Recruitment

It is the sub module of SAP-HCM which is used to store the details of the candidates when recruitment process is going on.

APPLICANT NUMBER: 

It denotes a unique key which is used to identify every applicant. It is 8 character numerical code.

APPLICANT NUMBER RANGE:

These are used to assign the numbers to the applicants. There are 2 categories of applicant number range. They are;

      1.      Internal number range: It is a range from which a number is allotted to the applicant by the system.

      2.      External number range: It is a range from which a number is allotted to the applicant by the user.

PB04 is the transaction code used to maintain applicant number ranges.

NUMAP is the feature used to default the applicant number ranges. 

APPLICANT CLASS:

Applicant class denotes an element which is used to denote whether an applicant is internal or external to the organisation. There are 2 applicant classes,

      1.   Internal applicant class: It is an element which is assigned to all such applicants who are internal to the organisation. This is identified by ‘P’.

      2.      External applicant class: It is an element which is assigned to all such applicants who are external to the organisation. This is identified by ‘AP’.

APPLICANT STRUCTURE:

Applicant structure is a structure which is used to create an identity for the applicants in the SAP system based on the recruitment policies. It has 3 elements,

      1.      Applicant group: It is an element which is used to denote the broad classification the applicants based on the recruitment policies. Applicant class must be assigned to the applicant group. Example: Manager, Officer.

      2.      Applicant range: It denotes further classification of the applicant. Example: Sr.Manager, Sr.Officer.

         3. Unsolicited applicant group: It is an element which is assigned to all such applicants who have applied without any vacancy. Example: HR, Finance, IT...

APPL is the administration group for applicants. SAP name is the user name.

PINCH is the feature used to default the administration group.

TRANSACTION CLASS:

 It is an element which is used to denote whether a particular person is applicant or not. The transaction class for applicants is ‘B’.

ADVERTISING MEDIA & INSTRUMENTS:

Advertising media acts as a source to process the resources for the said vacancies. For every advertising medium the element applicant class has to be assigned in order to know which category for applicants are processed by that medium. Advertising instrument denotes an element under the advertising medium which is used to prove the resources.

APPLICANT STATUS:

A status assigned to an applicant in the selection process is called as applicant status. There are 2 statuses,

      1.      Vacancy assignment status: It is a status which is assigned to the applicant with specific reference to the vacancy applied.

      2.      Overall status: It is a status which is assigned to every applicant in general.

Status text: SAP has some standard status text,

1 – In process

2 – To be hired

3 – On hold

4 – Reject

5 – Offered

6 – Offer rejected

Status text is assigned to the vacancy assignment status & overall status.

STATUS REASONS:

Status reasons must be given to every status text in order to know why the status text is performed. Reasons must be linked to the status text in backend.

STATU is the feature used to default the permissibility of a vacancy assigned status or overall status.

PRIORITY:

Priorities can be used in the cases where applicant has applied for more than one vacancy. Top priority will be given to such position where the applicant profile is best matched & followed by least priority for other positions.

TRANSACTION CODES:

PB20 – To display applicant data.

PB30 – To maintain applicant data.

PB40 – To execute applicant actions.

PB04 – To maintain applicant number ranges.

INFOTYPES:

4000 – Applicant actions: This infotype is used to store all actions executed on an applicant through PB04 transaction code.

4001 – Applications: This infotype is used to store all the details regarding the applications sent by the applicants. An applicant can apply with reference to vacancies. In such case this infotype will have the vacancy details for the applications were sent. At times applications would be sent by applicants without any reference to vacancies in such cases this infotype will have the unsolicited application group details.

4005 – Applicants personnel number: This infotype is maintained only for such applicants who have been selected & have been hired as employees in personnel administration module. This infotype is used to store the personnel number assigned to an applicant in Personnel administration (PA) module.

0139 – Employees applicant number: This infotype is relating to personnel administration. This is also maintained in personnel administration but it is used in context with recruitment sun module. It is used to store the applicant number allotted in recruitment module to this employee.

The features used for the integration between personnel administration and recruitment modules are,

PRELI it is used for integration of internal applicants. The return value of this feature is (*). If (*) is maintained as a return value the integration is active.

PRELR it is the feature for integration of applicant to employee. The return value of this feature is (*E) when this value is maintained the integration in active.

CREATE POSITIONS:

This node is not used commonly. All the positions usually created in organisational management (OM) module. With the integration settings being active between OM & recruitment as well as OM & PA positions created in OM can be seen as well as used in PA as well as recruitment sub modules. By any chance if positions are to be created in recruitment module the said positions can be created in this node (create position). In this note there is a column called OM. If the value of this column is ‘P’ for any position then it is to be taken that all such positions are maintained in OM module & if column left blank such positions are maintained in recruitment module.

APPLICANT ACTIONS:

All the applicant actions taken through PB40 transaction code would aim at changing the overall status of the applicant.

Initial entry of basic data: It is the action to be executed on the applicants to have them created in SAP recruitment sub module. The overall status for such applicants created would be set to ‘1’.

Enter additional data: This action would be executed on the applicants in order to create additional details of the applicant. The additional details might be related to vacancy assignment, educational qualifications & previous employer details of the applicant. In this action the overall status will be set to ‘1’. This is the action where the vacancy assignment statuses are assigned to the applicant. STATU feature would be called in the background by the system in order to check whether the vacancy assignment status is allotted to the applicant are permitted under the overall status.

Put applicant on hold: This action is used to assign the overall status of the applicant to ‘3’.

Reject applicant: This action is used to set the overall status of the applicant to ‘4’. In such cases the vacancy assignment statuses (if any) will also be required to be set as ‘4’.

Offer applicant: This action would be executed in order to set the overall status of the applicant to ‘5’.

Offer rejected: This action is a particular action will be uses to set the overall status of the applicant to ‘6’.

Prepare to hire: This action would be executed on all such applicants for whom the offers were rolled out & the same are accepted by the applicants. The overall status of the applicant by this action would be set to ‘2’.

If any applicant selected, offered & the same has been accepted by the applicant the next activity would be to hire this particular applicant as an employee. To hire as an employee we need to move to transaction code PA40, when this activity is being executed enough care has to be taken that applicant is not locked in any if the screens. By any chance if the applicant is locked the data cannot be transferred for that applicant from recruitment to PA module. In the PA40 screen the standard action “Hire applicant” has to be executed. While executing personnel number field should be left blank as well as start date field should also left blank in the PA40 screen.

The system identifies “hire” action in PA module as initial hiring action but it identifies “hire applicant” as initial hiring & data transfer from recruitment. For the action “hire” system will not look for applicant data to be transferred but for the action “hire applicant” it looks for the applicant data in recruitment module to be transferred to PA module. This is because of the value in the field “function character (F)” for action mentioned against an action type while setting up the personnel action. If the value is mentioned as ‘7’ in this field system would consider that action as the action to have data transfer from recruitment & if the value in this field for an action is set as ‘1’ system considers the action as initial hiring action in PA module and will not lock for data transfer from recruitment sub-module.

NAVIGATION:

SPRO à Reference IMG à Personnel management à Recruitment à Basic settings à Create number ranges for applicants numbers à Edit & Save à Choose number ranges à set up number ranges à Back & work force requirement & advertisement à Create media à New entries & Save à Create recruitment instruments à New entries & Save à Back & Applicant administration à Create personnel officer à New entries & Save à Applicant structure à Create applicant groups à New entries(give 1 character code) & Save à Create applicant ranges à New entries & Save à Create unsolicited application group à New entries(give 3character code) & Save à Back & Applicant selection à Applicant status à Change status text( standard status text & not mandatory to change, if customer needs more statuses oher than these than can be created) à Create status reason à New entries & Save à Back & Set permissible status reasons for each applicant status à New entries & Save à Set permissibility vacancy assignment status for each over status (STATU feature) à Create priorities for vacancy assignment.