e-Recruiting : Regarding Internal applications & offer letters

[Former Member]

Dear Experts,

I have a few clarifications & some client requirements that i need help on. Pls provide your inputs regarding the same :

1) What is the purpose of internal candidates applying for jobs? Can they be selected for a position even though they already hold a position in the company? Is the data transferred from eRecruiting to ECC in such a case like new hires? I would liek to know what is the end result of an internal application?

2) Can an external applicant change his application details once he has submitted his application in the application wizard? If so, how can he do it. I coule not open the application wizard once the application is submitted.

3) Can the search for candidates be somehow restricted that already hired applicants are not displayed in the list? Can it be restricted based on some custom criteris like blacklisting of candidates etc?How can we ensure that TREX does not display the relevant NA objects? Locking & Releasing of profiles will not suit as the candidates also themselves can change this

4)Client would like to keep a track of the offer letters sent to a candidate & serialise this. For Eg: They would want to track the number of offers sent to the candidate & should be able to come back to a particular offer letter & reprint it again. The multiple versions of offer letters would into picture if the hiring date is changed etc.

5) Is it possible to print multiple copies of the offer letter at one time?

Your inputs & ideas on any of the above points will be much appreciated.

Thanks in advance

Best Regards,

Sowmya

[Former Member · Accepted solution]

One of the 'advantage" of ERC is, internal candidates can also apply to requisitions. You can restrict which requisition is interanl and which is external. With internal applicaitons, you can set a workflow, where the manager is notified or a manager's approval is required. When a hiring decision is made on an internal employee, you transfer him to the new personnel area / sub-area / org structure. (Varies from client to client).

Once an application has been submitted, no changes can be made. The candidacy can withdraw his application and re-apply with the changes (a new resume or a cover letter for example)

Depending on the release (you are working on), selection criteria can be made.

Multiple verisions or multiple copies of offer letters are not possible (atleast I am not aware of)

[Former Member]

@Venki: Thanks a lot for your inputs.

@Roman : Thanks for your insightful reply. I do have a few more clarifications regarding the above points only based on your replies. Please help me in this regard.

3) I understood that when an external candidate is hired in ECC PA48, his pernr is created & he becomes then an internal candidate. And this information is transferred to the eRecruiting system via ALE.(We have a 2 server setup). Should we explicitly run the PFAL transaction everday to transfer data from ECC to eRecruiting system? or is the data transfer synchronous. In an integrated implementation scenario, data transfer is synchronous if there are any changes provided the BADI's are activated. Please shed some light on this.

4)PLease also clarify on the following points regarding offer letters:

a) From you reply i understood that only the changeable sections of the letter are stored & versionised.Where is this stored? Is it in the knowledge repository? How can we retrieve the different versions ?This would be required in a scenario wherein if we have an activity called 're-negotiate offer', where we can change a few things in the original offer letter & send it gain.

b) Offer letter counting seem to be a big thing that the client is very particular about. They would like to keep track of how many offer letters were sent for each candidate & pull up the relevant offer letter when they want it.If eRecruiting does not offer good records management capability, what is the alternative to address the requirement of the offer letters? From your experience in other implementations what is generally used to cater to this? Is there any other tool or s/w we can use? Please provide some inputs.

Best Regards,

Sowmya

[Former Member]

Hi Sowmya

1. For automated transfer of HR data to EREC server you will have to activate change pointers for message type HRMD_A. TCode-> BD51. This will facilitate all changes happening in the HR system to be transported to EREC system simultaneously.

2. For the offer letters, we had a similar requirement and we had to create a custom Infotype where we stored each and every offer letter and separated them by a custome field "Reference Code". In this scenario your BSP application & the Smartform for generating offer letters remain the same and the data gets populated runtime. WIth this you can regenerate the offer letters.

Regards

Vipul.

[romanweise]

Hi,

some more details to the questions you asked:

Question 1:

There are different strategies and processes how employees develop within a company but for most of them the development includes an organizational change at a certain point as you can hardly reshape the position character all the time arount the expectations and abilities of an employee. One of these strategies is succession planning combined with personal development. The hr organization and the management define a development plan for and with an employee train him to use his full potential than just let him rot where he was once hired. This is in the interest of the company and the employee. But succession planning is a business which requires a lot of effort and so it is usually only done with a certain level / group of employees.

Another way is to allow the employees to develop by applying for a job if they think it is a chance to improve and build their talents. In many companies there are even regulations that a new position or a position which needs a successor has to be offered to the employees first before hr is allowed to start looking for an external candidate.

So hr publishes a new position like a team lead for a production area and every worker from the area or even from other devisions can apply. The go through the process af candidate evaluation and if one employee fullfills the requrements he moves in the organization. Technically this is usually an organizational change. A special version of this startegy of internal hiring can be found in reshaping companies which go through a complete restructuring. I have done projects where e-recruiting is just used that every employee from the old organization finds his new chair in the organization. In these cases it is much easier to just let people apply for the position they want instead of trying to plan the move of 10k employees.

The data for such an internal hiring is only partly transfered to the ECC system. It already has the employees data so only the new position and the date of change have to be transfered if not the hr admins enter it directly in the ECC.

Question 2:

In the current state of sap e-recruiting which ist E-Recruiting 603 (which means e-recruiting 600 plus EhP3) the candidate can not change the application related data he entered after submitting the application, but he can chang his profile data by logging into his startpage. The application related data which can not be changed include the cover letter and the application source. Everything else belongs to the profile therefore is not apllication dependent and can be changed.

Question 3:

The search for candidates finds candidates which released their profile only as they agreed to be checked on other positions than the ones the originally applied for.

If a candidate is hired he is changed from external to internal and the profile of internal candidates is locked by defauled. Same way for cnadidates you want to exclude from search as long as he does not rerelese the profile. Their profile can be locked by a recruiter creating a status change for it. To track the evaluation of the candidate there are ranking and questionaire activities which can be included in the search.

Question 4:

Changed letters are serealized but the parts which are not in the editable letter section depend on the smartform as do unchanged letters. You will probably not be able to use e-recruiting as records managemet for offer letters. In addition due to the restrictions of the letter change most projects I have been working in only create the first page from e-recruiting while the contract itself is done outside the system.

Question 5:

You can hit the print button several times every thing else requires modification or customer development.

Best Regards

Roman Weise