Storage Within Recruitment (PA-RC) SAP HR Recruitment Applicant Administration

Use

Within Recruitment (PA-RC), the storage functions provided by SAP ArchiveLink facilitate the use of content servers to store copies of incoming applicant documents, such as letters of application, resumes, and certificates. Any number of documents can be stored for each applicant.

Thus, a personnel officer, for example, can easily display a training certificate or resume, check an applicant’s aptitude, and even make an initial selection. He or she can then forward the stored documents to the line manager, who checks the applications once again and invites an applicant to an interview, rejects an applicant, or puts an applicant on hold.

This greatly accelerates the time-consuming process of several personnel officers and line managers checking application documents to determine the applicant’s aptitude. Furthermore, important application documents cannot be lost because they are stored centrally. There is no need to waste time searching through different files at various locations.

Prerequisites

Technical Implementation (PA-RC)

An external scanner is used to import written documents into the system. The scanner communicates with SAP ArchiveLink. Individual documents are assigned to an applicant using the applicant number. It is also possible to assign specific document types directly to an applicant infotype. To do this, you must use Customizing to link the document types in question to the appropriate infotype.

The standard system includes the following document types for Recruitment:

Name of document type	Document type	Object type	Document class	Infotype
Written application	HRIAPPLICA	PAPL	FAX	4001
Qualifications of applicant	HRICERTAPL	PAPL	FAX
Training certificate for applicant	HRIDIPLAPL	PAPL	FAX	0022
Reference for applicant	HRIREFEAPL	PAPL	FAX
Applicant’s resume	HRIRESUAPL	PAPL	FAX

You can activate and deactivate the authorization check function for individual document types.

Preparation and Customizing (PA-RC)

In Recruitment, Customizing for SAP ArchiveLink is divided into the following areas:

General Customizing

To make general settings for storing data, please see the customizing section.

Application-Specific Customizing

To make application-specific settings for storing data in Recruitment, please see the Implementation Guide for Personnel Administration:

Personnel Administration ® Tools ® Optical Archiving

SAP recommends that you start the ten-character, alphanumeric, document type ID with HRIxxxxxxx (x = characters that you can define as required).

Features

Within Recruitment (PA-RC), the following storage scenarios are supported by SAP ArchiveLink:

Store for subsequent entry (PA-RC)

Assign then store (PA-RC)

Store and enter (PA-RC)

If application documents are assigned then stored, SAP recommends that you use a bar code. For this reason, the following example illustrates how to assign then store with bar code. However, it is also technically possible to store without a bar code (that is, you can use the "assign then store" scenario).

Activities

Storage

Please see "Features".

Display

You can display documents stored for an applicant as follows:

• You can display documents from most applicant lists and statistics, such as applicants by name or applications.

Display documents using applicant lists (PA-RC)

You can display application documents from any screen concerned with displaying and maintaining applicant master data. If you call up the maintenance or display mode for a particular infotype, you can also display just those document types that are assigned to the infotype in question.

Display all documents for an applicant (PA-RC)

Display all documents for an infotype assigned to an applicant (PA-RC)

Assign Docs to Applicant During Initial Data Entry SAP HR Recruitment Applicant Administration

You can only use this procedure if the document type to be processed is linked to infotype 4001 Applications.

Procedure

If you want to assign a document to an applicant during initial data entry, proceed as follows.

1. On the SAP R/3 System screen, choose Office
® Inbox.

This takes you to the initial screen of your integrated inbox.

2. Use the appropriate function to choose the list that you require.

The system displays the applicant documents sent to you by the scanning department.

3. Select a document and choose Document
® Execute.

The Process Document Type dialog box is displayed. Check that the document type in this dialog box is correct. The Change function enables you to change the current assignment. The Create function enables you to assign the document to another document type.

4. Place the cursor on the document type you want to process and choose Process.

This accesses the Initial Entry of Basic Data screen because the document type is linked to infotype 4001 Applications.

5. Maintain the basic data.
6. Save your entries.

A message informs you that the facsimile has been processed and stored successfully.

7. Confirm the message.

Result

The document is assigned to the applicant. At the same time, basic data is entered for the applicant.

Assign Docs to Applicant After Initial Data Entry SAP HR Recruitment Applicant Administration

Prerequisites

You can only use this procedure if the document type to be processed is not linked to infotype 4001 Applications, and if the applicant data is already in the system.

Procedure

If you want to assign a document to an applicant after initial data entry, proceed as follows.

1. On the SAP R/3 System screen, choose Office
® Inbox.

This takes you to the initial screen of your integrated inbox.

2. Use the appropriate function to choose the list that you require.

The system displays the applicant documents sent to you by the scanning department.

3. Select a document and choose Document
® Execute.

The Process Document Type dialog box is displayed. Check that the document type in this dialog box is correct. The Change function enables you to change the current assignment. The Create function enables you to assign the document to another document type.

4. Place the cursor on the document type you want to process and choose Process.

The Enter Applicant Number dialog box is displayed.

5. Enter the applicant number and choose Continue.

This accesses the entry screen of the infotype linked to the document type you have chosen, or the Maintain Applicant Master Data screen.

6. Maintain the applicant’s infotype record as required.
7. On the infotype entry screen, choose Environment
® Assign facsimile.

The Assign Facsimile dialog box is displayed containing information on the current assignment, such as the document type and applicant number.

8. Enter the date of origin, if necessary, and choose Continue.

The Confirm Assignment of Facsimile dialog box is displayed.

9. Confirm the assignment.

A message informs you that the facsimile has been processed and stored successfully.

10. Confirm the message.
11. If you have made changes, save the infotype record.

Result

The document is assigned to the applicant.

Assign Docs to App. During Initial Data Entry SAP HR Recruitment Applicant Administration

If you assign documents to an applicant during initial data entry, the assignment is effected at the same time that the basic applicant data is entered. The way in which basic applicant data is entered in the system depends on whether the applicant is internal or external.

• If you want to enter data for an internal applicant, the system uses the applicant’s existing personnel number to write certain default values, such as the applicant’s name and address, to the appropriate fields. You can overwrite these values as necessary.

Assign documents to an internal applicant during initial data entry (PA-RC)

• If you want to enter data for an external applicant, you must enter all of the applicant data yourself.

Assign documents to an external applicant during initial data entry (PA-RC)

Assign Docs to Int. App. During Initial Data Entry SAP HR Recruitment Applicant Administration

Procedure

If you want to assign a document to an internal applicant during initial data entry, proceed as follows.

1. On the SAP R/3 System screen, choose Human resources
® Personnel management ® Recruitment, and then Appl. master data ® Initial data entry.

This takes you to the Initial Entry of Basic Data screen.

• If the application is in response to a particular job advertisement, enter data in the Applicant group, Applicant range, Personnel area, Personnel subarea, Personnel number, and Advertisement fields.
• If the application is unsolicited, enter data in the Applicant group, Applicant range, Personnel area, Personnel subarea, Personnel number, and Unsolicited application group fields.

When you maintain the Applicant group field, you must choose a group that is assigned to applicant class P (internal applicant).

2. Confirm your entries.

If the applicant is a multiple applicant, the system accesses the Further Application action automatically.

The system suggests default values for the Personal data, Address, and Personnel officer fields.

3. Overwrite the default values retrieved by the system, if necessary.
4. Enter further applicant data, if necessary.
5. If you want to enter further data for a particular infotype, select its Further data checkbox.
6. If you want to assign documents to an applicant during initial data entry, select the Assign facsimiles checkbox.
7. Save your entries.

If you selected the Further data and Assign facsimiles checkboxes, the system accesses the required infotype screen. Go to step 8.

If you only selected the Assign facsimiles checkbox, the Document Type dialog box is displayed. Go to step 10.

8. Enter data for the infotype displayed.
9. Save your entries.

If you selected the Further data checkbox for more than one infotype, the system accesses the next infotype that you require. Keep repeating steps 8 and 9 until you have processed all of the infotypes that you selected.

If you selected the Further data and Assign facsimiles checkboxes, the Document Type dialog box is displayed. Go to step 10.

10. Place the cursor on the document type you require and choose Copy.

The Assign Facsimile dialog box is displayed.

11. Enter the date of origin, if necessary, and choose Continue.

The Confirm Assignment of Facsimile dialog box is displayed.

12. Confirm the assignment.

The Enter Bar Code dialog box is displayed.

13. Stick a bar code on the original document and use an optical scanner to read it into the system.
14. Choose Continue.

The Assign Facsimiles dialog box is displayed.

15. Specify whether you want to assign more documents to the applicant.

If you want to assign more documents, the Document Type dialog box is displayed again. Keep repeating steps 11 to 16 until you have assigned all required documents to the applicant.

If you do not want to assign any more documents, you return to the Initial Entry of Basic Data screen.

Result

You have entered basic data on an internal applicant. The applicant is assigned one or more bar codes which can then be used when the application documents are entered in the system.

Assign Docs to Ext. App. During Initial Data Entry SAP HR Recruitment Applicant Administration

Procedure

If you want to assign a document to an external applicant during initial data entry, proceed as follows.

1. On the SAP R/3 System screen, choose Human resources
® Personnel management ® Recruitment, and then Appl. master data ® Initial data entry.

This takes you to the Initial Entry of Basic Data screen.

2. Enter data in the Applicant group, Applicant range, Personnel area, Personnel subarea, Last name, First name and, if necessary, Date of birth fields.

When you maintain the Applicant group field, you must choose a group that is assigned to applicant class AP (external applicant).

3. Confirm your entries.

If the system already contains data on a former employee or applicant with the same name, go to step 4.

If the system does not contain data already on a former employee or applicant with the same name, go to step 7.

4. Check the entries in the lists by choosing
Display.

If one of the former employees or applicants is the same applicant that you are currently processing, go to step 5.

If none of the former employees or applicants is the same applicant that you are currently processing, go to step 7.

5. Place the cursor on the applicant you have identified and choose Person recognized.

If the applicant is a multiple applicant, the system accesses the Further Application action automatically.

The system suggests default values for the Organizational assignment, Personal data, and Address fields.

The organizational assignment defaults are taken from the applicant’s former application.

6. Overwrite the default values retrieved by the system, if necessary.
7. Maintain the remaining required fields, and the optional fields if necessary.
8. If you want to enter further data for a particular infotype, select its Further data checkbox.
9. If you want to assign documents to an applicant during initial data entry, select the Assign facsimiles checkbox.
10. Save your entries.

If you selected the Further data and Assign facsimiles checkboxes, the system accesses the required infotype screen. Go to step 11.

If you only selected the Assign facsimiles checkbox, the Document Type dialog box is displayed. Go to step 13.

11. Enter data for the infotype displayed.
12. Save your entries.

If you selected the Further data checkbox for more than one infotype, the system accesses the next infotype that you require. Keep repeating steps 11 and 12 until you have processed all of the infotypes that you selected.

If you selected the Further data and Assign facsimiles checkboxes, the Document Type dialog box is displayed. Go to step 13.

13. Place the cursor on the document type you require and choose Copy.

The Assign Facsimile dialog box is displayed.

14. Enter the date of origin, if necessary, and choose Continue.

The Confirm Assignment of Facsimile dialog box is displayed.

15. Confirm the assignment.

The Enter Bar Code dialog box is displayed.

16. Stick a bar code on the original document and use an optical scanner to read it into the system.
17. Choose Continue.

The Assign Facsimiles dialog box is displayed.

18. Specify whether you want to assign more documents to the applicant.

If you want to assign more documents, the Document Type dialog box is displayed again. Keep repeating steps 13 to 18 until you have assigned all required documents to the applicant.

If you do not want to assign any more documents, you return to the Initial Entry of Basic Data screen.

Result

You have entered basic data on an external applicant. The applicant is assigned one or more bar codes which can then be used when the application documents are entered in the system.

Assign Docs to Applicant After Initial Data Entry SAP HR Recruitment Applicant Administration

Procedure

If you want to use the "assign then store with bar code" scenario to assign a document to an applicant after initial data entry, proceed as follows.

1. On the SAP R/3 System screen, choose Human resources
® Personnel management ® Recruitment, and then Appl. master data ® Maintain.

This takes you to the Maintain Applicant Master Data screen.

2. Enter the applicant number.
3. Choose Extras
® Assign facsimile.

The Document Type dialog box is displayed.

4. Place the cursor on the document type you require and choose Copy.

The Assign Facsimile dialog box is displayed containing information on the current assignment, such as the document type, infotype, and applicant number.

5. Enter the date of origin, if necessary, and choose Continue.

The Confirm Assignment of Facsimile dialog box is displayed.

6. Confirm the assignment.

The Enter Bar Code dialog box is displayed.

7. Stick a bar code on the original document and use an optical scanner to read it into the system. Choose Continue.

A message informs you that the bar code has been assigned successfully.

8. Forward the original document to the scanning department.

The bar code creates the link between the document and the infotype. When the document is scanned into the system, the scanner reads the bar code number and assigns it to a document type and infotype accordingly.

Result

The document is assigned to an applicant and provided with a bar code.

Store and Enter (PA-RC) SAP HR Recruitment Applicant Administration

Use

The only difference between the "store and enter" and "store for subsequent entry" scenarios is that the former requires the appropriate personnel officer to scan the incoming document into the system directly. The inbox is not used.

Store for subsequent entry (PA-RC)

Activities

There are two ways of assigning a document to an applicant using the "store and enter" scenario:

Assign documents to an applicant during initial data entry (PA-RC)

Assign documents to an applicant after initial data entry (PA-RC)

Assign Docs to Applicant During Initial Data Entry SAP HR Recruitment Applicant Administration

Prerequisite

You can only use this procedure if the document type to be processed is linked to infotype 4001 Applications.

Procedure

If you want to assign a document to an applicant during initial data entry, proceed as follows.

1. Scan the incoming document into the system.
2. On the SAP R/3 System screen, choose Office
® Business Documents ® Documents ® Move.

The system displays a list of all presettings.

3. Place the cursor on the required presetting and choose Edit ® Choose.

A list is displayed of document types defined for this setting.

4. Place the cursor on the appropriate document type and choose Edit ® Choose.

The system requires you to confirm the scanned document’s assignment to the chosen document type. Confirm the assignment. Once the link has been created, the document is deleted from the scan queue.

This accesses the Initial Entry of Basic Data screen because the document type is linked to infotype 4001 Applications.

5. Maintain the basic data.
6. Save your entries.

A message informs you that the facsimile has been processed and stored successfully.

7. Confirm the message.

Result

The document is assigned to the applicant. At the same time, basic data is entered for the applicant.

Assign Docs to Applicant After Initial Data Entry SAP HR Recruitment Applicant Administration

Prerequisite

You can only use this procedure if the document type to be processed is not linked to infotype 4001 Applications, and if the applicant data is already in the system.

Procedure

If you want to assign a document to an applicant after initial data entry, proceed as follows.

1. Scan the incoming document into the system.
2. On the SAP R/3 System screen, choose Office
® Business Documents ® Documents ® Move.

The system displays a list of presettings.

3. Place the cursor on the required presetting and choose Edit ® Choose.

A list is displayed of document types defined for this setting.

4. Place the cursor on the appropriate document type and choose Edit ® Choose.

The system requires you to confirm the scanned document’s assignment to the chosen document type. Confirm the assignment. Once the link has been created, the document is deleted from the scan queue.

The Enter Applicant Number dialog box is displayed.

5. Enter the applicant number and choose Continue.

This accesses the entry screen of the infotype linked to the document type you have chosen, or the Maintain Applicant Master Data screen.

6. Maintain the applicant’s infotype record, if necessary.
7. On the infotype entry screen, choose Environment
® Assign facsimile.

The Assign Facsimile dialog box is displayed containing information on the current assignment, such as the document type and applicant number.

8. Enter the date of origin, if necessary, and choose Continue.

The Confirm Assignment of Facsimile dialog box is displayed.

9. Confirm the assignment.

A message informs you that the facsimile has been processed and stored successfully.

10. Confirm the message.
11. If you have made changes, save the infotype record.

Result

The document is assigned to the applicant.

Display Documents Using Applicant Lists (PA-RC) SAP HR Recruitment Applicant Administration

Note

You can display documents from any list or statistic (such as Applicants by name and Applications) in which individual applicants are listed.

Procedure

If you want to use applicant lists to display documents stored for an applicant, proceed as follows.

1. On the SAP R/3 System screen, choose Human resources
® Personnel management ® Recruitment, and then Reporting ® Report selection.

This accesses the Report Tree: Initial Screen.

2. Enter the required report tree and choose Report tree ® Display.

This takes you to the Display Report Tree screen.

3. Place the cursor on the Personnel Management sub-tree and choose Edit ® Expand sub-tree.

You can also save the Recruitment sub-tree as your initial screen. To do this, place the cursor on Recruitment and choose Edit ® Set focus. Then choose Settings ® Define initial position. The next time you access the report tree for Personnel Management, the Recruitment sub-tree is displayed immediately.

4. Underneath Recruitment, select Applicants and choose Nodes ® Execute.
5. Place the cursor on the report that you require and choose Nodes ® Execute.

This takes you to the initial screen of the chosen report.

6. Enter your selection criteria, if necessary, and choose Program ® Execute.

The system displays a list of applicants who meet the selection criteria.

7. Place the cursor on the applicant whose documents you want to display and choose Environment
® Display facsimiles.

The system displays a list of all documents stored for the applicant.

8. Select the required document types and choose Display facsimiles.

Result

The system displays the documents for the applicant you selected.

Display all Docs for IT Assigned to App. (PA-RC) SAP HR Recruitment Applicant Administration

Procedure

If you want to display all of the documents stored for a particular infotype assigned to an applicant, proceed as follows.

1. On the SAP R/3 System screen, choose Human resources
® Personnel management ® Recruitment, and then Appl. master data ® Display.

This takes you to the Display Applicant Master Data screen.

2. Enter an applicant number.
3. Select the required infotype and choose Display.

An infotype record is displayed for the applicant specified.

4. Choose Extras
® Display specific facsimiles.

The system displays a list of all documents stored for the infotype you selected.

5. Select the required document types and choose Display facsimiles.

Result

The system displays the selected documents.

Display all Documents for an Applicant (PA-RC) SAP HR Recruitment Applicant Administration

Procedure

If you want to display all of the documents stored for an applicant, proceed as follows.

1. On the SAP R/3 System screen, choose Human resources
® Personnel management ® Recruitment, and then Appl. master data ® Display.

This takes you to the Display Applicant Master Data screen.

2. Enter an applicant number.
3. Choose Extras
® Display all facsimiles.

The system displays a list of all documents stored for the applicant you specified.

4. Select the required document types and choose Display facsimiles.

Result

The system displays the selected documents.

Structuring Applicants SAP HR Recruitment Applicant Administration

Use

When their data is first entered in the system, applicants are structured according to the following criteria:

• Internal or external applicants
• Unsolicited applicants / Applicants who applied in response to an advertisement
• Applicant group
• Applicant range

Internal applicants are those employed by the company on the date that the job application is received. External applicants are those not employed by the company on this date. This latter grouping can therefore also include former employees of the company.

The procedure for entering data is different for internal and external applicants. You have to manually enter all required data on external applicants. When dealing with internal applicants, however, you can importing existing data such as name and address simply by specifying the candidate's personnel number. You can overwrite this data, if necessary.

Both internal and external applicants can submit unsolicited applications, or apply in response to an advertisement. You assign applicants who file an unsolicited application to an unsolicited application group during initial data entry. An unsolicited application group is a user-definable criterion for use in structuring unsolicited applications. You might, for example, want to structure unsolicited applicants by the activity for which they have applied (salaried employee in Sales and Distribution, for example, or salaried employee in Human Resources).

An applicant group is used to group together applicants on the basis of the type of work relationship for which they have applied (for example, employees with a permanent contract, employees with a temporary contract, freelance workers, and so on). The applicant class is a characteristic of the applicant group, and indicates whether the applicant is an internal applicant (applicant class P), or an external applicant (applicant class AP).

The applicant range is another user-definable criterion used for classifying applicants. Generally speaking, it classifies applicants on the basis of either hierarchical or functional criteria. Classifying the applicants hierarchically involves dividing them into groups, such as executive employees, slaried employees, skilled workers, and so on. Functional classification involves dividing them according to areas of employment, such as executive board, administration department, production, and so on.