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Definition

Use

Definition

You use the Applicant Activities infotype (4003) to enter the activities that have been created for an applicant.

Use

Activities carried out for an applicant within a selection procedure are entered, logged and planned in the Recruitment system by means of applicant activities. In other words, applicant activities are administrative stages through which an applicant passes during the course of the application procedure. Correspondence with applicants is also handled by means of applicant activities.

You can only display applicant activities in applicant master data (you cannot edit them here). To create or change applicant activities, choose Applicant activity ® Maintain.

The time constraint for this infotype is 3.

Definition

Use

Definition

Use

Use

The Recruitment infotypes

Many of the infotypes used in Personnel Administration are also used in Recruitment:

• 
  
Organizational Assignment (infotype 0001)
• 
  
Personal Data (infotype 0002)
• 
  
Addresses (infotype 0006)
• 
  
Education (infotype 0022)
• 
  
Other/Previous ERs (infotype 0023)
• 
  
Qualifications (infotype 0024)
• 
  
Bank Details (infotype 0009)

If necessary you can also use other Personnel Administration infotypes

Features

In addition to these Personnel Administration infotypes, Recruitment also has some infotypes of its own that can be used specially for applicants:

• 
  
Applicant Actions (infotype 4000)
• 
  
Applications (infotype 4001)
• 
  
Vacancy Assignment (infotype 4002)
• 
  
Applicant Activities (infotype 4003)
• 
  
Applicant's Pers. No. (infotype 4005)
• 
  
Status of Applicant Activities (infotype 4004)
• 
  
Employee’s Applicant Number (infotype 0139)

Definition

Definition

You use the Status of Applicant Activities infotype (4004) to specify the following for an applicant:

• Whether any planned activities exist for this applicant
• Whether any recurring tasks have to be performed (such as sending a message, or printing a letter)

Use

Each applicant has one Status of Applicant Activities (4004) infotype record. This is created and updated automatically.

The Status of Applicant Activities infotype (4004) contains data that is required for running certain reports (for example, reports that affect recurring tasks).

Definition

You use the Applicant’s Personnel Number infotype (4005) to enter an internal applicant’s personnel number.

Use

The system enters this number automatically in the corresponding Applicant’s Personnel Number infotype (4005) for all internal applicants. This means that it contains a data record for each internal applicant.

The time constraint for this infotype is B.

Definition

Use

The Applicant Actions screen appears.

The Enter Additional Data screen appears.

An applicant applies for a job with a company located in a country other than the one where he or she lives. To record the applicant's address abroad, select the Further data field in the Addresses infotype (0006) to access a country-specific entry screen. You can then enter the applicant’s address abroad on this screen.

Procedure

1. Choose Applicant master data
® Initial data entry.

The Initial Entry of Basic Data screen appears.

2. Make entries in the required fields for the infotypes Organizational Assignment, Personal Data, and Applications.
3. Select the Further data field for the Addresses infotype.
4. Save your entries.

The Create Addresses (Infotype 0006) screen appears.

5. Choose Address abroad.

The Choose Country Key screen appears.

6. Specify the desired country key, and choose Continue.

The system displays the desired country-specific data entry screen for the Addresses infotype.

7. Enter the applicant's address.
8. Save the address.

Result

1. Choose Applicant master data
® Initial data entry.

The Initial Entry of Basic Data screen appears.

2. Enter data as required in the following fields:

– Applicant group

– Applicant range

– Personnel area

– Personnel subarea

– Name

– First name

– Date of birth (if required)




In the Applicant group field, specify an applicant group belonging to applicant class AP (external applicants).

3. Choose ENTER to confirm your entries.

– If there is a former employee or applicant with the same name, proceed to step 4.

– If not, proceed to step 7.

4. To check your selection, select the desired entry, and choosing Edit
® Display person.

– If one of the former employees or applicants is the applicant in question, proceed to step 5.

– If not, choose Back. Then proceed to step 7.

5. Select the applicant identified, and choose Edit
® Person recognized.




If the candidate is a multiple applicant, the system accesses the applicant action New application and simultaneously imports any existing data.

The system fills in the fields for the Organizational Assignment, Personal Data, and Addresses infotypes.




The defaults for Organizational Assignment are taken from the candidate’s previous application.

6. If necessary, overwrite these default values.
7. Enter values in the other required fields, and any other fields you choose.
8. To enter additional data for a specific infotype, select Further data.
9. Select Assign facsimiles to assign facsimiles to an applicant during initial data entry.
10. Save your entries.

– If you have not selected Further data or Assign facsimiles, the procedure is completed.

– If you have selected Further data and Assign facsimiles, or only Further data, the screen for the chosen infotype appears. Proceed to step 11.

– If you have only selected Assign facsimiles, the Document Type window appears. Proceed to step 13.

11. Enter data as required in the fields of the infotype displayed.
12. Save your entries.

– If you have selected Further data for more than one infotype, the screen for the next chosen infotype appears. If so, repeat steps 11 and 12 until all infotypes you selected have been processed.

– If you selected only Further data, the procedure is completed.

– If you selected only Assign facsimiles also, the Document Type screen appears. Proceed to step 13.

13. Select the desired document type, and choose Choose.

The Assign Facsimile screen appears.

14. Enter the date of origin of the facsimile and choose Continue.

The Confirm Assignment of Facsimile window appears.

15. Choose Confirm.

The Enter Barcode ID screen appears.

16. Enter a barcode for the facsimile.
17. Choose Continue.

The Assign Facsimiles screen appears.

18. Choose Yes to assign more facsimiles to the applicant, or No.

• If you do not want to assign any more facsimiles to the applicant, the procedure is completed.
• If you do want to assign further facsimiles to the applicant, the Document Type window appears again. Repeat steps 13 through 18 until all desired facsimiles have been assigned to the applicant.

Result

1. Choose Applicant master data
® Initial data entry.

The Initial Entry of Basic Data screen appears.

2. You have the following options here:

Type of applicant	Enter data as required in the following fields:
Applicant who responded to specific advertisement	Applicant group Applicant range Personnel area Personnel subarea Personnel number Advertisement
Unsolicited applicant	Applicant group Applicant range Personnel area Personnel subarea Personnel number Unsolicited applicant group




In both cases, you must specify an applicant group assigned to applicant class P (internal applicants) in the Applicant group field.

3. Choose ENTER to confirm your entries.




If the candidate is a multiple applicant, the system accesses the applicant action New application and simultaneously imports any existing data.

The system fills the fields for the Personal Data and Addresses infotypes, together with the Personnel officer field.

4. If necessary, overwrite the default values.
5. Enter data in other fields as required.
6. To enter additional data for a specific infotype, select Further data.
7. Select Assign facsimiles to assign facsimiles to an applicant during initial data entry.
8. Save your entries.

– If you have not selected Further data or Assign facsimiles, the procedure is completed.

– If you have selected Further data and Assign facsimiles, or only Further data, the screen for the chosen infotype appears. Proceed to step 9.

– If you have only selected Assign facsimiles, the Document Type window appears. Proceed to step 11.

9. Enter data as required in the fields of the infotype displayed.
10. Save your entries.

– If you have selected Further data for more than one infotype, the screen for the next chosen infotype appears. If so, repeat steps 9 and 10 until all infotypes you selected have been processed.

– If you selected only Further data, the procedure is completed.

– If you selected only Assign facsimiles also, the Document Type screen appears. Proceed to step 11.

11. Select the document type you want, and choose Choose.

The Assign Facsimile screen appears.

12. Enter the date of origin of the facsimile and choose Continue.

The Confirm Assignment of Facsimile window appears.

13. Choose Confirm.

The Enter Barcode ID screen appears.

14. Enter a barcode for the facsimile.
15. Choose Continue.

The Assign Facsimiles screen appears.

16. Choose Yes to assign more facsimiles to the applicant, or No.

• If you do not want to assign any more facsimiles to the applicant, the procedure is completed.
• If you do want to assign further facsimiles to the applicant, the Document Type window appears again. Repeat steps 11 through 16 until all desired facsimiles have been assigned to the applicant.

Result

Prerequisites

From the Initial Data Entry screen

On the Initial Entry of Basic Data screen, choose Applicant master data ® Save + add. data.

The Enter Additional Data screen appears.

From the List of Applicants by Action

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

The Applicants by Actions screen appears.

2. In the Personnel officer field, enter your ID, if applicable.
3. Choose Program
® Execute.

The Applicants by Actions screen appears.

4. Select the desired applicant number in the list displayed, and choose Edit
® Additional data.

The Enter Additional Data screen appears.

Use

The two-stage concept of fast data entry has the following advantages:

• Entry of applications in the system can be divided so that more than one person is responsible for it.

• Large numbers of applications can be processed quickly.
• A minimum of time and work is wasted on entering data on applicants who are unsuitable for the company.

Activities

If you enter basic data on several applicants in succession, the system retains your entries as default values in certain fields. You can set up the system so that these default values are not retained.

To set up the system so that these default values are not retained, choose Edit ® Clear fields.