Recruitment

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© Copyright 1998 SAP AG. All rights reserved.
No part of this brochure may be reproduced or transmitted in any form or for any purpose without
the express permission of SAP AG. The information contained herein may be changed without
prior notice.
SAP AG further does not warrant the accuracy or completeness of the information, text, graphics,
links, or other items contained within these materials. SAP AG shall not be liable for any special,
indirect, incidental, or consequential damages, including without limitation, lost revenues or lost
profits, which may result from the use of these materials. The information in this documentation is
subject to change without notice and does not represent a commitment on the part of SAP AG for
the future.
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Vacancies ................................................................................................................................. 14
Staffing Status ..................................................................................................................... 16
Creating a Vacancy in Recruitment..................................................................................... 17
Creating a Vacancy in Organizational Management........................................................... 18
Changing a Vacancy ........................................................................................................... 20
Displaying a Vacancy .......................................................................................................... 21
Advertisements......................................................................................................................... 22
Editing Advertisements........................................................................................................ 23
Displaying Advertisements .................................................................................................. 25
Displaying Recruitment Instruments ................................................................................... 26
Issuing Recruitment Requests ................................................................................................. 27
Monitoring Recruitment Requests ............................................................................................ 28
Advertising ................................................................................................................................ 29
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Optical Archiving of Application Documents ............................................................................ 31
Structuring Applicants............................................................................................................... 32
Grouping of Applicant Data ...................................................................................................... 33
Applicant Actions (Infotype 4000) ....................................................................................... 34
Applications (Infotype 4001)................................................................................................ 35
Vacancy Assignment (Infotype 4002) ................................................................................. 36
Applicant Activities (Infotype 4003) ..................................................................................... 37
Applicant’s Personnel Number (Infotype 4005) .................................................................. 38
Status of Applicant Activities (Infotype 4004)...................................................................... 39
Employee’s Applicant Number (Infotype 0139)................................................................... 40
Initial Entry of Applicant Data ................................................................................................... 41
Identifying Multiple Applicants and Former Employees ...................................................... 42
Entering Basic Data on an Internal Applicant...................................................................... 43
Entering Basic Data on an External Applicant .................................................................... 45
Entering Basic Data on Several Applicants......................................................................... 47
Repeating the Check for Multiple Applicants and Former Employees................................ 48
Entering an Applicant’s Address Abroad............................................................................. 49
Entering Additional Data on an Applicant............................................................................ 50
The Enter Additional Data Action ........................................................................................ 51
Editing of Applicant Data .......................................................................................................... 52
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Changing an Applicant’s Address ....................................................................................... 53

Correcting an Applicant’s Address................................................................................. 54
Entering a New Address for an Applicant ...................................................................... 55
Deleting an Applicant’s Vacancy Assignment..................................................................... 56
Entering an Applicant’s Bank Details .................................................................................. 57
Displaying an Applicant’s Applications................................................................................ 58
Deleting an Applicant .......................................................................................................... 59
Processing Receipt of Application............................................................................................ 60
Confirming Receipt of Application ............................................................................................ 61
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Administration of Selection Procedures ................................................................................... 63
Procedure-Oriented Processing Options.................................................................................. 65
Applicant Activities.................................................................................................................... 66
Processing Applicant Activities ........................................................................................... 67
Maintaining Applicant Activities...................................................................................... 68
Creating and Changing an Applicant Activity................................................................. 69
Creating Follow-Up Activities for an Applicant Activity ............................................. 70
Creating/Changing/Deleting Notes for an Applicant Activity.......................................... 71
Changing the Status of an Applicant Activity ................................................................. 72
Deleting an Applicant Action .......................................................................................... 73
Outputting Applicant Activities ....................................................................................... 74
Outputting the Processing Status of an Application ................................................. 75
Creating Statistics of Applicant Activities for a Vacancy........................................... 76
Displaying and Editing Planned Applicant Activities by Personnel Officer ............... 77
References Between Applicant Activities....................................................................... 78
Creating/Changing/Deleting the Reference Activity for an Applicant Activity........... 79
Depicting Selection Procedures ............................................................................................... 80
Editing Applicant Statuses .................................................................................................. 81
Rejecting Applicants, Putting Applicants on Hold or ‘In Process’ .................................. 82
Putting an Applicant on Hold for the Entire Company During Initial Entry of
Basic Data...................................................................................................................... 83
Rejecting an Applicant for the Entire Company During Initial Entry of Basic Data ........ 84
Putting an Applicant on Hold or Rejecting an Applicant for the Entire Company After
Initial entry of Basic Data ............................................................................................... 85
Setting an Applicant’s Status to In Process for the Entire Company............................. 87
Offering an Applicant a Contract.................................................................................... 88
Recording Rejection of a Contract by an Applicant ....................................................... 90
Preparing to Hire an Applicant ....................................................................................... 92
Support of Selection Procedures.............................................................................................. 94
Support of Vacancy Assignment ......................................................................................... 95
Assigning Applicants From the Applicant Pool to a Vacancy ........................................ 96
Searching for Applicants Using User-Definable Qualifications Profiles......................... 97
Searching for Applicants Using Requirements Profiles for Positions ............................ 98
Support in Decision-Making ................................................................................................ 99
Support in Decision-Making: Example ......................................................................... 100
Selecting an Applicant.................................................................................................. 101
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Managing Applicant Selection...................................................................................... 103

Personnel Screening .............................................................................................................. 104
Personnel Selection................................................................................................................ 105
Process Offer of Work Contract ............................................................................................. 107
Resubmission of Applicant ..................................................................................................... 108
Preparing to Hire an Applicant ............................................................................................... 109
Processing Rejection of Contract ........................................................................................... 110
Applicant Pool Administration................................................................................................. 111
Notifying An Applicant That His/Her Application Has Been Put on Hold ............................... 112
Notifying An Applicant That His/Her Application Has Been Rejected .................................... 113
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Recurring Tasks ..................................................................................................................... 115
Creating Applicant Letters ...................................................................................................... 116
Creating an Applicant Activity and Applicant Correspondence With a Standard Text...... 117
Creating an Individual Letter for an Applicant Activity ................................................. 118
Creating an Individual Letter for an Applicant Activity (Microsoft Word)...................... 119
Retrieving a Standard Letter on an Applicant Activity.................................................. 121
Printing a Letter for an Activity................................................................................................ 122
Outputting Letters Using Bulk Processing.............................................................................. 123
Outputting Letters Using Recurring Tasks ........................................................................ 124
Repeating Printing of Letters Using Recurring Tasks ....................................................... 125
Setting Planned Activities to Completed After Printing Letters ......................................... 126
Calling an Applicant Using SAPphone ................................................................................... 127
Phoning an Applicant ........................................................................................................ 129
Sending Correspondence to Applicants via Fax or E-Mail (SAPconnect) ............................. 131
Faxing and E-Mailing Letters to Applicants....................................................................... 133
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Transferring Data.................................................................................................................... 136
Integrated System: Transferring Data Directly From Recruitment.................................... 137
Integrated System: Transferring Data Directly When In Personnel Administration .......... 138
Non-Integrated System: Transferring Data Using a Data Carrier ..................................... 139
Creating a Data Carrier in Recruitment........................................................................ 140
Importing a Data Carrier into Personnel Administration .............................................. 141
Setting Planned Activities to Completed ........................................................................... 142
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The Report Selection Screen ................................................................................................. 144
The Report Selection Screen (Japan)............................................................................... 146
Analysis Reports..................................................................................................................... 147
Creating a List ................................................................................................................... 151
Creating a List of Applicants by Action ........................................................................ 153
The Applicants by Name Report Example ................................................................... 155
The Applications Report Example................................................................................ 156
The Applicants by Action Report Example................................................................... 157
The Vacancy Assignments Report Example ............................................................... 158
The Applicants’ Education and Training Report: Example .......................................... 159
The Maintain Vacancy Assignments Report: Example................................................ 160
Statistics Reports.................................................................................................................... 161
Creating Statistics ............................................................................................................. 163
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Creating Overall Applicant Statistics............................................................................ 164

Creating Applicant Statistics for an Educational Institution (Japan) ............................ 166
Creating Applicant Statistics for a Vacancy ................................................................. 167
The Applicant Statistics Report: Example.................................................................... 170
The Evaluation of Job Advertisement Report: Example .............................................. 171
The Recruitment Instrument Report: Example ............................................................ 172
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This component has all the functions you need for working through the entire recruitment
procedure. The 5HFUXLWPHQWcomponent contains an entire range of powerful, flexible functions
which you can use to implement an effective – and largely automated – recruitment strategy.
Recruitment comprises the following components:
• Workforce Requirements and Advertising [Page 13]
• Applicant Administration [Page 30]
• Selection of Applicants [Page 62]
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In order to use all of the functions in the 5HFUXLWPHQWcomponent, it is recommended that you
implement the following components:
• Personnel Administration
• Organizational Management
• Personnel Development
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This is a person who, by means of a job application, expresses interest in finding employment or
in changing his or her present employment.
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A recruitment request is a request made of an organizational plan unit to recruit suitable
candidates to staff vacancies.
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A job application is an interest expressed formally by a person in entering into a work relationship
or changing a work relationship.
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Access protection enables you to determine that a personnel officer or line manager is only able
to display the data on an application that is relevant to his or her own sphere of responsibility.
Access protection for applicant data can either be set according to the employee’s duties, or
according to his or her organizational assignment. Task-oriented access protection is used, for
example, if a personnel officer or line manager is only allowed to enter data on an applicant, but
not to play a decision-making role in the selection process. Access protection based on
organizational assignment is used, for example, if a personnel officer or line manager is allowed
to look at applicant data for a specific personnel area only.
For further information, refer to the Implementation Guide (IMG) for 5HFUXLWPHQW, under
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This component enables you to reproduce in the R/3 System what your workforce requirements
are and how you advertise.
A company’s workforce requirements are represented in the :RUNIRUFH5HTXLUHPHQWVDQG
$GYHUWLVLQJ component by means of vacancies. A vacancy is a description of a position that must
be staffed, either completely or partially. The recruitment procedure is initiated by the creation of
a vacancy, and its purpose is to fill vacancies. Vacancies are published in advertisements.
If a candidate applies for a job in response to an advertisement, he or she must be assigned to
this advertisement during the initial entry of basic data. By assigning an applicant to an
advertisement here, you can have the system propose a likely vacancy assignment for the
applicant. This proposed vacancy assignment can be overwritten if unsuitable. Assignment of an
unsolicited applicant to a vacancy depends solely on the decisions of the personnel officer, or
line manager, responsible. For this reason, default values cannot be proposed here.
If the candidate has applied in response to an advertisement, he or she is assigned to a
recruitment instrument and a medium, along with the advertisement. This assignment means that
you can analyze the effectiveness of the recruitment instruments and media used by your
company.
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If you are using 5HFUXLWPHQW as a stand-alone system, you must enter all data on a vacancy
manually in the 5HFUXLWPHQW system.
If you are using 5HFUXLWPHQW in conjunction with 2UJDQL]DWLRQDO0DQDJHPHQW, the latter
component already contains a structured list of all the positions in a company. In this case, all
you have to do is set a “vacant” flag in 2UJDQL]DWLRQDO0DQDJHPHQW for any positions that have to
be filled. All positions marked "vacant" in 2UJDQL]DWLRQDO0DQDJHPHQW are then automatically
available in the 5HFUXLWPHQW component.
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Vacancies [Page 14]
Advertisements [Page 22]
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A company’s workforce requirements are represented in the 5HFUXLWPHQW component by means
of vacancies. A vacancy is a position that must be staffed, either completely or partially.
Vacancies are maintained by a line manager or personnel officer.
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The personnel officer responsible manages data for the vacancy according to the authorization
assigned to him or her by the personnel department. The line manager is responsible for
deciding on the applicant’s suitability for the vacancy. Any person recorded in the 3HUVRQQHO
$GPLQLVWUDWLRQcomponent as an employee of the company can be defined as a line manager.
The procedure used depends on whether 5HFUXLWPHQW is being used as a stand-alone system, or
in conjunction with 2UJDQL]DWLRQDO0DQDJHPHQW.
If you are using 5HFUXLWPHQW as a stand-alone system, you must manually enter all data on a
vacancy.
If you are using 5HFUXLWPHQW in conjunction with 2UJDQL]DWLRQDO0DQDJHPHQW, the latter
component contains a list of all the positions in a company. In this case, all you have to do is set
a YDFDQW flag in 2UJDQL]DWLRQDO0DQDJHPHQW for any positions that have to be filled. All positions
marked YDFDQW in 2UJDQL]DWLRQDO0DQDJHPHQW are then available in the 5HFUXLWPHQW system for
further processing and evaluation.
Vacancies created using 2UJDQL]DWLRQDO0DQDJHPHQWcannot be maintained in

5HFUXLWPHQW, with the exception of the following fields:
• 3HUVRQQHORIILFHU
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Each vacancy is characterized by the following:
• Eight-digit number (for example, 00000123) and description (for example, Secretary)
• Date )URP and 7R
• 3HUVRQQHORIILFHUUHVSRQVLEOH and /LQHPDQDJHU
• Percentage approved
• Percentage reserved
• Staffing percentage
• Staffing status [Page 16]
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Creating a Vacancy in Recruitment [Page 17]
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Creating a Vacancy in Organizational Management [Page 18]

Changing a Vacancy [Page 20]
Creating a Vacancy [Page 21]
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The staffing status of a vacancy specifies the extent to which a vacancy is occupied as a
percentage value.
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The R/3 System determines this status on the basis of the following values:
• Percentage approved
• Percentage reserved
• Staffing percentage
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9DFDQW At least part of the vacancy is not occupied or reserved

5HVHUYHG The vacancy is either
• completely reserved
• partially reserved and partly occupied (both figures giving a total of 100%)
2FFXSLHG The vacancy is completely occupied
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A position must exist for the vacancy you want to create.
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1. Choose $GYHUWLVLQJ → 9DFDQF\ → 0DLQWDLQ.
The 9DFDQFLHV screen appears.
2. Enter any relevant selection criteria and choose 3URJUDP → ([HFXWH.
The 0DLQWDLQ9DFDQFLHV screen appears.
3. Choose 9DFDQF\→&UHDWH.
The &UHDWH9DFDQF\ screen appears.
4. Enter your data as required.
The system calculates the staffing percentage from the percentage approved, the
percentage reserved, and the staffing percentage.
5. Save your entries.
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You have created the desired vacancy in the 5HFUXLWPHQWcomponent.
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The 5HFUXLWPHQW component must be integrated with the 2UJDQL]DWLRQDO0DQDJHPHQW
component.
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1. Choose +XPDQUHVRXUFHV → 2UJDQL]DWLRQDOPDQDJHPHQW
The 2UJDQL]DWLRQDO 0DQDJHPHQWscreen appears.
2. Choose 'HWDLOPDLQWHQDQFH→ 3RVLWLRQ.
The 0DLQWDLQ3RVLWLRQ screen appears.
The value that you enter in the 3ODQ YHUVLRQfield must be that of theLQWHJUDWLRQ
plan version.
4. Select the infotype 9DFDQF\, and the status DFWLYH, and choose (GLW → &UHDWH
LQIRW\SH.
The ,QIRW\SH9DFDQF\&UHDWH screen appears.
5. Select 2SHQ, and save the infotype.
The &UHDWH9DFDQF\screen of the 5HFUXLWPHQW component appears.
The system calculates the staffing percentage from the percentage approved, the
percentage reserved, and the staffing percentage.
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You have created the desired vacancy in the 2UJDQL]DWLRQDO0DQDJHPHQWcomponent.
Any vacancies that you created in 2UJDQL]DWLRQDO0DQDJHPHQW are marked with a

3 in the 3' field of the 9DFDQF\ view (V_T750X). These vacancies cannot be
maintained in 5HFUXLWPHQW, with the exception of the following fields:
– Personnel officer
– Line manager
– Percentage reserved
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1. Choose $GYHUWLVLQJ → 9DFDQF\ → 0DLQWDLQ.
2. Enter any relevant selection criteria and choose 3URJUDP → ([HFXWH.
The 0DLQWDLQ9DFDQFLHV screen appears.
3. Select the vacancy you want to change, and choose9DFDQF\→&KDQJH.
The &KDQJH9DFDQF\ screen appears.
4. Make the changes you want.
If the selected vacancy was created in 2UJDQL]DWLRQDO0DQDJHPHQW, you can only

overwrite the entries in the 3HUVRQQHO RIILFHU/LQH PDQDJHUand3HUFHQWDJH
UHVHUYHGfields.
5. Save the changes you made.
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You have changed the vacancy selected.
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1. Choose $GYHUWLVLQJ → 9DFDQF\ → 'LVSOD\.
2. Enter any relevant selection criteria, and choose 3URJUDP → ([HFXWH.
The 'LVSOD\9DFDQFLHV screen appears.
3. Select the vacancy you want to display, and choose 9DFDQF\→'LVSOD\
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The selected vacancy is displayed.
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Vacancies are published in advertisements. An advertisement is an announcement of one or
more vacancies published in a recruitment instrument with the aim of recruiting suitable
candidates. Examples of recruitment instruments are specific newspapers, and the employment
office in a specific city. Recruitment instruments are classified by medium (for example, press,
employment office, recruitment agency). Media and recruitment instruments are created and, if
necessary, maintained in Customizing. For further information, refer to the Implementation Guide
(IMG) for Recruitment (:RUNIRUFH5HTXLUHPHQWVDQG$GYHUWLVLQJ→5HFUXLWPHQW,QVWUXPHQWV)
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An advertisement is characterized by the following:
• Eight-digit number (for example, 00000020)
• 5HFUXLWPHQWLQVWUXPHQW and 0HGLXP
• 3XEOLFDWLRQGDWH and FRVWV
• $GYHUWLVHPHQWWH[W, if applicable
• Vacancies published in the advertisement
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Editing Advertisements [Page 23]
Displaying Advertisements [Page 25]
Displaying Recruitment Instruments [Page 26]
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To create advertisements, you must fulfill the following prerequisites:
• The vacancy or vacancies to be published in the advertisement must have been
created.
• The recruitment instrument used for the advertisement must have been created in
Customizing. For further information, refer to the Implementation Guide (IMG) for
Recruitment (:RUNIRUFH5HTXLUHPHQWVDQG$GYHUWLVLQJ→5HFUXLWPHQW,QVWUXPHQWV)
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1. Choose $GYHUWLVLQJ → $GYHUWLVHPHQW → 0DLQWDLQ.
The $GYHUWLVHPHQWV screen appears.
The 0DLQWDLQ$GYHUWLVHPHQWV screen appears.
3. Perform one of the following functions:
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Create an ad (GLW → &UHDWHDGYHUWLVPHQW &UHDWH$GYHUWLVHPHQW

Change an ad (GLW → &KDQJHDGYHUWLVPHQW &KDQJH$GYHUWLVHPHQW
4. Enter your data (or make your changes) as required.
If you want the system to propose the next highest number not yet assigned in
the $GYHUWLVHPHQW field, choose $GYHUWLVHPHQW → 1H[WIUHHQXPEHU.
5. Specify all the vacancies to be published in the advertisement.
a) Enter the data you want in the ,QVWUXPHQW and 3XEOLFDWLRQGDWHfields.
b) Choose (GLW → ,QVHUWYDFDQF\.
The &KRRVH9DFDQFLHV screen appears.
c) Select all the vacancies to be published in the advertisement and choose
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6. Enter the advertisement text and save it.
a) Enter an alphabetic or numeric address key of your choice for the text in the 7H[W
QDPH field, and choose 0DLQWDLQWH[W
The&KDQJH3XEOLFDWLRQ7H[WWH[WQDPH!/DQJXDJH(1 screen appears.
b) Enter the advertisement text, and save it.
c) Choose %DFN.
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This takes you back to the original screen.

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You have create (or changed) an advertisement.
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Displaying Advertisements [Page 25]
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1. Choose $GYHUWLVLQJ → $GYHUWLVHPHQW → 'LVSOD\.
The $GYHUWLVHPHQWV screen appears.
The 'LVSOD\$GYHUWLVHPHQWV screen appears.
3. Select the vacancy you want to display and choose (GLW→'LVSOD\YDFDQF\
The 'LVSOD\$GYHUWLVHPHQW screen appears.
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The system displays the advertisement selected.
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• Choose $GYHUWLVLQJ → 5HFUXLWPHQWLQVWUXPHQW → 'LVSOD\.
The 'LVSOD\9LHZ5HFUXLWPHQW,QVWUXPHQW2YHUYLHZ screen appears.
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The system displays a list of all recruitment instruments.
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A recruitment request is a request made of an organizational unit (personnel department) to find
suitable candidates for the vacancies specified. The vacancies are listed as items in the
recruitment request. The recruitment request is assigned to a cost center and/or an internal
controlling order for cost/budget monitoring purposes.
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You can only issue a recruitment request if a need for recruitment was established when
workforce requirements were being determined.
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1. Determine what vacancies you have.
2. Specify who will bear the costs.
3. Specify who is responsible for the request.
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The recruitment request is processed. You can continue with the following processes:
Advertising [Page 29]
Monitoring Recruitment Requests [Page 28]
Personnel screening [Page 104]
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The R/3 System retrieves the following information when monitoring recruitment requests:
• The number of open vacancies and the number of occupied vacancies in the request
• The number of open vacancies for which suitable candidates have already been
found
• How much of the budget has been used up, and how much is still available
• Information on activities already performed (for example, advertising of vacancies,
and so on)
Once you have obtained this information, you determine whether the recruitment request should
remain ‘in process,’ or should be completed. You might complete a recruitment request if, for
example, all the open vacancies have been filled, or if the budget has been exhausted.
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You can only monitor a recruitment request if the person responsible for the request requires
information on the status of the request, and if the recruitment request is ‘in process’.
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1. Obtain information about the vacancies (request items).
For further information, see the 9DFDQF\$VVLJQPHQWVsection of the Analysis Reports
[Page 147] topic.
2. Analyze your financial resources.
3. Obtain information about any activities already performed.
For further information, see the $GYHUWLVHPHQW(YDOXDWLRQand5HFUXLWPHQW,QVWUXPHQW
(YDOXDWLRQsections of the Statistics Reports [Page 161] topic.
4. On the basis of the information you obtain, set the status of the recruitment request.
5HVXOW
The monitoring of a recruitment request can result in the following:
• The recruitment request is completed.
• The recruitment request is ‘in process.’ Now, you can screen applicants [Page 104].
-XQH
6$3$* 3$5HFUXLWPHQW
$GYHUWLVLQJ
$GYHUWLVLQJ
3XUSRVH
This process describes all the activities performed in preparation for the advertisement of
vacancies. These activities might include finding out about the vacancies to be advertised, the
internal and external labor market, and the financial resources available for the advertisement.
You make precise specifications for the advertisement, and might pass a request on to Logistics.
3UHUHTXLVLWHV
You can only advertise if the person responsible for the request requires the vacancy or
vacancies to be advertised, and if the recruitment request is ‘in process’.
3URFHVV
1. Obtain information about the vacancy or vacancies.
For further information, refer to the (UURU1RERRNPDUNQDPHJLYHQAdvertisements
[Page 22] topic.
2. Find out which media are feasible.
3. Find out which recruitment instruments are feasible.
4. Find out about the current situation on the employment market.
5. Analyze the financial resources available for the advertisement.
6. Once you have obtained all this information, draw up specifications for the
advertisement.
5HVXOW
Advertising can result in either of the following situations:
• The advertisement is drawn up.
• Further services are required. You can continue with the process ‘Purchasing
requisitions processing.’
-XQH
3$5HFUXLWPHQW 6$3$*
3XUSRVH
You can use this component to coordinate and monitor all the steps involved in applicant
administration. The two-tiered data entry concept provides you with a fast, easy way to enter and
structure unsolicited applications, and applications in response to a specific advertisement.
)HDWXUHV
Each job application is checked against existing data in 3HUVRQQHO$GPLQLVWUDWLRQand
5HFUXLWPHQWto see if the applicant in question is:
• An internal applicant
• A former employee
• A multiple applicant
In all these cases, the applicant’s data is compared with existing information. This means that
you do not have to enter the same data twice, or store it in two different locations. It also helps
reduce data entry errors.
You can scan in and archive all application documents so that they can be made available to
several employees at any one time. This helps speed up processing, and protects the originals
against damage and loss.
6HHDOVR
Grouping of Applicant Data [Page 33]
Initial Entry of Applicant Data [Page 41]
Editing of Applicant Data [Page 52]
-XQH
6$3$* 3$5HFUXLWPHQW
2SWLFDO$UFKLYLQJRI$SSOLFDWLRQ'RFXPHQWV
2SWLFDO$UFKLYLQJRI$SSOLFDWLRQ'RFXPHQWV
For detailed information on optical archiving in Recruitment, please see the SAP-wide
documentation 6$3$UFKLYH/LQN5$SSOLFDWLRQ6FHQDULRV
-XQH
3$5HFUXLWPHQW 6$3$*
6WUXFWXULQJ$SSOLFDQWV
6WUXFWXULQJ$SSOLFDQWV
8VH
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
,QWHUQDODSSOLFDQWsare those employed by the company on the date that the job application is
received. ([WHUQDODSSOLFDQWsare 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 XQVROLFLWHGDSSOLFDWLRQV,or apply in response
to an DGYHUWLVHPHQW. You assign applicants who file an XQVROLFLWHG application to an
XQVROLFLWHGDSSOLFDWLRQJURXSduring 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 DSSOLFDQWJURXS 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 DSSOLFDQWFODVVis a
characteristic of the applicant group, and indicates whether the applicant is an internal applicant
(applicant class 3), or an external applicant (applicant class $3).
The DSSOLFDQWUDQJHis 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.
-XQH
6$3$* 3$5HFUXLWPHQW
*URXSLQJRI$SSOLFDQW'DWD
*URXSLQJRI$SSOLFDQW'DWD
8VH
Before you can create or edit existing data records on an applicant, you must know the names of
the infotypes in which they are grouped. Otherwise it is not possible to access specific data
records or indeed store data in the correct place in the system.
,QWHJUDWLRQ
7KH5HFUXLWPHQWLQIRW\SHV
Many of the infotypes used in 3HUVRQQHO$GPLQLVWUDWLRQ are also used in 5HFUXLWPHQW :
• Organizational Assignment (infotype 0001)
• Personal Data (infotype 0002)
• Addresses (infotype 0006)
• (GXFDWLRQ (infotype 0022)
• Previous Employment (infotype 0023)
• Qualifications (infotype 0024)
• %DQN'HWDLOV (infotype 0009)
If necessary you can also use other 3HUVRQQHO$GPLQLVWUDWLRQ infotypes. For further information
on the most important infotypes, and on what an ‘infotype’ is, refer to the 3HUVRQQHO
$GPLQLVWUDWLRQdocumentation.
)HDWXUHV
In addition to these 3HUVRQQHO$GPLQLVWUDWLRQ infotypes, 5HFUXLWPHQW also has some infotypes of
its own:
• Applicant Actions (Infotype 4000) [Page 34] [Page 34]
• Applications (Infotype 4001) [Page 35] [Page 35]
• Vacancy Assignment (Infotype 4002) [Page 36] [Page 36]
• Applicant Activities (Infotype 4003) [Page 37] [Page 37]
• Applicant's Personnel Number (Infotype 4005) [Page 38] [Page 38]
6HHDOVR
-XQH
3$5HFUXLWPHQW 6$3$*
$SSOLFDQW$FWLRQV ,QIRW\SH
$SSOLFDQW$FWLRQV ,QIRW\SH
'HILQLWLRQ
The $SSOLFDQW$FWLRQV infotype (4000) serves as a record of all applicant actions carried out for
an applicant. These applicant actions might be:
• Data entry procedures (e.g. Initial entry of basic data, Enter additional data)
• Procedures which change the overall status of the applicant (e.g. Reject applicant,
Put applicant on hold)
8VH
The most important piece of information contained in this infotype is the applicant’s overall status
(e.g. SURFHVVLQJ, RQKROG, UHMHFWHG). This depends on the last action performed for the applicant.
If, for example, the action type 3XWDSSOLFDQWRQKROG is performed, the applicant is assigned the
overall status RQKROG In the standard SAP system, a new record is created in the $SSOLFDQW
$FWLRQV infotype (4000) for every action type performed for an applicant.
In addition to data on the action type that was performed, the $SSOLFDQW$FWLRQV infotype (4000)
also contains information on whether or not an applicant has been recommended by an
employee (reference employee). If this is the case, you can store the name of the reference
employee in a text not used in evaluations.
The time constraint for this infotype is 1.
-XQH
6$3$* 3$5HFUXLWPHQW
$SSOLFDWLRQV ,QIRW\SH
$SSOLFDWLRQV ,QIRW\SH
'HILQLWLRQ
The $SSOLFDWLRQV infotype (4001) is used to store information on whether an application was
made in response to an advertisement, or is an unsolicited application.
8VH
A new data record of the $SSOLFDWLRQVinfotype (4001) is created for every application received
from an applicant. Each record is linked to a specific point in time, that is, the start and end date
of the record contain the date on which the application was received.
-XQH
3$5HFUXLWPHQW 6$3$*
9DFDQF\$VVLJQPHQW ,QIRW\SH
9DFDQF\$VVLJQPHQW ,QIRW\SH
'HILQLWLRQ
You use the 9DFDQF\$VVLJQPHQW infotype (40029 to enter the names of the vacancies to which
the applicant has been assigned.
8VH
Assign the applicant to a vacancy. The applicant will then be included in the selection procedure
for this vacancy. The status of the applicant’s vacancy assignment shows where the applicant is
in the selection procedure.
You can assign one applicant to the selection procedures for several vacancies. If you do this,
you have to assign different priorities to the vacancy assignments. There must also be a vacancy
assignment status for each assignment for the applicant.
-XQH
6$3$* 3$5HFUXLWPHQW
$SSOLFDQW$FWLYLWLHV ,QIRW\SH
$SSOLFDQW$FWLYLWLHV ,QIRW\SH
'HILQLWLRQ
You use the $SSOLFDQW$FWLYLWLHVinfotype (4003) to enter the activities that have been created for
an applicant.
8VH
Activities carried out for an applicant within a selection procedure are entered, logged and
planned in the 5HFUXLWPHQW system by means of DSSOLFDQWDFWLYLWLHV. 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 $SSOLFDQWDFWLYLW\ → 0DLQWDLQ.
-XQH
3$5HFUXLWPHQW 6$3$*
$SSOLFDQW¶V3HUVRQQHO1XPEHU ,QIRW\SH
$SSOLFDQW¶V3HUVRQQHO1XPEHU ,QIRW\SH
'HILQLWLRQ
You use the $SSOLFDQW¶V3HUVRQQHO1XPEHUinfotype (4005) to enter an internal applicant’s
personnel number.
8VH
The system enters this number automatically in the corresponding $SSOLFDQW¶V3HUVRQQHO1XPEHU
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.
-XQH
6$3$* 3$5HFUXLWPHQW
6WDWXVRI$SSOLFDQW$FWLYLWLHV ,QIRW\SH
6WDWXVRI$SSOLFDQW$FWLYLWLHV ,QIRW\SH
'HILQLWLRQ
You use the 6WDWXVRI$SSOLFDQW$FWLYLWLHVinfotype (4004) to specify the following for an
applicant:
• Whether any planned activities exist for this applicant
• Whether any recurring tasks have to be performed (such as sending a message, or
printing a letter)
8VH
Each applicant has one 6WDWXVRI$SSOLFDQW$FWLYLWLHV (4004) infotype record. This is created and
updated automatically.
The 6WDWXVRI$SSOLFDQW$FWLYLWLHVinfotype (4004) contains data that is required for running
certain reports (for example, reports that affect recurring tasks).
-XQH
3$5HFUXLWPHQW 6$3$*
(PSOR\HH¶V$SSOLFDQW1XPEHU ,QIRW\SH
(PSOR\HH¶V$SSOLFDQW1XPEHU ,QIRW\SH
'HILQLWLRQ
The (PSOR\HH¶V$SSOLFDQW1XPEHUinfotype (0139) is used to store an employee’s applicant
number.
-XQH
6$3$* 3$5HFUXLWPHQW
,QLWLDO(QWU\RI$SSOLFDQW'DWD
,QLWLDO(QWU\RI$SSOLFDQW'DWD
8VH
Initial entry of applicant data takes place using fast data entry. This procedure involves two steps,
and comprises the applicant actions ,QLWLDOHQWU\RIEDVLFGDWD, and (QWHUDGGLWLRQDOGDWD.
You have to perform the ,QLWLDOHQWU\RIEDVLFGDWDaction for every applicant. This is because it
contains data (such as the name, address and organizational assignment of the applicant) that is
required later for printing letters, and for statistical purposes. If optical archiving is used for the
application documents, these can be assigned to the applicants as part of the ,QLWLDOHQWU\RIGDWD
action.
(QWHUDGGLWLRQDOGDWD is only carried out for applicants who are of further interest to the company.
This action enables you to assign an applicant to one or more vacancies, as well as entering data
on an applicant’s education, training, qualifications, and previous employer.
You call this action either from the entry screen of the ,QLWLDOHQWU\RIEDVLFGDWDaction directly, or
from the /LVWRIDSSOLFDQWVE\DFWLRQwhich can be created using the report of the same name.
However, you can also access the action from numerous other screens.
)HDWXUHV
7KHWZRVWDJHFRQFHSWRIIDVWGDWDHQWU\KDVWKHIROORZLQJDGYDQWDJHV
• Entry of applications in the system can be divided so that more than one person is
responsible for it.
On receipt of the applications, one employee enters the mandatory data for all
applicants. The applications are then distributed among the responsible
administrators/personnel officers, who decide which applicants can be rejected
immediately. They then enter additional data on applicants who are still of interest
to the company.
• 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.
$FWLYLWLHV
The procedure used to enter basic data is different for internal and external applicants.
If the applicant is an external applicant, all the required data must be entered manually. When
dealing with internal applicants, however, you can import data such as name and address simply
by specifying the candidate's personnel number. You can overwrite this data, if necessary.
6HHDOVR
Structuring Applicants [Page 32]
Identifying Multiple Applicants and Former Employees [Page 42]
Entering Additional Data on an Applicant [Page 50]
-XQH
3$5HFUXLWPHQW 6$3$*
,GHQWLI\LQJ0XOWLSOH$SSOLFDQWVDQG)RUPHU(PSOR\HHV
,GHQWLI\LQJ0XOWLSOH$SSOLFDQWVDQG)RUPHU(PSOR\HHV
8VH
When initial entry takes place, each applicant is assigned an applicant number used to identify
only him or her throughout the system. If other applications are recorded for the same applicant
at a later date, these are recorded as new applications under the existing applicant number.
)HDWXUHV
When performing ,QLWLDOHQWU\RIEDVLFGDWD, the following functions are available:
• When dealing with LQWHUQDODSSOLFDQWV, the system carries out a check for
multiple applicants.
If it finds a multiple applicant on the database, the system accesses the applicant
action 1HZDSSOLFDWLRQ. This action adds to the applicant’s existing history, that is,
the application is recorded as a new application under the existing applicant
number.
• When dealing with H[WHUQDODSSOLFDQWV, the system can identify PXOWLSOH
DSSOLFDQWVand IRUPHUHPSOR\HHV.
If the system identifies data records in the employee or applicant database that
resemble those of the current applicant, these are listed on screen. The user
must then check the list to establish whether they are indeed the same person. If
so, the user can then select that candidate.
If the candidate is a multiple applicant, the system accesses the applicant action
1HZDSSOLFDWLRQ and simultaneously imports any existing data.
If the applicant is identified as a former employee, the ,QLWLDOHQWU\RIEDVLFGDWD
action remains on screen, and the system imports any existing data for this
person. You can overwrite this data, if necessary.
6HHDOVR
Initial Entry of Applicant Data by Fast Entry [Page 41]
Repeating the Check for Multiple Applicants and Former Employees [Page 48]
-XQH
6$3$* 3$5HFUXLWPHQW
(QWHULQJ%DVLF'DWDRQDQ,QWHUQDO$SSOLFDQW
1. Choose $SSOLFDQWPDVWHUGDWD → ,QLWLDOGDWDHQWU\.
The,QLWLDO(QWU\RI%DVLF'DWD screen appears.
2. You have the following options here:
7\SHRIDSSOLFDQW (QWHUGDWDDVUHTXLUHGLQWKHIROORZLQJILHOGV
Applicant who responded to $SSOLFDQWJURXS

specific advertisement
$SSOLFDQWUDQJH
3HUVRQQHODUHD
3HUVRQQHOVXEDUHD
3HUVRQQHOQXPEHU
$GYHUWLVHPHQW
Unsolicited applicant $SSOLFDQWJURXS
$SSOLFDQWUDQJH
3HUVRQQHODUHD
3HUVRQQHOVXEDUHD
3HUVRQQHOQXPEHU
8QVROLFLWHGDSSOLFDQWJURXS
In both cases, you must specify an applicant group assigned to applicant class 3
(internal applicants) in the $SSOLFDQWJURXS field.
3. Choose ENTER to confirm your entries.
The system fills the fields for the 3HUVRQDO'DWDand $GGUHVVHVinfotypes, together
with the 3HUVRQQHORIILFHUfield.
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 )XUWKHUGDWD.
7. Select $VVLJQIDFVLPLOHVto assign facsimiles to an applicant during initial data entry.
– If you have not selected )XUWKHUGDWD or $VVLJQIDFVLPLOHV, the procedure is
completed.
-XQH
3$5HFUXLWPHQW 6$3$*
– If you have selected )XUWKHUGDWD and $VVLJQIDFVLPLOHV or only )XUWKHUGDWD, the

screen for the chosen infotype appears. Proceed to step 9.
– If you have only selected $VVLJQIDFVLPLOHV, the 'RFXPHQW7\SH window appears.
Proceed to step 11.
9. Enter data as required in the fields of the infotype displayed.
– If you have selected )XUWKHUGDWD 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 )XUWKHUGDWD, the procedure is completed.
– If you selected only $VVLJQIDFVLPLOHValso, the 'RFXPHQW7\SH screen appears.
Proceed to step 11.
11. Select the document type you want, and choose &KRRVH
The $VVLJQ)DFVLPLOHscreen appears.
12. Enter the date of origin of the facsimile and choose &RQWLQXH.
The Confirm Assignment of Facsimile window appears.
13. Choose &RQILUP.
The(QWHU%DUFRGH,' screen appears.
14. Enter a barcode for the facsimile.
15. Choose &RQWLQXH.
The $VVLJQ)DFVLPLOHVscreen appears.
16. Choose <HVto assign more facsimiles to the applicant, or 1R
– If you do QRWwant to assign any more facsimiles to the applicant, the procedure
is completed.
– If you GRwant to assign further facsimiles to the applicant, the 'RFXPHQW7\SH
window appears again. Repeat steps 11 through 16 until all desired facsimiles
have been assigned to the applicant.
5HVXOW
You have entered basic data on an applicant. You may have assigned one or more barcodes to
the applicant. You can use these barcodes to record the application documents.
6HHDOVR
Entering Basic Data on Several Applicants [Page 47]
-XQH
6$3$* 3$5HFUXLWPHQW
(QWHULQJ%DVLF'DWDRQDQ([WHUQDO$SSOLFDQW
2. Enter data as required in the following fields:
± $SSOLFDQWJURXS
± $SSOLFDQWUDQJH
± 3HUVRQQHODUHD
± 3HUVRQQHOVXEDUHD
– Name
– First name
– Date of birth (if required)
In the $SSOLFDQWJURXS field, specify an applicant group belonging to applicant

class $3 (external applicants).
3. Choose (17(5 to confirm your entries.
– If there is a former employee or applicant with the same name, proceed to step 4.
– If QRW, proceed to step 7.
4. To check your selection, select the desired entry, and choosing (GLW→'LVSOD\
SHUVRQ.
– If one of the former employees or applicants is the applicant in question, proceed
to step 5.
– If QRW, choose %DFN. Then proceed to step 7.
5. Select the applicant identified, and choose (GLW → 3HUVRQUHFRJQL]HG.
The system fills in the fields for the 2UJDQL]DWLRQDO$VVLJQPHQW3HUVRQDO'DWDand
$GGUHVVHVinfotypes.
The defaults for 2UJDQL]DWLRQDO$VVLJQPHQWare 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 )XUWKHUGDWD.
-XQH
3$5HFUXLWPHQW 6$3$*
9. Select $VVLJQIDFVLPLOHVto assign facsimiles to an applicant during initial data entry.

– If you have not selected )XUWKHUGDWD or $VVLJQIDFVLPLOHV, the procedure is
completed.
– If you have selected )XUWKHUGDWD and $VVLJQIDFVLPLOHV or only )XUWKHUGDWD, the
screen for the chosen infotype appears. Proceed to step 11.
– If you have only selected $VVLJQIDFVLPLOHV, the 'RFXPHQW7\SH window appears.
Proceed to step 13.
11. Enter data as required in the fields of the infotype displayed.
– If you have selected )XUWKHUGDWD 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 )XUWKHUGDWD, the procedure is completed.
– If you selected only $VVLJQIDFVLPLOHValso, the 'RFXPHQW7\SH screen appears.
Proceed to step 13.
13. Select the desired document type, and choose &KRRVH.
The $VVLJQ)DFVLPLOHscreen appears.
14. Enter the date of origin of the facsimile and choose &RQWLQXH.
The Confirm Assignment of Facsimile window appears.
15. Choose &RQILUP.
The(QWHU%DUFRGH,' screen appears.
16. Enter a barcode for the facsimile.
17. Choose &RQWLQXH.
The $VVLJQ)DFVLPLOHVscreen appears.
18. Choose <HVto assign more facsimiles to the applicant, or 1R
– If you do QRWwant to assign any more facsimiles to the applicant, the procedure
is completed.
– If you GRwant to assign further facsimiles to the applicant, the 'RFXPHQW7\SH
window appears again. Repeat steps 13 through 18 until all desired facsimiles
have been assigned to the applicant.
5HVXOW
You have entered basic data on an applicant. You may have assigned one or more barcodes to
the applicant. You can use these barcodes to record the application documents.
6HHDOVR
Entering Basic Data on Several Applicants [Page 47]
Entering an Applicant’s Address Abroad [Page 49]
-XQH
6$3$* 3$5HFUXLWPHQW
(QWHULQJ%DVLF'DWDRQ6HYHUDO$SSOLFDQWV
(QWHULQJ%DVLF'DWDRQ6HYHUDO$SSOLFDQWV
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 (GLW → &OHDUILHOGV.
-XQH
3$5HFUXLWPHQW 6$3$*
5HSHDWLQJWKH&KHFNIRU0XOWLSOH$SSOLFDQWVDQG)RUPHU(PSOR\HHV
5HSHDWLQJWKH&KHFNIRU0XOWLSOH$SSOLFDQWVDQG)RUPHU
(PSOR\HHV
3UHUHTXLVLWHV
The automatic check for multiple applicants and former employees is carried out once for every
last and first name entered. You can also trigger this check manually.
3URFHGXUH
2. Enter data in the required fields, and choose (GLW → &KHFNH[DSSH[HH
5HVXOW
The check for multiple applicants and former employees is repeated.
-XQH
6$3$* 3$5HFUXLWPHQW
(QWHULQJDQ$SSOLFDQW¶V$GGUHVV$EURDG
(QWHULQJDQ$SSOLFDQW¶V$GGUHVV$EURDG
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 )XUWKHUGDWD field in the $GGUHVVHV
infotype (0006) to access a country-specific entry screen. You can then enter the applicant’s
address abroad on this screen.
3URFHGXUH
2. Make entries in the required fields for the infotypes 2UJDQL]DWLRQDO$VVLJQPHQW,
3HUVRQDO'DWD and $SSOLFDWLRQV.
3. Select the )XUWKHUGDWD field for the $GGUHVVHV infotype.
The Create Addresses (Infotype 0006) screen appears.
5. Choose Address abroad.
The &KRRVH&RXQWU\.H\ screen appears.
6. Specify the desired country key, and choose &RQWLQXH
The system displays the desired country-specific data entry screen for the $GGUHVVHV
infotype.
7. Enter the applicant's address.
8. Save the address.
5HVXOW
You have entered the basic data on an external applicant with an address abroad.
-XQH
3$5HFUXLWPHQW 6$3$*
(QWHULQJ$GGLWLRQDO'DWDRQDQ$SSOLFDQW
(QWHULQJ$GGLWLRQDO'DWDRQDQ$SSOLFDQW
1. Choose $SSOLFDQWPDVWHUGDWD → $SSOLFDQWDFWLRQV.
The $SSOLFDQW$FWLRQV screen appears.
2. Enter the applicant number and select,QLWLDOHQWU\RIEDVLFGDWD.
The(QWHU$GGLWLRQDO'DWD screen appears.
3. Assign the desired vacancies to the applicant.
If you choose 'HIDXOWYDFDQF\ for applications that refer to an advertisement, the

system proposes the vacancies published in the advertisement.
4. Enter the applicant’s Education, Qualifications, and Previous employment.
5. If you use the 3HUVRQQHO'HYHORSPHQW component, proceed as follows to create
qualifications:
a) Choose0DLQWDLQTXDOLILFDWLRQVSURILOH.
If you are creating qualifications for an H[WHUQDO applicant, the $SSOLFDQW&KDQJH
3URILOH GDWDVHOHFWLRQSHULRG! screen appears.
If you are creating qualifications for an H[WHUQDO applicant, the $SSOLFDQW&KDQJH
3URILOH GDWDVHOHFWLRQSHULRG! screen appears.
b) Choose4XDOLILFDWLRQV→&UHDWH.
The 6HOHFW4XDOLILFDWLRQ screen appears.
c) Select one or more entries and choose 7UDQVIHU.
The 2EMHFWW\SH!&KDQJH3URILOH GDWDVHOHFWLRQSHULRG! screen appears
again.
d) Save your entries.
e) Choose %DFN.
The(QWHU$GGLWLRQDO'DWD screen appears again.
5HVXOW
You have entered additional data on the applicant.
6HHDOVR
The Enter Additional Data Action [Page 51]
-XQH
6$3$* 3$5HFUXLWPHQW
7KH(QWHU$GGLWLRQDO'DWD$FWLRQ
7KH(QWHU$GGLWLRQDO'DWD$FWLRQ
3UHUHTXLVLWHV
You can access the (QWHU$GGLWLRQDO'DWDaction from a number of screens.
You call this action either from the entry screen of the ,QLWLDOHQWU\RIEDVLFGDWDaction directly, or
from the /LVWRIDSSOLFDQWVE\DFWLRQ This list can be created using the analysis report of the
same name.
)URPWKH,QLWLDO'DWD(QWU\VFUHHQ
On the ,QLWLDO(QWU\RI%DVLF'DWDscreen, choose $SSOLFDQWPDVWHUGDWD→6DYHDGGGDWD.
)URPWKH/LVWRI$SSOLFDQWVE\$FWLRQ
1. Choose $SSOLFDQWPDVWHUGDWD → %XONSURFHVVLQJ → 5HFHLSWRIDSSOLFDWLRQ.
The Applicants by Actions screen appears.
2. In the 3HUVRQQHORIILFHU field, enter your ID, if applicable.
3. Choose 3URJUDP → ([HFXWH.
4. Select the desired applicant number in the list displayed, and choose (GLW →
$GGLWLRQDOGDWD.
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3$5HFUXLWPHQW 6$3$*
(GLWLQJRI$SSOLFDQW'DWD
(GLWLQJRI$SSOLFDQW'DWD
8VH
The following describes how to maintain applicant data using some typical procedures as
examples.
6HHDOVR
Changing an Applicant’s Address [Page 53]
Deleting an Applicant’s Vacancy Assignment [Page 56]
Entering an Applicant’s Bank Details [Page 57]
Displaying an Applicant’s Applications [Page 58]
Deleting Applicants [Page 59]
-XQH
6$3$* 3$5HFUXLWPHQW
&KDQJLQJDQ$SSOLFDQW¶V$GGUHVV
&KDQJLQJDQ$SSOLFDQW¶V$GGUHVV
8VH
You must change an applicant’s address in the following cases:
• An address was entered wrongly and needs to be corrected.
• The applicant has a new address, and this is to be used from a specific date.
6HHDOVR
Correcting an Applicant’s Address [Page 54]
Entering a New Address for an Applicant [Page 55]
-XQH
3$5HFUXLWPHQW 6$3$*
&RUUHFWLQJDQ$SSOLFDQW¶V$GGUHVV
&RUUHFWLQJDQ$SSOLFDQW¶V$GGUHVV
3UHUHTXLVLWHV
You have accidentally entered an applicant’s address wrongly, and now want to correct it. To do
this, you must overwrite the existing record in the $GGUHVVHVinfotype.
3URFHGXUH
1. Choose $SSOLFDQWPDVWHUGDWD → 0DLQWDLQ.
The Maintain Applicant Master Data screen appears.
2. In the $SSOLFDQWQXPEHU field, enter the desired number.
3. Select the Addresses infotype, and choose (GLW→ &KDQJH.
The Change Addresses (infotype 0006) screen appears.
4. Make the required changes.
5. Save your changes.
5HVXOW
You have corrected the applicant’s address.
-XQH
6$3$* 3$5HFUXLWPHQW
(QWHULQJD1HZ$GGUHVVIRUDQ$SSOLFDQW
(QWHULQJD1HZ$GGUHVVIRUDQ$SSOLFDQW
3UHUHTXLVLWHV
An applicant notifies you that his or her address has changed. To enter the new address, create
a new infotype record in the $GGUHVVHVinfotype. The old record remains in the system and its
validity is delimited.
3URFHGXUH
The 0DLQWDLQ$SSOLFDQW0DVWHU'DWDscreen appears.
3. Select the $GGUHVVHV infotype and choose (GLW→ &UHDWH.
The Create Addresses (infotype 0006) screen appears.
4. In the )URP field, enter the date as of which the new address is valid.
5. Specify the $GGUHVVW\SH and enter the applicant’s new address.
The system displays a warning that the end of the existing data record will be
delimited.
5HVXOW
You have entered the applicant’s new address.
-XQH
3$5HFUXLWPHQW 6$3$*
'HOHWLQJDQ$SSOLFDQW¶V9DFDQF\$VVLJQPHQW
'HOHWLQJDQ$SSOLFDQW¶V9DFDQF\$VVLJQPHQW
3UHUHTXLVLWHV
You have accidentally assigned an applicant to a vacancy for which he or she is not suitable, and
you want to delete the assignment.
3URFHGXUH
3. Select the Vacancy assignment infotype, and choose (GLW→ /LVW.
The system displays a list of all vacancy assignments for the applicant.
4. Select the vacancy assignment you want to delete, and choose (GLW→ 'HOHWH.
The Delete Vacancy Assignment (infotype 4002) screen appears.
5. Choose $SSOLFDQWPDVWHUGDWD → 'HOHWH.
5HVXOW
You have deleted the applicant’s vacancy assignment.
-XQH
6$3$* 3$5HFUXLWPHQW
(QWHULQJDQ$SSOLFDQW¶V%DQN'HWDLOV
(QWHULQJDQ$SSOLFDQW¶V%DQN'HWDLOV
3UHUHTXLVLWHV
Travel expenses incurred in connection with a job interview are to be reimbursed to an applicant.
You have to enter the applicant’s bank details in the system.
3URFHGXUH
3. Select the Bank Details infotype, and choose (GLW→ &UHDWH.
The Create Bank Details (infotype 0009) screen appears.
4. Enter the applicant’s bank details.
5HVXOW
You have entered the applicant’s bank details.
-XQH
3$5HFUXLWPHQW 6$3$*
'LVSOD\LQJDQ$SSOLFDQW¶V$SSOLFDWLRQV
'LVSOD\LQJDQ$SSOLFDQW¶V$SSOLFDWLRQV
1. Choose $SSOLFDQWPDVWHUGDWD → 'LVSOD\.
The Display Applicant Master Data screen appears.
3. Select the Applications infotype, and choose (GLW→ /LVW.
5HVXOW
The system displays a list of all the applications filed by the applicant.
-XQH
6$3$* 3$5HFUXLWPHQW
'HOHWLQJDQ$SSOLFDQW
'HOHWLQJDQ$SSOLFDQW
1. Choose$SSOLFDQWPDVWHUGDWD → 'HOHWH.
The Delete Applicant Master Data screen appears.
2. Enter the desired applicant number in the $SSOLFDQWQXPEHU field, and choose (GLW →
([HFXWH.
The Delete Applicant Master Data screen appears.
3. To select all infotype records stored on this applicant, choose (GLW → 6HOHFWDOO.
4. Choose $SSOLFDQWPDVWHUGDWD → 'HOHWH.
5. Choose $SSOLFDQWPDVWHUGDWD → 'HOHWH again.
5HVXOW
You have deleted the applicant from the system.
If you are using internal number assignment, the system cannot assign the
number of the deleted applicant again at a later date.
-XQH
3$5HFUXLWPHQW 6$3$*
3URFHVVLQJ5HFHLSWRI$SSOLFDWLRQ
3URFHVVLQJ5HFHLSWRI$SSOLFDWLRQ
3XUSRVH
You check if the applicant has filed a job application at your company in the past. If so, the
application is entered, and the applicant’s data is updated. If not, the applicant and application
are entered.
3UHUHTXLVLWHV
Your company has received a job application.
3URFHVV
1. Find out whether the application is an internal application, or an external application.
See Initial Entry of Applicant Data by Fast Entry [Page 41].
2. If the application comes from an external applicant, enter the applicant’s personal
data.
If the application comes from an employee of your own company, establish the
applicant’s personnel number.
3. Check if the applicant has filed a job application in the past.
4. If the applicant has not filed an application before, enter the applicant’s data.
If the applicant has filed an application in the past, transfer or update the applicant’s
data.
5. Once you have entered the applicant’s data, enter data on the application.
6. To enter additional data on an application, work through the following steps:
a) Enter the applicant’s qualifications.
b) Enter the applicant’s career to date.
c) Enter the applicant’s career preferences.
d) Enter any challenges the applicant might have.
5HVXOW
The application is ‘in process’. You can continue with the following processes:
• Confirming Receipt of Application [Page 61]
• Personnel Screening [Page 104]
• Applicant Pool Administration [Page 111]
-XQH
6$3$* 3$5HFUXLWPHQW
&RQILUPLQJ5HFHLSWRI$SSOLFDWLRQ
&RQILUPLQJ5HFHLSWRI$SSOLFDWLRQ
3XUSRVH
The applicant is informed that his or her application has been received by your company.
3UHUHTXLVLWHV
The applicant’s application must be ‘in process’, and the personnel officer requires that the
applicant be sent confirmation of receipt.
3URFHVV
1. Establish the channel through which the confirmation of receipt should go.
See Applicant Activities [Page 66] and Recurring Tasks [Page 115].
2. Draw up the standard letter for the confirmation of receipt.
3. Pass the confirmation of receipt on to the applicant through the appropriate channel.
See Outputting Letters Using Bulk Processing [Page 123].
5HVXOW
The confirmation of recipt is passed on to the applicant.
-XQH
3$5HFUXLWPHQW 6$3$*
3XUSRVH
The aim of recruitment is to select and hire the most suitable applicants. This places a large
responsibility on the decision-making process. The 6HOHFWLRQRI$SSOLFDQWVcomponent helps you
to select staff by providing concrete support in this decision-making process. You can judge how
suitable applicants are by comparing their qualifications against the requirements of the jobs that
are vacant. You can also include unsolicited applicants in the selection procedure, and search for
candidates with specific qualifications in the applicant pool. All these provide you with reliable
information for making well-informed human resource related decisions.
The 6HOHFWLRQRI$SSOLFDQWVcomponent enables you to depict and manage all business
processes and selection procedures used in your company to fill vacant positions.
,QWHJUDWLRQ
You must implement the 3HUVRQQHO'HYHORSPHQWcomponent to use the profile matchups
between applicants’ qualifications and job requirments.
6HHDOVR
Applicant Activities [Page 66]
Depicting Selection Procedures [Page 80]
Supporting Selection Procedures [Page 94]
-XQH
6$3$* 3$5HFUXLWPHQW
$GPLQLVWUDWLRQRI6HOHFWLRQ3URFHGXUHV
8VH
To deal with administration of a selection procedure, all planned and completed activities
performed for an applicant (e.g. mailing a confirmation of receipt of the application, transfer of
applicant file, job interview) must be recorded. Activities carried out for an applicant are entered,
logged and planned in the 5HFUXLWPHQW component by means of applicant activities. These are
created and edited for each of a candidate’s applications. The following characteristics are
among those used to identify an applicant activity:
• $FWLYLW\W\SH
The activity type denotes the activity to be carried out for an applicant (such as 0DLO
FRQILUPDWLRQRIUHFHLSW, 0DLOLQYLWDWLRQWRLQWHUYLHZ, $SSRLQWPHQWIRULQWHUYLHZ).
• 3ODQQHGFRPSOHWHG
Each activity has a status to indicate whether it has already been performed for an
applicant (FRPSOHWHG) or is still to be performed (SODQQHG).
• 3HUIRUPDQFHGDWH
For planned activities the performance date indicates the date by (or on) which the
activity is to be carried out, and for completed activities, the date on which they were
carried out.
• 3HUVRQUHVSRQVLEOHIRUDFWLYLW\
This person is responsible for ensuring that the activity is carried out on (or by) the
deadline specified, and may be responsible for carrying it out personally.
)HDWXUHV
The characteristics of the applicant activities enable you to monitor the individual selection
procedures. The following instruments provide assistance in this:
• Report Planned Actions for 3HUVRQQHO2IILFHU (monitoring of dates)
This report enables you to create a list of all planned activities to be performed by a
personnel officer by a certain date.
See Displaying and Editing Planned Applicant Activities by Personnel Officer [Page
77]
• 6$3RIILFH (Reminders)
Using SAPoffice, you can send a standard reminder for each applicant activity in the
form of an e-mail. The recipients of the mail are defaults (personnel officer, person
responsible for activity, person responsible for reference activity).
• 6WUXFWXUHGHYDOXDWLRQ (Overall monitoring)
This includes:
– 2YHUDOODSSOLFDQWVWDWLVWLFVWKURXJKRXWWKHFRPSDQ\
The overall company applicant statistics display the number of applicants with
each overall status and thus the status of the global selection procedure. You can
-XQH
3$5HFUXLWPHQW 6$3$*
create activity statistics for all applicants from these overall applicant statistics.
You can edit applicant activities directly from the activity statistics.
See Creating Overall Applicant Statistics [Page 164]
– $SSOLFDQWVWDWLVWLFVIRUHDFKYDFDQF\
Applicant statistics for a vacancy display the number of applicants with each
vacancy assignment status and thus the status of the selection procedure for a
vacancy. You can create activity statistics for all applicants assigned to the
vacancy in question from these applicant statistics. You can maintain applicant
activities directly from the activity statistics.
See Creating Applicant Statistics for a Vacancy [Page 167]
– $FWLYLWLHVIRUHDFKDSSOLFDQW
The list of activities per applicant provides information on the processing status of
an application.
See Outputting Processing Status of an Application [Page 75]
-XQH
6$3$* 3$5HFUXLWPHQW
3URFHGXUH2ULHQWHG3URFHVVLQJ2SWLRQV
3URFHGXUH2ULHQWHG3URFHVVLQJ2SWLRQV
8VH
Both individual applicants and applicant lists and statistics can be processed in the 5HFUXLWPHQW
component. To process data on individual applicants, you must access the appropriate
processing option (for example, 0DLQWDLQDFWLYLWLHV, 0DLQWDLQDSSOLFDQWPDVWHUGDWD), enter the
applicant number and start processing. Applicant lists and statistics are created by means of a
report. You can then process the applicant data displayed in all lists and statistics using functions
such as (QWHUDGGLWLRQDOGDWD, 0DLQWDLQDFWLYLWLHV, and 0DLQWDLQDSSOLFDQWPDVWHUGDWD. This
function simplifies and speeds up complex tasks such as entry of additional data for, or rejection
of several applicants at once.
The applicants displayed in a list or in statistics can be processed in sequence or simultaneously
using the available functions - provided the overall status or vacancy assignment status are
displayed. If the overall status is displayed, you can also reject several or all applicants at the
same time, or put them on hold. If the vacancy assignment status is displayed, you can change
the status for several or all applicants at the same time in any way you wish.
6HHDOVR
Editing of Applicant Activities [Page 67]
Creating a List [Page 151]
Creating Statistics [Page 163]
-XQH
3$5HFUXLWPHQW 6$3$*
$SSOLFDQW$FWLYLWLHV
$SSOLFDQW$FWLYLWLHV
8VH
In the 5HFUXLWPHQWcomponent, applicant activities are used to enter, log, and plan all the tasks
performed for an applicant during the selection procedure. Applicant actions are administrative
stages through which an applicant passes during the course of the application procedure.
)HDWXUHV
The following characteristics are among those used to identify an applicant activity:
• $FWLYLW\W\SH
The activity type denotes the activity to be carried out for an applicant (such as 0DLO
FRQILUPDWLRQRIUHFHLSW, 0DLOLQYLWDWLRQWRLQWHUYLHZ, $SSRLQWPHQWIRULQWHUYLHZ).
• $FWLYLW\VWDWXV
The activity status indicates whether the activity has already been performed for an
applicant (FRPSOHWHG) or is still to be performed (SODQQHG).
• 3HUIRUPDQFHGDWH
For planned activities the performance date indicates the date by (or on) which the
activity is to be carried out, and for completed activities, the date on which they were
carried out.
• 3HUVRQUHVSRQVLEOHIRUDFWLYLW\
This employee is responsible for ensuring that the activity is carried out on (or by) the
deadline specified, and may be responsible for carrying it out personally.
Using SAPoffice, you can send a reminder for each applicant activity in the form of an e-mail.
The recipients of the mail are defaults (personnel officer, person responsible for activity, person
responsible for reference activity). You can also store comments for each applicant activity using
the SAPscript, or Microsoft Word.
The following tasks are performed by means of applicant activities:
• Processing Applicant Correspondence [Page 114]
• Transferring Applicant Data to Personnel Administration [Page 135]
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6$3$* 3$5HFUXLWPHQW
3URFHVVLQJ$SSOLFDQW$FWLYLWLHV
3URFHVVLQJ$SSOLFDQW$FWLYLWLHV
8VH
Activities for an applicant are always created and maintained for each individual application.
Individual applicants can be assigned different activities depending on the way in which a
company deals with the application procedure and on its interest in an applicant. Activities which
are carried out for all applicants (such as 0DLOFRQILUPDWLRQRIUHFHLSW) are created automatically
by the system when an applicant action is being performed or when the applicant’s overall status
is changed.
The following procedures, using the activity $SSRLQWPHQWIRULQWHUYLHZ, describe general aspects
of applicant activities. The activity $SSRLQWPHQWIRULQWHUYLHZ represents all those which do not
contain the option of creating applicant correspondence or of transferring applicant data to
3HUVRQQHO$GPLQLVWUDWLRQ
For further information, see
Administration of Applicant Correspondence [Page 114]
Transferring Applicant Data to Personnel Administration [Page 135]
Please note that the names of the activity types are set when you customize the system and,
therefore, do not necessarily need to be the same as the name used here ( $SSRLQWPHQWIRU
LQWHUYLHZ).
6HHDOVR
Outputting Applicant Activities [Page 74]
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3$5HFUXLWPHQW 6$3$*
0DLQWDLQLQJ$SSOLFDQW$FWLYLWLHV
0DLQWDLQLQJ$SSOLFDQW$FWLYLWLHV
1. Choose $SSOLFDQWDFWLYLW\ → 0DLQWDLQ.
The Maintain Applicant Activities screen appears.
Choose (GLW → ([HFXWH.
a) If an applicant has several applications, select the one you want, and choose (GLW
→ $SSOLFDWLRQ.
5HVXOW
The system displays all planned and completed activities for the applicant selected.
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6$3$* 3$5HFUXLWPHQW
&UHDWLQJDQG&KDQJLQJDQ$SSOLFDQW$FWLYLW\
&UHDWLQJDQG&KDQJLQJDQ$SSOLFDQW$FWLYLW\
3UHUHTXLVLWHV
You are on the Maintain Applicant Activities screen [Page 68].
3URFHGXUH
1. Either create a new applicant activity from scratch, create a new activity by copying
an existing one, or change an existing activity. Proceed as follows:
,QRUGHUWR 3HUIRUPWKHIROORZLQJDFWLRQ 7KHIROORZLQJVFUHHQDSSHDUV
Create a new planned Choose (GLW→&UHDWHSODQQHG &UHDWH3ODQQHG$FWLYLW\, or &UHDWH

activity DFWLYLW\ &RPSOHWHG$FWLYLW\
Create a new Choose (GLW→&UHDWHFRPSOHWHG &UHDWH3ODQQHG$FWLYLW\, or &UHDWH
completed activity DFWLYLW\ &RPSOHWHG$FWLYLW\
Create an activity by Select the planned or completed &UHDWH3ODQQHG$FWLYLW\, or &UHDWH
copying from an activity you want to copy, and &RPSOHWHG$FWLYLW\
existing activity choose &RS\DFWLYLW\.
Change an activity Select the planned or completed &KDQJH3ODQQHG$FWLYLW\, or
activity you want to change, and &KDQJH&RPSOHWHG$FWLYLW\
choose &KDQJHDFWLYLW\.
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 $FWLYLW\W\SHfield, enter the key for the activity type, and, in the 3HUIRUPDQFH
GDWHfield, the desired performance deadline. Make any other necessary entries.
3. To send an e-mail to the person responsible for the activity, or the appropriate
administrator, select 6HQGPDLO
4. To create a note for the activity, choose 0DLQWDLQQRWHV
5. Choose 7UDQVIHU
This takes you back to the 0DLQWDLQ$SSOLFDQW$FWLYLWLHV screen.
6. Save the activity.
5HVXOW
You have created, or changed, the applicant activity.
-XQH
3$5HFUXLWPHQW 6$3$*
&UHDWLQJ)ROORZ8S$FWLYLWLHVIRUDQ$SSOLFDQW$FWLYLW\
&UHDWLQJ)ROORZ8S$FWLYLWLHVIRUDQ$SSOLFDQW$FWLYLW\
3UHUHTXLVLWHV
• 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 [Page 68].
3URFHGXUH
1. Select the desired activity, and choose (GLW→)ROORZXSDFWLYLWLHV.
The &KRRVH)ROORZ8S$FWLYLWLHV screen appears.
2. Select 3ODQQHG or &RPSOHWHG 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 5HIHUHQFH for the follow-
up activity.
4. Choose 7UDQVIHU
5. Enter data in the fields required, and choose 7UDQVIHU Perform this step for every
follow-up activity selected.
5HVXOW
You have created one or more follow-up activities for an activity.
-XQH
6$3$* 3$5HFUXLWPHQW
&UHDWLQJ&KDQJLQJ'HOHWLQJ1RWHVIRUDQ$SSOLFDQW$FWLYLW\
&UHDWLQJ&KDQJLQJ'HOHWLQJ1RWHVIRUDQ$SSOLFDQW
$FWLYLW\
3UHUHTXLVLWHV
• You can create, change or delete notes without having to change the activity itself at
the same time.
3URFHGXUH
1. Select the desired activity, and choose (GLW→0DLQWDLQQRWHV.
The Change Notes on Activity: <Activity> Language E screen appears.
2. You can create, change, or delete notes.
,QRUGHUWR 3URFHHGDVIROORZV
Create notes Create the notes

Save the notes.
Change notes Make the changes you want.
Save the notes.
Delete notes Choose 7H[W → 'HOHWH.
Confirm that you want to delete.
Save.
3. &KRRVHBack.
5HVXOW
You have created, changed, or deleted notes for an applicant activity.
-XQH
3$5HFUXLWPHQW 6$3$*
&KDQJLQJWKH6WDWXVRIDQ$SSOLFDQW$FWLYLW\
&KDQJLQJWKH6WDWXVRIDQ$SSOLFDQW$FWLYLW\
3UHUHTXLVLWHV
3URFHGXUH
1. Select the desired activity, and choose (GLW→3ODQQHG!&RPSOHWHG.
The system displays a screen entitled Change mode planned -> completed or
Change mode completed -> planned.
2. Enter data in the 3HUIRUPDQFH field.
3. Choose 3ODQQHG!&RPSOHWHG or &RPSOHWHG!SODQQHG.
4. Save the activity.
5HVXOW
You have changed the status of the applicant activity.
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6$3$* 3$5HFUXLWPHQW
'HOHWLQJDQ$SSOLFDQW$FWLRQ
'HOHWLQJDQ$SSOLFDQW$FWLRQ
3UHUHTXLVLWHV
3URFHGXUH
1. Select the desired activity, and choose (GLW→'HOHWHDFWLYLW\.
The Delete Planned Action or Delete Completed Action screen appears.
2. Choose'HOHWHDFWLYLW\.
5HVXOW
You have deleted the activity and its notes.
-XQH
3$5HFUXLWPHQW 6$3$*
2XWSXWWLQJ$SSOLFDQW$FWLYLWLHV
2XWSXWWLQJ$SSOLFDQW$FWLYLWLHV
8VH
You can either output one particular activity or a complete list of activities for an applicant.
The system also enables you to create statistics of all activities for a vacancy as well as a list of
all the planned activities for a personnel officer.
6HHDOVR
Outputting the Processing Status of an Application [Page 75]
Creating Statistics of Applicant Activities for a Vacancy [Page 76]
Displaying and Editing Planned Applicant Activities by Personnel Officer [Page 77]
-XQH
6$3$* 3$5HFUXLWPHQW
2XWSXWWLQJWKH3URFHVVLQJ6WDWXVRIDQ$SSOLFDWLRQ
2XWSXWWLQJWKH3URFHVVLQJ6WDWXVRIDQ$SSOLFDWLRQ
1. Choose $SSOLFDQWDFWLYLW\ → 'LVSOD\.
The Display Applicant Activities screen appears.
3. Choose (GLW → ([HFXWH.
a) If an applicant has several applications, select the one you want, and choose (GLW
→ &KRRVHDSSOLFDWLRQ.
The 'LVSOD\$SSOLFDQW$FWLYLWLHVscreen appears.
You can display the processing status of an application from the list of all
activities for an applicant.
4. You can print out the processing status of the application, or display an individual
applicant activity, its notes, or the reference activity of an applicant activity.
,QRUGHUWR 3URFHHGDVIROORZV 5HVXOW
Print out the Choose $SSOLFDQW DFWLYLW\ → 3ULQW The system prints out the
processing status of an DFWLYLW\OLVW. processing status of the
application application.
The 3ULQW3DUDPHWHUVscreen appears.
Enter your data as required.
Choose 2XWSXW → 3ULQW.
Display an individual Select the desired activity, and choose The 'LVSOD\3ODQQHG$FWLRQ
applicant activity (GLW→'LVSOD\QRWHV. or 'LVSOD\&RPSOHWHG$FWLRQ
screen appears. The system
displays the applicant
activity
Display the notes for Select the desired activity, and choose The system displays the
an applicant activity (GLW→'LVSOD\QRWHV. screen 'LVSOD\1RWHVRQ
$FWLYLW\$FWLYLW\!/DQJXDJH
( The system displays the
notes on the applicant
activity.
Display the reference Select the desired activity, and choose The applicant activity and its
activity for an applicant 'LVSOD\UHIHUHQFH. reference activity are
activity highlighted.
-XQH
3$5HFUXLWPHQW 6$3$*
&UHDWLQJ6WDWLVWLFVRI$SSOLFDQW$FWLYLWLHVIRUD9DFDQF\
&UHDWLQJ6WDWLVWLFVRI$SSOLFDQW$FWLYLWLHVIRUD9DFDQF\
1. Choose $GYHUWLVLQJ → 9DFDQF\ → (YDOXDWH.
2. In the Vacancy field, specify the vacancy whose status in the selection procedure you
want to display, and choose Program → Execute.
The (YDOXDWH9DFDQFLHV screen appears.
3. Select the vacancy you want to evaluate, and choose (GLW → $SSOLFDQWVWDWLVWLFV.
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.
5HVXOW
The system displays statistics on the applicant activities for the selected vacancy.
6HHDOVR
Creating Applicant Statistics for a Vacancy [Page 167]
-XQH
6$3$* 3$5HFUXLWPHQW
'LVSOD\LQJDQG(GLWLQJ3ODQQHG$SSOLFDQW$FWLYLWLHVE\3HUVRQQHO2IILFHU
'LVSOD\LQJDQG(GLWLQJ3ODQQHG$SSOLFDQW$FWLYLWLHVE\
3HUVRQQHO2IILFHU
1. Choose Applicant activity → List planned activities.
The Planned Activities for Personnel Officer screen appears.
2. In the 3HUVRQQHORIILFHU field, enter the desired personnel officer’s ID.
3. Enter any further selection criteria required.
The Planned Activities for Personnel Officer screen appears. The system displays a
list of all planned activities to be performed by a particular personnel officer by a
certain date.
5. To edit an activity from the list of applicant activities, select the activity you want to
edit, and choose Edit → Maintain activity
The Maintain Applicant Activities screen appears listing all completed and planned
activities for the applicant. You can edit the activities directly from this screen.
After editing an applicant’s activities, you can return to the list of planned activities
for the personnel officer by choosing %DFN
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5HIHUHQFHV%HWZHHQ$SSOLFDQW$FWLYLWLHV
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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.
You want to include data from the activity $SSRLQWPHQWIRULQWHUYLHZin the letter
for the activity ,QYLWHIRULQWHUYLHZ In this case, the activity $SSRLQWPHQWIRU
LQWHUYLHZis defined as the reference activity of ,QYLWDWLRQWRLQWHUYLHZ This will
mean that data such as the date and time of the interview will be imported
automatically into the letter for the activity ,QYLWDWLRQWRLQWHUYLHZ
Please note that only one reference activity may be assigned to an applicant activity.
Reference activities can be created in the following ways:
• You can define a reference between two existing applicant activities. See
Creating/Changing/Deleting the Reference Activity for an Applicant Activity [Page 79].
• You can also create a reference when you are creating follow-on activities for an
existing applicant activity. This option is normally preferable since it only involves one
additional step. See Creating Reference Activities for an Applicant Activity [Page 70].
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6$3$* 3$5HFUXLWPHQW
&UHDWLQJ&KDQJLQJ'HOHWLQJWKH5HIHUHQFH$FWLYLW\IRUDQ$SSOLFDQW$FWLYLW\
&UHDWLQJ&KDQJLQJ'HOHWLQJWKH5HIHUHQFH$FWLYLW\IRU
DQ$SSOLFDQW$FWLYLW\
3UHUHTXLVLWHV
• The two applicant activities between which the reference is to be created already
exist.
You can also create a reference when you are creating follow-on activities for an
existing applicant activity. See Creating Reference Activities for an Applicant
Activity [Page 70].
• When creating the reference you must first select the activity for which the data is
required.
3URFHGXUH
You can create, change, or delete a reference activity for an applicant activity.
,QRUGHUWR 3URFHHGDVIROORZV 5HVXOW
Create a reference Select the activity that requires the data, and A reference activity
activity choose (GLW→0DLQWDLQUHIHUHQFH. has been assigned to
an applicant activity.
Select the activity that requires the data, and
choose (GLW→&KRRVHUHIHUHQFHDFWLYLW\.
Save the reference.
Change a reference Select the activity whose reference activity you A different reference
activity want to change, and choose (GLW→0DLQWDLQ activity has been
UHIHUHQFH. assigned to an
applicant activity.
Select the activity you want to define as the new
reference activity, and choose (GLW→&KRRVH
UHIHUHQFHDFWLYLW\.
Confirm that you want to change.
Save the reference.
Delete a reference Select the activity whose reference activity you The reference activity
activity want to delete, and choose (GLW→0DLQWDLQ is deleted.
UHIHUHQFH.
Choose (GLW→ 'HOHWHUHIHUHQFH.
Save.
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8VH
Two types of selection procedure are represented in the 5HFUXLWPHQW component:
• a global selection procedure
• a selection procedure for each individual vacancy
Each applicant entered in the system participates in the global selection procedure of a company.
Each applicant entered in the system participates in the global selection procedure, which
determines whether he/she should be considered for any vacancy within the company. If the
answer to this question is yes, i.e. if the applicant is not rejected, he or she can participate in one
or more selection procedures for vacancies and must therefore be assigned to the vacancies in
question.
)HDWXUHV
It is possible to make a decision on the suitability of the applicant at any point during both of
these selection procedures. The applicant status represents the stage in the selection procedure
that an applicant has reached. There are two types of applicant status, each one corresponding
to a type of selection procedure:
• 2YHUDOO6WDWXV
This indicates the applicant’s current status (e.g. 3URFHVVLQJ, 2QKROG, 7REH
LQWHUYLHZHG) in the global selection procedure for the company.
• 9DFDQF\$VVLJQPHQW6WDWXV
This indicates the applicant’s current status (e.g. 3URFHVVLQJ, 2QKROG, 7REH
LQWHUYLHZHG) in the selection procedure for a particular vacancy.
The overall status is assigned during initial entry of applicant data ( ,QLWLDOHQWU\RIEDVLFGDWD
action), and from then on each applicant must have an overall status at all times. The overall
status indicates whether an applicant is currently taking part in at least one selection procedure
(e.g. 3URFHVVLQJ, 2QKROG, 7REHLQWHUYLHZHG), or all selection procedures have already been
completed for the applicant ( 5HMHFWHG or 7REHKLUHG).
An applicant is assigned a vacancy assignment status when he or she is assigned to a vacancy.
If the applicant has more than one vacancy assignment, each of these has its own vacancy
assignment status.
A selection procedure is completed when all participating applicants have been assigned either
the status 5HMHFWHG or 7REHKLUHG.
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(GLWLQJ$SSOLFDQW6WDWXVHV
8VH
In accordance with the two types of selection procedure, there are also two applicant statuses,
the RYHUDOOVWDWXV and the YDFDQF\DVVLJQPHQWVWDWXV. These two statuses are normally
maintained in different ways.
,QWHJUDWLRQ
In some cases the overall status can affect the vacancy assignment status. For example, if an
applicant has the overall status UHMHFWHGthen each vacancy assignment status must also be
UHMHFWHG. In other words, if an applicant has been rejected in the overall procedure, he or she can
no longer be included in the selection procedure for a specific vacancy.
)HDWXUHV
(GLWLQJWKHRYHUDOOVWDWXV
When an applicant’s data is entered in the system, an overall status is created for the applicant.
An applicant’s overall status can be changed by:
• Performing an applicant action (e.g. 3XWDSSOLFDQWRQKROG, 5HMHFWDSSOLFDQW)
• Using the output lists of various analysis reports [Page 147] ($SSOLFDQWVE\1DPH,
$SSOLFDQWVE\(YHQW, 9DFDQF\$VVLJQPHQWV)
The latter procedure has the added advantage of enabling you to change the overall status of
several applicants at once.
(GLWLQJWKHYDFDQF\DVVLJQPHQWVWDWXV
When an applicant is assigned to a vacancy, a vacancy assignment status is created. You can
assign an applicant to a vacancy by:
• Performing the applicant action (QWHUDGGLWLRQDOGDWD
• Maintaining applicant master data (9DFDQF\$VVLJQPHQW infotype (4002))
See Editing of Applicant Data [Page 52]
You can also change the vacancy assignment status by:
• Maintaining applicant master data (9DFDQF\$VVLJQPHQW infotype (4002))
• Using the output list of the 0DLQWDLQ9DFDQF\$VVLJQPHQWVanalysis report [Page 147]
The latter procedure has the added advantage of enabling you to change the vacancy
assignment status of several applicants at once.
6HHDOVR
Offering an Applicant a Contract [Page 88]
Recording Rejection of a Contract by an Applicant [Page 90]
Preparing to Hire an Applicant [Page 92]
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3$5HFUXLWPHQW 6$3$*
5HMHFWLQJ$SSOLFDQWV3XWWLQJ$SSOLFDQWVRQ+ROGRUµ,Q3URFHVV¶
5HMHFWLQJ$SSOLFDQWV3XWWLQJ$SSOLFDQWVRQ+ROGRUµ,Q
3URFHVV¶
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 *RWR→ 3UHYLRXVUHFRUGor *RWR
→ 1H[WUHFRUG 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 9DFDQF\
DVVLJQPHQWfield:
Put an applicant on hold for a vacancy
Reject an applicant for a vacancy
Set an applicant to ‘in process’ for a
vacancy
5HVXOW
You have changed the applicant status for the vacancy.
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6$3$* 3$5HFUXLWPHQW
3XWWLQJDQ$SSOLFDQWRQ+ROGIRUWKH(QWLUH&RPSDQ\'XULQJ,QLWLDO(QWU\RI%DVLF'DWD
3XWWLQJDQ$SSOLFDQWRQ+ROGIRUWKH(QWLUH&RPSDQ\
'XULQJ,QLWLDO(QWU\RI%DVLF'DWD
3UHUHTXLVLWHV
In order to put an applicant on hold for the entire company, you must carry out the following two
steps:
• Set the applicant’s overall status to 2QKROG.
• A letter informing the applicant that they have been put on hold may have to be
printed.
3URFHGXUH
1. Carry out the first seven steps in Entering Basic Data on an External Applicant [Page
45].
2. Choose (GLW→ 3XWRQKROG.
3. Continue with step 8 of (QWHU%DVLF'DWDRQDQ([WHUQDO$SSOLFDQWWork through the
rest of the steps in this procedure.
An applicant’s basic data is entered. At the same time the applicant has been put on
hold for the entire company and the system has automatically created the activity 3XW
DSSOLFDQWRQKROG.
To print out the ‘on hold’ letter, choose from the following options:
Print 3URFHGXUH
As individual letter Printing a Letter for an Activity [Page 122]
In bulk processing Outputting Letters Using Recurring Tasks [Page 124]
5HVXOW
1. The applicant has been put on hold for the entire company, and letter to this effect
has been printed.
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5HMHFWLQJDQ$SSOLFDQWIRUWKH(QWLUH&RPSDQ\'XULQJ,QLWLDO(QWU\RI%DVLF'DWD
5HMHFWLQJDQ$SSOLFDQWIRUWKH(QWLUH&RPSDQ\'XULQJ
,QLWLDO(QWU\RI%DVLF'DWD
3UHUHTXLVLWHV
In order to reject an applicant for the entire company during initial entry of basic data, you must
carry out two steps:
• Set the applicant’s overall status to 5HMHFWHG.
• A rejection letter must be printed for the applicant.
3URFHGXUH
1. Carry out the first seven steps in Entering Basic Data on an External Applicant [Page
45].
2. Choose (GLW→ 5HMHFWDSSOLFDQW
An applicant’s basic data is entered. At the same time the applicant has been rejected
for the entire company, and the system has automatically created the activity /HWWHURI
UHMHFWLRQ.
4. To print out the letter of rejection, choose from the following options:
Print Procedure
As individual letter Printing a Letter for an Activity [Page 122]
In bulk processing Outputting Letters Using Recurring Tasks [Page 124]
5HVXOW
The applicant has been rejected for the entire company, and a letter of rejection has been
printed.
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6$3$* 3$5HFUXLWPHQW
3XWWLQJDQ$SSOLFDQWRQ+ROGRU5HMHFWLQJDQ$SSOLFDQWIRUWKH(QWLUH&RPSDQ\$IWHU,QLWLDOHQWU\RI%DVLF'D
3XWWLQJDQ$SSOLFDQWRQ+ROGRU5HMHFWLQJDQ$SSOLFDQW
IRUWKH(QWLUH&RPSDQ\$IWHU,QLWLDOHQWU\RI%DVLF'DWD
3UHUHTXLVLWHV
In order to reject an applicant for the entire company after initial entry of basic data, you must
carry out the following two steps:
• The applicant’s overall status and, if it exists, the vacancy assignment status of the
vacancy or vacancies assigned to him or her must be set to 5HMHFWHG.
• A rejection letter must be printed for the applicant.
3URFHGXUH
1. Choose
a) Applicant master data→Bulk processing→Receipt of application to reject an
applicant who is not assigned to a vacancy.
b) Applicant master data→Bulk processing→Vacancy assignment list to reject an
applicant who is assigned to a vacancy.
The 9DFDQF\$VVLJQPHQWV screen appears.
2. Enter any relevant selection criteria, and choose ([HFXWH.
A second Applicants by Action or Vacancy Assignments screen appears.
3. Select the applicant who is to be rejected, and choose &KDQJHRYHUDOOVWDWXV.
The &KDQJH2YHUDOO6WDWXV dialog box appears.
4. Enter (for 5HMHFWHG) in the 2YHUDOOVWDWXV field, specify a status reason if necessary,
and choose &RQWLQXH.
The applicant is rejected for the entire company and for the assigned vacancy or
vacancies. A /HWWHURIUHMHFWLRQapplicant activity is created automatically.
5. To print out the letter of rejection, choose fromt he following options:
− Print out the letter individually. See Printing a Letter for an Activity [Page 122].
− Print out the letter as part of bulk processing. See Printing Letters Using
Recurring Tasks [Page 124].
5HVXOW
The applicant has been rejected for the entire company, and a letter of rejection has been
printed.
3UHUHTXLVLWHV
In order to put an applicant on hold for the entire company after initial entry of basic data, you
must carry out the following two steps:
• The applicant’s overall status and, if it exists, the vacancy assignment status of the
vacancy or vacancies assigned to him or her must be set to 2QKROG.
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3$5HFUXLWPHQW 6$3$*
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HQWU\RI%DVLF'DWD
• A letter informing the applicant that they have been put on hold may have to be
printed.
3URFHGXUH
1. Choose
a) Applicant master data→Bulk processing→Receipt of application to put on hold
an applicant who is not assigned to a vacancy.
b) Applicant master data→Bulk processing→Vacancy assignment list to put an
applicant on hold who is assigned to a vacancy.
2. Enter any relevant selection criteria, and choose ([HFXWH.
A second Applicants by Action or Vacancy Assignments screen appears.
3. Select the applicant you want to put on hold, and choose &KDQJHRYHUDOOVWDWXV.
4. Enter (for 2QKROG) in the 2YHUDOOVWDWXV field, specify a status reason if necessary,
The applicant is put on hold for the entire company, and for the assigned vacancy or
vacancies. An µ2QKROG¶OHWWHUapplicant activity is created automatically.
5. To print out the ‘on hold’ letter, choose from the following options:
a) Print out the letter individually. See Printing a Letter for an Activity [Page 122].
b) Print out the letter as part of bulk processing. See Printing Letters Using
5HVXOW
The applicant has been put on hold for the entire company, and letter to this effect has been
printed.
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6$3$* 3$5HFUXLWPHQW
6HWWLQJDQ$SSOLFDQW¶V6WDWXVWR,Q3URFHVVIRUWKH(QWLUH&RPSDQ\
6HWWLQJDQ$SSOLFDQW¶V6WDWXVWR,Q3URFHVVIRUWKH(QWLUH
&RPSDQ\
1. The way in which you proceed here depends on whether or not the applicant has
been assigned to a vacancy.
,IWKHDSSOLFDQW &KRRVH 7KHIROORZLQJVFUHHQDSSHDUV
Has not been assigned to a $SSOLFDQWPDVWHUGDWD $SSOLFDQWVE\$FWLRQ
vacancy → %XONSURFHVVLQJ
→ 5HFHLSWRIDSSOLFDWLRQ
Has been assigned to a $SSOLFDQWPDVWHUGDWD 9DFDQF\$VVLJQPHQWV
vacancy → %XONSURFHVVLQJ
→ 9DFDVVLJQPHQWOLVW
If you enter in the 6WDWXV RYHUDOO field, the system only lists applicants whose
overall status is already ,QSURFHVV.
A second $SSOLFDQWVE\$FWLRQ or 9DFDQF\$VVLJQPHQWV screen appears.
3. Select the applicant you want to set to ,QSURFHVVand choose (GLW→ &KDQJHRYHUDOO
VWDWXV.
4. Enter (for ,QSURFHVV) in the 2YHUDOOVWDWXV field, and choose &RQWLQXH.
5HVXOW
The applicant is set to ,QSURFHVV for the entire company.
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3UHUHTXLVLWHV
If an applicant is to be offered a contract, two steps must be carried out:
• The applicant’s overall status and vacancy assignment status for the vacancy for
which you want to offer the contract must both be set to &RQWUDFWRIIHUHG Any other
vacancy assignment statuses must be changed. All remaining vacancy assignment
statuses for the applicant must be changed.
• A contract must be printed for the applicant.
6HWWLQJWKH2YHUDOO6WDWXVDQGWKH9DFDQF\$VVLJQPHQW6WDWXV
WR&RQWUDFW2IIHUHG
1. Choose Applicant master data→ Bulk processing→ Vacancy assignment list.
2. Make the following entries in the fields:
a) Enter in the 6WDWXV RYHUDOO field.
b) In the 9DFDQF\field, enter the vacancy for which you want to offer the applicant a
contract.
3. Choose ([HFXWH.
4. Select the applicant who is to be offered a contract, and choose &KDQJHRYHUDOO
VWDWXV.
5. Enter (for &RQWUDFWRIIHUHG) in the 2YHUDOOVWDWXV field, and choose &RQWLQXH.
The 0DLQWDLQ9DFDQF\$VVLJQPHQWV screen appears.
6. Select the vacancy for which you want to offer the applicant a contract, and choose
&KDQJH VWDWXV YDF
The Change Vacancy Assignment Status dialog box appears.
7. Enter (for &RQWUDFWRIIHUHG) in the 9DFDQF\DVVLJQPHQWVWDWXV field and choose
&RQWLQXH.
8. Check if the applicant is assigned to several vacancies, and proceed as follows:
- If the applicant is not assigned to several vacancies, proceed to step 9.
- If the applicant is assigned to several vacancies, select all other vacancies for
which the applicant is not to be offered a contract, and choose &KDQJHVWDWXV
YDF
9. Enter the desired status (usually for 2QKROG) in the 9DFDQF\DVVLJQPHQWVWDWXV field
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11. Choose %DFN.

The 0DLQWDLQ9DFDQF\$VVLJQPHQWV screen appears displaying a list of all applicants
assigned to the vacancy chosen in step 2.
Do you also want to change these applicants’ vacancy assignment status?
If not, the first part of 2IIHULQJDQDSSOLFDQWDFRQWUDFW is completed.
If you do, proceed to step 11.
12. To select all the applicants listed, choose 6HOHFWDOOand then choose &KDQJHVWDWXV
YDF
The Vacancy Assignment Status dialog box appears.
13. Enter the desired status and if necessary a status reason (usually for 2QKROG or
for 5HMHFWHG) in the 9DFDQF\DVVLJQPHQWVWDWXV field, and choose &RQWLQXH.
15. Choose %DFN.
The 9LHZ&KDQJH9DFDQF\ detail screen appears.
16. Enter a SHUFHQWDJHDSSURYHGSHUFHQWDJHUHVHUYHG and VWDIILQJSHUFHQWDJH.
5HVXOW
The applicant’s overall status and vacancy assignment status for the vacancy for which the
contract is to be offered are set to &RQWUDFWRIIHUHG All remaining vacancy assignment statuses
for the applicant have been changed according to the status chosen. The applicant activity 2IIHU
FRQWUDFWwas automatically created for the applicant.
The vacancy assignment status of all other applicants assigned to the vacancy chosen in step 2
has also been changed to that chosen. The percentage approved, percentage reserved and
staffing percentage (and thus the staffing status) of the vacancy for which the contract is being
offered have been changed.
3ULQWLQJD&RQWUDFW
To print out the contract, choose from the following options:
• Print out the contract individually. See Printing a Letter for an Activity [Page 122].
• Print out the contract as part of bulk processing. See Printing Letters Using
5HVXOW
A contract is printed for the applicant.
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3UHUHTXLVLWHV
If an applicant has rejected the offer of a contract for a vacancy, his or her overall status and
vacancy assignment status for the vacancy must be set to 2IIHUUHMHFWHG.
3URFHGXUH
1. Choose Applicant master data→ Bulk processing→ Vacancy assignment list.
2. Make the following entries in the fields:
a) Enter in the 6WDWXV RYHUDOO field.
b) In the 9DFDQF\field, enter the vacancy for which the applicant refused a contract.
3. Choose ([HFXWH.
4. Select the applicant who has rejected the contract offer and choose &KDQJHRYHUDOO
VWDWXV.
5. Enter (for &RQWUDFWUHMHFWHG) in the 2YHUDOOVWDWXV field, and choose &RQWLQXH.
6. Select the vacancy for which the applicant has rejected the offer, and choose &KDQJH
VWDWXV YDF
7. Enter in the 9DFDQF\DVVLJQPHQWVWDWXV field and, if necessary, a status reason, and
choose &RQWLQXH
9. Choose %DFN.
The 0DLQWDLQ9DFDQF\$VVLJQPHQWV screen appears displaying a list of all persons
assigned to the vacancy chosen in step 2.
If you do QRWwant to change the vacancy assignment status of these persons, the
process is completed. If you do want to change the status, proceed to step 10.
YDF
The Change Vacancy Assignment Status dialog box appears again.
11. Enter the desired status (usually for 3URFHVVLQJ) in the 9DFDQF\DVVLJQPHQWVWDWXV
field, and choose &RQWLQXH.
13. Choose %DFN.
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6$3$* 3$5HFUXLWPHQW

5HVXOW
The overall status and vacancy assignment status of the applicant who was offered a contract
are changed to 2IIHUUHMHFWHG The vacancy assignment status of all other applicants assigned to
the vacancy chosen has also been changed correspondingly. The percentage approved,
percentage reserved and staffing percentage (and thus staffing status) of the vacancy for which
the contract has been rejected have been changed.
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3UHSDULQJWR+LUHDQ$SSOLFDQW
3UHUHTXLVLWHV
If an applicant is to be hired for a vacancy, his or her overall status and vacancy assignment
status for this vacancy must be set to 7REHKLUHG. Any other vacancy assignments for the
applicant must be set to 5HMHFWHG.
3URFHGXUH
1. Choose $SSOLFDQWPDVWHUGDWD → $SSOLFDQWDFWLRQV.
The $SSOLFDQW$FWLRQV screen appears.
3. Select the action Prepare for hiring and choose Choose.
The Copy Applicant Actions (Infotype 4000) screen appears.
5. Select the vacancy for which the applicant is to be hired, and choose Change status
(vac.).
6. Enter (for To be hired) in the Vacancy assignment status field, and choose
Continue.
7. Look to see if the applicant is assigned to several vacancies.
– If VR, select all the vacancies for which the applicant is not to be hired and choose
&KDQJHVWDWXV YDF
The &KDQJH9DFDQF\$VVLJQPHQW6WDWXV dialog box appears again.
8. Enter in the 9DFDQF\DVVLJQPHQWVWDWXV field and if necessary a status reason, and
choose &RQWLQXH
10. Choose %DFN.
The 0DLQWDLQ9DFDQF\$VVLJQPHQWV screen appears displaying a list of all the
applicants who are assigned to the same vacancy as the applicant to be hired.
Do you also want to change these applicants' vacancy assignment status?
If not, the procedure +LULQJDQDSSOLFDQW is completed.
If you do, proceed to step 11.
YDF
The Change Vacancy Assignment Status dialog box appears again.
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6$3$* 3$5HFUXLWPHQW
12. Enter the desired status (possibly for 5HMHFWHG) in the 9DFDQF\DVVLJQPHQWVWDWXV
field and, if necessary, a status reason, and choose &RQWLQXH.
14. Choose %DFN.
17. Choose %DFN.
The system displays a window entitled &UHDWH3ODQQHG$FWLYLW\. The system displays
the key for the activity type +LULQJGDWH as a default in the $FWLYLW\W\SH field.
18. Enter the date on which the applicant is to be hired in the 3HUIRUPDQFHGDWH field and
choose 7UDQVIHU.
5HVXOW
The applicant’s overall status and vacancy assignment status are set to 7REHKLUHG All
remaining vacancy assignment statuses for the applicant are set to 5HMHFWHG
The vacancy assignment status of all other applicants assigned to the same vacancy is changed
correspondingly.
If the appropriate settings have been made, the system has automatically created the activities
7UDQVIHUDSSOLFDQWGDWD and +LULQJGDWH The percentage approved, percentage reserved and
staffing percentage (and thus also staffing status) of the vacancy for which the applicant is to be
hired have been changed.
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6XSSRUWRI6HOHFWLRQ3URFHGXUHV
8VH
The system supports the following areas of the selection procedure:
• Support of Vacancy Assignment
Applicants not yet assigned to a vacancy (applicant pool) can be listed and
subsequently assigned to one or more vacancies directly via the list.
If you are using 5HFUXLWPHQW in conjunction with 3HUVRQQHO'HYHORSPHQW, the system
can also compare qualifications or requirements profiles, enabling you to find suitable
vacancies for each applicant or suitable applicants for each vacancy.
• Support in Decision-Making
You can list applicants assigned to a particular vacancy and check their suitability for
the vacancy by means of a short profile and archived facsimiles of the application
documentation. You can record your decision in the system directly via the list. The
system also enables you to perform the follow-up activities which arise from a
decision.
6HHDOVR
Support of Vacancy Assignment [Page 95]
Support in Decision-Making [Page 99]
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6XSSRUWRI9DFDQF\$VVLJQPHQW
6XSSRUWRI9DFDQF\$VVLJQPHQW
8VH
You can only take full advantage of the options available to support vacancy assignment if you
are using 5HFUXLWPHQW in conjunction with 3HUVRQQHO'HYHORSPHQW.
)HDWXUHV
The following features are available for assigning vacancies:
• 9DFDQF\DVVLJQPHQWIRUDSSOLFDQWSRRO
You can create a list of all the applicants in the applicant pool, i.e. all those whose
overall status is 2QKROG. You can then assign each applicant to one or more
vacancies directly via this list.
You can use this functionality even when using 5HFUXLWPHQW as a stand-alone system.
• 6HDUFKXVLQJXVHUGHILQDEOHTXDOLILFDWLRQVSURILOHV
In 3HUVRQQHO'HYHORSPHQW, you can define a qualifications catalog. On the basis of
the qualifications in this catalog, you can create qualifications profiles that can be
used as search criteria. This way, you can search for all applicants who have specific
qualifications. You can assign an applicant to a vacancy or display the archived
application documents and the short profile of the applicant directly via this list.
You can only conduct a search using user-definable qualifications profiles if you are
using 5HFUXLWPHQW in conjunction with 3HUVRQQHO'HYHORSPHQW This kind of search is
normally used if a requirements profile has not been created for the position you are
trying to fill.
• 6HDUFKXVLQJUHTXLUHPHQWVSURILOHVIRUSRVLWLRQV
In 3HUVRQQHO'HYHORSPHQW, you can define a requirements profile for a position. The
system uses this profile to create a list of all applicants who fulfil at least one of the
requirements specified. You can then compare the applicant’s qualifications with
those specified in the requirements profile for the position using a profile matchup.
You can also assign an applicant to a vacancy directly from this list. You can also
assign an applicant to a vacancy directly from this list. An applicant can be assigned
to a vacancy and the archived application documents and his or her short profile can
be displayed directly from this list.
You can only conduct a search using requirements profiles for positions if you are
using 5HFUXLWPHQW in conjunction with 3HUVRQQHO'HYHORSPHQW This kind of search is
normally used if a requirements profile has been created for the position you are
trying to fill.
6HHDOVR
Assigning Applicants From the Applicant Pool to a Vacancy [Page 96]
Searching for Applicants Using User-Definable Qualifications Profiles [Page 97]
Searching for Applicants Using Requirements Profiles for Positions [Page 98]
-XQH
3$5HFUXLWPHQW 6$3$*
$VVLJQLQJ$SSOLFDQWV)URPWKH$SSOLFDQW3RROWRD9DFDQF\
$VVLJQLQJ$SSOLFDQWV)URPWKH$SSOLFDQW3RROWRD
9DFDQF\
1. Choose 6HOHFWLRQSURFHGXUH→$SSOLFDQWSRRO→/LVW
The value is already displayed in the 6WDWXV RYHUDOO field as a default, which
can be used to select all applicants whose overall status is 2QKROG.
The $SSOLFDQWVE\$FWLRQV screen appears.
3. Select the applicant in the list whom you want to assign to a vacancy, and choose
(GLW→$GGLWLRQDOGDWD.
4. Enter the key for the vacancy to which the applicant is to be assigned in the 9DFDQF\
field.
If the applicant has referred to an advertisement in his or her application, the

system displays all vacancies published in the advertisement in question when
you choose 'HIDXOWYDFDQF\ with the cursor positioned in the area entitled
9DFDQFLHV At the same time the system displays defaults vacancy assignment
priorities for these vacancies. Where necessary you can delete or overwrite the
proposed vacancy assignments and priorities.
Please note that when entering more than one vacancy you must make an entry in
the field 3ULRULW\RIYDFDQF\DVVLJQPHQW for each vacancy.
The applicant selected is now assigned to one or more vacancies and automatically
has the overall status ,QSURFHVV.
6. Repeat steps 3 to 5 until all the applicants you wish are assigned to one or more
vacancies.
5HVXOW
All applicants selected are now assigned to one or more vacancies and have been removed from
the applicant pool.
-XQH
6$3$* 3$5HFUXLWPHQW
6HDUFKLQJIRU$SSOLFDQWV8VLQJ8VHU'HILQDEOH4XDOLILFDWLRQV3URILOHV
6HDUFKLQJIRU$SSOLFDQWV8VLQJ8VHU'HILQDEOH
4XDOLILFDWLRQV3URILOHV
3UHUHTXLVLWHV
You can only use this vacancy assignment option if you are using 5HFUXLWPHQW in conjunction with
3HUVRQQHO'HYHORSPHQW.
You can carry out this evaluation for either internal, external or all applicants.
3URFHGXUH
1. Choose 6HOHFWLRQSURFHGXUH→ $SSOLFDQWSRRO→ 9LDTXDOLILFDWLRQV→
,QWHUQDO([WHUQDO$OO!DSSOLFDQWV.
The Select Qualification dialog box appears.
2. Select the qualifications you want, and choose Transfer.
The Find Object(s) for Qualifications/Requirements screen appears.
5HVXOW
The system displays a list of applicants who have at least one of the qualifications required.
-XQH
3$5HFUXLWPHQW 6$3$*
6HDUFKLQJIRU$SSOLFDQWV8VLQJ5HTXLUHPHQWV3URILOHVIRU3RVLWLRQV
6HDUFKLQJIRU$SSOLFDQWV8VLQJ5HTXLUHPHQWV3URILOHV
IRU3RVLWLRQV
3UHUHTXLVLWHV
You can only use this vacancy assignment option if you are using 5HFUXLWPHQW in conjunction with
3HUVRQQHO'HYHORSPHQW.
A requirements profile must also have been created for the position in question.
3URFHGXUH
1. Choose 6HOHFWLRQSURFHGXUH→ $SSOLFDQWSRRO→ 9LDSRVLWLRQV.
The Applicant Screening screen appears.
3. Select the vacancy you are trying to fill.
You can carry out this evaluation for either internal, external or all applicants.
4. Choose (GLW→ )LQGFDQGLGDWH→,QWHUQDO([WHUQDO$OO!DSSOLFDQWV.
The Find Object(s) for Qualifications/Requirements screen appears.
5HVXOW
The system displays a list of the applicants suited to for the vacancy sorted according to the
number of required qualifications which they possess.
Every qualification for a position or an applicant has a certain proficiency. To

display the proficiency required for a position, or the proficiency held by an
applicant, position the cursor on the proficiency or applicant in question, and
choose (GLW→&KRRVH
-XQH
6$3$* 3$5HFUXLWPHQW
6XSSRUWLQ'HFLVLRQ0DNLQJ
6XSSRUWLQ'HFLVLRQ0DNLQJ
8VH
The system supports decision-making by means of two successive steps. The two steps are
normally performed by different people (e.g. line manager and personnel officer) and can be
repeated any number of times in the course of the selection procedure.
$FWLYLWLHV
• 0DNLQJGHFLVLRQVDQGUHFRUGLQJWKHPLQWKHV\VWHP (Line manager)
In this step you create a list of all the applicants who are assigned to a particular
vacancy and who have a certain vacancy assignment status (e.g. 3URFHVVLQJ) for this
vacancy. You can then display a short profile containing the most important data on
each applicant in the list as well as the archived application documents. If you come
to a decision on the applicant’s suitability on the basis of this information, you can
document this by changing the applicant’s vacancy assignment status (to ,QYLWH, for
example).
• &DUU\LQJRXWWKHIROORZXSDFWLYLWLHV (Personnel officer)
This step also begins with creating a list of applicants. This list contains all the
applicants assigned to the same vacancy as that in the previous step and who all
have the same status for this vacancy (e.g. ,QYLWH), specified in the previous step. You
can then carry out all the follow-up activities required for this vacancy assignment
status (e.g. changing the overall status, creating activities such as 0DLOLQYLWDWLRQWR
LQWHUYLHZ and $SSRLQWPHQWIRULQWHUYLHZ) via the list.
See Support in Decision-Making:Example [Page 100]
6HHDOVR
Selecting an Applicant [Page 101]
-XQH
3$5HFUXLWPHQW 6$3$*
6XSSRUWLQ'HFLVLRQ0DNLQJ([DPSOH
6XSSRUWLQ'HFLVLRQ0DNLQJ([DPSOH
Scenario :
There is a vacancy for a secretary. A line manager is responsible for the vacancy and it is his job
to decide on the suitability of the applicants for the post. A personnel officer is also assigned to a
personnel officer to carry out the organizational activities which must take place within the
application procedure. A large number of applications has already been received.
$FWLYLWLHVSHUIRUPHGE\OLQHPDQDJHU
The line manager first creates a list of all applicants whose vacancy assignment status for the
vacancy is ,QSURFHVV, i.e. who are currently taking part in the selection procedure for the
vacancy. He looks at each applicant’s short profile and at the archived application documents
and records each decision on an applicant’s suitability by changing the applicant’s vacancy
assignment status. When all applicants have been checked, one group has the vacancy
assignment status 5HMHFWHG, a second group is 2QKROG and a third group has the status ,QYLWH
)ROORZXSDFWLYLWLHVSHUIRUPHGE\SHUVRQQHORIILFHU
The personnel officer responsible for the vacancy now performs the activities arising from this
decision. She creates a list of all the applicants whose vacancy assignment status for the
vacancy is ,QYLWH She also changes the overall status on the list to ,QYLWH in order to indicate to all
system users that this applicant has already been invited for an interview. The personnel officer
also uses this list to maintain applicant activities, making any necessary changes or additions to
the $SSRLQWPHQWIRULQWHUYLHZ and 0DLOLQYLWDWLRQWRLQWHUYLHZ activities which were automatically
created due to the new vacancy assignment status.
)ROORZXSDFWLYLWLHVSHUIRUPHGE\OLQHPDQDJHU
After the line manager has conducted the interviews, he creates a list of all the applicants whose
vacancy assignment status for the vacancy is ,QYLWH He changes each applicant’s vacancy
assignment status according to the result of the interview and perhaps with a further look at the
short profile and the archived application documents. One applicant now has the vacancy
assignment status &RQWUDFWRIIHUHG, all others 5HMHFWHG
)ROORZXSDFWLYLWLHVSHUIRUPHGE\SHUVRQQHORIILFHU
The personnel officer now changes the selected applicant’s overall status to &RQWUDFWRIIHUHG and
creates an employment contract for the applicant.
When the applicant has signed and returned the contract, the personnel officer carries out the
applicant action Preparing to Hire an Applicant [Page 92] for him.
-XQH
6$3$* 3$5HFUXLWPHQW
6HOHFWLQJDQ$SSOLFDQW
3UHUHTXLVLWHV
Before selecting an applicant for a vacancy, you should carry out the following steps:
• Check whether there are applicants in the applicant pool who might be considered for
the vacancy as well as those already assigned to it. Follow the procedure described
in Searching for Applicants Using User-Definable Qualifications Profiles [Page 97] or
Searching for Applicants Using Requirements Profiles for Positions [Page 98].
• Assign any such applicants from the applicant pool to the vacancy. To do this, follow
the procedure described in Assigning Applicants From the Applicant Pool to a
Vacancy [Page 96].
3URFHGXUH
1. Choose 6HOHFWLRQSURFHGXUH→ 'HFLVLRQ
The Applicant Selection screen appears.
2. Enter the key for the vacancy to be filled in the 9DFDQF\ field and enter any other
selection criteria necessary.
The Applicant Selection screen appears.
4. Position the cursor on the desired applicant in the list displayed and choose Applicant
master data → Short profile.
The system displays a further Applicant Selection screen with a short profile of the
selected applicant.
5. Use this short profile to check the applicant’s suitability.
6. Choose (QYLURQPHQW → 'LVSOD\IDFVLPLOHV.
The system displays the applicant’s application documents.
7. Check these documents.
8. Choose Back.
9. If applicable, change the applicant’s vacancy assignment status.
7RFKDQJHWKHVWDWXVDVIROORZV &KRRVH
Invite (GLW → ,QYLWH
Contract offered (GLW → 2IIHUFRQWUDFW
Put on hold (GLW → 3XWRQKROG
Rejected (GLW → 5HMHFW
In process (GLW → 6HWWRLQSURFHVV
10. If necessary, repeat steps 4 through 9 for other applicants.
5HVXOW
-XQH
3$5HFUXLWPHQW 6$3$*
An applicant has been selected for the vacancy.
You have now changed the vacancy assignment status of certain applicants. This
usually means that certain follow-up activities must be carried out for these
applicants.
6HHDOVR
Managing Applicant Selection [Page 103]
-XQH
6$3$* 3$5HFUXLWPHQW
0DQDJLQJ$SSOLFDQW6HOHFWLRQ
0DQDJLQJ$SSOLFDQW6HOHFWLRQ
3UHUHTXLVLWHV
You must have performed the Selecting an Applicant [Page 101] procedure. The following
procedure is explained by taking a certain vacancy assignment status as an example. Here,
several applicants have been assigned the vacancy assignment status ,QYLWH during the
procedure 6HOHFWLQJDQDSSOLFDQW.
3URFHGXUH
1. Choose 6HOHFWLRQSURFHGXUH→ $GPLQLVWUDWLRQ
The Administration of Selection Procedure screen appears.
2. Enter the key for the vacancy in the 9DFDQF\ field, and the value in the 6WDWXV
YDFDQF\ field.
By entering you can select all applicants whose vacancy assignment status is
,QYLWH
4. Position the cursor on an applicant in the list and click (GLW→&KDQJHRYHUDOOVWDWXV.
5. Enter a for ,QYLWH in the 2YHUDOOVWDWXV field, and if necessary a status reason, and
choose &RQWLQXH.
The overall status ,QYLWHand a planned ,QYLWHWRLQWHUYLHZand $SSRLQWPHQWIRU

LQWHUYLHZactivity are assigned to the applicant selected.
The &UHDWH3ODQQHG$FWLYLW\dialog box appears, where you can enter any further
information required on the $SSRLQWPHQWIRULQWHUYLHZ activity.
6. Overwrite the default value in the 3HUIRUPDQFH field if necessary, make any other
necessary entries, and choose 7UDQVIHU.
7. Repeat steps 4 to 6 until all the applicants in the list have been assigned the overall
status ,QYLWH and have planned activities ,QYLWDWLRQWRLQWHUYLHZ and $SSRLQWPHQWIRU
LQWHUYLHZ.
5HVXOW
All applicants whose vacancy assignment status was ,QYLWH now have the same overall status as
well as the planned activities ,QYLWDWLRQWRLQWHUYLHZ and $SSRLQWPHQWIRULQWHUYLHZ.
-XQH
3$5HFUXLWPHQW 6$3$*
3HUVRQQHO6FUHHQLQJ
3HUVRQQHO6FUHHQLQJ
3XUSRVH
You find out which applicants fulfill the basic requirements for a specific vacancy. You can do this
on the basis of the job application documents. If an applicant fulfills the basic requirements,
he/she is assigned to the vacancy in question.
3UHUHTXLVLWHV
7KLVSURFHVVLVEDVHGRQWKHSUHPLVH DQG(,7+(5 25
WKDW
A recruitment request is ‘in process’ An applicant is ‘in process’ An applicant is ‘on hold’
3URFHVV
1. Obtain information about the vacancy or vacancies.
See Support of Vacancy Assignment [Page 95]
2. Obtain information about the applicants.
See Support of Vacancy Assignment [Page 95]
3. On the basis of the information on vacancies and applicants at your disposal, check
the basic requirements the applicants meet.
See Support in Decision-Making [Page 99]
5HVXOW
The applicant-vacancy assignment is ‘in process’, and you can continue with the Personnel
Selection [Page 105] procedure.
-XQH
6$3$* 3$5HFUXLWPHQW
3HUVRQQHO6HOHFWLRQ
3HUVRQQHO6HOHFWLRQ
3XUSRVH
Using the appropriate personnel selection procedures, the line manager checks to see if an
applicant meets the selection criteria for a vacancy. The most important methods used here are:
• Analysis of application documents
• Interview
• Aptitude tests
• Assessment centers
The type of methods used and the sequence in which they are used will depend on the company
and vacancy in question.
3UHUHTXLVLWHV
The process can be based on one of the following situations:
• The applicant-vacancy assignment is ‘in process.’
• You still have to work through a further selection procedure.
3URFHVV
1. Establish the selection method to be used for selecting personnel.
2. If you have to make organizational arrangements:
a) Specify times and places.
b) Invite the persons involved.
See Applicant Activities [Page 66]
3. Once you have made these organizational arrangements (or if you did not have to
make any in the first place), carry out the aptitude test.
4. Once the results of the aptitude test are available, analyze and evaluate them.
See Grouping of Applicant Data [Page 33]
5. Once you have evaluated the applicants, make a decision.
5HVXOW
Personnel selection results in one of the following situations:
• An applicant is offered a contract for the vacancy. You can continue with the process
‘Process offer of work contract.’
• The applicant is put on hold for the vacancy. You can continue with the process
‘Resubmission of applicant.’
• The applicant is rejected for the vacancy. You can continue with the process
‘Resubmission of applicant.’
-XQH
3$5HFUXLWPHQW 6$3$*
3HUVRQQHO6HOHFWLRQ
• A further selection procedure is to be used for selecting personnel. Repeat the

‘Personnel selection’ process.
-XQH
6$3$* 3$5HFUXLWPHQW
3URFHVV2IIHURI:RUN&RQWUDFW
3URFHVV2IIHURI:RUN&RQWUDFW
3XUSRVH
An applicant receives a written offer of a contract.
3UHUHTXLVLWHV
Personnel selection has been completed, and a contract is to be offered to an applicant for a
vacancy.
3URFHVV
1. Define the conditions of the contract.
2. Draw up a contract of work.
3. See to it that the contract is approved.
See Editing Applicant Statuses [Page 81]
4. Pass the contract on to the applicant.
5HVXOW
An applicant has been offered a contract. You can continue with the following processes:
• Preparing to Hire an Applicant [Page 109]
• Processing Rejection of Contract [Page 110]
-XQH
3$5HFUXLWPHQW 6$3$*
5HVXEPLVVLRQRI$SSOLFDQW
5HVXEPLVVLRQRI$SSOLFDQW
3XUSRVH
If a line manager has rejected an applicant or put an applicant on hold for a vacancy, the results
of the previous selection procedure are recorded in the applicant’s file and passed on to the
appropriate person in the personnel department.
3UHUHTXLVLWHV
One of the following situations must exist:
• The applicant is rejected for a vacancy.
• The applicant is put on hold for a vacancy.
3URFHVV
1. Document the results of the personnel selection procedure.
For further information on this step, and on the next step, see:
– Grouping of Applicant Data [Page 33]
– Analysis Reports [Page 147] (9DFDQFLHVsection)
– Editing Applicant Statuses [Page 81]
2. Once the applicant’s file has been brought up to date, pass the application documents
on to the personnel department.
5HVXOW
The application is returned to the personnel department.
-XQH
6$3$* 3$5HFUXLWPHQW
3XUSRVH
This process comprises the following sub-processes:
• Documenting that the contract offer has been accepted.
• Informing the line manager of the date on which the person will start working.
• Converting the applicant’s file into a personnel file.
3UHUHTXLVLWHV
An applicant has been offered a contract. This applicant has accepted the offer made in the
contract, and returned the contract signed to your company.
3URFHVV
1. Document that the contract has been accepted.
2. Inform the line manager when the person will start work.
3. Pass on the applicant’s file so that it can be included in the personnel file.
5HVXOW
The applicant is hired. Continue with the ‘Personnel hiring’ process
-XQH
3$5HFUXLWPHQW 6$3$*
3URFHVVLQJ5HMHFWLRQRI&RQWUDFW
3URFHVVLQJ5HMHFWLRQRI&RQWUDFW
3XUSRVH
You record that the applicant has rejected the contract offer made. The applicant’s documents
are returned to him/her.
3UHUHTXLVLWHV
An applicant must have been offered a contract, and your company must have received
notification that the applicant has rejected the offer.
3URFHVV
1. Document that the contract has been rejected.
2. Inform the line manager that the contract has been rejected.
5HVXOW
The applicant is rejected, and you can inform all those affected that the application has been
rejected.
-XQH
6$3$* 3$5HFUXLWPHQW
$SSOLFDQW3RRO$GPLQLVWUDWLRQ
$SSOLFDQW3RRO$GPLQLVWUDWLRQ
3XUSRVH
The personnel administrator regularly checks the applicants who are ‘in process’ or ‘on hold’.
This person decides whether the applicants in question are still of interest to the company.
3UHUHTXLVLWHV
7KLVSURFHVVLVEDVHGRQWKH DQG(,7+(5 25
SUHPLVHWKDW
the applicant pool needs to be the applicant has been put on the applicant is ‘in process’
updated hold
3URFHVV
1. Obtain information about the applicants.
– Grouping of Applicant Data [Page 33]
– Editing Applicant Statuses [Page 81]
– Analysis Reports [Page 147] (9DFDQFLHVsection)
2. Determine what your workforce requirements are.
3. Once you have obtained all this information, make a decision with regard to the
applicant.
5HVXOW
This process results in one of the following situations:
• An applicant is ‘in process.’
• An applicant has been put on hold You can now continue with Notifying an Applicant
That His/Her Application Has Been Put on Hold [Page 112]
• An applicant is ‘rejected.’ You can now continue with Notifying an Applicant That
His/Her Application Has Rejected [Page 113]
-XQH
3$5HFUXLWPHQW 6$3$*
1RWLI\LQJ$Q$SSOLFDQW7KDW+LV+HU$SSOLFDWLRQ+DV%HHQ3XWRQ+ROG
1RWLI\LQJ$Q$SSOLFDQW7KDW+LV+HU$SSOLFDWLRQ+DV
%HHQ3XWRQ+ROG
3XUSRVH
The applicant is informed that the company is not able to make an offer of work at the current
time. However, the applicant is informed that this situation might changed in the medium-range
future.
3UHUHTXLVLWHV
An applicant must have been put on hold, and your company must have a policy of notifying the
applicant that his/her application has been put on hold.
3URFHVV
1. Decide on the channel through which the notification is to be sent.
– Applicant Activities [Page 66]
– Recurring Tasks [Page 115]
– Outputting Letters Using Bilk Processing [Page 123]
2. Draw up a letter notifying that an application has been put on hold.
3. Pass this letter of notification on to the applicant through the appropriate channel.
5HVXOW
The notification is passed on to the applicant.
-XQH
6$3$* 3$5HFUXLWPHQW
1RWLI\LQJ$Q$SSOLFDQW7KDW+LV+HU$SSOLFDWLRQ+DV%HHQ5HMHFWHG
1RWLI\LQJ$Q$SSOLFDQW7KDW+LV+HU$SSOLFDWLRQ+DV
%HHQ5HMHFWHG
3XUSRVH
The applicant is informed that the company is not able to make him/her an offer of work. The
applicant’s documents are returned to him/her.
3UHUHTXLVLWHV
An applicant must be ‘rejected’, and your company must have a policy of notifying the applicant
that his/her application has been rejected.
3URFHVV
1. Decide on the channel through which the notification is to be sent.
– Applicant Activities [Page 66]
– Recurring Tasks [Page 115]
– Outputting Letters Using Bilk Processing [Page 123]
2. Create letters of rejection.
3. Send a letter of rejection and the application documents back to the applicant.
5HVXOW
A letter of rejection and application documents are sent to the applicant.
-XQH
3$5HFUXLWPHQW 6$3$*
8VH
The 5HFUXLWPHQW system can automatically create all letters and documents required for
correspondence with an applicant (such as confirmations of receipt, interview invitations and
employment contracts) using either SAPscript or Microsoft Word. Having the system create
correspondence automatically means that:
• You need not create standard letters individually for each applicant, instead simply
assign them to the applicant and print them out.
• Individual letters to an applicant need not be created from scratch but instead simply
by editing the appropriate standard letter to introduce the necessary changes.
You can also send letters in the form of faxes and e-mails directly from the R/3 System. See
Sending Correspondence to Applicants via Fax or E-Mail (SAPconnect) [Page 131].
,QWHJUDWLRQ
Applicant correspondence is created using applicant activities. When the system is customized,
one or more company-specific standard letters/documents (standard texts), containing variables
for including applicant data, are created for every applicant activity which involves sending a
letter/document to the applicant (e.g. 6HQGFRQILUPDWLRQRIUHFHLSW), using either SAPscript or
Microsoft Word. If you want an applicant to receive a particular standard letter you must assign
the appropriate action to the applicant, specifying the desired standard text. You can then display
or print the letter directly. The system inserts the applicant’s personal data automatically into the
standard letter.
If you want an applicant to receive an individual letter, he/she must also be assigned the
appropriate activity as a planned activity, specifying the desired standard text. The standard letter
containing the applicant’s personal data can then be accessed via the activity. Individual
modifications can be made to this letter using SAPscript or Microsoft Word. If you want to change
a letter using Microsoft Word, you can use all the variables available in the system for applicant
data. These variables are replaced with the appropriate applicant data. Each individual letter is
then saved with the data on the applicant. You can display or print out this letter at any time.
)HDWXUHV
Letters or documents for applicants can either be printed out individually via the connected
activity, or together with other letters using bulk processing. A letter is dealt with in bulk
processing if you have set the indicator for 5HFXUULQJWDVNV in the connected activity.
You can adjust the system settings in such a way that when an applicant action (such as ,QLWLDO
(QWU\RI%DVLF'DWD) is performed the system automatically creates a corresponding activity, and
sets the indicator for 5HFXUULQJWDVNV. This speeds up communication with applicants.
6HHDOVR
Creating Applicant Letters [Page 116]
Recurring Tasks [Page 115]
-XQH
6$3$* 3$5HFUXLWPHQW
5HFXUULQJ7DVNV
5HFXUULQJ7DVNV
8VH
Printing and sending of letters in the form of faxes and e-mails in bulk processing and transfer of
applicant data to 3HUVRQQHO$GPLQLVWUDWLRQ are carried out using 5HFXUULQJWDVNV. Recurring tasks
include various reports. These are used in two stages: Each task (printing letters, data transfer) is
first of all performed by a report. It can be run as often as you wish and can also be run in test
mode. After the task has been successfully completed, a second report then sets the
corresponding planned activities for the tasks to &RPSOHWHG. These activities are thus completed
and the system does not select them again the next time a letter is printed or data is transferred.
The two-stage concept of Recurring tasks enables you to repeat letter printing or data transfer as
often as is necessary until it has been successfully completed.
6HHDOVR
Outputting Letters Using Bulk Processing [Page 123]
Sending Correspondence to Applicants via Fax or E-Mail (SAPconnect) [Page 131].
Transferring Data [Page 136]
Setting Planned Activities to Completed [Page 142]
-XQH
3$5HFUXLWPHQW 6$3$*
&UHDWLQJ$SSOLFDQW/HWWHUV
&UHDWLQJ$SSOLFDQW/HWWHUV
8VH
When creating a letter to an applicant, you have a choice of the following options:
• You can choose a standard letter, which is assigned to the applicant by means of the
corresponding applicant activity. The applicant’s personal data is automatically
inserted into the standard letter when it is displayed and printed.
• You can create an individual letter for the applicant. To do this you must assign a
standard letter to the applicant using the corresponding activity, and then modify this
standard letter using either SAPscript or Microsoft Word. This individual letter is then
saved with the data on the applicant. The applicant’s personal data is automatically
inserted into the standard letter when it is displayed and printed.
If you have created an individual letter for an applicant, you can nevertheless delete this at any
time and retrieve the appropriate standard letter.
-XQH
6$3$* 3$5HFUXLWPHQW
&UHDWLQJDQ$SSOLFDQW$FWLYLW\DQG$SSOLFDQW&RUUHVSRQGHQFH:LWKD6WDQGDUG7H[W
&UHDWLQJDQ$SSOLFDQW$FWLYLW\DQG$SSOLFDQW
&RUUHVSRQGHQFH:LWKD6WDQGDUG7H[W
3UHUHTXLVLWHV
3URFHGXUH
1. You can create the activity as a planned activity, or as a completed activity.
7RFUHDWHWKHDFWLYLW\DVD &KRRVH 7KHIROORZLQJVFUHHQ
DSSHDUV
Planned activity (GLW → &UHDWHSODQQHGDFWLYLW\ &UHDWH3ODQQHG$FWLYLW\
Completed activity (GLW → &UHDWHFRPSOHWHGDFWLYLW\ &UHDWH&RPSOHWHG$FWLYLW\
2. In the $FWLYLW\W\SHfield, enter the desired activity.
3. In the 3HUIRUPDQFHfield, enter the desired performance date.
4. In the 6WDQGDUGWH[Wfield, enter the desired standard text.
a) To see what standard texts are available, choose 3RVVLEOHHQWULHVfor the
6WDQGDUGWH[Wfield.
The )LQG6WDQGDUG7H[WV screen appears.
b) Choose 3URJUDP → ([HFXWH.
The )LQG6WDQGDUG7H[WV screen appears.
c) To select a standard text, choose &KRRVH
To display a preview of a standard text, select the text you want, and choose 7H[W
OLQHV
5. If necessary, select 6HQGPDLO
6. Select 5HFXUULQJWDVNV if you want to print out the standard letter in bulk processing.
7. Choose 7UDQVIHU
This takes you back to the 0DLQWDLQ$SSOLFDQW$FWLYLWLHV screen.
5HVXOW
You have created the applicant activity with a standard letter.
-XQH
3$5HFUXLWPHQW 6$3$*
&UHDWLQJDQ,QGLYLGXDO/HWWHUIRUDQ$SSOLFDQW$FWLYLW\
3UHUHTXLVLWHV
• An individual letter to an applicant can either be created along with the activity it
accompanies or at any later date, provided the activity has the status SODQQHG. This
procedure can only be performed if the applicant has been assigned a planned
activity, together with the appropriate standard letter.
3URFHGXUH
1. Select the desired activity, and choose (GLW→&KDQJHDFWLYLW\.
The Create Planned Activity dialog box appears.
2. Choose &KDQJHOHWWHU.
The &KDQJH$SSOLFDQW&RUUHVSRQGHQFH:7H[WQDPH!/DQJXDJH(1screen appears,
displaying a copy of the standard letter.
3. Change the text.
5. Choose %DFN.
The field /HWWHUFKDQJHG is now selected.

6. Choose 7UDQVIHU
5HVXOW
An individual letter to an applicant has been created for the planned activity.
6HHDOVR
Retrieving a Standard Letter on an Applicant Activity [Page 121]
-XQH
6$3$* 3$5HFUXLWPHQW
&UHDWLQJDQ,QGLYLGXDO/HWWHUIRUDQ$SSOLFDQW$FWLYLW\ 0LFURVRIW:RUG
0LFURVRIW:RUG
3UHUHTXLVLWHV
• An individual letter to an applicant can either be created along with the activity it
accompanies or at any later date, provided the activity has the status SODQQHG. This
procedure can only be performed if the applicant has been assigned a planned
activity, together with the appropriate standard letter.
3URFHGXUH
2. Choose &KDQJHOHWWHU.
Microsoft Word is started, and a copy of the standard letter is displayed.
3. Change the text.
The function ,QFOXGHPDLOPHUJHILHOG enables you to include additional variables

for applicant data in the individual applicant letter.
4. Save the text, then either exit Microsoft Word or keep it open for further steps.
<RXKDYHVDYHG:KDWQRZ" &KRRVH 5HPDUN
Exit Word %DFNWR5FORVHDQGVDYH Microsoft Word stays open as
an icon.
Don’t exit Word %DFNWR5VDYH
If you choose )LOH→ 6DYH or )LOH→6DYH$V in Microsoft Word, the letter is

only saved locally on your PC and not in the R/3 system.
The system displays a window entitled &UHDWH3ODQQHG$FWLYLW\.
The field /HWWHUFKDQJHG is now selected.

5. Choose 7UDQVIHU
5HVXOW
An individual letter to an applicant has been created for the planned activity.
-XQH
3$5HFUXLWPHQW 6$3$*
&UHDWLQJDQ,QGLYLGXDO/HWWHUIRUDQ$SSOLFDQW$FWLYLW\ 0LFURVRIW:RUG
6HHDOVR
Retrieving a Standard Letter on an Applicant Activity [Page 121]
-XQH
6$3$* 3$5HFUXLWPHQW
5HWULHYLQJD6WDQGDUG/HWWHURQDQ$SSOLFDQW$FWLYLW\
5HWULHYLQJD6WDQGDUG/HWWHURQDQ$SSOLFDQW$FWLYLW\
3UHUHTXLVLWHV
3URFHGXUH
Choose Undo changes.
The 'HOHWH/HWWHU dialog box appears.
2. Choose <HV.
3. Choose 7UDQVIHU
5HVXOW
The standard letter to the applicant for the planned activity is retrieved.
-XQH
3$5HFUXLWPHQW 6$3$*
3ULQWLQJD/HWWHUIRUDQ$FWLYLW\
3ULQWLQJD/HWWHUIRUDQ$FWLYLW\
3UHUHTXLVLWHV
3URFHGXUH
The Change Planned Activity or Change Completed Activity dialog box appears.
2. Choose 3ULQWOHWWHU.
The 3ULQW dialog box appears.
– To print the letter immediately, select 2XWSXWLPPHGLDWHO\
– To create a spool request, select 1HZVSRROUHTXHVW
4. Choose 3ULQW.
5HVXOW
The letter is printed or written to the spool (from where it can be printed).
-XQH
6$3$* 3$5HFUXLWPHQW
2XWSXWWLQJ/HWWHUV8VLQJ%XON3URFHVVLQJ
2XWSXWWLQJ/HWWHUV8VLQJ%XON3URFHVVLQJ
8VH
You can use 5HFXUULQJ7DVNVto print letters, or send them as faxes or e-mails in bulk
processing. Recurring tasks include various reports which are run in two steps: First, the letters
are printed using a report. Then, another report sets the planned applicant activities to
&RPSOHWHG
If problems arise during printing, you can repeat it as often as is necessary.
6HHDOVR
Faxing and E-Mailing Letters to Applicants [Page 133]
-XQH
3$5HFUXLWPHQW 6$3$*
2XWSXWWLQJ/HWWHUV8VLQJ5HFXUULQJ7DVNV
2XWSXWWLQJ/HWWHUV8VLQJ5HFXUULQJ7DVNV
3UHUHTXLVLWHV
You must select the 5HFXUULQJWDVNV field in the accompanying activity for each letter to be output
using bulk processing.
3URFHGXUH
1. Choose Applicant activity→Print letters→Execute.
The Recurring Tasks: Print Letters (SAPscript) or the5HFXUULQJ7DVNVPrint Letters
(WinWord) screen appears.
2. Enter any selection criteria required.
To avoid possible errors later when the activity status is automatically changed
from 3ODQQHG to &RPSOHWHG, you should not enter selection criteria manually but
use a variant.
If you select the 7HVWfield, the system simply displays the letters on the screen.
5HVXOW
The letters are output.
-XQH
6$3$* 3$5HFUXLWPHQW
5HSHDWLQJ3ULQWLQJRI/HWWHUV8VLQJ5HFXUULQJ7DVNV
5HSHDWLQJ3ULQWLQJRI/HWWHUV8VLQJ5HFXUULQJ7DVNV
3UHUHTXLVLWHV
If problems occur when outputting letters using bulk processing, resulting in only some of the
letters or indeed none at all being output, the output procedure must be repeated. The procedure
for this depends on whether or not the applicants for whom the letters are to be output appear on
the error list.
/HWWHUVZHUHQRWRXWSXW7KHDSSOLFDQWVLQTXHVWLRQDSSHDURQWKHHUURUOLVW
5SUREOHP
1. Correct the error.
2. Repeat the Outputting Letters Using Recurring Tasks [Page 124] process.
You will have to enter the same selection criteria as the first time round on the
5HFXUULQJ7DVNV3ULQW/HWWHUV screen.
/HWWHUVZHUHQRWRXWSXW/HWWHUVZHUHQRWRXWSXWEXWWKHDSSOLFDQWVGRQRW
DSSHDURQWKHHUURUOLVW SULQWHUSUREOHP
3. First carry out the Setting Planned Activities to Completed After Printing Letters [Page
126] procedure for all the activities whose letters were output correctly.
4. Rectify the error, then repeat the Outputting Letters Using Recurring Tasks [Page
124] procedure When you do this, mark the 5HSHDW field on the 5HFXUULQJ7DVNV
Print Letters screen.
You will have to enter the same selection criteria as the first time round on the
5HFXUULQJ7DVNV3ULQW/HWWHUV screen.
-XQH
3$5HFUXLWPHQW 6$3$*
6HWWLQJ3ODQQHG$FWLYLWLHVWR&RPSOHWHG$IWHU3ULQWLQJ/HWWHUV
6HWWLQJ3ODQQHG$FWLYLWLHVWR&RPSOHWHG$IWHU3ULQWLQJ
/HWWHUV
1. Choose Applicant activity→Print letters→Complete activities.
The Recurring Tasks: Completed Activities After Printing screen appears.
2. Select the same letters (variant) as in the Outputting Letters Using Recurring Tasks
[Page 124] procedure.
3. Enter the same criteria as you did on the selection screen for the Outputting Letters
Using Bulk Processing procedure.
The Recurring Tasks: Completed Activities After Printing screen appears.
5. Select all the activities which are to be set to &RPSOHWHG.
6. Choose (GLW → &RPSOHWHDFWLYLW\.
5HVXOW
All selected activities are set to &RPSOHWHG.
-XQH
6$3$* 3$5HFUXLWPHQW
&DOOLQJDQ$SSOLFDQW8VLQJ6$3SKRQH
8VH
You can use this function to call an applicant directly from master data maintenance. With a few
clicks of the mouse, you can call an applicant directly. You no longer need to find and dial the
applicant’s number manually.
3UHUHTXLVLWHV
You need to make client-specific, work center-specific, and user-specific settings to use this
function.
For further informaiton, refer to the R/3 Library (%DVLV %& → %DVLV6HUYLFHV /&RPPXQLFDWLRQ→
6$3SKRQH7HOHSKRQHLQWHJUDWLRQ
)HDWXUHV
The SAPphone dialog box can be used to
• Initiate the call
• Terminate the call
• Process the call further
The individual functions available in this dialog box are:
• Dial
The 'LDO function puts the call through. The phone number is passed on to the phone
system, and a connection is established between your phone and the applicant’s
phone number. You can only find out if the applicant has picked up the phone, or if
the number is busy via your own phone.
• Dial and close
The 'LDODQGFORVH function puts the call through as described above, but once this
has happened the dialog box is closed. You will not be able to create notes, for
example, or end the call from the dialog box.
• Notes
The 1RWHV function allows you to create 6$3RIILFH documents and save them in a
folder. Once you have selected a folder, you can create a document and enter a text.
When you save the document, the call is linked to it (in other words, you can trigger
the call from the document by selecting the appropriate attachment).
You can also perform this function during a call without affecting the phone call in
question.
• Start application
By choosing 6WDUWDSSOLFDWLRQyou activate tasks (individual steps, or a workflow) that
are suitable for the SAPphone outbox (and have been flagged as such). These tasks
can transfer the data displayed in the dialog box, and, for example, use it to for the
follow-up activities to a phone call. The system displays a list of tasks that you are
authorized to perform.
-XQH
3$5HFUXLWPHQW 6$3$*
• Refresh
The 5HIUHVK function enables you to modify the contents of the dialog box to take
account of changes in phone number or country indicator.
• Close
This function closes the dialog box. Calls that have already been put through are not
interrupted, and notes are not deleted.
$FWLYLWLHV
You access the &DOO DSSOLFDQW function from a menu option in applicant master data maintenance.
The system opens up the SAPphone dialog box, where the call can be initiated, ended and
processed further. The applicant’s data is transferred to the dialog box so that you do not have to
look in master data for the phone number of the person you want to call.
For further information, refer to the R/3 Library (%DVLV %& → %DVLV6HUYLFHV /&RPPXQLFDWLRQ→
6$3SKRQH7HOHSKRQHLQWHJUDWLRQ
6HHDOVR
Phoning an Applicant [Page 129]
-XQH
6$3$* 3$5HFUXLWPHQW
3KRQLQJDQ$SSOLFDQW
3KRQLQJDQ$SSOLFDQW
3UHUHTXLVLWHV
You need to make client-specific, work center-specific, and user-specific settings to use this
function.
For further information, refer to %DVLV %& → %DVLV6HUYLFHV /&RPPXQLFDWLRQ→ 6$3SKRQH
7HOHSKRQHLQWHJUDWLRQ
3URFHGXUH
3. Choose$X[LOLDU\IXQFWLRQV→&DOODSSOLFDQW
A dialog box appears, displaying the applicant’s phone numbers.
4. Select the phone number you want.
5. Choose Dial.
The 'LDO function is only available if you have made the appropriate settings.
The SAPphone dialog box appears displaying the phone number you selected,
the country indicator, applicant’s name, company and any notes.
Check that the number in the field beside the phone number is correct. Make sure
that the code is correct, and that the digits required for an external line have been
added correctly. You cannot change this number manually here. If the number in
this field is incorrect even though the phone number itself and the country
indicator are correct, check your client-specific settings.
6. Choose 'LDO
The phone number specified is dialled by the system.
If you are successful, the (QG +DQJXS function appears beside 'LDODQG&ORVHYou
can use this function to end the call. You can end the call by replacing the receiver.
You can also forward the call, put it on hold, and so on - just like any other call.
For further information on the functions available in the SAPphone dialog box,
refer to the )HDWXUHVsection of Calling an Applicant Using SAPphone [Page 127]
(UURU1RERRNPDUNQDPHJLYHQ.
5HVXOW
You have called an applicant directly from R/3 applicant master data maintenance.
-XQH
3$5HFUXLWPHQW 6$3$*
3KRQLQJDQ$SSOLFDQW
-XQH
6$3$* 3$5HFUXLWPHQW
6HQGLQJ&RUUHVSRQGHQFHWR$SSOLFDQWVYLD)D[RU(0DLO 6$3FRQQHFW
6HQGLQJ&RUUHVSRQGHQFHWR$SSOLFDQWVYLD)D[RU(
0DLO 6$3FRQQHFW
8VH
This function enables you to send letters to one or more applicants in the form of faxes or e-mails
using bulk processing directly from the R/3 System.
3UHUHTXLVLWHV
To use this function, you must have:
• Defined SAPscript as the standard word processing option.
• Specified a fax number and/or Internet address for the sender in your 3ULYDWHRIILFH
VHWWLQJV.
• Made the necessary system settings for SAPconnect (for example, defining the
format in which the e-mail is to be sent).
For further information, refer to the Implementation Guide (IMG) (%DVLV&RPSRQHQWV
→ %DVLV6HUYLFHV →&RPPXQLFDWLRQ,QWHUIDFHV →6$3FRQQHFW Settings Across
Whole Client.
• Fax number handling has to be configured by your system adminsitrator in
6$3FRQQHFW$GPLQLVWUDWLRQ
)HDWXUHV
• If you want to send the letter WRRQHDSSOLFDQWin the form of a fax or e-mail, access
applicant activity maintenance to send the document. You will be able to display a
dialog box here, listing all the fax numbers and Internet addresses of applicants
stored in the system.
The system reads the infotypes $GGUHVVHV(0006) and &RPPXQLFDWLRQ (0105) to

get the fax numbers.
The system reads only the &RPPXQLFDWLRQ (0105) infotype to get the Internet
address.
• If you want to send the letter WRPRUHWKDQRQHDSSOLFDQWin the form of a fax or e-
mail, use recurring tasks to send the document using bulk processing. A predefined
search procedure is run in the background and determines the fax number or Internet
address for each individual applicant.
The system reads the $GGUHVVHV (0006) infotype to get the fax number. The
system selects the first fax number created in this infotype. If an entry is not found
in the $GGUHVVHVinfotype, the system reads the infotype &RPPXQLFDWLRQ(0105)
and selects the first fax number (if there is one).
-XQH
3$5HFUXLWPHQW 6$3$*
6HQGLQJ&RUUHVSRQGHQFHWR$SSOLFDQWVYLD)D[RU(0DLO 6$3FRQQHFW
The system reads only the &RPPXQLFDWLRQ (0105) infotype to get the Internet
address.
6HHDOVR
Faxing and E-Mailing Letters to Applicants [Page 133]
For further information, refer to %DVLV %& → %DVLV6HUYLFHV /&RPPXQLFDWLRQ→ 6$3FRQQHFW
([WHUQDOFRPPXQLFDWLRQ
-XQH
6$3$* 3$5HFUXLWPHQW
)D[LQJDQG(0DLOLQJ/HWWHUVWR$SSOLFDQWV
3UHUHTXLVLWHV
If you want to fax or e-mail a letter you have two options:
• If you want to send the letter to one applicant only, use applicant activity
maintenance.
• If you want to send the letter to several applicants, use recurring tasks (3ULQWOHWWHUV
function).
6HQGLQJD)D[RU(0DLOWR2QH$SSOLFDQW
1. Choose $SSOLFDQWDFWLYLW\ → 0DLQWDLQ.
The 0DLQWDLQ$SSOLFDQW$FWLYLWLHV screen appears.
3. Choose $SSOLFDQWDFWLYLW\ → ([HFXWH.
The 0DLQWDLQ$SSOLFDQW$FWLYLWLHV screen appears.
4. Select the applicant activity you want.
5. Choose (GLW → &KDQJHDFWLYLW\.
The &UHDWH3ODQQHG$FWLYLW\dialog box appears.
7. Choose )D[OHWWHUor 0DLOOHWWHU
A dialog box appears displaying the fax numbers or Internet address of the applicant
in question.
8. Select the fax number or Internet address you want.
9. Choose Dial, or Send.
5HVXOW
You have faxed or e-mailed a letter to an applicant directly from the R/3 System.
6HQGLQJD)D[RU(0DLOWR6HYHUDO$SSOLFDQWV
1. Choose Applicant activity→Print letters→Execute.
The Recurring Tasks: Print Letters screen appears.
2. Enter the appropriate selection criteria.
3. Set the Fax or Internet mail flag.
4. Choose Program → ([HFXWH.
When you run the report, a dialog box does QRW appear with fax numbers or an
Internet address. This is because the numbers and addresses are found by a
-XQH
3$5HFUXLWPHQW 6$3$*
search procedure run in the background. See the )HDWXUHVsection of Sending

Correspondence to Applicants Via Fax or E-Mail (SAPconnect) [Page 131].
5HVXOW
You have faxed or e-mailed a letter to several applicants directly from the R/3 System.
-XQH
6$3$* 3$5HFUXLWPHQW
8VH
If an applicant is to be hired, his or her data can be transferred to 3HUVRQQHO$GPLQLVWUDWLRQ
,QWHJUDWLRQ
5HFUXLWPHQW and 3HUVRQQHO$GPLQLVWUDWLRQ can either be integrated in one system or used in
systems which are not integrated. In an integrated system, the data can be transferred directly. In
systems which are not integrated, data can only be transferred using a data carrier. Both forms of
transfer are possible with the R/3 system.
)HDWXUHV
The following options are available for transferring applicant data from 5HFUXLWPHQW to 3HUVRQQHO
$GPLQLVWUDWLRQ :
• From 5HFUXLWPHQW if you have an integrated system
Here the system transfers the applicant’s data directly from the applicant database to
the employee database. Data transfer itself is started in the 5HFUXLWPHQW component.
• From 3HUVRQQHO$GPLQLVWUDWLRQif you have an integrated system
Here the system transfers the applicant’s data directly from the applicant database to
the employee database. Data transfer however is started in 3HUVRQQHO$GPLQLVWUDWLRQ
• Using a non-integrated system via data carrier
Here the applicant data from the 5HFUXLWPHQW system is saved to a local data carrier.
This is then imported to 3HUVRQQHO$GPLQLVWUDWLRQ.
Regardless of the transfer method used, the applicant data is always imported to the employee
database using a SHUVRQQHODFWLRQ
$FWLYLWLHV
First, the info group that is defined in the personnel action is processed. If there is relevant
applicant data stored for the individual infotypes in the info group, this data is proposed for
transfer as each infotype is processed. The proposed data can be overwritten if necessary. Any
missing data can be entered. After the infotypes in the info group, the system proposes further
infotypes containing data on the applicant. This data can also be transferred and added to if
necessary.
Like letter printing using bulk processing, applicant data transfer also takes place using
5HFXUULQJWDVNV. This means that processing is carried out in two stages. First of all, data
transfer itself is carried out for the applicant. The system then sets the planned Activities 7UDQVIHU
DSSOLFDQWGDWD and +LUHDSSOLFDQW, both of which must be assigned to the applicant before data
transfer can take place, to &RPSOHWHG
6HHDOVR
Transferring Data [Page 136]
Setting Planned Activities to Completed [Page 142]
Recurring Tasks [Page 115]
-XQH
3$5HFUXLWPHQW 6$3$*
7UDQVIHUULQJ'DWD
7UDQVIHUULQJ'DWD
8VH
An applicant’s data can only be transferred to 3HUVRQQHO$GPLQLVWUDWLRQ if the applicant’s overall
status is 7REHKLUHG and if he/she has been assigned a +LUHGDWH activity and a reference activity
7UDQVIHUDSSOLFDQWGDWD.
When the applicant is assigned the overall status 7REHKLUHG, the system automatically creates
the +LUHDSSOLFDQW and 7UDQVIHUDSSOLFDQWGDWD activities as reference activities. There must be a
reference between these two activities because the hiring date specified in +LUHDSSOLFDQW is
required for the 7UDQVIHUDSSOLFDQWGDWD activity.
Data transfer can be carried out in three different ways:
• From 5HFUXLWPHQW if you have an integrated system
• From 3HUVRQQHO$GPLQLVWUDWLRQif you have an integrated system
• Using a non-integrated system via data carrier
6HHDOVR
Integrated System: Transferring Data Directly From Recruitment [Page 137]
Integrated System: Transferring Data Directly From Personnel Administration [Page 138]
Non-Integrated System: Transferring Data Using a Data Carrier [Page 139]
-XQH
6$3$* 3$5HFUXLWPHQW
,QWHJUDWHG6\VWHP7UDQVIHUULQJ'DWD'LUHFWO\)URP5HFUXLWPHQW
,QWHJUDWHG6\VWHP7UDQVIHUULQJ'DWD'LUHFWO\)URP
5HFUXLWPHQW
1. Choose Applicant activity→7UDQVIHUDSSGDWD→Execute.
The Direct Data Transfer screen appears.
2. Enter the key for the 7UDQVIHUDSSOLFDQWGDWD action in the $FWLRQIRUKLULQJ field.
The system proposes the value in the 6WDWXV RYHUDOO field, allowing you to
select all applicants whose overall status is 7REHKLUHG
4. If necessary, select the 6XSSUHVVGLDORJ field.
If this field is selected, transfer of applicant data to the individual fields in the info
group is only displayed on screen if an error occurs.
The Create Actions (infotype 0000) screen appears.
6. Perform the action.
5HVXOW
The applicant data is transferred to 3HUVRQQHO$GPLQLVWUDWLRQ.
-XQH
3$5HFUXLWPHQW 6$3$*
,QWHJUDWHG6\VWHP7UDQVIHUULQJ'DWD'LUHFWO\:KHQ,Q3HUVRQQHO$GPLQLVWUDWLRQ
,QWHJUDWHG6\VWHP7UDQVIHUULQJ'DWD'LUHFWO\:KHQ,Q
3HUVRQQHO$GPLQLVWUDWLRQ
1. Choose +XPDQUHVRXUFHV → 3HUVRQQHOPDQDJHPHQW→ Administration
The Personnel Administration screen appears.
2. Choose +5PDVWHUGDWD → 3HUVRQQHODFWLRQV.
The 3HUVRQQHO$FWLRQV screen appears.
3. Select the action Hire and transfer data, and choose Choose.
The Direct Data Transfer or Data Transfer via RFC screen appears.
5. If necessary, select the 6XSSUHVVGLDORJ field.
If this field is selected, transfer of applicant data to the individual fields in the info
group is only displayed on screen if an error occurs.
6. Choose Applicant → Transfer.
5HVXOW
-XQH
6$3$* 3$5HFUXLWPHQW
1RQ,QWHJUDWHG6\VWHP7UDQVIHUULQJ'DWD8VLQJD'DWD&DUULHU
1RQ,QWHJUDWHG6\VWHP7UDQVIHUULQJ'DWD8VLQJD'DWD
&DUULHU
1. Create a data carrier for each applicant in 5HFUXLWPHQWto be transferred.
2. Import the individual data carriers to 3HUVRQQHO$GPLQLVWUDWLRQ.
Once you have created a data carrier for an applicant, the applicant action
7UDQVIHUDSSOLFDQWGDWD is completed. If you want to write the applicant’s data to a
data carrier more than once for technical reasons, please select the 5HSHDW field
on the selection screen of the report.
6HHDOVR
Creating a Data Carrier in Recruitment [Page 140]
Importing a Data Carrier into Personnel Administration [Page 141]
-XQH
3$5HFUXLWPHQW 6$3$*
&UHDWLQJD'DWD&DUULHULQ5HFUXLWPHQW
&UHDWLQJD'DWD&DUULHULQ5HFUXLWPHQW
1. Choose Applicant activity→7UDQVIHUDSSGDWD→Execute.
The Data Transfer via Data File screen appears.
2. Enter the key for the 7UDQVIHUDSSOLFDQWGDWD action in the $FWLRQIRUKLULQJ field.
The system proposes the value in the 6WDWXV RYHUDOO field, allowing you to
select all applicants whose overall status is 7REHKLUHG
4. Choose ([HFXWH.
5. The 7UDQVIHUWR/RFDO)LOHscreen appears.
6. In the )LOHQDPH field, enter the path under which the data is to be saved, and choose
7UDQVIHU.
7. Decide whether you want to transfer data for several applicants.
- If not, the procedure is completed.
- If you do, the 7UDQVIHUWR/RFDO)LOHscreen appears. Repeat step 6 until a data
carrier has been created for all applicants to be transferred.
The Recurring Tasks: Direct Transfer of Applicant Data screen appears.
5HVXOW
The data to be transferred is stored on the specified data carrier. The data carrier can now be
imported into 3HUVRQQHO$GPLQLVWUDWLRQ.
6HHDOVR
Importing a Data Carrier into Personnel Administration [Page 141]
-XQH
6$3$* 3$5HFUXLWPHQW
,PSRUWLQJD'DWD&DUULHULQWR3HUVRQQHO$GPLQLVWUDWLRQ
,PSRUWLQJD'DWD&DUULHULQWR3HUVRQQHO$GPLQLVWUDWLRQ
1. Choose +XPDQUHVRXUFHV → 3HUVRQQHOPDQDJHPHQW→ Administration
The Personnel Administration screen appears.
2. Choose +5PDVWHUGDWD → 3HUVRQQHODFWLRQV.
The 3HUVRQQHO$FWLRQV screen appears.
3. Select the action Hire and transfer data, and choose Choose.
The Data Transfer via Data File screen appears.
4. Make the necessary entry in the Action reason field, select Suppress dialog and
choose Continue.
The Import from Local File screen appears.
5. In the File name field, enter the path under which the data to be transferred is saved,
and choose Transfer.
5HVXOW
-XQH
3$5HFUXLWPHQW 6$3$*
6HWWLQJ3ODQQHG$FWLYLWLHVWR&RPSOHWHG
6HWWLQJ3ODQQHG$FWLYLWLHVWR&RPSOHWHG
3UHUHTXLVLWHV
After data transfer has taken place, the planned activities 7UDQVIHUDSSOLFDQWGDWD and +LUH
DSSOLFDQW must be set to &RPSOHWHG.
6HWWLQJWKH3ODQQHG$FWLYLW\7UDQVIHU$SSOLFDQW'DWDWR
&RPSOHWHG
1. Choose Applicant activity→Transfer app.data→Complete activities.
The Recurring Tasks: Complete Activities After Data transfer screen appears.
2. Select the applicants for whom data transfer has been carried out.
The Recurring Tasks: Completed Activities After Data Transfer screen appears.
4. Select all the applicant activities listed.
5HVXOW
All selected applicant activities are set to &RPSOHWHG.
6HWWLQJWKH3ODQQHG$FWLYLW\+LUHDSSOLFDQWWR&RPSOHWHG
To set the planned activity +LUHDSSOLFDQW to &RPSOHWHG for an applicant after data transfer, follow
the procedure in Changing the Status of an Applicant Activity [Page 72].
-XQH
6$3$* 3$5HFUXLWPHQW
8VH
Applicant data is evaluated by means of reports. Reports are able to read and analyze data that
is stored in the system.
When you perform the ,QLWLDO(QWU\RI%DVLF'DWDaction, the system classifies applicants by:
• Personnel area/subarea
• 2YHUDOO6WDWXV
• 8QVROLFLWHGDSSOLFDWLRQJURXS/$GYHUWLVHPHQW
• Applicant group
• Applicant range
• 3HUVRQQHORIILFHU
This structure enables you to carry out the available evaluations only on certain groups of
applicants. For example, you can carry out an evaluation only on applicants who have applied in
response to a particular advertisement and whose overall status is 3URFHVVLQJ.
)HDWXUHV
The standard evaluations for 5HFUXLWPHQW can be split into two categories:
• Analysis reports
These reports enable you to generate lists of applicants and applicant data (for
example, $SSOLFDQWVE\1DPH, $SSOLFDWLRQV, $SSOLFDQWVE\$FWLRQ).
• Statistics reports
These reports enable you to carry out statistical evaluations of applicant data (for
example, $SSOLFDQW6WDWLVWLFV, -RE$GYHUWLVHPHQWV).
You can control the length of each list or the amount of data included in the statistics by
specifying selection criteria on the report selection screen.
6HHDOVR
The Report Selection Screen [Page 144]
Analysis Reports [Page 147]
Statistics Reports [Page 161]
-XQH
3$5HFUXLWPHQW 6$3$*
7KH5HSRUW6HOHFWLRQ6FUHHQ
8VH
The selection options available on this screen depend on the data which the report outputs.
You can use the following selection periods with all reports which select data according to
applicants (for example, $SSOLFDQWVE\1DPH, $SSOLFDWLRQV):
• 5HFHLSWRIDSSOLFDWLRQ
You can specify a key date or period in this field. This means that the report will only
select applicants whose application was received on the specified key date or during
the specified period.
• 'DWDVHOHFWLRQSHULRG
You can also specify a key date or period in this field. Here, the report selects only
data records for applicants which are valid on the key date or within the period
specified.
Please note that you can only maintain data contained in the output list of a report if
you have entered the current date as a key date for the data selection period.
7KHGDWHRQZKLFKWKHDSSOLFDWLRQZDVUHFHLYHGDQGWKHGDWDVHOHFWLRQ
SHULRGDUHHYDOXDWHGLQGHSHQGHQWO\RIHDFKRWKHUReceipt of application is
used initially to select those applicants whose application was received within the
specified period. The system then reads all data records for this group of
applicants which lie within the data selection period.
([DPSOH
You want the system to select all applicants who applied for jobs in 1996 and are
still being processed today (June 1, 1997). You must therefore make the following
entries in the fields 5HFHLSWRIDSSOLFDWLRQ, 'DWDVHOHFWLRQSHULRG and 6WDWXV
RYHUDOO
5HFHLSWRIDSSOLFDWLRQ

'DWDVHOHFWLRQSHULRG
6WDWXV RYHUDOO
When the above selection criteria are set, the system selects all applicants whose
application was received in 1996. From this list, it then reads all the data records
valid on the key date specified and for which the applicant has an overall status of
1, i.e. ,QSURFHVV
)HDWXUHV
In addition to the above selection periods, the applicant reports also contain the following
selection options in the standard system:
-XQH
6$3$* 3$5HFUXLWPHQW
• $SSOLFDQWQXPEHU
If you make an entry in this field, the system only selects the applicants specified
here.
• $GYHUWLVHPHQW
• 8QVROLFLWHGDSSOLFDQWJURXS
The $GYHUWLVHPHQW and 8QVROLFLWHGDSSOLFDWLRQJURXS fields are linked with 5HFHLSWRI
DSSOLFDWLRQ. This means that entries made in these fields delimit the selection of
applicants whose application lies within the 5HFHLSWRIDSSOLFDWLRQ period.
− 3HUVRQQHODUHD
− 3HUVRQQHOVXEDUHD
− $SSOLFDQWJURXS
− $SSOLFDQWUDQJH
− 6WDWXV
− 6WDWXVUHDVRQ
− 3HUVRQQHORIILFHU
− 5HIHUHQFH
These six selection options are linked to the 'DWDVHOHFWLRQSHULRG. This means that
the entries in these fields delimit the number of data records selected for the
applicants.
(DFKHQWU\VHOHFWHGPXVWIXOILOOWKHVHOHFWLRQUHTXLUHPHQWVOLVWHGEHORZ
• All criteria relating to the application must be fulfilled on at least one day in the
application period.
• All criteria relating to the data selection period must be fulfilled at the same time on at
least one day in the data selection period.
All remaining reports which do not select according to applicants, ((YDOXDWH9DFDQFLHV, (YDOXDWH
-RE$GYHUWLVHPHQWV, (YDOXDWH5HFUXLWPHQW,QVWUXPHQWV), generally have other selection options
(for example, 9DFDQF\, 5HFUXLWPHQWLQVWUXPHQW, 3XEOLFDWLRQGDWH).
&RXQWU\VSHFLILFGHWDLOV
The Report Selection Screen (Japan) [Page 146]
-XQH
3$5HFUXLWPHQW 6$3$*
7KH5HSRUW6HOHFWLRQ6FUHHQ -DSDQ
7KH5HSRUW6HOHFWLRQ6FUHHQ -DSDQ
The reports $SSOLFDQWVE\1DPH(RPAPL001) and $SSOLFDQW6WDWLVWLFV (RPAPL005) contain the
following Japan-specific selection criteria in additional to the criteria presented in The Report
Selection Screen [Page 144](UURU1RERRNPDUNQDPHJLYHQ:
• Educational institution
• Institute/school
• Subject area/course of study
These selection options are linked to the 'DWDVHOHFWLRQSHULRG. This means that the
entries in these fields delimit the number of data records selected for the applicants.
-XQH
6$3$* 3$5HFUXLWPHQW
$QDO\VLV5HSRUWV
$QDO\VLV5HSRUWV
8VH
The applicant data analysis reports enable you to generate lists of applicants and applicant data
on the basis of preset selection criteria. Each list which contains applicant-related data (for
example, $SSOLFDQWVE\1DPH, $SSOLFDWLRQV) displays a selection of process-oriented processing
options [Page 65] on the output screen.
)HDWXUHV
The following reports are available:
• Applicants by Name (RPAPL001)
The report displays the following data for each applicant:
• Applicant number
• Full name
• Overall Status
Start date of overall status The educational institution attended and the subject
area are also displayed for Japan.
See The Applicants By Name Report: Example [Page 155]

• Applications (RPAPL002)
This report enables you to generate a list of all applications. The report displays the
name of the applicant, the date on which the application was received and the
application or unsolicited application group for each application.
See Applications Reports: Example [Page 156]

• Applicants by Action (RPAPL004)
This report enables you to generate a list displaying the last applicant action
performed for each applicant. This list contains:
• The last action performed
• The applicant’s name
• Applicant number
• Overall status
Personnel officer responsible for the application
See The Applicants By Action Report: Example [Page 157]
-XQH
3$5HFUXLWPHQW 6$3$*
$QDO\VLV5HSRUWV
6HHDOVR
Creating a List [Page 151]
• Vacancy Assignments (RPAPL003)
This report enables you to generate a list of all vacancy assignments for an applicant.
You can change individual applicants’ overall statuses by accessing them from this
list. Depending on which overall status you select, it is also possible to maintain the
vacancy assignments in a further step.
The report displays the name and overall status for each applicant. The report also
displays the vacancies assigned to an applicant and the corresponding vacancy
assignment statuses.
See The Vacancy Assignments Report: Example [Page 158]

• Applicants’ Education and Training (RPAPL011)
This report enables you to create a list of data on your applicants’ education and
further training. The report provides the following data for each applicant:
• Name of school
• Start and end date of school attendance
• Country in which school is located
• Certificates received at school
• Course of study taken
• Name of training (name of career)
• Duration of school attendance
The data obtained can be further evaluated from the output list using two
additional statistics reports. Statistic I groups together applicants with the same
school type, certificate, branches of study and further training. Statistic II groups
applicants with the same school type and certificate.
See The Applicants’ Education and Training Report: Example [Page 159]
• Maintain Vacancy Assignments (RPAPUT00)
This report can be used to display a list of all the applicant's vacancy assignments.
You can change vacancy assignments for individual applicants by accessing them
from the list.
The report displays the applicant number and name for each applicant. The report
displays the name and applicant number for each applicant, as well as all vacancies
assigned to an applicant and their statuses and the priority of the vacancy
assignment.
-XQH
6$3$* 3$5HFUXLWPHQW
$QDO\VLV5HSRUWV
See The Maintain Vacancy Assignments Report: Example [Page 160]

• Vacancies (RPAPL010)
This report enables you to create a list of all vacancies. The following data is
displayed for each vacancy:
• Name
• Date IURP and WR
• Person responsible
• Personnel officer responsible
• Staffing status
In addition to this, the report also indicates whether the vacancy was created in
5HFUXLWPHQW or in 2UJDQL]DWLRQDO0DQDJHPHQW
The list serves primarily as a basis for further evaluations. For instance, you can
create a list of all applicants assigned to a particular vacancy together with their
vacancy assignment statuses by means of the $SSOLFDQWOLVW function. The $SSOLFDQW
VWDWLVWLFV function displays the number of applicants with each vacancy assignment
status for a vacancy.
• Planned Activities for Personnel Officer (RPAPRT08)
This report enables you to display a list of all planned activities which a particular
personnel officer is to perform by a certain date. You can then send a standard
reminder via the mail system for each activity displayed in the list. The recipients of
the mail are defaults (personnel officer, person responsible for activity, person
responsible for reference activity).
In addition to the name of the personnel officer, the list also contains the name of the
applicant for whom an activity is planned, the planned activity itself, the deadline by
which the activity must be completed, and information as to whether or not a mail has
been sent relative to the activity. Activities for which a line manager is also
responsible are displayed at the bottom of the list under the line manager’s name.
• Variable Applicant List (RPAPL012)
This report enables you to list applicant data according to whichever criteria you
choose to specify. For example, you can list applicants by age, postal code area,
nationality etc.
You can use the selection screen to specify how much applicant data you want. By
choosing )LHOGVHOHFWLRQyou can select up to 20 fields from different infotypes. Once
you have run the report, the results are displayed in a table control in the order in
which you selected the data. The 3DJHSUHYLHZ function displays the list in printable
format.
• Create Activities in Individual and Bulk Processing (RPAPRT07)
You can use this report to create planned or completed applicant activities for several
applicants at the same time. You can create the same activities for all the applicants
selected, or you can create different activities for some or all.
You select applications on the initial screen of the report. Once you have run the
report, the applications you selected are listed in a table control. From this list, you
can create the applicant activities you require. You can use the 3ODQQHGLQGLYLGXDO
-XQH
3$5HFUXLWPHQW 6$3$*
$QDO\VLV5HSRUWV
DFWLYLWLHVor &RPSOHWHGLQGLYLGXDODFWLYLWLHVfunction to create a range of applicant

activities for the applications selected. You can use the 3ODQQHGPDVVDFWLYLWLHVor
&RPSOHWHGPDVVDFWLYLWLHVto create the same applicant activity for the applications
selected.
6HHDOVR
Analysis Reports [Page 147]
-XQH
6$3$* 3$5HFUXLWPHQW
&UHDWLQJD/LVW
&UHDWLQJD/LVW
&DOOLQJXSWKHVHOHFWLRQVFUHHQ
7RFDOOXSWKHVHOHFWLRQVFUHHQRIWKH 3URFHHGDVIROORZV
UHSRUWVOLVWHGEHORZ
• Applicants by Name Choose$SSOLFDQWPDVWHUGDWD→%XON

SURFHVVLQJ → 1DPHRIUHSRUW!
• Applications
• Applicants by Action (Receipt of
Application)
• Maintain Vacancy Assignments
• Vacancy Assignments
Applicants’ Education and Training 1. Choose 5HSRUWLQJ →5HSRUWVHOHFWLRQ
2. Expand the $SSOLFDQWVand (GXFDWLRQ
nodes.
3. Select the report, and choose 1RGHV
→ ([HFXWH
Vacancies Choose $GYHUWLVLQJ→9DFDQF\→
(YDOXDWH.
Planned Activities for Personnel Officer Choose $SSOLFDQW DFWLYLW\ → /LVWSODQQHG
DFWLYLWLHV.
Please note that you can also access the majority of these reports by means of
the report tree (5HSRUWLQJ→5HSRUWVHOHFWLRQ).
&UHDWLQJD/LVW
1. Access the selection screen of the report you want to use.
The selection screen of the report you want to use appears.
5HVXOW
The system displays the desired list.
See Creating a List of Applicants by Action [Page 153]

6HHDOVR
-XQH
3$5HFUXLWPHQW 6$3$*
&UHDWLQJD/LVW
Applicant Data and Reporting [Page 143]
The 5HIUHVK function

The output lists of applicant data analysis reports can quickly become out of date
due to frequent changes to applicant data. We have therefore provided you with a
5HIUHVK icon on the list screen to enable you to update a list at any time.
7KH%XONSURFHVVLQJIXQFWLRQ
If status is displayed on the output list of a report, you can use EXONSURFHVVLQJ to
reject several applicants, or put them on hold in one step.
-XQH
6$3$* 3$5HFUXLWPHQW
&UHDWLQJD/LVWRI$SSOLFDQWVE\$FWLRQ
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 $SSOLFDQWVE\$FWLRQ enables you to select all
applicants currently being processed who are assigned to you. You can then access individual
applicants directly from the list to enter additional data.
&UHDWLQJD/LVWRI$OO$SSOLFDQWV&XUUHQWO\%HLQJ3URFHVVHGDQG
$VVLJQHGWRD3HUVRQQHO2IILFHU
1. Choose$SSOLFDQWPDVWHUGDWD→%XONSURFHVVLQJ→ 5HFHLSWRIDSSOLFDWLRQ.
2. In the $SSOLFDQWDFWLRQ field, enter all the keys for the ,QLWLDOHQWU\RIEDVLFGDWD actions.
The Receipt of application field displays the current date as a default. Overwrite this,
or delete it, if necessary.
The Status (overall) field displays the value (for In process) as a default.
You have now delimited the number of applicants listed to those currently being
processed for whom the ,QLWLDOHQWU\RIEDVLFGDWD action has been performed.
3. Enter your ID in the 3HUVRQQHORIILFHU field if the system has not already entered it as
a default.
You have now further delimited the number of applicants displayed to those
assigned to you.
5HVXOW
The system displays the desired list.
(QWHULQJ$GGLWLRQDO'DWDRQ,QGLYLGXDO$SSOLFDQWV
1. The system displays the $SSOLFDQWVE\$FWLRQ screen, accessed after step 4 of the
procedure described above.
Select the desired applicant, and choose (GLW → AGGLWLRQDOGDWD.
2. Enter the additional data on the applicant.
The $SSOLFDQWVE\$FWLRQV screen appears.
4. Repeat steps 1 to 3 until you have entered additional data on all the applicants listed.
-XQH
3$5HFUXLWPHQW 6$3$*
Applicants who have already been processed are highlighted in color.
5HVXOW
Additional data is entered on all the applicants selected in the first part of the procedure.
-XQH
6$3$* 3$5HFUXLWPHQW
7KH$SSOLFDQWVE\1DPH5HSRUW([DPSOH
7KH$SSOLFDQWVE\1DPH5HSRUW([DPSOH
As personnel officer, you are responsible for all applicants whose names begin with the letters A-
K. The $SSOLFDQWVE\1DPH report enables you to select all the applicants in this group.
&RXQWU\VSHFLILFGHWDLOV-DSDQ
You want to check how many applicants from a specific university filed an application within a
given period. The report displays all the applicants with their educational details for the period
specified.
-XQH
3$5HFUXLWPHQW 6$3$*
7KH$SSOLFDWLRQV5HSRUW([DPSOH
7KH$SSOLFDWLRQV5HSRUW([DPSOH
You have published a job advertisement. Four weeks after publication, you would like to know
which applications have been received. The $SSOLFDWLRQV report enables you to select all
applicants who have replied to an advertisement by a certain key date.
-XQH
6$3$* 3$5HFUXLWPHQW
7KH$SSOLFDQWVE\$FWLRQ5HSRUW([DPSOH
7KH$SSOLFDQWVE\$FWLRQ5HSRUW([DPSOH
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 $SSOLFDQWVE\$FWLRQ 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.
-XQH
3$5HFUXLWPHQW 6$3$*
7KH9DFDQF\$VVLJQPHQWV5HSRUW([DPSOH
7KH9DFDQF\$VVLJQPHQWV5HSRUW([DPSOH
You would like to know which applicants are still being processed for a particular vacancy. The
9DFDQF\$VVLJQPHQWV report enables you to select the relevant applicants.
-XQH
6$3$* 3$5HFUXLWPHQW
7KH$SSOLFDQWV (GXFDWLRQDQG7UDLQLQJ5HSRUW([DPSOH
7KH$SSOLFDQWV (GXFDWLRQDQG7UDLQLQJ5HSRUW
([DPSOH
You would like to know which of the applicants who applied in response to a certain job
advertisement have a chemistry diploma. The $SSOLFDQWV (GXFDWLRQDQG7UDLQLQJ report enables
you to select the relevant applicants.
-XQH
3$5HFUXLWPHQW 6$3$*
7KH0DLQWDLQ9DFDQF\$VVLJQPHQWV5HSRUW([DPSOH
7KH0DLQWDLQ9DFDQF\$VVLJQPHQWV5HSRUW([DPSOH
As line manager for a particular vacancy, you have checked several applications for the vacancy
and found that some are not suitable. The report 0DLQWDLQ9DFDQF\$VVLJQPHQWV enables you to
reject all applicants who are not suitable for the vacancy.
-XQH
6$3$* 3$5HFUXLWPHQW
6WDWLVWLFV5HSRUWV
6WDWLVWLFV5HSRUWV
8VH
Applicant data statistics reports enable you to perform statistical evaluations of applicant data on
the basis of predefined selection criteria. All statistics which contain applicant-related data
($SSOLFDQW6WDWLVWLFVfor example) display a selection of process-oriented processing options
[Page 65] on the output screen.
)HDWXUHV
The following reports are available:
• Applicant Statistics (RPAPL005)
This report enables you to create applicant statistics according to applicant status and
activities. The report can perform several levels of evaluation.
The first level allows you to obtain statistics which indicate the number of applicants
per overall status or per vacancy assignment status. You can then display a list of
applicants’ names for each status directly from the list and obtain statistics of the
applicants' activities for each status. You can then display a list of the applicant's
names for each status directly from the list and obtain statistics of the applicant
activities for each status. It is possible to delimit the activity statistics to certain activity
types only. You can display a detail screen with the names of the applicants, the
vacancy assigned to them, the performance deadline for the activity, and the name of
the person responsible for it, for all activity types listed in the statistics. You can then
access the activities and maintain them directly from this detail screen.
See The Applicant Statistics Report: Example [Page 170]

6HHDOVR
The Applications Report: Example [Page 156]
Creating Applicant Statistics for an Educational Institution (Japan) [Page 166]
• Evaluation of Job Advertisement (RPAPL006)
This report enables you to evaluate your job advertisements. This statistics report
displays the following dta:
– Date published
– Recruitment instrument
– Vacancy or vacancies published in the job advertsiement
– Staffing status of the vacancy or vacancies published
– Number of applicants who applied up to a specific key date for the vacancy or
vacancies published in the advertisement
-XQH
3$5HFUXLWPHQW 6$3$*
6WDWLVWLFV5HSRUWV
See The Evaluation of Advertisement Report: Example [Page 171]

• Evaluation of Recruitment Instrument (RPAPL008)
This report enables you to evaluate your recruitment instruments. This report displays
the following data for each recruitment instrument:
– Number of advertisements published in it
– Number of applications for these advertisements
– Total cost of the advertisements
– The cost per application
See The Recruitment Instrument Report: Example [Page 172]

6HHDOVR
The Applicants By Name Report: Example [Page 155]
-XQH
6$3$* 3$5HFUXLWPHQW
&UHDWLQJ6WDWLVWLFV
&UHDWLQJ6WDWLVWLFV
$FFHVVLQJWKH6HOHFWLRQ6FUHHQ
7RFDOOXSWKHVHOHFWLRQVFUHHQRIWKH 3URFHHGDVIROORZV
UHSRUWVOLVWHGEHORZ
Applicant Statistics Choose $SSOLFDQWPDVWHUGDWD→ %XON

SURFHVVLQJ→ $SSOLFDQWVWDWLVWLFV.
Evaluation of Job Advertisement Choose $GYHUWLVLQJ → $GYHUWLVHPHQW →
(YDOXDWH.
Evaluation of Recruitment Instrument Choose $GYHUWLVLQJ → 5HFUXLWPHQWLQVWUXPHQW →
(YDOXDWH.
Please note that you can also access these reports by means of the report tree
(,QIRV\VWHP→5HSRUWVHOHFWLRQ).
&UHDWLQJ6WDWLVWLFV
1. Access the selection screen of the report you want to use.
The selection screen of the report in question appears.
5HVXOW
The system displays the desired statistics.
6HHDOVR
Creating Overall Applicant Statistics [Page 164]
Applicant Data and Reporting [Page 143]
Process-Oriented Processing Options [Page 65]
-XQH
3$5HFUXLWPHQW 6$3$*
&UHDWLQJ2YHUDOO$SSOLFDQW6WDWLVWLFV
3UHUHTXLVLWHV
You are to ensure that all applicants whose overall status is 5HMHFWHG receive a letter of rejection.
The $SSOLFDQW6WDWLVWLFV report enables you first of all to create statistics showing the number of
applicants per overall status. You can then create activity statistics for all applicants whose
overall status is 5HMHFWHG and then maintain these activities. If an applicant does not have a
/HWWHURIUHMHFWLRQactivity, you can create one. You can also change the activity data (such as
performance deadline, person responsible for activity) for applicants who already have such an
activity.
&UHDWLQJ6WDWLVWLFV6KRZLQJWKH1XPEHURI$SSOLFDQWVSHU
2YHUDOO6WDWXV
1. Choose Applicant master data→ Bulk processing→ Applicant statistics.
The system displays statistics showing the number of applicants per overall status.
&UHDWLQJ$FWLYLW\6WDWLVWLFV6KRZLQJ$OO$SSOLFDQWV:LWK6WDWXV
5HMHFWHGIRU$FWLYLW\7\SH6HQG/HWWHURI5HMHFWLRQ
3. Position the cursor on the number of applicants whose overall status is 5HMHFWHG and
choose *RWR → $FWLYLW\VWDWLVWLFV.
The $FWLYLW\7\SHdialog box appears.
4. Select the activity type 5HMHFWLRQOHWWHU and choose &RQWLQXH.
The system displays activity statistics for the activity 5HMHFWLRQOHWWHU.
5. Look to see if the statistics report displays any applications that do not have a
5HMHFWLRQOHWWHUactivity.
– If WKHUHDUH, position the cursor on the number of applications in the column 1R
FRUUHVSRQGLQJDFWLYLW\ and choose (GLW → &KRRVH.
The system now displays a list of the names of all applicants whose overall status is
5HMHFWHG and who have no 5HMHFWLRQOHWWHUactivity.
6. Select an applicant, and choose *RWR → $FWLYLW\.
If the applicant has made more than one application, you must select the
application for which you want to create the 5HMHFWLRQOHWWHU activity. To do this,
position the cursor on the application you want to select, and choose &KRRVH.
7. Choose Edit → Create planned activity
-XQH
6$3$* 3$5HFUXLWPHQW
The system displays a window entitled Create Planned Activity.

8. Enter the key for the activity type 5HMHFWLRQOHWWHU in the $FWLYLW\W\SH field, and make
entries in the 3HUIRUPDQFH and 6WDQGDUGWH[W fields, and any others you require. If you
want to print out the text in bulk processing, select 5HFXUULQJWDVNV.
9. Choose Transfer.
You have created a 5HMHFWLRQOHWWHU activity for the applicant selected.
The system again displays the list of applicants’ names.
11. Repeat steps 6 to 10 until all applicants in the list have a 5HMHFWLRQOHWWHU activity.
12. Choose Back.
The system displays activity statistics for the Rejection letter activity.
13. Are there applications in the list which have 5HMHFWLRQOHWWHU as a planned activity?
If not, the procedure is completed.
If there are, position the cursor on the number of applications in the column At least
one planned activity, and choose Choose.
The system now displays a list of the names of the applicants whose overall status is
5HMHFWHG and who have a 5HMHFWLRQOHWWHU activity.
14. Check that the performance date and the employees responsible for the individual
activities are listed correctly.
– If WKH\DUH, the procedure is completed.
15. Select the applicant whose activity data you want to change, and choose *RWR →
$FWLYLW\.
16. Select the planned activity 5HMHFWLRQOHWWHU and choose (GLW → &KDQJHDFWLYLW\.
The &UHDWH3ODQQHG$FWLYLW\dialog box appears.
17. Enter your data as required. If necessary, change the standard text assigned by
choosing &KDQJHOHWWHU
18. Choose 7UDQVIHU
The 5HMHFWLRQOHWWHU activity has been changed for the applicant chosen.
The system again displays the list of applicants' names.
20. Repeat steps 15 to 19 until you have made all the necessary changes to the
activities.
5HVXOW
All applicants whose overall status is 5HMHFWHG now have a 5HMHFWLRQOHWWHU activity (modified if
necessary).
-XQH
3$5HFUXLWPHQW 6$3$*
&UHDWLQJ$SSOLFDQW6WDWLVWLFVIRUDQ(GXFDWLRQDO,QVWLWXWLRQ -DSDQ
&UHDWLQJ$SSOLFDQW6WDWLVWLFVIRUDQ(GXFDWLRQDO
,QVWLWXWLRQ -DSDQ
3UHUHTXLVLWHV
You want to create a list of all the applicants from a particular educational institution, and then set
their overall status to 3XWDSSOLFDQWRQKROG
You can use this report to create statistics for each educational institution, and then to create a
list of applicants’ names from the institution in question.
3URFHGXUH
1. Choose Applicant master data→ Bulk processing→ Applicant statistics.
2. Enter the key(s) of the educational institution(s) in the Institute/school field.
3. Choose 3URJUDP→([HFXWH.
The system displays a list of all the applicants from the educational institutions
specified.
To create activity statistics for all applicants, please proceed as follows:
4. Position the cursor on the 7RWDOline and choose &KRRVH.
The system now displays a list of the names of the applicants from that institution and
the corresponding subject area/course of study.
To change the overall status using bulk processing, proceed as follows:
5. Choose Bulk processing.
The system displays the list of applicants' names again.
6. Select the applicants whose status you want to change.
7. Choose Put applicant on hold.
5HVXOW
The overall status of all the applicants selected is set to 3XWDSSOLFDQWRQKROG
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6$3$* 3$5HFUXLWPHQW
&UHDWLQJ$SSOLFDQW6WDWLVWLFVIRUD9DFDQF\
3UHUHTXLVLWHV
There is a vacancy to be filled in your company. Until now 50 applications have been received.
After a detailed check, 30 applications have been rejected. You are to ensure that all 30 rejected
applicants receive a letter of rejection by the end of the month.
The 9DFDQFLHV report enables you to first create statistics displaying the number of applicants per
vacancy assignment status for a particular vacancy. You can then create activity statistics for all
applicants whose overall status is 5HMHFWHG and then maintain these activities. If an applicant
does not have a /HWWHURIUHMHFWLRQactivity, you can create one. You can also change the activity
data (such as performance deadline, person responsible for activity) for applicants who already
have such an activity.
&UHDWLQJ6WDWLVWLFVIRUD9DFDQF\6KRZLQJWKH1XPEHURI
$SSOLFDQWVSHU9DFDQF\$VVLJQPHQW6WDWXV
1. Choose $GYHUWLVLQJ→9DFDQF\→(YDOXDWH.
2. Enter the key for the desired vacancy in the Vacancy field, and choose Execute.
The (YDOXDWH9DFDQFLHV screen appears.
3. Select the vacancy you want to display, and choose (GLW → $SSOLFDQWVWDWLVWLFV.
The system displays statistics showing the number of applicants per vacancy
assignment status for the vacancy chosen.
&UHDWLQJ$FWLYLW\6WDWLVWLFV6KRZLQJ$OO$SSOLFDQWV:LWK6WDWXV
5HMHFWHGIRU$FWLYLW\7\SH6HQG/HWWHURI5HMHFWLRQ
4. Position the cursor on the number of applicants whose vacancy assignment status is
5HMHFWHG and choose *RWR → $FWLYLW\VWDWLVWLFV.
The $FWLYLW\7\SHdialog box appears.
5. Select the activity type 5HMHFWLRQOHWWHU and choose &RQWLQXH.
The system displays activity statistics for the 5HMHFWLRQOHWWHU activity for the vacancy in
question.
6. Check to see if the report displays applications that do not have a 5HMHFWLRQOHWWHU
activity.
– If WKHUHDUH, position the cursor on the number of applications in the column 1R
FRUUHVSRQGLQJDFWLYLW\ and choose (GLW → &KRRVH.
The system now displays a list of the names of all applicants whose vacancy
assignment status is 5HMHFWHG and who do not have a 5HMHFWLRQOHWWHU activity.
7. Select an applicant, and choose *RWR → $FWLYLW\.
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3$5HFUXLWPHQW 6$3$*
If the applicant has made more than one application, you must select the
application for which you want to create the 5HMHFWLRQOHWWHU activity. To do this,
position the cursor on the application you want to select, and choose &KRRVH.
8. Choose Edit → Create planned activity
The system displays a window entitled Create Planned Activity.
9. Enter the key for the activity type 5HMHFWLRQOHWWHU in the $FWLYLW\W\SH field, and make
the necessary entries in the 3HUIRUPDQFH, 6WDQGDUGWH[W and 9DFDQF\ fields, as well
as any others you require. If you want to print out the text in bulk processing, select
5HFXUULQJWDVNV.
10. Choose Transfer.
You have created a 5HMHFWLRQOHWWHU activity for the specified vacancy for the applicant
selected.
The list of applicants’ names appears.
12. Repeat steps 7 to 11 until all applicants in the list have a 5HMHFWLRQOHWWHU activity.
13. Choose Back.
The system displays activity statistics for the Rejection letter activity.
14. Check to see if the report displays applications that do not have a Rejection letter
activity.
– If not, the procedure is completed.
– If there are, position the cursor on the number of applications in the column $W
OHDVWRQHSODQQHGDFWLYLW\ and choose (GLW → &KRRVH.
The system now displays a list of the names of the applicants whose overall status is
5HMHFWHG and who have a 5HMHFWLRQOHWWHU activity.
15. Check that the performance date and the employees responsible for the individual
activities are listed correctly. Proceed as follows:
– If WKH\DUH, the procedure is completed.
16. Select the applicant whose activity data you want to change, and choose *RWR →
$FWLYLW\.
17. Select the planned activity 5HMHFWLRQOHWWHU and choose (GLW → &KDQJHDFWLYLW\.
The Create Planned Activity screen appears.
18. Enter your data as required and, if necessary, create an individual letter for the
applicant using the &KDQJHOHWWHU function.
19. Choose 7UDQVIHU
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6$3$* 3$5HFUXLWPHQW
The 5HMHFWLRQOHWWHU activity has been changed for the applicant chosen.
The system again displays the list of applicants’ names.
21. Repeat steps 16 to 20 until you have made all the necessary changes to the
activities.
5HVXOW
All applicants whose vacancy assignment status is 5HMHFWHG now have a 5HMHFWLRQOHWWHU activity
(modified if necessary).
-XQH
3$5HFUXLWPHQW 6$3$*
7KH$SSOLFDQW6WDWLVWLFV5HSRUW([DPSOH
7KH$SSOLFDQW6WDWLVWLFV5HSRUW([DPSOH
You are to ensure that all applicants whose overall status is 5HMHFWHG receive a letter of rejection.
The $SSOLFDQW6WDWLVWLFV report enables you first of all to create statistics showing the number of
applicants per overall status. You can then create activity statistics for all applicants whose
overall status is 5HMHFWHG and then maintain these activities. If an applicant does not have a
/HWWHURIUHMHFWLRQactivity, you can create one. You can also change the activity data (such as
performance deadline, person responsible for activity) for applicants who already have such an
activity.
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6$3$* 3$5HFUXLWPHQW
7KH(YDOXDWLRQRI-RE$GYHUWLVHPHQW5HSRUW([DPSOH
7KH(YDOXDWLRQRI-RE$GYHUWLVHPHQW5HSRUW([DPSOH
You would like to know which advertisements your company has published in the past six
months. The (YDOXDWLRQRI-RE$GYHUWLVHPHQW report enables you to select all advertisements
published within a specific period.
-XQH
3$5HFUXLWPHQW 6$3$*
7KH5HFUXLWPHQW,QVWUXPHQW5HSRUW([DPSOH
7KH5HFUXLWPHQW,QVWUXPHQW5HSRUW([DPSOH
You would like to know which of the recruitment instruments used by your company have
resulted in the most applications. The report (YDOXDWH5HFUXLWPHQW,QVWUXPHQWV enables you to
display the number of applications per recruitment instrument.
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6$3$* 3$5HFUXLWPHQW
8VH
The 5HFUXLWPHQWInternet application components enable you to:
• Place job advertisements on the Internet
• Process applications via e-mail
• Have applicants monitor the processing status of their own application via the Internet
The fact that you can advertise on the Internet has advantages for your company, and for
potential applicants:
• They reinforce your company’s presence on the Internet
• Potential applicants worldwide have permanent access to information on your
company and the employment opportunities it offers
• Applicants can submit applications for a specific job, or unsolicited applications,
directly via e-mail These applications are passed on to the correct administrator
automatically
• All applicants are given a unique applicant number and a password so that they can
track their application on the Internet
-XQH

Recruitment

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Recruitment

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3$5HFUXLWPHQW

Changing an Applicant’s Address ....................................................................................... 53

Managing Applicant Selection...................................................................................... 103

Creating Overall Applicant Statistics............................................................................ 164

Vacancies created using 2UJDQL]DWLRQDO0DQDJHPHQWcannot be maintained in

Creating a Vacancy in Organizational Management [Page 18]

9DFDQW At least part of the vacancy is not occupied or reserved

Any vacancies that you created in 2UJDQL]DWLRQDO0DQDJHPHQW are marked with a

Changing a Vacancy [Page 20]

If the selected vacancy was created in 2UJDQL]DWLRQDO0DQDJHPHQW, you can only

Create an ad (GLW → &UHDWHDGYHUWLVPHQW &UHDWH$GYHUWLVHPHQW

This takes you back to the original screen.

Applicant who responded to $SSOLFDQWJURXS

– If you have selected )XUWKHUGDWD and $VVLJQIDFVLPLOHV or only )XUWKHUGDWD, the

In the $SSOLFDQWJURXS field, specify an applicant group belonging to applicant

The defaults for 2UJDQL]DWLRQDO$VVLJQPHQWare taken from the candidate’s

9. Select $VVLJQIDFVLPLOHVto assign facsimiles to an applicant during initial data entry.

If you choose 'HIDXOWYDFDQF\ for applications that refer to an advertisement, the

Create a new planned Choose (GLW→&UHDWHSODQQHG &UHDWH3ODQQHG$FWLYLW\, or &UHDWH

Activities created by copying are automatically assigned the same status

Create notes Create the notes

2. Enter any relevant selection criteria, and choose 3URJUDP → ([HFXWH.

11. Choose %DFN.

14. Enter a SHUFHQWDJHDSSURYHGSHUFHQWDJHUHVHUYHG and VWDIILQJSHUFHQWDJH.

If the applicant has referred to an advertisement in his or her application, the

Every qualification for a position or an applicant has a certain proficiency. To

An applicant has been selected for the vacancy.

The overall status ,QYLWHand a planned ,QYLWHWRLQWHUYLHZand $SSRLQWPHQWIRU

• A further selection procedure is to be used for selecting personnel. Repeat the

The field /HWWHUFKDQJHG is now selected.

The function ,QFOXGHPDLOPHUJHILHOG enables you to include additional variables

If you choose )LOH→ 6DYH or )LOH→6DYH$V in Microsoft Word, the letter is

The field /HWWHUFKDQJHG is now selected.

The system reads the infotypes $GGUHVVHV(0006) and &RPPXQLFDWLRQ (0105) to

search procedure run in the background. See the )HDWXUHVsection of Sending

5HFHLSWRIDSSOLFDWLRQ  

See The Applicants By Name Report: Example [Page 155]

See Applications Reports: Example [Page 156]

See The Applicants By Action Report: Example [Page 157]

See The Vacancy Assignments Report: Example [Page 158]

See The Maintain Vacancy Assignments Report: Example [Page 160]

DFWLYLWLHVor &RPSOHWHGLQGLYLGXDODFWLYLWLHVfunction to create a range of applicant

• Applicants by Name Choose$SSOLFDQWPDVWHUGDWD→%XON

See Creating a List of Applicants by Action [Page 153]

Applicant Data and Reporting [Page 143]

The 5HIUHVK function

Applicants who have already been processed are highlighted in color.

See The Applicant Statistics Report: Example [Page 170]

See The Evaluation of Advertisement Report: Example [Page 171]

See The Recruitment Instrument Report: Example [Page 172]

Applicant Statistics Choose $SSOLFDQWPDVWHUGDWD→ %XON

The system displays a window entitled Create Planned Activity.

You might also like

– If you have selected )XUWKHUGDWD and $VVLJQIDFVLPLOHV or only )XUWKHUGDWD, the

14. Enter a SHUFHQWDJHDSSURYHGSHUFHQWDJHUHVHUYHG and VWDIILQJSHUFHQWDJH.

The overall status ,QYLWHand a planned ,QYLWHWRLQWHUYLHZand $SSRLQWPHQWIRU

If you choose )LOH→ 6DYH or )LOH→6DYH$V in Microsoft Word, the letter is

5HFHLSWRIDSSOLFDWLRQ