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).