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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.

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.

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.

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

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

1. Choose Applicant master data
® Bulk processing ® Receipt of application.

The Applicants by Actions screen appears.

2. 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.

3. 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.

4. Choose Program
® Execute.

Result

Entering Additional Data on Individual Applicants

1. 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.

2. Enter the additional data on the applicant.
3. Save your entries.

The Applicants by Actions screen appears.

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

Result

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

Prerequisites

Procedure

1. Choose Applicant master data
® Initial data entry.

The Initial Entry of Basic Data screen appears.

2. Enter data in the required fields, and choose Edit
® Check ex-app./ex-ee.

Result

Use

Features