SAP HR Recruitment Editing of Applicant Data

Use

The following describes how to maintain applicant data using some typical procedures as examples.

Using the Search Help for Applicant Numbers SAP HR Recruitment Editing of Applicant Data

Use

The search help for applicant numbers allows you to access applicant numbers if you do not know the actual numbers you are looking for. Several search helps are available in the Applicant number field if you use the input help. You choose the desired search help (e.g. Personal data) and enter the relevant data as prompted by the search help. The system selects the relevant data and outputs it in list form. You select the desired applicant from this list. The system then writes this applicant’s applicant number to the Applicant number field.

Prerequisites

Search helps are available via the standard settings. You can use these search helps, or you can customize them to suit the needs of your enterprise.

To find out more about search helps, choose menu path Basic Settings ® Maintain Search Helps in Customizing.

Features

The following search helps are set up for applicant numbers in Recruitment in the standard system:

• Personal data
• Advertisement
• Reference personnel number
• Recurring tasks

For more information on matchcodes, see the Basis documentation under Search Helps.

Using the Search Help for Applicant Numbers SAP HR Recruitment Editing of Applicant Data

Use

You want to find an applicant number. In this case, you call up the input help in the Applicant number field and execute the appropriate search help. This finds the desired applicant number in the system.

Procedure

1. Call up the input help in the Applicant number field.
2. Select the desired tab strip in the tab index. Each tab strip represents a different search help.

The system displays the maintainable fields for the selected search help. Make entries in these fields.

Note that you do not have to make entries in all the fields in the selected search help. You also have the option of making generic (e.g. M*) or masked (e.g. M++er) entries.

Note that for most search helps, you also have the option of restricting the number of values suggested by the system. The system suggests a default value, which you can overwrite.

3. Choose Start search.

The system displays a list of values that are assigned to the selected search path.

4. Select the desired applicant number in the list displayed, and choose Copy.

The system then writes this applicant’s applicant number to the Applicant number field.

Result

You have displayed a value list using search help and have selected the desired applicant. The system has written this applicant number to the Applicant number field.

Changing an Applicant’s Address SAP HR Recruitment Editing of Applicant Data

Use

You must change an applicant’s address in the following cases:

• An address was entered wrongly and needs to be corrected.
• The applicant has a new address, and this is to be used from a specific date.

Correcting an Applicant’s Address SAP HR Recruitment Editing of Applicant Data

Prerequisites

You have accidentally entered an applicant's address wrongly, and now want to correct it. To do this, you must overwrite the existing record in the Addresses infotype.

Procedure

1. Choose Applicant master data
® Maintain.

The Maintain Applicant Master Data screen appears.

2. In the Applicant number field, enter the desired number.
3. Select the Addresses infotype, and choose Edit
® Change.

The Change Addresses (infotype 0006) screen appears.

4. Make the required changes.
5. Save your changes.

Result

You have corrected the applicant’s address.

Entering a New Address for an Applicant SAP HR Recruitment Editing of Applicant Data

Prerequisites

An applicant notifies you that his or her address has changed. To enter the new address, create a new infotype record in the Addresses infotype. The old record remains in the system and its validity is delimited.

Procedure

1. Choose Applicant master data
® Maintain.

The Maintain Applicant Master Data screen appears.

2. In the Applicant number field, enter the desired number.
3. Select the Addresses infotype and choose Edit
® Create.

The Create Addresses (infotype 0006) screen appears.

4. In the From field, enter the date as of which the new address is valid.
5. Specify the Address type, and enter the applicant's new address.
6. Save your entries.

The system displays a warning that the end of the existing data record will be delimited.

Result

You have entered the applicant’s new address.

Deleting an Applicant’s Vacancy Assignment SAP HR Recruitment Editing of Applicant Data

Prerequisites

You have accidentally assigned an applicant to a vacancy for which he or she is not suitable, and you want to delete the assignment.

Procedure

1. Choose Applicant master data
® Maintain.

The Maintain Applicant Master Data screen appears.

2. In the Applicant number field, enter the desired number.
3. Select the Vacancy assignment infotype, and choose Edit
® List.

The system displays a list of all vacancy assignments for the applicant.

4. Select the vacancy assignment you want to delete, and choose Edit
® Delete.

The Delete Vacancy Assignment (infotype 4002) screen appears.

5. Choose Applicant master data
® Delete.

Result

You have deleted the applicant’s vacancy assignment.

Entering an Applicant’s Bank Details SAP HR Recruitment Editing of Applicant Data

Prerequisites

Travel expenses incurred in connection with a job interview are to be reimbursed to an applicant. You have to enter the applicant's bank details in the system.

Procedure

1. Choose Applicant master data
® Maintain.

The Maintain Applicant Master Data screen appears.

2. In the Applicant number field, enter the desired number.
3. Select the Bank Details infotype, and choose Edit
® Create.

The Create Bank Details (infotype 0009) screen appears.

4. Enter the applicant's bank details.
5. Save your entries.

Result

You have entered the applicant's bank details.

Displaying an Applicant’s Applications SAP HR Recruitment Editing of Applicant Data

1. Choose Applicant master data
® Display.

The Display Applicant Master Data screen appears.

2. In the Applicant number field, enter the desired number.
3. Select the Applications infotype, and choose Edit
® List.

Result

The system displays a list of all the applications filed by the applicant.

Deleting an Applicant SAP HR Recruitment Editing of Applicant Data

1. Choose Applicant master data
® Delete.

The Delete Applicant Master Data screen appears.

2. Enter the desired applicant number in the Applicant number field, and choose Edit
® Execute.

The Delete Applicant Master Data screen appears.

3. To select all infotype records stored on this applicant, choose Edit
® Select all.
4. Choose Applicant master data
® Delete.
5. Choose Applicant master data
® Delete again.

Result

You have deleted the applicant from the system.

If you are using internal number assignment, the system cannot assign the number of the deleted applicant again at a later date.

Processing Receipt of Application SAP HR Recruitment Editing of Applicant Data

Purpose

You check if the applicant has filed a job application at your company in the past. If so, the application is entered, and the applicant’s data is updated. If not, the applicant and application are entered.

Prerequisites

Your company has received a job application.

Process Flow

1. Find out whether the application is an internal application, or an external application.

For more information, see Initial Entry of Applicant Data by Fast Entry.

2. If the application comes from an external applicant, enter the applicant’s personal data.

If the application comes from an employee of your own company, establish the applicant’s personnel number.

3. Check if the applicant has filed a job application in the past.

4. If the applicant has not filed an application before, enter the applicant’s data.

If the applicant has filed an application in the past, transfer or update the applicant’s data.

5. Once you have entered the applicant’s data, enter data on the application.

6. To enter additional data on an application, work through the following steps:

a) Enter the applicant’s qualifications.

b) Enter the applicant’s career to date.

c) Enter the applicant’s career preferences.

d) Enter any challenges the applicant might have.

Result

The application is ‘in process’. You can continue with the following processes:

Confirming Receipt of Application

Applicant Pool Administration

Confirmation of Receipt of Application SAP HR Recruitment Editing of Applicant Data

Purpose

The applicant is informed that his or her application has been received by your company.

Prerequisites

You can send the applicant confirmation of receipt of his or her application only once you have entered the application in the system. When you enter the application in the system, the applicant activity Receipt is automatically created as a planned activity. When you carry out the applicant activity Receipt, the system creates a confirmation of receipt of application and sets the status of this applicant activity to completed.

Process Flow

1. Establish the channel through which the confirmation of receipt should go. You can either create the confirmations of receipt of applications individually or using bulk processing if you have several applicants.

For more information, see Applicant Activities and Recurring Tasks.

2. Draw up the standard letter for the confirmation of receipt.

3. Pass the confirmation of receipt onto the applicant through the appropriate channel.

For more information, see Outputting Letters Using Bulk Processing.

Result

You have informed the applicant(s) by means of a letter that you have received their application(s).

Depicting Selection Procedures in SAP HR

Use

Two types of selection procedure are represented in the Recruitment component:

• global selection procedure
• a selection procedure for each individual vacancy

Each applicant entered in the system participates in the global selection procedure of a company, which determines whether he or she should be considered for vacancies in general within the company. If you do not reject an applicant, he or she can participate in one or more selection procedures for a vacancy. In this case, you must assign the applicant to the relevant vacancy.

Features

It is possible to make a decision on the suitability of the applicant at any point during both of these selection procedures. The applicant status represents the stage in the selection procedure that an applicant has reached. There are two types of applicant status, each one corresponding to a type of selection procedure:

• Overall status

This indicates the applicant's current status (e.g. Processing, On hold, To be interviewed) in the global selection procedure for the company.

• Vacancy assignment status

This indicates the applicant's current status (e.g. Processing, On hold, To be interviewed) in the selection procedure for a particular vacancy.

The overall status is first assigned during initial entry of applicant data ( Initial entry of basic data action), and from then on each applicant must have an overall status at all times. The overall status indicates whether an applicant is currently taking part in at least one selection procedure (e.g. Processing, On hold, To be interviewed), or all selection procedures have already been completed for the applicant (Rejected or To be hired).

An applicant is assigned a vacancy assignment status when he or she is assigned to a vacancy. If the applicant is assigned to more than one vacancy, each of these vacancies has its own vacancy assignment status.

A selection procedure is completed when all participating applicants have been assigned either the status Rejected or To be hired.

Editing Applicant Statuses in SAP HR

Use

In accordance with the two types of selection procedure, there are also two applicant statuses, the overall status and the vacancy assignment status. These two statuses are normally maintained in different ways.

Integration

In some cases, the overall status can affect the vacancy assignment status. For example, if an applicant has the overall status Rejected, then each vacancy assignment status must also be Rejected. In other words, if you reject an applicant in the overall procedure, he or she can no longer be included in the selection procedure for a specific vacancy.

Features

Editing the overall status

When you enter an applicant's data in the system, an overall status is automatically created for the applicant.

You can change an applicant’s overall status by:

• performing an applicant action (e.g. Put applicant on hold, Reject applicant )
• using the output lists of various
analysis reports (Applicants by Name, Applicants by Action, Vacancy Assignments)

The list reports option has an added advantage in that it allows you to change the overall status of several applicants at once.

Editing the vacancy assignment status

When you assign an applicant to a vacancy, a vacancy assignment status is automatically created. You can assign an applicant to a vacancy assignment status by:

• performing the applicant action Enter additional data
• maintaining applicant master data (Vacancy Assignment infotype (4002))

For more information, see Grouping of Applicant Data

You can change the vacancy assignment by:

• maintaining applicant master data (Vacancy Assignment infotype (4002))
• using the output list of the Maintain Vacancy Assignments
analysis report

The list report option has an added advantage in that it allows you to change the vacancy assignment status of several applicants at once.

See also:

Offering an Applicant a Contract

Recording Rejection of a Contract by an Applicant

Preparing to Hire an Applicant

Putting an Applicant on Hold for the Entire Company During Initial Entry of Basic Data in SAP HR

Prerequisites

In order to put an applicant on hold for the entire company, you must carry out the following two steps:

• Set the applicant's overall status to On hold.
• A letter informing the applicant that they have been put on hold may have to be printed.

Procedure

1. Carry out the first seven steps in
Entering Basic Data on an External Applicant.
2. Choose Edit
® Put on hold.
3. Continue with step 8 of Enter Basic Data on an External Applicant. Work through the rest of the steps in this procedure.

An applicant's basic data is entered. At the same time the applicant has been put on hold for the entire company and the system has automatically created the activity Put applicant on hold.

To print out the ‘on hold’ letter, choose from the following options:

Print	Procedure
As individual letter	Printing a Letter for an Activity
In bulk processing	Outputting Letters Using Recurring Tasks

Result

1. The applicant has been put on hold for the entire company, and letter to this effect has been printed.

Rejecting Applicants, Putting Applicants on Hold or ‘In Process’ in SAP HR

1. Choose Applicant master data
® Maintain.

The Maintain Applicant Master Data screen appears.

2. In the Applicant number field, enter the desired number.
3. Select Vacancy Assignment,and choose Edit
® Change.

The Change Vacancy Assignment (infotype 4002) screen appears.

4. If the vacancy you want is not displayed, choose Goto
® Previous record or Goto ® Next record to scroll to the vacancy in question.
5. You can change the applicant status for the vacancy as follows:

In order to:	Enter the following value in the Vacancy assignment field:
Put an applicant on hold for a vacancy	3
Reject an applicant for a vacancy	4
Set an applicant to ‘in process’ for a vacancy	1

6. Save your entries.

Result

You have changed the applicant status for the vacancy.

Rejecting an Applicant for the Entire Company During Initial Entry of Basic Data in SAP HR

Prerequisites

In order to reject an applicant for the entire company during initial entry of basic data, you must carry out two steps:

• Set the applicant's overall status to Rejected.
• A rejection letter must be printed for the applicant.

Procedure

1. Carry out the first seven steps in
Entering Basic Data on an External Applicant.
2. Choose Edit
® Reject applicant
3. Save your entries.

An applicant's basic data is entered. At the same time the applicant has been rejected for the entire company, and the system has automatically created the activity Letter of rejection.

4. To print out the letter of rejection, choose from the following options:

Print	Procedure
As individual letter	Printing a Letter for an Activity
In bulk processing	Outputting Letters Using Recurring Tasks

Result

The applicant has been rejected for the entire company, and a letter of rejection has been printed.

Putting an Applicant on Hold or Rejecting an Applicant for the Entire Company After Initial entry of Basic Data in SAP HR

Prerequisites

In order to reject an applicant for the entire company after initial entry of basic data, you must carry out the following two steps:

• The applicant's overall status and, if it exists, the vacancy assignment status of the vacancy or vacancies assigned to him or her must be set to Rejected.
• A rejection letter must be printed for the applicant.

Procedure

1. Choose
1. Applicant master data
® Bulk processing ® Receipt of application to reject an applicant who is not assigned to a vacancy.

The Applicants by Actions screen appears.

2. Applicant master data
® Bulk processing ® Vacancy assignment list to reject an applicant who is assigned to a vacancy.

The Vacancy Assignments screen appears.

2. Enter any relevant selection criteria, and choose Execute.

A second Applicants by Action or Vacancy Assignments screen appears.

3. Select the applicant who is to be rejected, and choose Change overall status.

The Change Overall Status dialog box appears.

4. Enter 4 (for Rejected) in the Overall status field, specify a status reason if necessary, and choose Continue.

The applicant is rejected for the entire company and for the assigned vacancy or vacancies. A Letter of rejection applicant activity is created automatically.

5. To print out the letter of rejection, choose fromt he following options:

• Print out the letter individually. See
Printing a Letter for an Activity.
• Print out the letter as part of bulk processing. See
Printing Letters Using Recurring Tasks.

Result

The applicant has been rejected for the entire company, and a letter of rejection has been printed.

Prerequisites

In order to put an applicant on hold for the entire company after initial entry of basic data, you must carry out the following two steps:

• The applicant's overall status and, if it exists, the vacancy assignment status of the vacancy or vacancies assigned to him or her must be set to On hold.
• A letter informing the applicant that they have been put on hold may have to be printed.

Procedure

1. Choose
1. Applicant master data
® Bulk processing ® Receipt of application to put on hold an applicant who is not assigned to a vacancy.

The Applicants by Actions screen appears.

2. Applicant master data
® Bulk processing ® Vacancy assignment list to put an applicant on hold who is assigned to a vacancy.

The Vacancy Assignments screen appears.

2. Enter any relevant selection criteria, and choose Execute.

A second Applicants by Action or Vacancy Assignments screen appears.

3. Select the applicant you want to put on hold, and choose Change overall status.

The Change Overall Status dialog box appears.

4. Enter 3 (for On hold) in the Overall status field, specify a status reason if necessary, and choose Continue.

The applicant is put on hold for the entire company, and for the assigned vacancy or vacancies. An ‘On hold’ letter applicant activity is created automatically.

5. To print out the ‘on hold’ letter, choose from the following options:
1. Print out the letter individually. See
Printing a Letter for an Activity.
2. Print out the letter as part of bulk processing. See
Printing Letters Using Recurring Tasks.

Result

The applicant has been put on hold for the entire company, and letter to this effect has been printed.

Putting an Applicant on Hold for the Entire Company After Initial entry of Basic Data in SAP HR

Prerequisites

In order to put an applicant on hold for the entire company after initial entry of basic data, the following two steps must have been carried out:

• The applicant's overall status and, if it exists, the vacancy assignment status of the vacancy or vacancies assigned to him or her must be set to On hold.
• A letter informing the applicant that they have been put on hold may have to be printed.

Procedure

1. From the Recruitment screen, choose

a) Applicant master data ® Bulk processing ® Receipt of application.

The system displays the Applicants by Action screen.

b) Applicant master data ® Bulk processing ® Vacancy assignment list, if you want to put an applicant who is assigned to a vacancy on hold.

The system displays the Vacancy Assignments screen.

2. Enter any relevant selection criteria, and choose Execute.

The system displays a second Applicants by Action or Vacancy Assignments screen.

3. Select the applicant you want to put on hold, and choose Change overall status.

The Change Overall Status dialog box appears.

4. Enter 3 (for On hold) in the Overall status field, specify a status reason if necessary, and choose Continue.

The applicant is put on hold for the entire company and for the assigned vacancy or vacancies. An On hold letter applicant activity is created automatically.

5. To print out the On hold letter, choose from the following options:

a) Print out the letter individually. See Printing a Letter for an Activity.

b) Print out the letter as part of bulk processing. See Printing Letters Using Recurring Tasks.

Result

You have put an applicant on hold for the entire company and have printed a letter to this effect.

Setting an Applicant’s Status to In Process for the Entire Company in SAP HR

1. The way in which you proceed here depends on whether or not the applicant has been assigned to a vacancy.

If the applicant	Choose	The following screen appears:
Has not been assigned to a vacancy	Applicant master data ® Bulk processing ® Receipt of application	Applicants by Action
Has been assigned to a vacancy	Applicant master data ® Bulk processing ® Vac.assignment list	Vacancy Assignments

2. Enter any relevant selection criteria, and choose Program
® Execute.




If you enter 1 in the Status (overall) field, the system only lists applicants whose overall status is already In process.

A second Applicants by Action or Vacancy Assignments screen appears.

3. Select the applicant you want to set to In process and choose Edit
® Change overall status.

The Change Overall Status dialog box appears.

4. Enter 1 (for In process) in the Overall status field, and choose Continue.

Result

The applicant is set to In process for the entire company.

Offering an Applicant a Contract in SAP HR

Prerequisites

If an applicant is to be offered a contract, two steps must be carried out:

• The applicant's overall status and vacancy assignment status for the vacancy for which you want to offer the contract must both be set to Contract offered. Any other vacancy assignment statuses must be changed. All remaining vacancy assignment statuses for the applicant must be changed.
• A contract must be printed for the applicant.

Setting the Overall Status and the Vacancy Assignment Status to Contract Offered

1. Choose Applicant master data
® Bulk processing ® Vacancy assignment list.

The Vacancy Assignments screen appears.

2. Make the following entries in the fields:
1. Enter
* in the Status (overall) field.
2. In the Vacancy field, enter the vacancy for which you want to offer the applicant a contract.
3. Choose Execute.

The Vacancy Assignments screen appears.

4. Select the applicant who is to be offered a contract, and choose Change overall status.

The Change Overall Status dialog box appears.

5. Enter 5 (for Contract offered) in the Overall status field, and choose Continue.

The Maintain Vacancy Assignments screen appears.

6. Select the vacancy for which you want to offer the applicant a contract, and choose Change status (vac.).

The Change Vacancy Assignment Status dialog box appears.

7. Enter 5 (for Contract offered) in the Vacancy assignment status field and choose Continue.
8. Check if the applicant is assigned to several vacancies, and proceed as follows:

- If the applicant is not assigned to several vacancies, proceed to step 9.

- If the applicant is assigned to several vacancies, select all other vacancies for which the applicant is not to be offered a contract, and choose Change status (vac.).

The Change Vacancy Assignment Status dialog box appears.

9. Enter the desired status (usually 3 for On hold) in the Vacancy assignment status field and choose Continue.
10. Save your entries.
11. Choose Back.

The Maintain Vacancy Assignments screen appears displaying a list of all applicants assigned to the vacancy chosen in step 2.

Do you also want to change these applicants' vacancy assignment status?

If not, the first part of Offering an applicant a contract is completed.

If you do, proceed to step 11.

12. To select all the applicants listed, choose Select all, and then choose Change status (vac.).

The Vacancy Assignment Status dialog box appears.

13. Enter the desired status and if necessary a status reason (usually 3 for On hold or 4 for Rejected) in the Vacancy assignment status field, and choose Continue.
14. Save your entries.
15. Choose Back.

The View: Change Vacancy detail screen appears.

16. Enter a percentage approved, percentage reserved and staffing percentage.
17. Save your entries.

Result

The applicant's overall status and vacancy assignment status for the vacancy for which the contract is to be offered are set to Contract offered. All remaining vacancy assignment statuses for the applicant have been changed according to the status chosen. The applicant activity Offer contract was automatically created for the applicant.

The vacancy assignment status of all other applicants assigned to the vacancy chosen in step 2 has also been changed to that chosen. The percentage approved, percentage reserved and staffing percentage (and thus the staffing status) of the vacancy for which the contract is being offered have been changed.

Printing a Contract

To print out the contract, choose from the following options:

• Print out the contract individually. See
Printing a Letter for an Activity.
• Print out the contract as part of bulk processing. See
Printing Letters Using Recurring Tasks.

Result

A contract is printed for the applicant.

Recording Rejection of a Contract by an Applicant in SAP HR

Prerequisites

If an applicant has rejected the offer of a contract for a vacancy, his or her overall status and vacancy assignment status for the vacancy must be set to Offer rejected.

Procedure

1. Choose Applicant master data
® Bulk processing ® Vacancy assignment list.

The Vacancy Assignments screen appears.

2. Make the following entries in the fields:
1. Enter
* in the Status (overall) field.
2. In the Vacancy field, enter the vacancy for which the applicant refused a contract.
3. Choose Execute.

The Vacancy Assignments screen appears.

4. Select the applicant who has rejected the contract offer and choose Change overall status.

The Change Overall Status dialog box appears.

5. Enter 6 (for Contract rejected) in the Overall status field, and choose Continue.

The Maintain Vacancy Assignments screen appears.

6. Select the vacancy for which the applicant has rejected the offer, and choose Change status (vac.).

The Change Vacancy Assignment Status dialog box appears.

7. Enter 6 in the Vacancy assignment status field and, if necessary, a status reason, and choose Continue.
8. Save your entries.
9. Choose Back.

The Maintain Vacancy Assignments screen appears displaying a list of all persons assigned to the vacancy chosen in step 2.

If you do not want to change the vacancy assignment status of these persons, the process is completed. If you do want to change the status, proceed to step 10.

10. To select all the applicants listed, choose Select all, and then choose Change status (vac.).

The Change Vacancy Assignment Status dialog box appears again.

11. Enter the desired status (usually 1 for Processing) in the Vacancy assignment status field, and choose Continue.
12. Save your entries.
13. Choose Back.

The View: Change Vacancy detail screen appears.

14. Enter a percentage approved, percentage reserved and staffing percentage.
15. Save your entries.

Result

The overall status and vacancy assignment status of the applicant who was offered a contract are changed to Offer rejected. The vacancy assignment status of all other applicants assigned to the vacancy chosen has also been changed correspondingly. The percentage approved, percentage reserved and staffing percentage (and thus staffing status) of the vacancy for which the contract has been rejected have been changed.

Preparing to Hire an Applicant in SAP HR

Prerequisites

If an applicant is to be hired for a vacancy, his or her overall status and vacancy assignment status for this vacancy must be set to To be hired. Any other vacancy assignments for the applicant must be set to Rejected.

Procedure

1. Choose Applicant master data
® Applicant actions.

The Applicant Actions screen appears.

2. In the Applicant number field, enter the desired number.
3. Select the action Prepare for hiring and choose Choose.

The Copy Applicant Actions (Infotype 4000) screen appears.

4. Save your entries.

The Maintain Vacancy Assignments screen appears.

5. Select the vacancy for which the applicant is to be hired, and choose Change status (vac.).

The Change Vacancy Assignment Status dialog box appears.

6. Enter 2 (for To be hired) in the Vacancy assignment status field, and choose Continue.
7. Look to see if the applicant is assigned to several vacancies.

– If not, proceed to step 9.

– If so, select all the vacancies for which the applicant is not to be hired and choose Change status (vac.).

The Change Vacancy Assignment Status dialog box appears again.

8. Enter 4 in the Vacancy assignment status field and if necessary a status reason, and choose Continue.
9. Save your entries.
10. Choose Back.

The Maintain Vacancy Assignments screen appears displaying a list of all the applicants who are assigned to the same vacancy as the applicant to be hired.

Do you also want to change these applicants' vacancy assignment status?

If not, the procedure Hiring an applicant is completed.

If you do, proceed to step 11.

11. To select all the applicants listed, choose Select all, and then choose Change status (vac.).

The Change Vacancy Assignment Status dialog box appears again.

12. Enter the desired status (possibly 4 for Rejected) in the Vacancy assignment status field and, if necessary, a status reason, and choose Continue.
13. Save your entries.
14. Choose Back.

The View: Change Vacancy detail screen appears.

15. Enter a percentage approved, percentage reserved and staffing percentage.
16. Save your entries.
17. Choose Back.

The system displays a window entitled Create Planned Activity. The system displays the key for the activity type Hiring date as a default in the Activity type field.

18. Enter the date on which the applicant is to be hired in the Performance date field and choose Transfer.

Result

The applicant's overall status and vacancy assignment status are set to To be hired. All remaining vacancy assignment statuses for the applicant are set to Rejected.

The vacancy assignment status of all other applicants assigned to the same vacancy is changed correspondingly.

If the appropriate settings have been made, the system has automatically created the activities Transfer applicant data and Hiring date. The percentage approved, percentage reserved and staffing percentage (and thus also staffing status) of the vacancy for which the applicant is to be hired have been changed.

Creating Statistics in SAP HR

Accessing the Selection Screen

To call up the selection screen of the reports listed below:	Proceed as follows:
Applicant Statistics	Choose Applicant master data ® Bulk processing ® Applicant statistics.
Evaluation of Job Advertisement	Choose Advertising ® Advertisement ® Evaluate.
Evaluation of Recruitment Instrument	Choose Advertising ® Recruitment instrument ® Evaluate.

Please note that you can also access these reports by means of the report tree (Info system ® Report selection).

Creating Statistics

1. Access the selection screen of the report you want to use.

The selection screen of the report in question appears.

2. Enter the appropriate selection criteria.
3. Choose Program
® Execute.

Result

The system displays the desired statistics.

See also:

Creating Overall Applicant Statistics

Creating Applicant Statistics for a Vacancy

Applicant Data and Reporting

Process-Oriented Processing Options

Creating Overall Applicant Statistics in SAP HR

Prerequisites

You are to ensure that all applicants whose overall status is Rejected receive a letter of rejection.

The Applicant Statistics report enables you first of all to create statistics showing the number of applicants per overall status. You can then create activity statistics for all applicants whose overall status is Rejected, and then maintain these activities. If an applicant does not have a Letter of rejection activity, you can create one. You can also change the activity data (such as performance deadline, person responsible for activity) for applicants who already have such an activity.

Creating Statistics Showing the Number of Applicants per Overall Status

1. Choose Applicant master data
® Bulk processing ® Applicant statistics.

The Applicant Statistics screen appears.

2. Choose Program
® Execute.

The system displays statistics showing the number of applicants per overall status.

Creating Activity Statistics Showing All Applicants With Status Rejected for Activity Type Send Letter of Rejection

3. Position the cursor on the number of applicants whose overall status is Rejected and choose Goto
® Activity statistics.

The Activity Type dialog box appears.

4. Select the activity type Rejection letter, and choose Continue.

The system displays activity statistics for the activity Rejection letter.

5. Look to see if the statistics report displays any applications that do not have a Rejection letter activity.

– If not, proceed to step 13.

– If there are, position the cursor on the number of applications in the column No corresponding activity and choose Edit ® Choose.

The system now displays a list of the names of all applicants whose overall status is Rejected and who have no Rejection letter activity.

6. Select an applicant, and choose Goto
® Activity.

The Maintain Applicant Activities screen appears.




If the applicant has made more than one application, you must select the application for which you want to create the Rejection letter activity. To do this, position the cursor on the application you want to select, and choose Choose.

7. Choose Edit
® Create planned activity

The system displays a window entitled Create Planned Activity.

8. Enter the key for the activity type Rejection letter in the Activity type field, and make entries in the Performance and Standard text fields, and any others you require. If you want to print out the text in bulk processing, select Recurring tasks.
9. Choose Transfer.
10. Save your entries.

You have created a Rejection letter activity for the applicant selected.

The system again displays the list of applicants' names.

11. Repeat steps 6 to 10 until all applicants in the list have a Rejection letter activity.
12. Choose Back.

The system displays activity statistics for the Rejection letter activity.

13. Are there applications in the list which have Rejection letter as a planned activity?

If not, the procedure is completed.

If there are, position the cursor on the number of applications in the column At least one planned activity, and choose Choose.

The system now displays a list of the names of the applicants whose overall status is Rejected and who have a Rejection letter activity.

14. Check that the performance date and the employees responsible for the individual activities are listed correctly.

– If they are, the procedure is completed.

– If not, proceed to step 15.

15. Select the applicant whose activity data you want to change, and choose Goto
® Activity.

The Maintain Applicant Activities screen appears.

16. Select the planned activity Rejection letter, and choose Edit
® Change activity.

The Create Planned Activity dialog box appears.

17. Enter your data as required. If necessary, change the standard text assigned by choosing Change letter.
18. Choose Transfer.
19. Save your entries.

The Rejection letter activity has been changed for the applicant chosen.

The system again displays the list of applicants' names.

20. Repeat steps 15 to 19 until you have made all the necessary changes to the activities.

Result

All applicants whose overall status is Rejected now have a Rejection letter activity (modified if necessary).

Creating Applicant Statistics for an Educational Institution (Japan) in SAP HR

Prerequisites

You want to create a list of all the applicants from a particular educational institution, and then set their overall status to Put applicant on hold.

You can use this report to create statistics for each educational institution, and then to create a list of applicants’ names from the institution in question.

Procedure

1. Choose Applicant master data
® Bulk processing ® Applicant statistics.

The Applicant Statistics screen appears.

2. Enter the key(s) of the educational institution(s) in the Institute/school field.
3. Choose Program
® Execute.

The system displays a list of all the applicants from the educational institutions specified.

To create activity statistics for all applicants, please proceed as follows:

4. Position the cursor on the Total line and choose Choose.

The system now displays a list of the names of the applicants from that institution and the corresponding subject area/course of study.

To change the overall status using bulk processing, proceed as follows:

5. Choose Bulk processing.

The system displays the list of applicants' names again.

6. Select the applicants whose status you want to change.
7. Choose Put applicant on hold.

Result

The overall status of all the applicants selected is set to Put applicant on hold.

Creating Applicant Statistics for a Vacancy in SAP HR

Prerequisites

There is a vacancy to be filled in your company. Until now 50 applications have been received. After a detailed check, 30 applications have been rejected. You are to ensure that all 30 rejected applicants receive a letter of rejection by the end of the month.

The Vacancies report enables you to first create statistics displaying the number of applicants per vacancy assignment status for a particular vacancy. You can then create activity statistics for all applicants whose overall status is Rejected, and then maintain these activities. If an applicant does not have a Letter of rejection activity, you can create one. You can also change the activity data (such as performance deadline, person responsible for activity) for applicants who already have such an activity.

Creating Statistics for a Vacancy Showing the Number of Applicants per Vacancy Assignment Status

1. Choose Advertising
® Vacancy ® Evaluate.

The Vacancies screen appears.

2. Enter the key for the desired vacancy in the Vacancy field, and choose Execute.

The Evaluate Vacancies screen appears.

3. Select the vacancy you want to display, and choose Edit
® Applicant statistics.

The system displays statistics showing the number of applicants per vacancy assignment status for the vacancy chosen.

Creating Activity Statistics Showing All Applicants With Status Rejected for Activity Type Send Letter of Rejection

4. Position the cursor on the number of applicants whose vacancy assignment status is Rejected and choose Goto
® Activity statistics.

The Activity Type dialog box appears.

5. Select the activity type Rejection letter, and choose Continue.

The system displays activity statistics for the Rejection letter activity for the vacancy in question.

6. Check to see if the report displays applications that do not have a Rejection letter activity.

– If not, proceed to step 14.

– If there are, position the cursor on the number of applications in the column No corresponding activity and choose Edit ® Choose.

The system now displays a list of the names of all applicants whose vacancy assignment status is Rejected and who do not have a Rejection letter activity.

7. Select an applicant, and choose Goto
® Activity.

The Maintain Applicant Activities screen appears.



If the applicant has made more than one application, you must select the application for which you want to create the Rejection letter activity. To do this, position the cursor on the application you want to select, and choose Choose.

8. Choose Edit
® Create planned activity

The system displays a window entitled Create Planned Activity.

9. Enter the key for the activity type Rejection letter in the Activity type field, and make the necessary entries in the Performance, Standard text and Vacancy fields, as well as any others you require. If you want to print out the text in bulk processing, select Recurring tasks.
10. Choose Transfer.
11. Save your entries.

You have created a Rejection letter activity for the specified vacancy for the applicant selected.

The list of applicants' names appears.

12. Repeat steps 7 to 11 until all applicants in the list have a Rejection letter activity.
13. Choose Back.

The system displays activity statistics for the Rejection letter activity.

14. Check to see if the report displays applications that do not have a Rejection letter activity.

– If not, the procedure is completed.

– If there are, position the cursor on the number of applications in the column At least one planned activity and choose Edit ® Choose.

The system now displays a list of the names of the applicants whose overall status is Rejected and who have a Rejection letter activity.

15. Check that the performance date and the employees responsible for the individual activities are listed correctly. Proceed as follows:

– If they are, the procedure is completed.

– If not, proceed to step 16.

16. Select the applicant whose activity data you want to change, and choose Goto
® Activity.

The Maintain Applicant Activities screen appears.

17. Select the planned activity Rejection letter, and choose Edit
® Change activity.

The Create Planned Activity screen appears.

18. Enter your data as required and, if necessary, create an individual letter for the applicant using the Change letter function.
19. Choose Transfer.
20. Save your entries.

The Rejection letter activity has been changed for the applicant chosen.

The system again displays the list of applicants' names.

21. Repeat steps 16 to 20 until you have made all the necessary changes to the activities.

Result

All applicants whose vacancy assignment status is Rejected now have a Rejection letter activity (modified if necessary).

The Applicant Statistics Report: Example in SAP HR

You are to ensure that all applicants whose overall status is Rejected receive a letter of rejection. The Applicant Statistics report enables you first of all to create statistics showing the number of applicants per overall status. You can then create activity statistics for all applicants whose overall status is Rejected, and then maintain these activities. If an applicant does not have a Letter of rejection activity, you can create one. You can also change the activity data (such as performance deadline, person responsible for activity) for applicants who already have such an activity.

The Evaluation of Job Advertisement Report: Example in SAP HR

You would like to know which advertisements your company has published in the past six months. The Evaluation of Job Advertisement report enables you to select all advertisements published within a specific period.

The Recruitment Instrument Report: Example

You would like to know which of the recruitment instruments used by your company have resulted in the most applications. The report Evaluate Recruitment Instruments enables you to display the number of applications per recruitment instrument.

Internet Application Components in SAP HR

Use

The Recruitment Internet application components enable you to:

• place job advertisements on the Internet
• process applications via E-mail
• have applicants monitor the processing status of their own application via the Internet

The fact that you can advertise on the Internet has advantages for both your company and for potential applicants by:

• reinforcing your company’s presence on the Internet
• giving potential applicants worldwide permanent access to information on your company and the employment opportunities it offers
• enabling applicants to submit applications for a specific job or unsolicited applications directly via E-mail. These applications are passed on to the correct administrator automatically.
• giving all applicants a unique applicant number and a password so that they can track their application on the Internet

Creating a List in SAP HR

Calling up the selection screen

To call up the selection screen of the reports listed below:	Proceed as follows:
Applicants by Name Applications Applicants by Action (Receipt of Application) Maintain Vacancy Assignments Vacancy Assignments	Choose Applicant master data ® Bulk processing ® .
Applicants' Education and Training	Choose Reporting ® Report selection Expand the Applicants and Education nodes. Select the report, and choose Nodes ® Execute.
Vacancies	Choose Advertising ® Vacancy ® Evaluate.
Planned Activities for Personnel Officer	Choose Applicant activity ® List planned activities.

Please note that you can also access the majority of these reports by means of the report tree (Reporting ® Report selection).

Creating a List

1. Access the selection screen of the report you want to use.

The selection screen of the report you want to use appears.

2. Enter the appropriate selection criteria.
3. Choose Program
® Execute.

Result

The system displays the desired list.

See Creating a List of Applicants by Action

See also:

Applicant Data and Reporting

The Refresh function

The output lists of applicant data analysis reports can quickly become out of date due to frequent changes to applicant data. We have therefore provided you with a Refresh icon on the list screen to enable you to update a list at any time.

The Bulk processing function

If status is displayed on the output list of a report, you can use bulk processing to reject several applicants, or put them on hold in one step.