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Use

See also:

Outputting the Processing Status of an Application

Creating Statistics of Applicant Activities for a Vacancy

Displaying and Editing Planned Applicant Activities by Personnel Officer

Prerequisites

• You can create, change or delete notes without having to change the activity itself at the same time.
• You are on the
Maintain Applicant Activities screen.

Procedure

1. Select the desired activity, and choose Edit
® Maintain notes.

The Change Notes on Activity: Language E screen appears.

2. You can create, change, or delete notes.

In order to:	Proceed as follows:
Create notes	Create the notes Save the notes.
Change notes	Make the changes you want. Save the notes.
Delete notes	Choose Text ® Delete. Confirm that you want to delete. Save.

3. Choose Back.

The Maintain Applicant Activities screen appears.

4. Save your entries.

Result

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.

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

Note

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

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.

Activities

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

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.

Result

Prerequisites

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.

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

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.

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

Prerequisites

• The two applicant activities between which the reference is to be created already exist.

• You are on the
Maintain Applicant Activities screen.

• When creating the reference you must first select the activity for which the data is required.

Procedure

Use

Occasionally, data from a second applicant activity is needed for use in a letter, mail, or for data transfer to Personnel Administration. The system includes this data automatically in the text if there is a reference between the activity requiring the additional data and that from which the data is to be accessed.

Reference activities can be created in the following ways:

• You can define a reference activity between two existing applicant activities. For more information, see
Create/change/delete reference activity for an applicant activity.
• You can also create a reference activity when you are creating follow-on activities for an existing applicant activity. This option is normally preferable since it only involves one additional step. For more information, see
Create follow-up activities for an applicant activity.

1. Choose Applicant activity
® List planned activities.

The Planned Activities for Personnel Officer screen appears.

2. In the Personnel officer field, enter the desired personnel officer's ID.
3. Enter any further selection criteria required.
4. Choose Program
® Execute.

The Planned Activities for Personnel Officer screen appears. The system displays a list of all planned activities to be performed by a particular personnel officer by a certain date.

5. To edit an activity from the list of applicant activities, select the activity you want to edit, and choose Edit
® Maintain activity

1. Choose Advertising
® Vacancy ® Evaluate.

The Vacancies screen appears.

2. In the Vacancy field, specify the vacancy whose status in the selection procedure you want to display, and choose Program
® Execute.

The Evaluate Vacancies screen appears.

3. Select the vacancy you want to evaluate, and choose Edit
® Applicant statistics.

The Applicant Statistics screen appears.

4. Select the Total status and choose Goto
® Activity statistics.

A window is now displayed entitled Activity Type, in which you can select the activity types for which you want to display the status of the selection procedure for the vacancy.

5. Choose Select all to select all the activity types displayed, and then choose Continue.

Result

See also:

Prerequisites

You are on the Maintain Applicant Activities screen.

Procedure

1. Select the desired activity, and choose Edit
® Delete activity.

The Delete Planned Action or Delete Completed Action screen appears.

2. Choose Delete activity.

The Maintain Applicant Activities screen appears.

3. Save your entries.

Result

Prerequisites

You are on the Maintain Applicant Activities screen.

Procedure

1. Select the desired activity, and choose Edit
® Planned <-> Completed.

The system displays a screen entitled Change mode planned -> completed or Change mode completed -> planned.

2. Enter data in the Performance field.
3. Choose Planned -> Completed or Completed -> planned.

The Maintain Applicant Activities screen appears.

4. Save the activity.

Result

Prerequisites

• If one or more applicant activities already exist for an application, there is an easy way to create follow-up activities. Depending on the activity you select, the system will propose suitable follow-up activities. If these are suitable you can adopt them as follow-up planned or completed activities for the application.
• You are on the
Maintain Applicant Activities screen.

Procedure

1. Select the desired activity, and choose Edit
® Follow-up activities.

The Choose Follow-Up Activities screen appears.

2. Select Planned or Completed for all activities you want to adopt as planned or completed follow-up activities.
3. If you want an activity to refer to its previous activity, select Reference for the follow-up activity.
4. Choose Transfer.
5. Enter data in the fields required, and choose Transfer. Perform this step for every follow-up activity selected.
6. Save your entries.

Result

Prerequisites

You are on the Maintain Applicant Activities screen.

Procedure

1. Either create a new applicant activity from scratch, create a new activity by copying an existing one, or change an existing activity. Proceed as follows:

In order to:	Perform the following action:	The following screen appears:
Create a new planned activity	Choose Edit ® Create planned activity	Create Planned Activity, or Create Completed Activity
Create a new completed activity	Choose Edit ® Create completed activity	Create Planned Activity, or Create Completed Activity
Create an activity by copying from an existing activity	Select the planned or completed activity you want to copy, and choose Copy activity.	Create Planned Activity, or Create Completed Activity
Change an activity	Select the planned or completed activity you want to change, and choose Change activity.	Change Planned Activity, or Change Completed Activity



Activities created by copying are automatically assigned the same status (planned/completed) as the activity copied.

The data transferred to the fields of a copied activity are default values, and can be overwritten, if required.

2. In the Activity type field, enter the key for the activity type, and, in the Performance date field, the desired performance deadline. Make any other necessary entries.
3. To send an e-mail to the person responsible for the activity, or the appropriate administrator, select Send mail.
4. To create a note for the activity, choose Maintain notes.
5. Choose Transfer.

This takes you back to the Maintain Applicant Activities screen.

6. Save the activity.

Result

1. Choose Applicant activity
® Maintain.

The Maintain Applicant Activities screen appears.

2. In the Applicant number field, enter the desired number.

Choose Edit ® Execute.

1. If an applicant has several applications, select the one you want, and choose Edit
® Application.

Result

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

Prerequisite

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.

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