Preface

23

Who This Book Is For

23

How This Book Is Organized

24

Acknowledgments

27

Introduction to Talent Acquisition

29

Recruiting at a Glance

30

Identifying the Need

31

Developing or Updating the Position Description

31

Approving the Opening

32

Posting the Position

32

Reviewing and Evaluating Applicants

33

Candidate Selection and Developing and Extending an Offer

33

Employee Onboarding at a Glance

34

Gathering State and Federal Tax Data

35

Reviewing Company Policies and Procedures

36

Clarifying the Role and Setting Goals

36

Socializing with the New Manager and Team Members

36

Completing Necessary Training

37

Recruiting and Onboarding within SAP SuccessFactors

37

SAP SuccessFactors Recruiting

38

SAP SuccessFactors Onboarding

41

Summary

44

1 Recruiting Overview

49

1.1 Initiating and Advertising the Opening

50

1.1.1 Creating the Requisition

52

1.1.2 Advertising the Opening

54

1.2 Finding and Dispositioning Candidates

58

1.2.1 Finding Candidates via Candidate Search

58

1.2.2 Dispositioning Candidates

61

1.3 Optimizing the Recruiting Experience

62

1.3.1 Interview Central

62

1.3.2 Interview Scheduling

63

1.3.3 Offer Approval and Offer Letters

63

1.3.4 Employee Referral

63

1.4 Candidate Features

64

1.4.1 Targeted Content

65

1.4.2 Job Searches

67

1.4.3 Talent Community

67

1.4.4 Application Process

68

1.5 Recruiter Features

69

1.5.1 Analytics

69

1.5.2 Talent Community Groups

70

1.5.3 Talent Community Marketing

70

1.5.4 URL Builder

71

1.6 Administrator Features

71

1.6.1 Career Site Builder

71

1.6.2 Advanced Analytics

72

1.7 Summary

73

2 Initiating and Advertising an Opening

75

2.1 Requisition Template, Statuses, and Field-Level Permissions

76

2.1.1 Job Requisition Data Model

77

2.1.2 Requisition Statuses

78

2.1.3 Field-Level Permissions

80

2.2 Requisition Workflow and Operators

81

2.2.1 Workflows

81

2.2.2 Recruiting Operators

82

2.3 Populating Data onto the Requisition

87

2.3.1 Job Profiles via Job Profile Builder

87

2.3.2 Competencies

91

2.3.3 Job Code Entity

92

2.4 Creating a Requisition from an Open Position

97

2.4.1 Employee Central Position Management Integration

97

2.4.2 SAP ERP HCM Integration Add-On for Recruiting Management

102

2.5 Prescreening Questions

104

2.5.1 Maintaining and Assigning Questions

104

2.5.2 Viewing Question Responses

106

2.6 Advertising the Opening

107

2.6.1 Internal Candidates

107

2.6.2 External Posting Options

109

2.7 Summary

112

3 Candidate Experience

115

3.1 Internal Candidate Experience

115

3.1.1 Internal Candidate Job Search

116

3.1.2 Maintaining the Internal Candidate Profile

120

3.1.3 Employee Referral Experience

121

3.2 Talent Communities

122

3.3 Candidate Business Card and Profile

125

3.3.1 Business Card

125

3.3.2 Candidate Profile

126

3.4 Responsive Design and Mobile Apply

130

3.4.1 Responsive Design

131

3.4.2 Mobile Apply

131

3.5 Job Search Options

133

3.5.1 Job Search Widget

134

3.5.2 Search by Location

134

3.5.3 Featured Jobs/Strategy Pages

135

3.5.4 Job Listing Pages

136

3.5.5 Job Description Page

138

3.5.6 Social Apply

139

3.6 Language Translations

140

3.7 Summary

141

4 Finding and Dispositioning Candidates

143

4.1 Candidate Profile

144

4.1.1 Candidate Profile Data Elements

145

4.1.2 Creating a Candidate Profile

147

4.1.3 Data Privacy and the Candidate Profile

152

4.1.4 Candidate Profile Elements

153

4.2 Application

159

4.2.1 Application Template

160

4.2.2 Basic Single-Stage Application

161

4.2.3 Multistage Application

162

4.2.4 Country-Specific Functionality and Overrides

163

4.2.5 Interaction between the Candidate Profile and Application

165

4.3 Using the Candidate Workbench

166

4.3.1 Portlets

166

4.3.2 Understanding the Columns in the Candidate Workbench

171

4.3.3 Sorting Candidates

174

4.3.4 Highlight Candidates

174

4.4 Evaluating Candidates through the Talent Pipeline

174

4.4.1 Overview

174

4.4.2 Emailing Candidates

176

4.4.3 Dispositioning Candidates

176

4.5 Scheduling Interviews

179

4.5.1 Basic Interview Scheduling

179

4.5.2 Interview Scheduling with Native Calendar

181

4.5.3 Interview Scheduling with Outlook Integration

182

4.6 Documenting Interview Feedback

184

4.6.1 Viewing Interview Information

184

4.6.2 Rating Interviewees

186

4.6.3 Viewing Consolidated Interview Feedback

186

4.6.4 Configuration Tips

188

4.7 Approving an Offer and Managing Offer Letters

188

4.7.1 Offer Approvals

188

4.7.2 Offer Letters

190

4.8 Conducting a Candidate Search

192

4.9 Summary

194

5 Additional Recruiting Management Features

195

5.1 Employee Referral

196

5.1.1 Referring Employee Experience

196

5.1.2 Recruiter Experience

200

5.1.3 Implementing Employee Referral

201

5.2 Data Privacy and Data Retention Management

202

5.2.1 Data Privacy Consent Statements for Internal and External Candidates

202

5.2.2 Implementing Data Privacy Consent Statements

205

5.2.3 Data Retention Management

206

5.3 Working with Agencies via the Agency Portal

208

5.3.1 Managing Agency Access

209

5.3.2 Posting Jobs to the Agency Portal

212

5.4 Using Job Profile Builder with Recruiting

214

5.4.1 Job Profile Templates

215

5.4.2 Job Profile Content

216

5.4.3 Families and Roles

218

5.5 Competency Management in Recruiting

219

5.5.1 Competency Libraries and Mapping

219

5.5.2 Competencies within Recruiting

220

5.6 Summary

222

6 Reporting on Recruiting Data

223

6.1 Ad Hoc Reporting

225

6.1.1 Ad Hoc Reporting Domains for Recruiting

226

6.1.2 Manage Ad Hoc Reports

227

6.1.3 Create New Report

229

6.1.4 Execute Ad Hoc Reports

232

6.1.5 Standard Sample Recruiting Ad Hoc Reports

232

6.2 Reporting in Online Report Designer

234

6.2.1 Detailed Reporting

235

6.2.2 Report Designer

237

6.2.3 Report Distributor

240

6.3 Tile-Based Dashboards

241

6.3.1 Examples of Tiles on Reporting Data

242

6.3.2 Creating and Managing Dashboards

244

6.4 Business Intelligence and Reporting Tool

246

6.5 Standard Reporting for OFCCP and VETS-100

247

6.5.1 OFCCP/EEOC Reporting

248

6.5.2 Veterans Reporting

249

6.6 Summary

250

7 Recruiter Experience

253

7.1 Recruiting User Feature Review

254

7.1.1 Personalized Display and Filter Options

254

7.1.2 Resume Viewer and Carousel

255

7.1.3 Multiple Ways to Disposition Candidates

256

7.1.4 Candidate Search within the Job Requisition

257

7.1.5 Interview Scheduling

257

7.2 Recruiting Marketing Dashboard

258

7.2.1 Home

259

7.2.2 Visitors

260

7.2.3 Members

265

7.2.4 Applicants

269

7.2.5 Jobs

270

7.2.6 Pages

272

7.2.7 Reports

272

7.3 Summary

275

8 Recruiting Management Admin Features

277

8.1 Manage Recruiting Settings

278

8.1.1 Return Email Address Information

278

8.1.2 Candidate Profile Settings

279

8.1.3 Applicant Profile Settings

279

8.1.4 Job Requisition

281

8.1.5 Interview Central

284

8.1.6 Offer Approval/Offer Letter

284

8.1.7 Career Site

285

8.2 Email Templates

286

8.3 Offer Letter Templates

288

8.4 Edit Applicant Status Configuration

289

8.5 Question Libraries

294

8.5.1 Importing Question Libraries

295

8.5.2 Maintaining Questions in the User Interface

296

8.6 Managing Duplicate Candidates

298

8.6.1 Potential Duplicate Candidate List

298

8.6.2 Manually Merge Duplicate Candidates

299

8.6.3 Master Candidates

300

8.7 Reassigning Job Requisitions

300

8.8 Agency Portal

301

8.8.1 Overview of Agency Access

302

8.8.2 Working with the Agency Portal

303

8.8.3 Agency Experience

306

8.9 Employee Referral Program

307

8.9.1 Ownership Options

307

8.9.2 Referral Program Information

309

8.9.3 General Options

309

8.10 Managing Recruiting Groups

310

8.11 Job Posting Headers and Footers

311

8.12 Manage Custom Help Text

313

8.13 Manage Documents

314

8.14 Miscellaneous Administrative Features

315

8.14.1 Implementation Features

316

8.14.2 Other Miscellaneous Features

319

8.15 Summary

320

9 System Notifications and Email Options

321

9.1 System Email Notifications

322

9.1.1 Email Notification Templates

322

9.1.2 Enabling System Notifications

326

9.1.3 Modifying System Notifications

327

9.1.4 Defining Form-Specific Email Notification

329

9.2 Recruiting Email Templates

330

9.2.1 Creating and Editing Recruiting Email Templates

331

9.2.2 Standard Tokens

332

9.2.3 Custom Tokens

339

9.2.4 Defining Cc and Bcc Options

340

9.2.5 Translating Recruiting Email Templates

341

9.2.6 Sending Ad Hoc Email Notifications

342

9.3 Implementing Email Triggers

344

9.4 Communicating to Recruiting Operators and Candidates via the Candidate Pipeline

350

9.4.1 Assigning Emails to an Applicant Status

350

9.4.2 Using Next Step Text on a Status

351

9.5 Offer Letters

352

9.6 Summary

353

10 Implementing Recruiting Management

355

10.1 Laying the Foundation: Project Planning

356

10.2 Roles and Responsibilities

357

10.2.1 Project Team

357

10.2.2 Implementation Partner Roles

359

10.3 Implementation Methodology and Time Line

360

10.3.1 Project Phases

360

10.3.2 Project Timelines

371

10.4 Recruiting Configuration Workbooks

371

10.4.1 Requisition

372

10.4.2 Candidates

373

10.4.3 Miscellaneous

374

10.4.4 Working with the Workbooks

375

10.5 Summary

376

11 Implementing Recruiting Marketing

377

11.1 Customized Recruiting Marketing Site Implementation Using SAP Technical Services

378

11.1.1 Tools and Applications Used in a Custom Implementation

379

11.1.2 Implementation Methodology

380

11.1.3 Project Roles and Responsibilities

389

11.1.4 SAP Technical versus Partner Roles

391

11.1.5 Key Project Milestones and Timelines

392

11.2 Career Site Builder Implementation

393

11.2.1 How Career Site Builder Is Implemented

394

11.2.2 Variations from Custom Recruiting Marketing Implementations

396

11.2.3 Features and Functions of Career Site Builder

396

11.2.4 Key Project Milestones and Timelines

406

11.3 Summary

409

12 Recruiting Data Migration

411

12.1 Data Migration Considerations

411

12.1.1 Data Migration Limitations

412

12.1.2 Data Migration “Gotchas”

414

12.2 Migrating Recruiting Entities

415

12.2.1 Requisitions

416

12.2.2 Applications

417

12.2.3 Application Attachments

418

12.2.4 Candidate Profiles

419

12.2.5 Candidate Attachments

420

12.2.6 Candidate Background Fields

420

12.2.7 Candidate Tags

421

12.2.8 Employee Profile Data for Internal Candidates

421

12.3 Setting Up the Jobs in Provisioning

423

12.3.1 Jobs to Import Candidate Profile Data

423

12.3.2 Job to Import Requisitions

425

12.4 Data Migration Considerations and Best Practices

426

12.5 Summary

428

13 Language Translations

429

13.1 Language Packs and Recruiting Languages

430

13.1.1 Available Languages

430

13.1.2 Updating Language Preference

432

13.2 Language Translations in Recruiting

434

13.2.1 Setting Recruiting Languages

435

13.2.2 Choosing Which Language Packs to Implement

436

13.2.3 Choosing What Areas of the System to Translate

439

13.3 How Recruiting Elements Are Translated

441

13.4 Other Considerations

444

13.4.1 Requisition Language

444

13.4.2 Language Spoken by Recruiters

445

13.4.3 Reporting

445

13.4.4 Picklists and UTF-8

446

13.4.5 New Languages Post Go-Live

447

13.5 Summary

448

14 Integrating Recruiting with Employee Central and SAP ERP HCM

449

14.1 Employee Central Position Management and Recruiting Integration

451

14.1.1 Prerequisites and Initial Configuration

452

14.1.2 Enable Integration and Register Business Rules

456

14.1.3 Creating a Requisition from the Position Org Chart

461

14.2 SAP ERP HCM and Recruiting Integration

464

14.2.1 Integration Overview

466

14.2.2 SAP Job Requisition Trigger Integration

468

14.2.3 New Hire Integration

473

14.2.4 Prerequisites to Configuring SAP ERP HCM

477

14.2.5 Basic Settings

478

14.2.6 Transferring Data from Recruiting to SAP ERP HCM

479

14.3 Summary

483

15 Integrating Recruiting with Third-Party Vendors

485

15.1 LinkedIn for Candidate Profile/Application Completion

486

15.1.1 Apply with LinkedIn Profile

486

15.1.2 LinkedIn Recruiter and Referral Integration

487

15.2 eQuest Integration

491

15.2.1 Set Up eQuest Integration

492

15.2.2 Configure the Job Requisition Data Model

494

15.3 Background Check with First Advantage

495

15.3.1 Setting Up the FirstAdvantage Integration

496

15.3.2 Configure the Job Requisition Data Model

497

15.3.3 Update Permissions

497

15.3.4 First Advantage Integration Settings

498

15.3.5 Initiating a Background Check with First Advantage

500

15.4 Assessment Integration: PeopleAnswers and SHL

500

15.4.1 Prerequisites

501

15.4.2 Manage Assessment Packages

502

15.4.3 Configure Assessment Field and Permissions

503

15.4.4 Configure the Alert Subscription

503

15.4.5 Configure Hard Stop Field

506

15.4.6 Assessment Integration Known Behavior

507

15.5 DocuSign for Electronic Signature

508

15.5.1 Online Offer with eSignature for Recruiters

510

15.5.2 Online Offer with eSignature for Candidates

512

15.6 Summary

512

16 Onboarding Overview

517

16.1 The SAP SuccessFactors Approach to Onboarding

518

16.2 The New Hire Experience and Team Collaboration

520

16.2.1 New Hire Experience

521

16.2.2 Employee Portal and Pre-Day One Access

522

16.2.3 Completing Necessary Forms and Electronic Signatures

527

16.2.4 New Hire Goal Plan and Training To-Do Items

530

16.2.5 Team Collaboration Options

531

16.3 Hiring Manager Experience

531

16.4 Delivered Forms versus Custom Panels

535

16.5 Administrative Functionality

536

16.6 Summary

538

17 Onboarding Processes

539

17.1 Onboarding

539

17.1.1 Begin Before Day One

540

17.1.2 Engage Others in the Process

542

17.1.3 Facilitate the Paperwork

543

17.1.4 Set Performance Expectations Early

543

17.1.5 Communicate the Culture Often

544

17.1.6 Give New Employees Time to Hit Their Stride

545

17.1.7 Provide Open Channels of Feedback

545

17.2 Offboarding

546

17.2.1 The Value of a Strong Offboarding Program

546

17.2.2 Show Them They Are Valued

546

17.2.3 Have a Process

547

17.2.4 Communication and Knowledge Transfer

549

17.3 Crossboarding

551

17.3.1 Transfer from One Business Unit to Another

551

17.3.2 Transferring to a New Country

552

17.3.3 Transitioning to a New Role in the Organization

553

17.4 Default Process Steps

553

17.4.1 Post-Hire Verification Step

553

17.4.2 New Employee Step

554

17.4.3 Orientation Step

554

17.5 Summary

555

18 Onboarding Administrative Features

557

18.1 SAP SuccessFactors Admin Center

557

18.2 Onboarding Super Admin

561

18.2.1 Configure At-Home/On-Site Options

563

18.2.2 Activate Features

564

18.2.3 Set Up PGP Encrypting

566

18.2.4 Manage Passwords for Corporate Users and New Hires

566

18.2.5 Activate E-Verify in QA Mode

567

18.2.6 Self-Service Account Options

568

18.2.7 Enabling and Building Processes in Super Admin

568

18.3 Onboarding Dashboard

569

18.3.1 Notifications

570

18.3.2 Onboarding Security

575

18.3.3 Admin Reports

578

18.3.4 Document Center

579

18.4 Work Queue Refresh

581

18.5 Employee Portal

582

18.6 User Login Access

584

18.7 Summary

585

19 Implementing Onboarding

587

19.1 Onboarding Process Definition

588

19.1.1 Process Design

589

19.1.2 Knowing What to Expect

590

19.1.3 Considerations When Designing the Process

590

19.2 Implementation Roles and Responsibilities

592

19.3 Corporate Structure

594

19.3.1 Levels

595

19.3.2 Corporate Structure Relations

596

19.4 Working with Panels and Forms

599

19.4.1 Panels

599

19.4.2 Forms

604

19.5 Key Project Milestones and Time Lines

606

19.5.1 Project Timelines

606

19.5.2 Key Tasks and Milestones

607

19.6 Testing Onboarding

609

19.7 Summary

609

20 Integrating Recruiting with Onboarding

611

20.1 Setting Up the Integration in Provisioning and Configuration

612

20.1.1 Prerequisites

612

20.1.2 Enabling the Integration

613

20.1.3 Settings in Onboarding

616

20.1.4 Set Permissions in Role-Based Permissions

617

20.1.5 Onboarding Settings

619

20.2 Mapping between Recruiting and Onboarding

621

20.2.1 Setting Up the Field Mapping

621

20.2.2 Mapping Fields between Onboarding and Recruiting

624

20.2.3 Types of Dropdown Lists and Integrating Picklists

625

20.2.4 Mapping the Corporate Structure

629

20.3 Summary

629

21 Onboarding Integration with Employee Central and SAP ERP HCM

631

21.1 Integrating Onboarding with Employee Central

632

21.1.1 Enabling the Integration

633

21.1.2 New Hire Processing

639

21.1.3 Supported Entities

642

21.1.4 Testing the Mapping from Onboarding to Employee Central

642

21.2 Onboarding Integration with SAP ERP HCM

645

21.2.1 Prerequisites to Configuring SAP ERP HCM

646

21.2.2 Basic Settings

647

21.2.3 Transferring Data from Onboarding

649

21.2.4 Hiring Options in SAP ERP HCM

653

21.2.5 Testing the Integration

654

21.2.6 Known Issues with Onboarding to SAP ERP HCM Integration

655

21.3 Summary

656

Appendices

659

The Authors

659

Index

661