Depicting Selection Procedures in SAP HR

Use

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

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

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

Features

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

• Overall status

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

• Vacancy assignment status

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

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

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

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

Editing Applicant Statuses in SAP HR

Use

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

Integration

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

Features

Editing the overall status

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

You can change an applicant’s overall status by:

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

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

Editing the vacancy assignment status

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

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

For more information, see Grouping of Applicant Data

You can change the vacancy assignment by:

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

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

See also:

Offering an Applicant a Contract

Recording Rejection of a Contract by an Applicant

Preparing to Hire an Applicant

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

Prerequisites

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

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

Procedure

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

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

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

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

Result

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

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

1. Choose Applicant master data
® Maintain.

The Maintain Applicant Master Data screen appears.

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

The Change Vacancy Assignment (infotype 4002) screen appears.

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

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

6. Save your entries.

Result

You have changed the applicant status for the vacancy.

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

Prerequisites

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

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

Procedure

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

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

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

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

Result

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

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

Prerequisites

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

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

Procedure

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

The Applicants by Actions screen appears.

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

The Vacancy Assignments screen appears.

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

A second Applicants by Action or Vacancy Assignments screen appears.

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

The Change Overall Status dialog box appears.

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

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

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

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

Result

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

Prerequisites

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

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

Procedure

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

The Applicants by Actions screen appears.

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

The Vacancy Assignments screen appears.

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

A second Applicants by Action or Vacancy Assignments screen appears.

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

The Change Overall Status dialog box appears.

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

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

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

Result

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

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

Prerequisites

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

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

Procedure

1. From the Recruitment screen, choose

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

The system displays the Applicants by Action screen.

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

The system displays the Vacancy Assignments screen.

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

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

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

The Change Overall Status dialog box appears.

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

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

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

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

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

Result

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

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

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

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

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




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

A second Applicants by Action or Vacancy Assignments screen appears.

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

The Change Overall Status dialog box appears.

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

Result

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

Offering an Applicant a Contract in SAP HR

Prerequisites

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

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

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

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

The Vacancy Assignments screen appears.

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

The Vacancy Assignments screen appears.

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

The Change Overall Status dialog box appears.

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

The Maintain Vacancy Assignments screen appears.

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

The Change Vacancy Assignment Status dialog box appears.

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

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

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

The Change Vacancy Assignment Status dialog box appears.

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

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

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

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

If you do, proceed to step 11.

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

The Vacancy Assignment Status dialog box appears.

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

The View: Change Vacancy detail screen appears.

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

Result

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

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

Printing a Contract

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

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

Result

A contract is printed for the applicant.

Recording Rejection of a Contract by an Applicant in SAP HR

Prerequisites

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

Procedure

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

The Vacancy Assignments screen appears.

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

The Vacancy Assignments screen appears.

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

The Change Overall Status dialog box appears.

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

The Maintain Vacancy Assignments screen appears.

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

The Change Vacancy Assignment Status dialog box appears.

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

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

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

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

The Change Vacancy Assignment Status dialog box appears again.

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

The View: Change Vacancy detail screen appears.

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

Result

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

Preparing to Hire an Applicant in SAP HR

Prerequisites

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

Procedure

1. Choose Applicant master data
® Applicant actions.

The Applicant Actions screen appears.

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

The Copy Applicant Actions (Infotype 4000) screen appears.

4. Save your entries.

The Maintain Vacancy Assignments screen appears.

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

The Change Vacancy Assignment Status dialog box appears.

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

– If not, proceed to step 9.

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

The Change Vacancy Assignment Status dialog box appears again.

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

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

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

If not, the procedure Hiring an applicant is completed.

If you do, proceed to step 11.

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

The Change Vacancy Assignment Status dialog box appears again.

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

The View: Change Vacancy detail screen appears.

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

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

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

Result

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

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

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