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Organizational Data - International

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This group includes the following infotypes:

Cost Distribution (Infotype 0027)

Organizational Assignment (Infotype 0001)

Reference Personnel Number (Infotype 0031)

Reference Personnel Number Priority (Infotype 0121)

Sales Data (Infotype 0900)

Cost Distribution - Infotype 0027

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In the infotype Cost Distribution (0027), you can determine how costs for an employee are to be distributed to different cost centers. At any one time, you can distribute appropriate percentage costs to up to 25 different cost centers. For more information, see the following section in the PY-Payroll Accounting documentation:

Cross-Company Code Transactions

Posting Information From Master and Time Data

Subtypes are used to differentiate between costs that should be distributed. The standard system contains the following costs as subtypes:

Subtype 01: Wage/salary
Subtype 02: Travel expenses

Cost Distribution

By entering a value in the field Distr., you determine the costs to which the cost distribution is referring.

You determine the cost distribution by entering the following values in the lines that are numbered consecutively by the system.

CoCd (Company code)
BA (Business area)
Cost ctr (Cost center)
Prcnt. (Cost center percentage rate)

You can use the function keys to scroll down a total of three pages, insert lines, attach, or delete. The cost center that has been entered in the distributor on the single screen under number 01, is displayed on the list screen.

If you create a Cost Distribution (0027) infotype record, you must first ensure that company codes, controlling areas, and cost centers have already been set up.

Organizational Assignment - Infotype 0001

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The Organizational Assignment (0001) infotype deals with the incorporation of the employee into the organizational structure and the personnel structure.

This data is very important for the authorization and control of Payroll.

Enterprise Structure

The CoCode (company code), Pers.area (personnel area), and Cost center fields cannot be maintained in this infotype. They already contain default values. You can edit these values only by carrying out a personnel action.

The value for the Leg.person (Legal person) field is determined automatically and cannot be overwritten.

Personnel Structure

The system derives the values for the EE group (Employee group) and EE subgroup (Employee subgroup) fields from the Actions (0000) infotype. These values cannot be overwritten. You can assign these values only by carrying out a personnel action.

You can overwrite the default values in the field Payr.area field.

The Organizational Assignment (0001) infotype has the time constraint 1, which means that an infotype data record must exist in the system at all times as of the date on which the employee is hired.

Country-Specific Features

Argentina:
Infotipo Asignación organizacional (0001): Características nacionales Argentina

Reference Personnel Number - Infotype 0031

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The infotype Reference Personnel Number (0031) is used to assign several personnel numbers to one employee, if the employee has different employment relationships in your company. In this case, the personnel number associated with the employee is known as a reference personnel number. This infotype establishes links between all of an employee’s reference personnel numbers.

The infotype Reference Personnel Number (0031) is used in Personnel Administration for copying information that is common to all personnel number records for an employee who has several work contracts; it is also used by Payroll.

If an employee has more than one employment relationship within your company and these employment statuses are all accounted together, you must specify the order of priority for payroll in the infotype Reference Personnel Number Priority (0121).

Reference Personnel Number

In the infotype Reference Personnel Number (0031), a list of the interrelated reference personnel numbers are stored for each reference personnel number involved.

You can enter a reference personnel number in the Actions infotype (0000) when a new employee is hired. The system will automatically update the infotype Reference Personnel Number (0031) and copy certain reference personnel number infotypes.

Certain infotypes are the same for all the personnel numbers belonging to one employee: These are:

Personal Data (0002)
Addresses (0006)
Bank Details (0009)

If you edit these infotypes for a personnel number the relevant infotype records for all related personnel numbers are also pulled up.

Other infotypes that define the employee’s individual working relationship can undergo different changes for the various different personnel numbers.

Organizational Assignment (0001)
Basic Pay (0008)
Country-specific infotypes for tax and social insurance

When you edit the infotypes for a personnel number the system does not call up the relevant infotype records for all related personnel numbers .

As a rule, you only need to maintain the infotype Reference Personnel Number (0031) if you want to retrospectively create a relationship between two personnel numbers that already exist, or if you want delete a link between two personnel numbers.

If you include a personnel number, all the infotypes belonging to that personnel number that can be copied will be taken on by the current personnel number.

Reference Personnel Number Priority - Infotype 0121

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If an employee has more than one employment relationship within the enterprise, this employee will have a personnel number for each of these employment relationships. In this case, the personnel number associated with the employee is known as a reference personnel number. The Reference Personnel Number (0031) infotype establishes links between all of an employee’s reference personnel numbers.

By using the infotype Reference Personnel Number Priority (0121) you can determine the sequence in which an employee’s reference personnel numbers are sent to payroll accounting. The reference personnel number with the highest priority will be sent to payroll accounting first.

You can also choose a main personnel number from the many reference personnel numbers that have been entered in the infotype Reference Personnel Number Priority (0121). This can be useful, if:

1. Only certain payroll steps are to be carried out for a Reference personnel number during payroll, or

2. You only want one of the Reference personnel numbers to be considered by the report programs.

If a payroll is run for an employee who has more than one personnel number in an enterprise, it is called a multiple payroll. A multiple payroll cannot be started by the payroll driver. If an employee who has a multiple payroll enters a payroll accounting area, then the payroll run for that entire payroll accounting area has to be started using the report Scheduler (RPCALC*M).

The maintenance of infotype Reference Personnel Number (0031) is a prerequisite for the maintenance of infotype Reference Personnel Number Priority (0121).

Restrictions

The Reference Personnel Number Priority (0121) infotype has the following restrictions:

all the personnel numbers that have been entered in infotype 0121 must be the employee’s Reference personnel numbers.

if a main personnel number has been chosen, this personnel number must also be one of the Reference personnel numbers that has been entered in the current infotype record.

all Reference personnel numbers must be in the same payroll accounting area.

you can only enter a begin date for a record. This date is the first date of a payroll period.

an infotype record for the infotypes Actions (0000) and Organizational Assignment (0001) must exist for at least one day during the validity period for a reference personnel number to be listed in the current priority.

all the reference personnel numbers that are in the current priority must belong to the same legal person.

The relative sequence of the reference personnel numbers in the priority cannot not be changed.

An employee has the reference personnel numbers P1, P2, P3, P4 and P5. The following records for the infotype Reference Personnel Number Priority (0121) have been created one after the other for the employee. (The priority of the reference personnel numbers in their entry sequence):

Record A:

Record B:

Record C:

The following new records cannot be created:

Record 1:

This record directly contradicts the priority assigned in record A (in record A, P1 is before P3).

Record 2:

This record contradicts the combination in records A and B.

Record 3:

This record contradicts the combination in records B and C.

All the above restrictions are checked when you maintain the infotype.

Current Priority

The left column contains the priority entered in the current record. Each line is identified with a number that is created by the priority. The numbers reflect the payroll sequence.

Previous Priority

The middle column contains the priority entered in the previous record. This column is only displayed if a previous record exists. By previous record, we mean an infotype record that contains the date that is one day before the begin date of the current infotype record. Each line is identified with a number which is created by the priority. This column is used to ensure that the user bears restriction 7 in mind.

Reference Personnel Number (Infotype 0031)

The right column contains all the employee’s reference personnel numbers which have been entered in the Reference Personnel Number (0031) infotype. This column is used to ensure that the user bears restriction 1 in mind.

In all three columns, the payroll accounting area is specified for all reference personnel numbers. These reference personnel numbers belong in the infotype record’s validity period. This should help the user to bear restriction 3 in mind.

In both the middle column and the right columns, the reference personnel number has a flag that has already been stored in the current priority.

All three columns are only displayed in the change, create and copy modes. In all other instances, only the left-hand column (the current priority) is displayed.

Choice of Reference Personnel Numbers

The personnel numbers that have been entered in the priority in the Reference Personnel Number (0121) infotype represent a reference personnel number subset for the employee.

In the priority, you must enter the reference personnel numbers

for which the payroll is to be run

which can be used in a retroactive calculation or a forced retroactive calculation.

Reference personnel numbers that have not been entered in the infotype Reference Personnel Number Priority (0121) will not be accounted in payroll! A check will not run to see if all the reference personnel numbers that fulfill one or both of the above criteria, have been maintained in the infotype! The end-user should be particularly careful here.

When a payroll is run, the Reference Personnel Number Priority (0121) infotype records that are valid for the payroll period concerned are read. This infotype record must contain all the reference personnel numbers that are relevant to payroll in the payroll period concerned. The overall payroll period can include several payroll periods. Any reference personnel numbers contained in this infotype record that are not relevant for payroll will not be accounted for in the payroll.

If a payroll has been started, and a (forced) retroactive calculation exists for a personnel number, then this will also be carried out simultaneously. As a result, more than one payroll period is accounted in a payroll run. In this instance, the system checks to see whether the validity period in additional records belonging to infotype 0121 intersects the overall payroll period (i.e. all the periods to be accounted). If this is the case, a check is run to see whether these infotype records contain reference personnel numbers for the employee that have not been considered. If so, then these reference personnel numbers will be checked for their relevance to payroll. If one of these reference personnel numbers does prove to be relevant for payroll, then the entire group of reference personnel numbers will be rejected by payroll.

Sales Data - Infotype 0900

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Within the master data stored for the Sales and Distribution (SD) application component, the sales employee is created as a special business partner. The sales employee processes business transactions within the enterprise.

In infotype Sales Data (0900), you can administer the sales employee as an employee in the HR component. In this way, the employee data can be administered using the personnel number.

Sales data

Assign the employee to a Sales organization, a Sales office, and a Sales group.

If you have both the SD and HR SAP components in your enterprise, only the responsible personnel administrator can create a data record in the Sales Data infotype (0900).
If you do not implement the HR component in your enterprise, the infotype record is created for the employee in the SD component.

SAP Business Objects Positioned in Leaders Quadrant for Corporate Performance Management Suites

2009-01-12T13:18:00.000+05:30

Evaluation Based on Completeness of Vision and Ability to Execute

PALO ALTO, Calif. and WALLDORF, Germany - December 22, 2008 - Business Objects, an SAP company (NYSE: SAP) and the world's leading provider of solutions that optimize business performance, today announced it has been positioned by Gartner, Inc. in the leaders quadrant of the "Magic Quadrant for Corporate Performance Management (CPM) Suites"1 report.

According to Gartner, "Leaders' performances excel in the CPM suite market segment. They can deliver breadth and depth of CPM suite functionality, as well as provide enterprisewide implementations to support a broad CPM strategy. Leaders successfully articulate a business proposition that resonates with buyers, and are supported by the viability and operational capability to deliver on a global basis."

Given the current economic climate, Business Objects believes that it is critical for organizations to have a comprehensive enterprise performance management (EPM) strategy that goes beyond finance and optimizes operational performance in all areas of the business. With its portfolio of EPM solutions, Business Objects provides customers with performance management capabilities that span the entire organization, giving them a holistic view of their business performance and the ability to quickly identify and address financial and operational challenges. The EPM portfolio from SAP and Business Objects enables profitable and compliant business performance.

In addition, Business Objects has an integrated solution that allows companies to define their business strategy while taking into account both external and internal risk factors. By combining the SAP® Strategy Management application with the SAP® GRC Risk Management application, Business Objects gives customers a way to enact a risk-adjusted approach to strategy. Particularly important given the current economy, companies can create their business plans while proactively addressing any risks that might inhibit their success, all as part of their daily business operations.

"We believe our leadership position in the Gartner Magic Quadrant for CPM Suites is a result of the synergies being achieved between SAP and Business Objects," said Anthony Reynolds, general manager, Enterprise Performance Management Solutions, Business Objects. "Since 2007, we have grown tremendously-growing more quickly than other EPM vendors. One of the cornerstones of our success, as well as a key differentiator, has been our vision for the convergence of EPM, GRC and BI. We understand that in order to respond quickly and effectively to changing business conditions, customers need a unified approach that includes all three business disciplines. Business Objects sees this report as a strong validation of our enterprise performance management vision and strategy, which has been developed in alignment with our customers."

Business Objects offers a broad and deep set of EPM solutions that cover the following areas: strategy management, business planning and consolidation, profitability and cost management, financial consolidation and spend analytics

1Gartner "Magic Quadrant for Corporate Performance Management (CPM) Suites" by Neil Chandler, Nigel Rayner, John E. Van Decker, Dec. 19, 2008.

About the Magic Quadrant
The Magic Quadrant is copyrighted December 2008 by Gartner, Inc. and is reused with permission. The Magic Quadrant is a graphical representation of a marketplace at and for a specific time period. It depicts Gartner's analysis of how certain vendors measure against criteria for that marketplace, as defined by Gartner. Gartner does not endorse any vendor, product or service depicted in the Magic Quadrant, and does not advise technology users to select only those vendors placed in the "Leaders" quadrant. The Magic Quadrant is intended solely as a research tool, and is not meant to be a specific guide to action. Gartner disclaims all warranties, express or implied, with respect to this research, including any warranties of merchantability or fitness for a particular purpose.

About Business Objects
Business Objects, an SAP company, transforms the way the world works by connecting people, information and businesses. With open, heterogeneous applications in the areas of governance, risk and compliance; enterprise performance management; and business intelligence, Business Objects enables organizations of all sizes worldwide to close the gap between business strategy and execution. Together with a strong and diverse partner network, Business Objects allows customers to optimize business performance across all major industries including banking, retail, consumer-packaged goods and public sector. Business Objects is committed to helping customers turn raw data into actionable decisions, regardless of their underlying database, operating system, applications or IT system.

For more information about Business Objects, visit: www.businessobjects.com.
For more information about SAP, visit: www.sap.com.

Any statements contained in this document that are not historical facts are forward-looking statements as defined in the U.S. Private Securities Litigation Reform Act of 1995. Words such as "anticipate," "believe," "estimate," "expect," "forecast," "intend," "may," "plan," "project," "predict," "should" and "will" and similar expressions as they relate to SAP are intended to identify such forward-looking statements. SAP undertakes no obligation to publicly update or revise any forward-looking statements. All forward-looking statements are subject to various risks and uncertainties that could cause actual results to differ materially from expectations. The factors that could affect SAP's future financial results are discussed more fully in SAP's filings with the U.S. Securities and Exchange Commission ("SEC"), including SAP's most recent Annual Report on Form 20-F filed with the SEC. Readers are cautioned not to place undue reliance on these forward-looking statements, which speak only as of their dates.

Copyright © 2008 SAP AG. All rights reserved.
SAP, R/3, mySAP, mySAP.com, xApps, xApp, SAP NetWeaver and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. Business Objects and the Business Objects logo, BusinessObjects, Crystal Reports, Crystal Decisions, Web Intelligence, Xcelsius and other Business Objects products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of Business Objects S.A. in the United States and in several other countries. All other names mentioned herein may be trademarks of their respective owners.
All other product and service names mentioned are the trademarks of their respective companies. Data contained in this document serve informational purposes only. National product specifications may vary.

For customers interested in learning more about Business Objects products:
Global Customer Center: +49 180 534-34-24
United States Only: 1 (800) 872-1SAP (1-800-872-1727)

For more information, press only:
Scott Behles, SAP, +1 (917) 494-2009, scott.behles@sap.com, EST
SAP Press Office, +49 (6227) 7-46315, CET; +1 (610) 661-3200, EST; press@sap.com
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SAP Initial Entry of Applicant Data HR Recruitment Grouping of Applicant Data

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Use

Initial entry of applicant data takes place using fast data entry. This procedure involves two steps, and comprises the applicant actions Initial entry of basic data, and Enter additional data.

You have to perform the Initial entry of basic data action for every applicant. This is because it contains data (such as the name, address and organizational assignment of the applicant) that is required later for printing letters, and for statistical purposes. If optical archiving is used for the application documents, these can be assigned to the applicants as part of the Initial entry of data action.

Enter additional data is only carried out for applicants who are of further interest to the company. This action enables you to assign an applicant to one or more vacancies, as well as entering data on an applicant’s education, training, qualifications, and previous employer.

You call this action either from the entry screen of the Initial entry of basic data action directly, or from the List of applicants by action, which can be created using the report of the same name. However, you can also access the action from numerous other screens.

Features

The two-stage concept of fast data entry has the following advantages:

Entry of applications in the system can be divided so that more than one person is responsible for it.

On receipt of the applications, one employee enters the mandatory data for all applicants. The applications are then distributed among the responsible administrators/personnel officers, who decide which applicants can be rejected immediately. They then enter additional data on applicants who are still of interest to the company.

Large numbers of applications can be processed quickly.

A minimum of time and work is wasted on entering data on applicants who are unsuitable for the company.

Activities

The procedure used to enter basic data is different for internal and external applicants.

If the applicant is an external applicant, all the required data must be entered manually. When dealing with internal applicants, however, you can import data such as name and address simply by specifying the candidate's personnel number. You can overwrite this data, if necessary.

SAP Identifying Multiple Applicants and Former Employees

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Use

When initial entry takes place, each applicant is assigned an applicant number used to identify only him or her throughout the system. If other applications are recorded for the same applicant at a later date, these are recorded as new applications under the existing applicant number.

Features

When performing Initial entry of basic data, the following functions are available:

When dealing with internal applicants, the system carries out a check for multiple applicants.

If it finds a multiple applicant on the database, the system accesses the applicant action New application. This action adds to the applicant’s existing history, that is, the application is recorded as a new application under the existing applicant number.

When dealing with external applicants, the system can identify multiple applicants and former employees.

If the system identifies data records in the employee or applicant database that resemble those of the current applicant, these are listed on screen. The user must then check the list to establish whether they are indeed the same person. If so, the user can then select that candidate.

If the candidate is a multiple applicant, the system accesses the applicant action New application, and simultaneously imports any existing data.

If the applicant is identified as a former employee, the Initial entry of basic data action remains on screen, and the system imports any existing data for this person. You can overwrite this data, if necessary.

SAP Entering Basic Data on an Internal Applicant HR Recruitment Grouping of Applicant Data

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Choose Applicant master data

Initial data entry.

The Initial Entry of Basic Data screen appears.

You have the following options here:

Type of applicant	Enter data as required in the following fields:
Applicant who responded to specific advertisement	Applicant group Applicant range Personnel area Personnel subarea Personnel number Advertisement
Unsolicited applicant	Applicant group Applicant range Personnel area Personnel subarea Personnel number Unsolicited applicant group

In both cases, you must specify an applicant group assigned to applicant class P (internal applicants) in the Applicant group field.

Choose ENTER to confirm your entries.

If the candidate is a multiple applicant, the system accesses the applicant action New application and simultaneously imports any existing data.

The system fills the fields for the Personal Data and Addresses infotypes, together with the Personnel officer field.

If necessary, overwrite the default values.

Enter data in other fields as required.

To enter additional data for a specific infotype, select Further data.

Select Assign facsimiles to assign facsimiles to an applicant during initial data entry.

Save your entries.

– If you have not selected Further data or Assign facsimiles, the procedure is completed.

– If you have selected Further data and Assign facsimiles, or only Further data, the screen for the chosen infotype appears. Proceed to step 9.

– If you have only selected Assign facsimiles, the Document Type window appears. Proceed to step 11.

Enter data as required in the fields of the infotype displayed.

Save your entries.

– If you have selected Further data for more than one infotype, the screen for the next chosen infotype appears. If so, repeat steps 9 and 10 until all infotypes you selected have been processed.

– If you selected only Further data, the procedure is completed.

– If you selected only Assign facsimiles also, the Document Type screen appears. Proceed to step 11.

Select the document type you want, and choose Choose.

The Assign Facsimile screen appears.

Enter the date of origin of the facsimile and choose Continue.

The Confirm Assignment of Facsimile window appears.

Choose Confirm.

The Enter Barcode ID screen appears.

Enter a barcode for the facsimile.

Choose Continue.

The Assign Facsimiles screen appears.

Choose Yes to assign more facsimiles to the applicant, or No.

If you do not want to assign any more facsimiles to the applicant, the procedure is completed.

If you do want to assign further facsimiles to the applicant, the Document Type window appears again. Repeat steps 11 through 16 until all desired facsimiles have been assigned to the applicant.

Result

You have entered basic data on an applicant. You may have assigned one or more barcodes to the applicant. You can use these barcodes to record the application documents.

SAP Entering Basic Data on an External Applicant HR Recruitment Grouping of Applicant Data

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Choose Applicant master data

Initial data entry.

The Initial Entry of Basic Data screen appears.

Enter data as required in the following fields:

– Applicant group
– Applicant range
– Personnel area
– Personnel subarea

– Name

– First name

– Date of birth (if required)

In the Applicant group field, specify an applicant group belonging to applicant class AP (external applicants).

Choose ENTER to confirm your entries.

– If there is a former employee or applicant with the same name, proceed to step 4.

– If not, proceed to step 7.

To check your selection, select the desired entry, and choosing Edit

® Display person

– If one of the former employees or applicants is the applicant in question, proceed to step 5.

– If not, choose Back. Then proceed to step 7.

Select the applicant identified, and choose Edit

Person recognized.

If the candidate is a multiple applicant, the system accesses the applicant action New application and simultaneously imports any existing data.

The system fills in the fields for the Organizational Assignment, Personal Data, and Addresses infotypes.

The defaults for Organizational Assignment are taken from the candidate’s previous application.

If necessary, overwrite these default values.

Enter values in the other required fields, and any other fields you choose.

To enter additional data for a specific infotype, select Further data.

Select Assign facsimiles to assign facsimiles to an applicant during initial data entry.

Save your entries.

– If you have not selected Further data or Assign facsimiles, the procedure is completed.

– If you have selected Further data and Assign facsimiles, or only Further data, the screen for the chosen infotype appears. Proceed to step 11.

– If you have only selected Assign facsimiles, the Document Type window appears. Proceed to step 13.

Enter data as required in the fields of the infotype displayed.

Save your entries.

– If you have selected Further data for more than one infotype, the screen for the next chosen infotype appears. If so, repeat steps 11 and 12 until all infotypes you selected have been processed.

– If you selected only Further data, the procedure is completed.

– If you selected only Assign facsimiles also, the Document Type screen appears. Proceed to step 13.

Select the desired document type, and choose Choose.

The Assign Facsimile screen appears.

Enter the date of origin of the facsimile and choose Continue.

The Confirm Assignment of Facsimile window appears.

Choose Confirm.

The Enter Barcode ID screen appears.

Enter a barcode for the facsimile.

Choose Continue.

The Assign Facsimiles screen appears.

Choose Yes to assign more facsimiles to the applicant, or No.

If you do not want to assign any more facsimiles to the applicant, the procedure is completed.

If you do want to assign further facsimiles to the applicant, the Document Type window appears again. Repeat steps 13 through 18 until all desired facsimiles have been assigned to the applicant.

Result

You have entered basic data on an applicant. You may have assigned one or more barcodes to the applicant. You can use these barcodes to record the application documents

SAP Entering Basic Data on Several ApplicantsHR Recruitment Grouping of Applicant Data

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If you enter basic data on several applicants in succession, the system retains your entries as default values in certain fields. You can set up the system so that these default values are not retained.

To set up the system so that these default values are not retained, choose Edit ® Clear fields.

SAP HR Repeating the Check for Multiple Applicants and Former Employees

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Prerequisites

The automatic check for multiple applicants and former employees is carried out once for every last and first name entered. You can also trigger this check manually.

Procedure

Choose Applicant master data

Initial data entry.

The Initial Entry of Basic Data screen appears.

Enter data in the required fields, and choose Edit

Check ex-app./ex-ee.

Result

The check for multiple applicate

SAP Entering an Applicant’s Address Abroad HR Recruitment Grouping of Applicant Data

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An applicant applies for a job with a company located in a country other than the one where he or she lives. To record the applicant's address abroad, select the Further data field in the Addresses infotype (0006) to access a country-specific entry screen. You can then enter the applicant’s address abroad on this screen.

Procedure

Choose Applicant master data

Initial data entry.

The Initial Entry of Basic Data screen appears.

Make entries in the required fields for the infotypes Organizational Assignment, Personal Data, and Applications.

Select the Further data field for the Addresses infotype.

Save your entries.

The Create Addresses (Infotype 0006) screen appears.

Choose Address abroad.

The Choose Country Key screen appears.

Specify the desired country key, and choose Continue.

The system displays the desired country-specific data entry screen for the Addresses infotype.

Enter the applicant's address.

Save the address.

Result

You have entered the basic data on an external applicant with an address abroad.

Entering Additional Data on an Applicant HR Recruitment Grouping of Applicant Data

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Choose Applicant master data

® Applicant actions.

The Applicant Actions screen appears.

Enter the applicant number and select Initial entry of basic data.

The Enter Additional Data screen appears.

Assign the desired vacancies to the applicant.

The Enter Additional Data Action HR Recruitment Grouping of Applicant Data

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Prerequisites

You can access the Enter Additional Data action from a number of screens.

You call this action either from the entry screen of the Initial entry of basic data action directly, or from the List of applicants by action. This list can be created using the analysis report of the same name.

From the Initial Data Entry screen

On the Initial Entry of Basic Data screen, choose Applicant master data ® Save + add. data.

The Enter Additional Data screen appears.

From the List of Applicants by Action

Choose Applicant master data

Bulk processing

Receipt of application.

The Applicants by Actions screen appears.

In the Personnel officer field, enter your ID, if applicable.

Choose Program

Execute.

The Applicants by Actions screen appears.

Select the desired applicant number in the list displayed, and choose Edit

Additional data.

The Enter Additional Data screen appears.

Infotypes

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Definition

Infotypes are units of information in the Human Resource Management System.

Use

Recording employee data for administrative, time recording and payroll purposes is the most important aim of master data administration in the HR system. In the R/3 System, the information units used to enter master data are called infotypes.

Infotypes are used to group related data fields together. Infotypes give structure to information, facilitate data entry, and enable you to store data for specific periods.

Structure

Infotypes are characterized by the following:

Infotype structure
Data entry
Time dependent storage of infotype data

Infotype Structure

To the user, infotypes appear as data entry screens. They contain whole series of information (e.g. last name, first name, date of birth) that you enter in data fields. Data fields concerning the same or similar subject matter are combined into data groups or information units.

In database terms, infotypes represent a data structure or set of related data records. When you update an infotype, old data is not lost but is instead stored in the system for historical evaluation purposes.

Data Entry

You enter data in accordance with the following principles:

Your entries are automatically checked for accuracy and against table entries.
Predefined default values help you to enter and maintain data.
Checks and default values depend on the relevant employee’s organizational assignment. The organizational assignment determines the relevant information used from time recording, wage type and pay scale structure.

Time-Dependent Storage of Infotype Data

When you update an infotype, the old data is not lost. Instead, it is retained so that past data can be evaluated. When you update an employee’s personal data, the old data is automatically time-delimited. The system creates a validity period for each infotype record. As a result, each employee infotype has several data records, which differ from each other by their validity periods.

You must also define how the various data records of one infotype interact with each other with respect to their validity periods. This time-based reaction is determined by the infotype Time Constraint.

You can assign authorizations on an infotype basis.

Infosubtypes

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Definition

Subunits of an infotype.

Structure

Subtypes are used to subdivide infotype records. They subdivide infotype data by subject matter, which makes it easier for you to access and manage information or to assign different control features (such as time constraints) to different subtypes. You can also create separate histories for each subtype.

You create the following address types in infotype Addresses (0006):

Permanent residence (subtype 1)

Temporary residence (subtype 2)

Home address (subtype 3)

Because different addresses may be current at the same time, you must choose time constraint 3 for infotype Addresses (0006). However, because a record of permanent residence must always exist, time constraint 1 must be used for this subtype. A home address, on the other hand, is not absolutely essential and can only exist once at any one time, so time constraint 2 is appropriate.

Because the relevant entry screens and check logics are identical irrespective of address type, there is no point creating one infotype per address type.

Subtypes enable you to take account of the various time characteristics of different infotypes. You specify a time constraint for each subtype, irrespective of the other subtypes.

Other examples of infotypes with subtypes are: Recurring Payments and Deductions and Additional Payments.

Integration

Subtypes do not represent a level below infotypes. Instead, infotypes are divided into subtypes, each of which represents a different category of infotype with its own time characteristics.

The entry screens of individual subtypes may differ one from the other.

You can assign authorizations on a subtype basis.

Object Identification

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Definition

Object identification distinguishes between data records that have the same infotype, subtype, lock indicator, and validity begin and end dates.

Structure

The object identification (object ID) splits subtypes into individual objects. You can create a separate history for each object. The object ID automatically inherits the time constraint assigned to the subtype.

Infotype Family/Relative (0021) is divided into the following subtypes:

Spouse (Subtype 1)

Child (Subtype 2)

Legal Guardian (Subtype 3)

Time constraint 2 is assigned to the individual subtypes so that you can generate an independent history for each subtype.

However, if you need to enter data on more than one child, you must assign time constraint 3 to the subtype because the data records of the various children will overlap. Introducing an object ID allows you to generate one history per child. The object ID is stored in the infotype as the Child number.

Infotype Loans (0045) is another example of an infotype with an object ID.

Infotype Groups

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Definition

An infotype group, or info group, is a sequence of related infotypes that are displayed one after the other for maintenance purposes when a personnel action is performed.

Use

The infogroup guarantees that during the personnel action, all information needed for the business processes is stored.

Structure

An infogroup exists in the standard system for every personnel action type in the Personnel Actions section.

In Customizing for Personnel Administration, you can modify the relationship between individual infogroups and define the infogroups as user-dependent.

Integration

The infogroup is processed when Running a Personnel Action.

See also:

Scrolling Through an Infotype Group

Changing an Infotype Group Temporarily

Personnel Administration Infotypes

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This section provides you with an overview of the infotypes in Personnel Administration.

They are divided into the following groups:

Personal Data (International)

Personnel Actions (International)

Organizational Data (International)

Contractual and Corporate Agreements (International)

Payroll Data (International)

Reporting Bases (International)

Employee Qualifications (International)

Communication (International)

Authorization Management (International)

Personal Data International

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This group includes the following infotypes:

Addresses (Infotype 0006)

Bank Details (Infotype 0009)

Challenge (Infotype 0004)

Personal Data (Infotype 0002)

Family/Related Person (Infotype 0021)

Internal Medical Service (Infotype 0028)

Addresses Infotype 0006

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In the infotype Addresses (0006), you store the address data of an employee/applicant. The employee’s address is often used in conjunction with the employee’s/applicant’s name, taken from the infotype Personal Data (0002), for employee lists of different kinds, for forms, or for address labels.

The standard system contains the following address types:

Subtype 1: Permanent residence

Subtype 2: Temporary residence

Subtype 3: Home address

Subtype 4: Emergency address

Subtype 5: Mailing address

Subtype 6: Nursing address

Foreign Addresses

There are many different entry screens for the individual country versions for the infotype Addresses (0006). When you create an address, the system will choose the country screen that corresponds to the country of the personnel area to which the employee/applicant is assigned in the Organizational Assignment infotype (0001).

If you want to choose a country screen to enter an address for your employee/applicant other than the country screen suggested by the system, then do this by using the Foreign Address function. You will find this function on the entry screen of infotype Addresses (0006) when you are creating an address.

Country-Specific Features

Mexico:
Basic Pay (Infotype 0008)

Bank Details infotype 0009

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In the Bank Details infotype (0009), you enter the payee for the net pay or the travel expenses from the payroll and the bank details. When you create a new data record, the employee’s/applicant’s name will be taken from the Personal Data infotype (0002) for the payee’s name. The postal code and/or the city will be taken from the Addresses infotype (0006). However, the payee and the employee/applicant do not have to be identical.

The standard system contains the following bank detail types:

Subtype 0: Main bank

Subtype 1: Other bank

Subtype 2: Trip expenses

When you enter the other bank details or the travel expenses, the fields Standard value and Standard percentage also appear. You must enter either an amount or a percentage for the other bank details.

Country-Specific Features

Argentina:
Bank Details Infotype (0009): Country Specific Features Argentina Netherlands:
Bank Details Infotype (0009): Country Specific Features: Netherlands South Africa:
Bank Details (infotype 0009): Country Specific Features SA Venezuela:
Bank Details Infotype (0009): Country Specific Features: Venezuela

Challenge infotype 0004

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The data contained in the infotype Challenge (0004) is used in order to be able to fulfill the legal obligations with regards to the contributions for severely challenged persons.

Challenge Data

If the history for the infotype Challenge (0004) is to agree with the history contained on the ID card for severely challenged persons, then we recommend that you delimit the infotype in accordance with the data on the ID card.

The date in the field ID end date is used to create the severely challenged directory . The infotype record end date is used to display a list of severely challenged persons who receive payments.

In order for the system to accept the entry of additional vacation for severely challenged persons’, a challenged level of at least 50% must exist in the Challenge (0004) infotype.

If a person loses his/her severely challenged status, it is legally possible to include this person in the list for severely challenged persons three months after the ID has expired.

To do this, delimit the infotype record using a date that is three months after the ID card’s expiration date.

Issuing Authority

This set of data contains information on the authorities that issue the challenge certificates.

Second Issuing Authority

If a second issuing authority has also issued a challenge certificate for the person concerned, then you can also store details on the second issuing authority in this infotype. Make entries in the same fields for this issuing authority as for the first issuing authority.

Personal Data infotype 0002

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The Personal Data (0002) infotype stores data for identifying an employee/applicant.

The Personal Data (0002) infotype has the time constraint 1, which means that an infotype data record must exist in the system at all times as of the date on which the employee is active in the company.

The validity start for the first record of the infotype Personal Data (0002) is determined from the employee’s/applicant’s date of birth.

Marital Status/Religion

Because the individual family members do not have to be recorded in the system, a check is not run to see whether the number of children entered in the infotype Family/Related Person (0021) corresponds with the number of children entered in the field No. children in the infotype Personal Data (0002).

Country-Specific Features

Great Britain:
Personal Data (Infotype 0002): National Features Great Britain Ireland:
Personal Data (Infotype 0002): National Features Ireland Argentina:
Personal Data (Infotype 0002): Country Specific Features Argentina Netherlands:
Personal Data (Infotype 0002): Country Specific Features Netherlands South Africa:
Personal Data (Infotype 0002): National Features SA

Family/Related Person Infotype 002

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You store the employee’s family members as well as other related persons In the Family/Related Person infotype (0021).

The standard system contains the following relation types:

Subtype 1: Spouse

Subtype 2: Child

Subtype 3: Legal guardian

Subtype 4: Testator

Subtype 5: Guardian

Subtype 6: Step child

Subtype 7: Emergency contact

Subtype 8: Related persons

Subtype 10: Divorced spouse

Personal Data

Using the employee data, the system defaults entries for the following fields:

Last name

Gender

Name prefix (if necessary)
Nationality

You can change these default values as required.

Country-Specific Features

Argentina:
Family/Related Person (Infotype 0021): Country Specific Features Argentina Brazil:
Infotype 0397: Family/Related Person (Brazil) Japan:
Family/Related Person (Infotype 0021): Country Specific Features Japan Mexico:
Family/Related Person Infotype (0021): Country Specific Features Mexico Austria:
Family/Related Person Infotype (0021) (Austria) Switzerland:
Family/Related Person Infotype (0021) (Switzerland)

Internal Medical Service Infotype 0028

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In the Internal Medical Service infotype (0028), you can store the results and data referring to an employee’s medical examination.

Subtypes are used to differentiate between internal medical services. The standard system contains the following examination types:

Subtype 0001: General data

Subtype 0002: Habits

Subtype 0003: Dermatological examination

Subtype 0004: Reproductive organs and urinalysis

Subtype 0005: Endocrinological examination

Subtype 0006: Digestive tract

Subtype 0007: Mobility

Subtype 0008: Blood circulation

Subtype 0009: Respiratory system

Subtype 0010: Ear examination - noise

Subtype 0011: Hearing test

Subtype 0012: Nervous system

Subtype 0013: Eye examination

Subtype 0014: Systematic illnesses

Subtype 0020: Consultation hours

Subtype 0030: Occupational accidents and illnesses

Subtype 0031: Occupational accidents and illnesses

Subtype 0040: Accidents and illnesses

Subtype 0050: Attendance

Subtype 0100: Legal considerations

Examination Data

When you edit a data record in the Internal Medical Service infotype (0028), the system proposes several Examination areas for each examination type.

Enter the results of the individual findings for the appropriate examination area in the field Value for the Examination area that you wanted to valuate.

You can only enter numeric values in the field Value.

Slide Show on HR

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Where can I get the Slide show on “SAP HR” to give the Presentation to Client in USA - Client has not implemented HR module of SAP.

HR Implementors in USA

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Where can I find a list of all SAP HR Implementers in North America. I am looking for a comprehensive list of companies which have implemented SAP HR in USA.

NEW ABAP OO Workflow Programming course is released

2009-01-02T14:38:00.001+05:30

SAP Business Workflow – Advanced Programming with ABAP OO

As Workflow moves towards ABAP OO programming to enhance and eventually replace the Business Objects, this is becoming a must for all workflow consultants and developers.

This is presently a one day course to be taken either by experienced workflow consultants or, in addition, by those who have attended the BIT610 standard workflow programming course.

The course is run on Web AS 6.20 and has the following prerequisites: BIT600, BIT601, BIT610 and BC400 & BC401

After completing this course, you will be able to:

Identify all points in the workflow system at which programming is possible or necessary.
Create your own classes and use them in the workflow architecture
Use Container Parameter Interface as the new application programming interface (API) for workflow related functions (check, receiver type, and so on)

The course is hands on and involves:

Creating a Class with Instance Handling
Creating Attributes for Workflow Class
Creating Methods for Workflow Class
Creating Exception and Event Handling for Classes
Creating and Test Workflow Functions with ABAP Classes

HR Recruitment Grouping of Applicant Data

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Use

Before you can create or edit existing data records on an applicant, you must know the names of the infotypes in which they are grouped. Otherwise it is not possible to access specific data records or indeed store data in the correct place in the system.

Integration

The Recruitment infotypes

Many of the infotypes used in Personnel Administration are also used in Recruitment:

Organizational Assignment (infotype 0001)

Personal Data (infotype 0002)

Addresses (infotype 0006)

Education (infotype 0022)

Other/Previous ERs (infotype 0023)

Qualifications (infotype 0024)

Bank Details (infotype 0009)

If necessary you can also use other Personnel Administration infotypes

Features

In addition to these Personnel Administration infotypes, Recruitment also has some infotypes of its own that can be used specially for applicants:

Applicant Actions (infotype 4000)

Applications (infotype 4001)

Vacancy Assignment (infotype 4002)

Applicant Activities (infotype 4003)

Applicant's Pers. No. (infotype 4005)

Status of Applicant Activities (infotype 4004)

Employee’s Applicant Number (infotype 0139)

Applications HR Recruitment Grouping of Applicant Data - (infotype 4001)

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Definition

The Applications infotype (4001) is used to store information on whether an application was made in response to an advertisement, or is an unsolicited application.

Use

A new data record of the Applications infotype (4001) is created for every application received from an applicant. Each record is linked to a specific point in time, that is, the start and end date of the record contain the date on which the application was received.

The time constraint for this infotype is 3.

Applicant Actions HR Recruitment Grouping of Applicant Data - (Infotype 4000)

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Definition

The Applicant Actions infotype (4000) serves as a record of all applicant actions carried out for an applicant. These applicant actions might be:

Data entry procedures (e.g. Initial entry of basic data, Enter additional data)
Procedures which change the overall status of the applicant (e.g. Reject applicant, Put applicant on hold)

Use

The most important piece of information contained in this infotype is the applicant's overall status (e.g. processing, on hold, rejected). This depends on the last action performed for the applicant. If, for example, the action type Put applicant on hold is performed, the applicant is assigned the overall status on hold. In the standard SAP system, a new record is created in the Applicant Actions infotype (4000) for every action type performed for an applicant.

In addition to data on the action type that was performed, the Applicant Actions infotype (4000) also contains information on whether or not an applicant has been recommended by an employee (reference employee). If this is the case, you can store the name of the reference employee in a text not used in evaluations.

The time constraint for this infotype is 1.

Vacancy Assignment HR Recruitment Grouping of Applicant Data - (infotype 4002)

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Definition

You use the Vacancy Assignment infotype (40029 to enter the names of the vacancies to which the applicant has been assigned.

Use

Assign the applicant to a vacancy. The applicant will then be included in the selection procedure for this vacancy. The status of the applicant’s vacancy assignment shows where the applicant is in the selection procedure.

You can assign one applicant to the selection procedures for several vacancies. If you do this, you have to assign different priorities to the vacancy assignments. There must also be a vacancy assignment status for each assignment for the applicant.

The time constraint for this infotype is 2.

Applicant’s Personnel Number HR Recruitment Grouping of Applicant Data - (infotype 4005)

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Definition

You use the Applicant’s Personnel Number infotype (4005) to enter an internal applicant’s personnel number.

Use

The system enters this number automatically in the corresponding Applicant’s Personnel Number infotype (4005) for all internal applicants. This means that it contains a data record for each internal applicant.

The time constraint for this infotype is B.

Applicant Activities HR Recruitment Grouping of Applicant Data - (infotype 4003)

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Definition

You use the Applicant Activities infotype (4003) to enter the activities that have been created for an applicant.

Use

Activities carried out for an applicant within a selection procedure are entered, logged and planned in the Recruitment system by means of applicant activities. In other words, applicant activities are administrative stages through which an applicant passes during the course of the application procedure. Correspondence with applicants is also handled by means of applicant activities.

You can only display applicant activities in applicant master data (you cannot edit them here). To create or change applicant activities, choose Applicant activity ® Maintain.

The time constraint for this infotype is 3.

Status of Applicant Activities HR Recruitment Grouping of Applicant Data - (infotype 4004)

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Definition

You use the Status of Applicant Activities infotype (4004) to specify the following for an applicant:

Whether any planned activities exist for this applicant

Whether any recurring tasks have to be performed (such as sending a message, or printing a letter)

Use

Each applicant has one Status of Applicant Activities (4004) infotype record. This is created and updated automatically.

The Status of Applicant Activities infotype (4004) contains data that is required for running certain reports (for example, reports that affect recurring tasks).

Employee’s Applicant Number HR Recruitment Grouping of Applicant Data - (infotype 0139)

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Definition

The Employee’s Applicant Number infotype (0139) is used to store an employee’s applicant number.

Education HR Recruitment Grouping of Applicant Data - (infotype 0022)

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Definition

You can store an employee or applicant’s educational details in infotype Education (0022).

Use

If you want to depict an employee or applicant’s complete educational history, create the infotype record with the relevant educational period.

Enter the following data for each educational history:

Educational establishment (e.g. primary school, college)
Name and location of the relevant educational establishment (e.g. Boston College)
The country in which the educational institute is located

Note that the system checks the applicant or employee’s certificate against the type of educational establishment attended to make sure they match up.

In addition, you can enter the duration of study and the applicant/employee’s major and minor courses of study.

Note that the system checks the applicant or employee’s major and minor courses of study against the type of educational establishment attended to make sure they match up.

If you have made the appropriate system settings, the system automatically determines the appropriate educational group for the educational details you entered. The education group structures the employee/applicant’s education types into different groups.

SAP HR Recruitment Editing of Applicant Data

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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

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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

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

2008-09-12T13:57:00.001+05:30

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

Call up the input help in the Applicant number field.

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.

Choose Start search.

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

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

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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

2008-09-12T13:56:00.001+05:30

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

Choose Applicant master data

Maintain.

The Maintain Applicant Master Data screen appears.

In the Applicant number field, enter the desired number.

Select the Addresses infotype, and choose Edit

Change.

The Change Addresses (infotype 0006) screen appears.

Make the required changes.

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

2008-09-12T13:55:00.000+05:30

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

Choose Applicant master data

Maintain.

The Maintain Applicant Master Data screen appears.

In the Applicant number field, enter the desired number.

Select the Addresses infotype and choose Edit

Create.

The Create Addresses (infotype 0006) screen appears.

In the From field, enter the date as of which the new address is valid.

Specify the Address type, and enter the applicant's new address.

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

2008-09-12T13:54:00.003+05:30

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

Choose Applicant master data

Maintain.

The Maintain Applicant Master Data screen appears.

In the Applicant number field, enter the desired number.

Select the Vacancy assignment infotype, and choose Edit

List.

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

Select the vacancy assignment you want to delete, and choose Edit

Delete.

The Delete Vacancy Assignment (infotype 4002) screen appears.

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

2008-09-12T13:54:00.001+05:30

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

Choose Applicant master data

Maintain.

The Maintain Applicant Master Data screen appears.

In the Applicant number field, enter the desired number.

Select the Bank Details infotype, and choose Edit

Create.

The Create Bank Details (infotype 0009) screen appears.

Enter the applicant's bank details.

Save your entries.

Result

You have entered the applicant's bank details.

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

2008-09-12T13:53:00.002+05:30

Choose Applicant master data

Display.

The Display Applicant Master Data screen appears.

In the Applicant number field, enter the desired number.

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

2008-09-12T13:53:00.001+05:30

Choose Applicant master data

Delete.

The Delete Applicant Master Data screen appears.

Enter the desired applicant number in the Applicant number field, and choose Edit

Execute.

The Delete Applicant Master Data screen appears.

To select all infotype records stored on this applicant, choose Edit

Select all.

Choose Applicant master data

Delete.

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

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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

2008-09-12T13:51:00.000+05:30

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

2008-08-09T12:00:00.004+05:30

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

2008-08-09T12:00:00.003+05:30

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

2008-08-09T12:00:00.001+05:30

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

Carry out the first seven steps in

Entering Basic Data on an External Applicant

Choose Edit

Put on hold

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

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

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Choose Applicant master data

Maintain.

The Maintain Applicant Master Data screen appears.

In the Applicant number field, enter the desired number.

Select Vacancy Assignment,and choose Edit

Change.

The Change Vacancy Assignment (infotype 4002) screen appears.

If the vacancy you want is not displayed, choose Goto

Previous record

or Goto

Next record

to scroll to the vacancy in question.

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

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

2008-08-09T11:59:00.001+05:30

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

Carry out the first seven steps in

Entering Basic Data on an External Applicant

Choose Edit

Reject applicant

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.

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

2008-08-09T11:58:00.000+05:30

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

Choose

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.

Applicant master data

Bulk processing

Vacancy assignment list to reject an applicant who is assigned to a vacancy.

The Vacancy Assignments screen appears.

Enter any relevant selection criteria, and choose Execute.

A second Applicants by Action or Vacancy Assignments screen appears.

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

The Change Overall Status dialog box appears.

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.

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

Choose

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.

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.

Enter any relevant selection criteria, and choose Execute.

A second Applicants by Action or Vacancy Assignments screen appears.

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

The Change Overall Status dialog box appears.

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.

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

2008-08-09T11:57:00.000+05:30

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

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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

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.

Select the applicant you want to set to In process and choose Edit

® Change overall status

The Change Overall Status dialog box appears.

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

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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

Choose Applicant master data

Bulk processing

Vacancy assignment list.

The Vacancy Assignments screen appears.

Make the following entries in the fields:

Enter

in the Status (overall) field.

In the Vacancy field, enter the vacancy for which you want to offer the applicant a contract.

Choose Execute.

The Vacancy Assignments screen appears.

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

The Change Overall Status dialog box appears.

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

The Maintain Vacancy Assignments screen appears.

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.

Enter 5 (for Contract offered) in the Vacancy assignment status field and choose Continue.

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.

Enter the desired status (usually 3 for On hold) in the Vacancy assignment status field and choose Continue.

Save your entries.

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.

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

The Vacancy Assignment Status dialog box appears.

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.

Save your entries.

Choose Back.

The View: Change Vacancy detail screen appears.

Enter a percentage approved, percentage reserved and staffing percentage.

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

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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

Choose Applicant master data

Bulk processing

Vacancy assignment list.

The Vacancy Assignments screen appears.

Make the following entries in the fields:

Enter

in the Status (overall) field.

In the Vacancy field, enter the vacancy for which the applicant refused a contract.

Choose Execute.

The Vacancy Assignments screen appears.

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

The Change Overall Status dialog box appears.

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

The Maintain Vacancy Assignments screen appears.

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

The Change Vacancy Assignment Status dialog box appears.

Enter 6 in the Vacancy assignment status field and, if necessary, a status reason, and choose Continue.

Save your entries.

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.

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

The Change Vacancy Assignment Status dialog box appears again.

Enter the desired status (usually 1 for Processing) in the Vacancy assignment status field, and choose Continue.

Save your entries.

Choose Back.

The View: Change Vacancy detail screen appears.

Enter a percentage approved, percentage reserved and staffing percentage.

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

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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

Choose Applicant master data

Applicant actions.

The Applicant Actions screen appears.

In the Applicant number field, enter the desired number.

Select the action Prepare for hiring and choose Choose.

The Copy Applicant Actions (Infotype 4000) screen appears.

Save your entries.

The Maintain Vacancy Assignments screen appears.

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

The Change Vacancy Assignment Status dialog box appears.

Enter 2 (for To be hired) in the Vacancy assignment status field, and choose Continue.

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.

Enter 4 in the Vacancy assignment status field and if necessary a status reason, and choose Continue.

Save your entries.

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.

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

The Change Vacancy Assignment Status dialog box appears again.

Enter the desired status (possibly 4 for Rejected) in the Vacancy assignment status field and, if necessary, a status reason, and choose Continue.

Save your entries.

Choose Back.

The View: Change Vacancy detail screen appears.

Enter a percentage approved, percentage reserved and staffing percentage.

Save your entries.

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.

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

2008-08-09T11:53:00.000+05:30

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

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

The selection screen of the report in question appears.

Enter the appropriate selection criteria.

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

2008-08-09T11:52:00.002+05:30

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

Choose Applicant master data

Bulk processing

Applicant statistics.

The Applicant Statistics screen appears.

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

Position the cursor on the number of applicants whose overall status is Rejected and choose Goto

Activity statistics.

The Activity Type dialog box appears.

Select the activity type Rejection letter, and choose Continue.

The system displays activity statistics for the activity Rejection letter.

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.

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.

Choose Edit

Create planned activity

The system displays a window entitled Create Planned Activity.

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.

Choose Transfer.

Save your entries.

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

The system again displays the list of applicants' names.

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

Choose Back.

The system displays activity statistics for the Rejection letter activity.

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.

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.

Select the applicant whose activity data you want to change, and choose Goto

Activity.

The Maintain Applicant Activities screen appears.

Select the planned activity Rejection letter, and choose Edit

Change activity.

The Create Planned Activity dialog box appears.

Enter your data as required. If necessary, change the standard text assigned by choosing Change letter.

Choose Transfer.

Save your entries.

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

The system again displays the list of applicants' names.

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

2008-08-09T11:52:00.001+05:30

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

Choose Applicant master data

Bulk processing

Applicant statistics.

The Applicant Statistics screen appears.

Enter the key(s) of the educational institution(s) in the Institute/school field.

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:

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:

Choose Bulk processing.

The system displays the list of applicants' names again.

Select the applicants whose status you want to change.

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

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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

Choose Advertising

Vacancy

Evaluate

The Vacancies screen appears.

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

The Evaluate Vacancies screen appears.

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

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.

Select the activity type Rejection letter, and choose Continue.

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

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.

Select an applicant, and choose Goto

Activity.

The Maintain Applicant Activities screen appears.

Choose Edit

Create planned activity

The system displays a window entitled Create Planned Activity.

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.

Choose Transfer.

Save your entries.

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

The list of applicants' names appears.

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

Choose Back.

The system displays activity statistics for the Rejection letter activity.

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.

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.

Select the applicant whose activity data you want to change, and choose Goto

Activity.

The Maintain Applicant Activities screen appears.

Select the planned activity Rejection letter, and choose Edit

Change activity.

The Create Planned Activity screen appears.

Enter your data as required and, if necessary, create an individual letter for the applicant using the Change letter function.

Choose Transfer.

Save your entries.

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

The system again displays the list of applicants' names.

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

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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

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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

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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

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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

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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

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

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

Enter the appropriate selection criteria.

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.

Creating a List of Applicants by Action in SAP HR

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It is your job as a personnel officer to enter additional data on all applicants who are assigned to you, and who are ‘in process’. The report Applicants by Action enables you to select all applicants currently being processed who are assigned to you. You can then access individual applicants directly from the list to enter additional data.

Creating a List of All Applicants Currently Being Processed and Assigned to a Personnel Officer

Choose Applicant master data

Bulk processing

Receipt of application.

The Applicants by Actions screen appears.

In the Applicant action field, enter all the keys for the Initial entry of basic data actions.

The Receipt of application field displays the current date as a default. Overwrite this, or delete it, if necessary.

The Status (overall) field displays the value 1 (for In process) as a default.

You have now delimited the number of applicants listed to those currently being processed for whom the Initial entry of basic data action has been performed.

Enter your ID in the Personnel officer field if the system has not already entered it as a default.

You have now further delimited the number of applicants displayed to those assigned to you.

Choose Program

Execute.

Result

The system displays the desired list.

Entering Additional Data on Individual Applicants

The system displays the Applicants by Action screen, accessed after step 4 of the procedure described above.

Select the desired applicant, and choose Edit ® A dditional data.

The Enter Additional Data screen appears.

Enter the additional data on the applicant.

Save your entries.

The Applicants by Actions screen appears.

Repeat steps 1 to 3 until you have entered additional data on all the applicants listed.

Applicants who have already been processed are highlighted in color.

Result

Additional data is entered on all the applicants selected in the first part of the procedure.

The Applicants by Name Report Example in SAP HR

2008-08-06T11:24:00.002+05:30

As personnel officer, you are responsible for all applicants whose names begin with the letters A-K. The Applicants by Name report enables you to select all the applicants in this group.

Country-specific details: Japan

You want to check how many applicants from a specific university filed an application within a given period. The report displays all the applicants with their educational details for the period specified.

The Applications Report Example in SAP HR

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You have published a job advertisement. Four weeks after publication, you would like to know which applications have been received. The Applications report enables you to select all applicants who have replied to an advertisement by a certain key date.

The Applicants by Action Report Example in SAP HR

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The Vacancy Assignments Report Example in SAP HR

2008-08-06T11:23:00.001+05:30

You would like to know which applicants are still being processed for a particular vacancy. The Vacancy Assignments report enables you to select the relevant applicants.

The Applicants' Education and Training Report: Example in SAP HR

2008-08-06T11:22:00.002+05:30

You would like to know which of the applicants who applied in response to a certain job advertisement have a chemistry diploma. The Applicants' Education and Training report enables you to select the relevant applicants.

Showing posts with label Creating a List. Show all posts The Maintain Vacancy Assignments Report: Example in SAP HR

2008-08-06T11:22:00.001+05:30

As line manager for a particular vacancy, you have checked several applications for the vacancy and found that some are not suitable. The report Maintain Vacancy Assignments enables you to reject all applicants who are not suitable for the vacancy.