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SAP HR and Payroll Implementation

USER MANUAL

RECRUITMENT
MANAGEMENT

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Contents
1

Getting Started (PA30) .......................................................................................................................... 3

Navigating in the Workplace Menu ...................................................................................................... 8

Creation of Vacancy ............................................................................................................................ 10

Creation of Advertisement.................................................................................................................. 13

Applicant Data Entry ........................................................................................................................... 16

Selection Procedure ............................................................................................................................ 17

Perform Any Action ............................................................................................................................. 19

Hire Applicant ..................................................................................................................................... 20

Data Transfer ...................................................................................................................................... 21

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Recruitment Reports ....................................................................................................................... 22

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1 Getting Started (PA30)


Getting Logged On to SAP
Switch ON your PC. A screen similar to the one shown below will flash on your PC:

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To open Logon Window:


Double click on the Toolbar SAPlogon on above Screen.

Following Logon window shall open on your screen :

In this window, The System Head can configure the SAP Logon for you.
To Logon to SAP:
Click on Logon button in the SAP logon window.
OR
To open Logon Window:
Double click on the Toolbar SAP logon-pad on above Screen.

To Logon to SAP:
Double click on the small icon in the Description column, in the SAP logon-pad window.
After a brief delay, following window shall open on your screen :

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Give your user name & password. Choose language EN (English). Press Enter key.
To open the SAP Easy Access window:
Enter your client number. (If different than default)
Enter your SAP User ID.
Enter your SAP User Password.
Press Enter on your Keyboard.

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The user menu contains only those items such as transactions, reports, and Web addresses you
need to perform your daily tasks. If your system Head has defined a user menu, it is displayed when you
log on to the system.
If you have not been assigned a user menu, or you need to access items that are not contained in your
user menu:

Open the SAP standard menu by choosing Menu SAP standard menu. You now have a complete
overview of the SAP System you are currently working with. Use the workplace menu to navigate to the
items you need.
On the SAP Easy Access initial screen, you can also:
Create a Favorites list consisting of the transactions, files, and Web addresses you use most frequently.
The standard toolbar contains buttons for performing common actions such as Save and Enter.
Button

Name

Functions

Enter

Confirms the data you have selected or entered on the


screen. Same function as the Enter key. Does not save
your work.

Command field

Allow you to enter commands, such as transaction


codes.

Save

Saves your work. Same function as Save in the Edit


menu.

Back

Returns you to the previous screen without saving your


data. If there are required fields on the screen, these
fields must be completed and saved first.

Exit

Exits the current function without saving. Returns you to


the initial screen or main menu screen. If there are
required fields on the screen, these fields must be

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completed and saved first.


Cancel

Exits the current task without saving. Same function as


Cancel in the Edit menu.

Print

Prints data from the current screen.

Find

Search for data required in the current screen.

Find next

Performs an extended search for data required in the


current screen.

First page

Scrolls to the first page. Same function as the CTRL +


Page Up keys.

Previous page

Scrolls to the previous page. Same function as the Page


Up key.

Next page

Scrolls to the next page. Same function as the Page


Down key.

Last page

Scrolls to the last page. Same function as the CTRL +


Page Up key.

Create session

Creates a new SAP session. Same function as Create


session in the System menu.

Create shortcut

Allow you to create a desktop shortcut to any SAP


report, transaction, or task if you are working with a
Windows 32-bit operating system.

F1 Help

Provides help on the field where the cursor is


positioned.

Layout menu

Allow you to customize the display options.

The Application toolbar contains buttons for performing common actions such as Create and Change.
Button

Name

Functions

Create

You use this function to create a new object.

Change

You use this function to change an object.

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Display

You use this function to display an existing object. You cannot change data in
display mode.

Copy

You use this function to copy objects to temporary storage or to the database.

Delimit

Delimit means you want to change a validity period, so that the end date occurs
sooner than is currently stated

Delete

You use this function to delete an object.

Overview

Screen within a task that displays a summary table of the sub-objects of an object.
Each sub-object usually has a detail screen

Execute

You use this function to run a program.

2 Navigating in the Workplace Menu


You can expand and collapse menus in the workplace menu by choosing the dropdown arrows to the left
of the menu items, as in the example below:

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To open an application in the workplace menu:


Double-click its node, or
Choose Enter, or
Choose Edit / Execute

Enter Recruitment Documentation (End User)


This Recruitment is divided into
Creation of Vacancy
Creation of Advertisement
Applicant Data Entry
Selection Process
Data transfer
The same options you can make with Enter_Recruitment Role.

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3 Creation of Vacancy
Once the position is created in the Organization Management for that position we have to maintain the
vacancy information from Transaction PO13.

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Here, Select your position for which you have to maintain vacancy at Position tab.
Select Vacancy Info type.

Click on Create, the create vacancy screen appears.

Mention the Validity of period for Vacancy and select the Vacancy as Open (Radio Button) and Save your
entries.
You will enter into next screen where you have to select the personnel officer (who is responsible for
complete recruitment activity) and the line manager who is the immediate superior.

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Save Data. It will take you to the following screen

Enter required data & Save your entries

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4 Creation of Advertisement
Click on Transaction PBAW you will get the following screen.
From the above screen click on Execute (F8).
You will get Maintain Advertisements.

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Click on Create Advertisement

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(F7), you will enter into the Crete Posting Screen.

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Click on Next Free Advertisement number


to generate Advt No.
Select the Instrument which you are advertising.
Enter Advertising Start Date, End Date Cost, Currency Key and Text related to the Advertisement.
Click on Add to select the vacancies which have to be Published in this particular Advertisement.

5 Applicant Data Entry


Once we receive applications against to the advertisement, we have to enter the applicant details into the
system.
This can be performed with Transaction PB40 (Initial Entry of Basic Data).
As per the Details enter all the field values. Tick mark on Check boxes (Further data)

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Click on Save. It will take you to Personal Data. Create your entries.
Save your data.
It will take you to the next screens Create Organisational Assignments, Create Address, Create
Applications, Create Communications, Family Members, Enter Additional Data (Qualifications) one
by one dynamically.

6 Selection Procedure
Once we receive the applications and store it in our data base, the selection process starts. i.e.
Conducting different rounds of Interviews depending on the situation.
Here we are following 3 rounds of Interviews for all the levels.

Behavioral Interview
Technical/Functional Interview

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Final Interview
Once you enter into PBAE Transaction you will get the following screen.

Here you can select the applicants based on any criteria like Date of Receipt of Application, Date of
Action, Applicant no, name, advertisement, status, Action etc.
Click on Execute (F8).
Based on the criteria you have selected the following screen appears.

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From this screen you can


Perform any Action
Plan the Activity
Set Status
See Short Profile
Do Bulk Processing (More than One applicant)
Maintain Additional Data (Vacancy, Qualifications, Appraisals etc.)

7 Perform Any Action


Select the applicant and click on Action. It will take you to Applicant Actions screen.

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Select the applicant, date of action and Select the suitable action.
Execute (F8).
It will take you into copy applicant actions screen.
Check the field values and save the entries. It will ask you to delimit the date. Say Yes.
Back.
You will get the Applicants by action screen.

8 Hire Applicant
Go to PB40. Give action Prepare for hiring

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Create your entries. Save the data. Now you can transfer the data from Recruitment to PA

9 Data Transfer
Once the applicant is selected from the pool we have to transfer the applicant information from applicant
master table to Employee master table.
To transfer the information use Transaction PBA7.
Once u give the criterion and execute, it will take you to the Personnel Administration Actions Screen
(Like PA30). Fill up the employee group, sub group.
Once you save the entries system will assign Personnel Number. Then it takes you to Personal Data
Screen where we have to check the field values.
Save.
It takes you to Organizational Assignment Screen, here enter personnel Sub area, payroll area, assign
the employee to the position.
th

Like this system keeps on asking you to save the info types up to 6 info type.
Once the complete information is transferred to employee master system will show the status as OK.
Position No: Name of the Employee: Date: Status (OK)

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10 Recruitment Reports
Use:There are numerous reports available to you in the Recruitment component. Using these reports, you can
create statistical reports or lists on the following data:
Applicants
Vacancies
Advertisements

Features
The following standard reports can be found in the Recruitment information system.
Applicants
S_AHR_61015508 - Variable Applicant List
You can use this report to generate a list containing applicant data from various sources, according to
your own requirements.
S_AHR_61015509 - Applicants by Name
You can use this report to display an overview of applicants overall status. You can also use it to
generate a worklist for yourself. The output list contains several interactive functions that you can use to
further process applicant data.
S_AHR_61015510 - Applicants by Action
You can use this report to display a receipt of application (Initial Entry of Basic Data action) or other lists
displaying applicant actions, for example. From the output list, you can carry out additional processing for
applicants
S_AHR_61015511 - Applicants' Education and Training

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This report enables you to generate a list of data on applicants education and training.
S_AHR_61015512 Applications
You can use this report to generate a list of the applications received and entered in the SAP System.
S_AHR_61015513 - Applicant Statistics
You can use this report to generate a list showing the number of applicants for each overall status.
S_AHR_61015514 - Planned Activities
You can use this report to display a list of all planned activities that a particular personnel officer is to
perform by a certain date
S_AHR_61015515 - Vacancy Assignments
You can use this report to generate a list of vacancy assignments.
S_AHR_61015516 Vacancies
You can use this report to generate a list of vacancies.
S_AHR_61015517 - Job Advertisements
You can use this report to generate a list of job advertisements.
S_AHR_61015518 - Recruitment Instruments
You can use this report to evaluate the effectiveness of recruitment instruments.

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