periods for Requisitions (SAP E-Recruiting)If requested to do so, the recruiting administrator extends the deadline that determines for how long the data for arequisition must be retained in accordance with legal requirements.

Delete or Reactivate Requisition (SAP E-Recruiting)The recruiting administrator permanently deletes from the database the requisitions to which a recruiter assignedthe status To Be Deleted. The recruiting administrator also resets the status of requisitions to their previousstatuses for example, if a requisition was accidentally assigned the status To Be Deleted.

Maintain Talent Groups (SAP E-Recruiting)The recruiting administrator maintains the required talent groups.

Maintain Application Groups (SAP E-Recruiting)If requested to do so by the recruiter, the recruiting administrator maintains the required application groups.

Access Audit Trails (SAP E-Recruiting)If requested to do so, the recruiting administrator checks the audit trail of a candidate profile. The recruitingadministrator can view an overview of the data of the various profile versions.

Delete Unconfirmed Candidates (SAP E-Recruiting)The recruiting administrator deletes any candidates that have started their registration process but who have notcompleted their registration by confirming their e-mail address even after a long period of time.

Run Periodic Services (SAP E-Recruiting)In accordance with the Customizing settings, the system runs the necessary services periodically.

Transfer Data to BI System and Run Analytical Reporting (Business Intelligence)The system transfers certain data to SAP Business Information Warehouse for cross-application evaluationpurposes.


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ResultYou have hired a new employee quickly and effectively. You have saved the profiles of other interesting candidates in theTalent Pool to use at a later point in time. In this way, you can build up and maintain long-term relations with potentialcandidates.

Documents

Managing Recruiting