Define to Hire – Transfering JobApplication Information from SuccessFactors Recruiting to SAP HCM May 2013

Agenda Integration Process – SAP HCM and SFSF Recruiting UI for HR Admin SuccessFactors Implementation Aspects Fields Customizing Activities and Implementation Aspects

© 2012 SAP AG. All rights reserved.

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SAP + SuccessFactors Multiple deployment options to match your needs and strategy

Workforce Planning Goals

Performance

Compensation Recruiting

Succession

Jam

Learning

Analytics

Cloud Employee Central

Full HCM in the cloud

Performance & Goals

Workforce Planning

Compensation

Workforce Analytics

Succession & Development

Recruiting

Learning

Social (Jam)

On-Premise Workforce Planning & Analytics

Core HR and Payroll

Time & Attendance Management

Core HR

Time & Attendance

Payroll

Workforce Analytics

Talent Management

SAP HCM

Hybrid Deployment Full HCM On-Premise

© 2012 SAP AG. All rights reserved.

This presentation and SAP‘s strategy and possible future developments are subject to change and may be changed by SAP at any time for any reason without notice. This document is provided without a warranty of any kind, either express or implied, including but not limited to, the implied warranties of merchantability, fitness for a particular purpose, or non-infringement

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Integration between SuccessFactors and SAP HCM Basic integration: Feed SuccessFactors Employee Data File with employee and organizational data

Data Integration (delivered)

Employee data as foundation for the talent management Organizational data as foundation for manager employee relationship

User Experience (partly delivered)

Single sign on enabling between SAP and SuccessFactors Business Execution system

Process Integration SAP Integration Technology*

Administration and Payroll

SAP HCM Add-on

SAP ERP HCM

Employee & Org Data

Salary Data Compensation allocation

Start compensation planning in SuccessFactors Compensation with SAP employee, organizational and salary data

Compensation Planning and Approvals

Pay approved merit increases, bonuses and lump sum payments with SAP Payroll

Analytics Data © 2012 SAP AG. All rights reserved.

This presentation and SAP‘s strategy and possible future developments are subject to change and may be changed by SAP at any time for any reason without notice. This document is provided without a warranty of any kind, either express or implied, including but not limited to, the implied warranties of merchantability, fitness for a particular purpose, or non-infringement

4

Recruiting Integration (Application Transfer)

SAP Integration Technology

Personnel Administration

SAP HCM Add-on

SAP ERP HCM

Trigger Transfer

Recruiting Application Data Application Status Update Analytics Data

Delivered integration: SAP System triggers a job to start an ad-hoc report (in BizX) to retrieve all JobApplications ready for action/ hire - from BizX. Data from JobApplication, and related JobRequisition & Candidate & Last Detailed Offer is transferred and stored in staging area. Status update /error is send to BizX for each sent JobApplication Field mapping: pre-defined field mapping Personnel Action is performed After personnel action status update is sent to BizX for JobApplication

© 2012 SAP AG. All rights reserved.

This presentation and SAP‘s strategy and possible future developments are subject to change and may be changed by SAP at any time for any reason without notice. This document is provided without a warranty of any kind, either express or implied, including but not limited to, the implied warranties of merchantability, fitness for a particular purpose, or non-infringement

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Integration: BizX-Recruiting – SAP HCM Take Over Applicants and Start Personnel Action BizX Recruiting

BizX

BizX

Candidate Found Internal Candidates

New Employee Job Application Status: Send to SAP

Job Applications

User Data Transfer

User Data Transfer

Personnel Action

SAP HCM

© 2012 SAP AG. All rights reserved.

-

Hire

-

Rehire

-

TransferNew Process Integration

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Integration: BizX-Recruiting – SAP HCM Take Over Applicants and Start Personnel Action BizX Recruiting Candidate Found

Job Application Status: Send to SAP

Each Job Application is transferred only once

Status: Received in SAP Exported on date filled Status: Error

Job Applications

Status Change

Status: Hired in SAP

Status Change

Personnel Administration -

Perform Personnel Action

SAP HCM

© 2012 SAP AG. All rights reserved.

7

Ad hoc Report in BizX

Candidate Found

BizX Recruiting Job Application Status: Send to SAP Exported on:

Ad-hoc report selects all Job Applications in status ‘Send to SAP’ The ad hoc report extracts Job Job Applications including specific attributes Applications (fields) And related attributes form: Job Requisition Candidate Last Detailed Offer

SAP HCM

© 2012 SAP AG. All rights reserved.

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SAP HCM - BizX-Recruiting Integration New UI to Trigger Hiring PA 40

SAP HCM Staging Table Trigger

Customizing: SFSF fields are mapped to HCM infotype fields • Direct mapping • BAdI

New UI provides a list of transferred Job Applications For each Job Application the HR Admin can:

© 2012 SAP AG. All rights reserved.

•

Check reported errors/messages

•

Identify duplicates

•

Check and change personnel action

•

Check and change country grouping

For a Job Application the PA40 can be started. Transferred fields mapped to infotype fields are automatically filled into the appropriate infotype screen

9

Agenda Integration Process – SAP HCM and SFSF Recruiting Demo / UI for HR Admin SuccessFactors Implementation Aspects Fields Customizing Activities and Implementation Aspects

Demo

© 2012 SAP AG. All rights reserved.

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Transaction HRSFI_RCT_HIRE

List of Job Applications received from SuccessFactors Recruiting

Messages, Notes and Details for a selected Job Application

© 2012 SAP AG. All rights reserved.

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Transaction HRSFI_RCT_HIRE List & Functions 1

2

3

4

5

6

1

Select columns & set filters

2

Trigger personnel action for selected Job Application

3

Set Job Appl manually to Completed

4

5

6

© 2012 SAP AG. All rights reserved.

Show only completed messages

Display general messages, e.g. if middleware connection is not available

Show Job Applications which have been send back to BizX with error

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HRSFI_RCT_HIRE Traffic Lights, Notes, and Messages 1 Personnel Action cannot be performed

1 2

3

Personnel Action can be started

2 Create Note

3

© 2012 SAP AG. All rights reserved.

Message available check details in tab area

13

Transaction HRSFI_RCT_HIRE Messages for Selected Job Application

Message tab page provides all application specific messages

© 2012 SAP AG. All rights reserved.

14

Transaction HRSFI_RCT_HIRE Notes & Details

By double-clicking on the specific icon in the ALV-list you can view notes and messages. By double-clicking on another Job Application the information on the tab page automatically provides information of the selected Job Application!

© 2012 SAP AG. All rights reserved.

15

Job Application Data Overview

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16

Job Application Data Overview II

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17

Transaction HRSFI_RCT_HIRE Check and Change Process Data 1

1

2

3 3

3

© 2012 SAP AG. All rights reserved.

Column 1 indicates whether the personnel action can be performed

Double click on the icon the Check and Change pop-up is provided

The user can: Can specify if the applicant is identically with one of the found duplicates Can check and change the action Can check and change the country grouping

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BAdI for Actions 1. No duplet found or ‘New Hire’ selected in pop-up

2. Received from SFSF Job Application

Via BAdI you can specify Pers. Actions for each of the following cases

Hire date Country (grouping)

New Country Country of doublet Status of Duplet = Withdrawn Status of Duplet = Inactive Status of Duplet = Retiree Status of Duplet = Active

Hiring action

SAP Duplet At hire date: PERNR Molga EE Subgroup Status

New Country = Country of doublet Status of Duplet = Withdrawn Status of Duplet = Inactive Status of Duplet = Retiree Status of Duplet = Active

© 2012 SAP AG. All rights reserved.

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Composite Role 2

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Import Recruiting Data from SFSF

Choose the right ad hoc report for recruiting integration Select the appropriate field set define in the customizing (see customizing chapter) Note: ad hoc report and field set have to be maintained in IMG properly!

This report triggers the running of an ad hoc report in SuccessFactors BizX to import applications from SuccessFactors BizX into the SAP ERP system. After the import, this report transfers the Job Applications to the application for further processing imported recruiting data (transaction HRSFI_RCT_HIRE).

© 2012 SAP AG. All rights reserved.

21

Agenda Integration Process – SAP HCM and SFSF Recruiting UI for HR Admin SuccessFactors Implementation Aspects Fields Customizing Activities and Implementation Aspects

© 2012 SAP AG. All rights reserved.

22

SF Objects and Fields Candidate$

Appl. template ID Application ID First Name Last Name Birth date Gender Status ID Exported On SAP Error

Email Address Middle Name Address Home Phone City State Country Code Zip

UserID

JobApplication$

JobRequisition$

Start Date

LastOfferDetail$ Ensure you have the right fields for each of the listed SFObjects. SuccessFactors Professional Service provides XML-files including all required fields as custom fields. © 2012 SAP AG. All rights reserved.

Requisition ID Requisition template ID SAP Position (ID & Name) SAP Org Unit Personnel Area (ID& Name) Personnel Subarea (ID& Name) Employee Group (ID& Name) Employee Subgroup (ID& Name) Hiring Manager First Name Hiring Manager Last Name Hiring Manager User ID Country Department Division Location

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Pre-Requisites – SuccessFactors Recruiting Ad-hoc Report & Fields Mandatory Fields

BizX Recruiting Candidate Found

Job Application Status: Send to SAP Exported on:

Ad-hoc query selects all Job Applications in status ‘Send to SAP’ & Application has not been transferred before The ad hoc report extracts Job Job Applications including specific attributes Applications (fields) And related attributes form: Job Requisition Candidate Last Detailed Offer

Ensure you have the mandatory fields in your templates for Job Application, Candidate, Job Requisition, Last Offer Detail Ad-hoc report Set up the ad-hoc report in SuccessFactors for data provisioning Main SF object is Job Application Ensure that the fields (of Job Appl, Job Requisition…) extracted by the ad-hoc report in recruiting are equal to the fields which are defined in SAP customizing (field mapping) Ensure that only Job Applications in status ‘Send to SAP’ are selected by the ad-hoc report

© 2012 SAP AG. All rights reserved.

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Pre-Requisites - SuccessFactors Recruiting Job Application Status Job Application Status Ensure you have set up all mandatory status values in SuccessFactors Recruiting All status values belong to status category ‘Hire’ To change the status name got to IMG-activity: Change Application Status Values Used in SuccessFactors BizX

The following status are assumed by the example implementation: SFSF Status

Status Name

SFSF_APPL_STATUS_HIRED

HiredAtSAP

SFSF_APPL_STATUS_SEND_SAP

SendToSAP

SFSF_APPL_STATUS_TRANSFERRED

TransferredToSAP

SFSF_APPL_STATUS_TRANSF_ERR

TransferredToSAPError

© 2012 SAP AG. All rights reserved.

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Agenda Integration Process – SAP HCM and SFSF Recruiting UI for HR Admin SuccessFactors Implementation Aspects Fields Customizing Activities and Implementation Aspects

© 2012 SAP AG. All rights reserved.

26

Field Mapping SFSF Field Name

SFSF Field ID

SF-Object

Mapping in SAP

Application Template Id

APP_TEMPLATE_APP_TEMPLATE_ID

JobApplication

Without mapping – technically required

Hiring Manager User Sys Id

HiringManager_USERS_SYS_ID

JobRequisition

Without mapping – displayed in PDF

Job Start Date

OFFER_DETAIL_LATEST_JOB_REQ_JOB_ START_DATE

LastOfferDetail

Address

RCM_APPLICATION_ADDRESS

JobApplication

IT0006, subtype 0001, STRAS

Candidate ID

RCM_APPLICATION_CANDIDATE_ID

JobApplication

Without mapping

Application ID

RCM_APPLICATION_CAN_JOB_MAP_ID

JobApplication

Without mapping – technically required

City

RCM_APPLICATION_CITY

JobApplication

IT0006, subtype 0001, ORT01

X

Country Code

RCM_APPLICATION_COUNTRY_CODE

JobApplication

IT0006, subtype 0001, LAND1

X

Date of Birth

RCM_APPLICATION_DOB

JobApplication

Email Address

RCM_APPLICATION_EMAIL_ADDRESS

JobApplication

IT0105 subtype 0030, USRID_LONG

Exported On

RCM_APPLICATION_EXPORTED_ON

JobApplication

Without mapping – technically required

© 2012 SAP AG. All rights reserved.

Country Specific

Required X

X X

X

X

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Field Mapping SFSF Field Name

SFSF Field ID

SF-Object

Mapping in SAP

Country Specific

First Name

RCM_APPLICATION_FIRSTNAME

JobApplication

IT0002, VORNA

X

Former Employee

RCM_APPLICATION_FORMER_EMPLOY EE

JobApplication

Without mapping – display only in PDF

Gender

RCM_APPLICATION_GENDER

JobApplication

Home Phone

RCM_APPLICATION_HOME_PHONE

JobApplication

IT0006, subtype0001, TELNR

X

Last Name

RCM_APPLICATION_LASTNAME

JobApplication

IT0006, subtype0001, NACHN

X

Middle Name

RCM_APPLICATION_MIDDLE_NAME

JobApplication

IT0002, subtype0001, MIDNM

X

State

RCM_APPLICATION_STATE

JobApplication

IT0006, subtype0001, STATE

X

Zip

RCM_APPLICATION_ZIP

JobApplication

IT0006, subtype0001, PSTLZ

X

Application Status

RCM_APP_STATUS_STATUS_NAME

JobApplication

Without mapping – technically required

User Sys Id

RCM_CANDIDATE_USERS_SYS_ID

Candidate

Country

RCM_JOB_REQ_COUNTRY

JobRequisition

© 2012 SAP AG. All rights reserved.

Required

X

X

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Field Mapping SFSF Field Name

SFSF Field ID

SF-Object

Mapping in SAP

SAP Personnel Area

RCM_JOB_REQ_EXT_PICKLIST1

JobRequisition

Without mapping – display only in PDF

SAP Personnel Area ID

RCM_JOB_REQ_EXT_PICKLIST2

JobRequisition

IT0001, WERKS

SAP Personnel Subarea

RCM_JOB_REQ_EXT_PICKLIST3

JobRequisition

Without mapping – display only in PDF

SAP Personnel Subarea ID

RCM_JOB_REQ_EXT_PICKLIST4

JobRequisition

IT0001, BTRTL

SAP EE Group

RCM_JOB_REQ_EXT_PICKLIST5

JobRequisition

Without mapping – display only in PDF

SAP EE Group ID

RCM_JOB_REQ_EXT_PICKLIST6

JobRequisition

PERSG

SAP EE Subgroup

RCM_JOB_REQ_EXT_PICKLIST7

JobRequisition

Without mapping – display only in PDF

SAP EE Subgroup ID

RCM_JOB_REQ_EXT_PICKLIST8

JobRequisition

IT0001, PERSK

SAP Position ID

RCM_JOB_REQ_EXT_TEXT1

JobRequisition

IT0001, PLANS

SAP Position Name

RCM_JOB_REQ_EXT_TEXT2

JobRequisition

Without mapping – display only in PDF

© 2012 SAP AG. All rights reserved.

Country Specific

Required

29

Field Mapping SFSF Field Name

SFSF Field ID

SF-Object

Mapping in SAP

SAP Org Unit ID

RCM_JOB_REQ_EXT_TEXT3

JobRequisition

Without mapping – display only in PDF

SAP Org Unit Name

RCM_JOB_REQ_EXT_TEXT4

JobRequisition

Without mapping – display only in PDF

Department

RCM_JOB_REQ_JOB_DEPARTMENT

JobRequisition

Division

RCM_JOB_REQ_JOB_DIVISION

JobRequisition

Location

RCM_JOB_REQ_JOB_LOCATION

JobRequisition

Job Req ID

RCM_JOB_REQ_JOB_REQ_ID

JobRequisition

Template ID

RCM_JOB_REQ_TEMPLATE_ID

JobRequisition

Hiring Manager First Name

USERS_SYSINFO_JobReqOperator_Fo rHiringMgr_USERS_SYS_FIRSTNAME

JobRequisition

Hiring Manager Last Name

USERS_SYSINFO_JobReqOperator_Fo rHiringMgr_USERS_SYS_LASTNAME

JobRequisition

SAP Error

sapError

JobApplication

© 2012 SAP AG. All rights reserved.

Country Specific

Required

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Agenda Integration Process – SAP HCM and SFSF Recruiting UI for HR Admin SuccessFactors Implementation Aspects Fields Customizing Activities and Implementation Aspects

© 2012 SAP AG. All rights reserved.

31

Recruiting Integration Scenario Customizing

IMG

Integration Scenario for Recruiting Data transfer SuccessFactors BizX and SAP ERP

Settings for Transaction HRSFI_RCT_HIRE

© 2012 SAP AG. All rights reserved.

32

Recruiting Integration Scenario Importing Meta Data from SFSF Note: ad hoc report IDs are different in test and production tenants.

Run the report to transfer list of fields / ad hoc reports from SFSF

© 2012 SAP AG. All rights reserved.

BizX Test

BizX Prod

For Recruiting

For Recruiting

Ad hoc Report

Ad hoc Report

1234

9999

SAP Test

X

Adhoc Report

SAP Prod

33

Recruiting Integration Scenario Define Fields for Importing Data from SFSF IMG

Assign SF-Object to Field Sets SF Object Type Adhoc Report for Recruiting

Ad Hoc Report

Field Set

AdhocReport123

Rec-Data

Field 1 Field 2 Field 3 Field…

Enter your field set and assign the ad hoc report used for recruiting integration.

© 2012 SAP AG. All rights reserved.

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Import Recruiting Data from SFSF

Choose the right ad hoc report for recruiting integration Select the appropriate field set define in the customizing (see customizing chapter) Note: ad hoc report and field set have to be maintained in IMG properly!

This report triggers the running of an ad hoc report in SuccessFactors BizX to import applications from SuccessFactors BizX into the SAP ERP system. After the import, this report transfers the Job Applications to the application for further processing imported recruiting data (transaction HRSFI_RCT_HIRE).

© 2012 SAP AG. All rights reserved.

35

Recruiting Integration Scenario Field Mapping

SFSF fields can Be mapped Via table Be mapped Via BAdI Not mapped (display only)

Fields can be specified as Required: required fields are checked during data import. If a required field is missing the Job Application is sent back to SFSF with error Country specific: for each country you can specify a separate field mapping

© 2012 SAP AG. All rights reserved.

36

Field Mapping to Infotype Fields Direct Infotype mapping for country specific fields

© 2012 SAP AG. All rights reserved.

37

Fields Mapped via BAdI Implementati on

SFSF Field

HRSFI_FLD_MAP_1_ DATE

Converts the date format of SFSF to date format used in SAP

HRSFI_FLD_MAP_1_ GENDER

© 2012 SAP AG. All rights reserved.

SFSF Field ID SAP HCM Infotype Field

Hiring Date

OFFER_DETAIL_LAT EST_JOB_REQ_JOB _START_DATE

Infotype Actions (0000), field Valid From Date (BEGDA)

Converts the date format of SFSF to date format used in SAP

Date of Birth

RCM_APPLICATION _DOB

Infotype Personal Data (0002), field Date of Birth (GBDAT)

Converts the date format of SFSF to date format used in SAP

Gender

RCM_APPLICATION _GENDER

Infotype Personal Data (0002), field Form-of-Address (ANRED)

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Recruiting Integration Scenario Assign SF-Objects to Field Set IMG

Note: ad hoc report IDs are different in test and production tenant. BizX Test

BizX Prod

For Recruiting

For Recruiting

Ad hoc Report

Ad hoc Report

1234

9999

SAP Test

X

Ad hoc

SAP Prod

Report ID

© 2012 SAP AG. All rights reserved.

39

BAdI: Mapping of SFSF Fields to SAP ERP Infotype Fields

Import parameters IS_SFSF_DATA: Table with all fields and field values transferred from SuccessFactors BizX IV_MOLGA: Country grouping of data transferred Return parameter RS_MAPPED_DATA: Table with all infotype fields and field values that have been mapped to the fields transferred from SuccessFactors BizX in the SAP ERP system. © 2012 SAP AG. All rights reserved.

40

BAdI: Mapping of SFSF Fields to ERP IT Fields: Change of Mapping Result

Import parameters IT_SFSF_DATA_FIELDS: Table with all fields and field values transferred from SuccessFactors BizX IV_MOLGA: Country grouping of data transferred Change parameter CT_MAPPING_RESULT: Table with all infotype fields and field values that have been mapped to the fields transferred from SuccessFactors BizX in the SAP ERP system - regardless of whether a table or a BAdI implementation was used for mapping.

© 2012 SAP AG. All rights reserved.

41

BAdI: Determination of Further Data for Recruiting Scenario from SFSF

This BAdI is used to derive the country grouping and to determine the Action type

This BAdI uses the following methods: PROVIDE_COUNTRY_VERSION: You can use this method to derive a country version from the transferred data. If the SAP ERP system cannot determine a country grouping using this method, it uses the country grouping Other Countries (99). PROVIDE_ACTION_TYPE : You can use this method to derive a personnel action from the transferred data

© 2012 SAP AG. All rights reserved.

42

Change Application Status Values Used in SFSF BizX

If you use other status values in SuccessFactors BizX, enter them as the values for these parameters:

© 2012 SAP AG. All rights reserved.

43

Integration – Step-by Step Ensure that the SuccessFactors Recruiting system is prepared –including required status. Create Ad hoc report in BizX that selects all Job Applications in status Send to SAP and includes all fields to be transferred Ensure that the middleware is prepared for the integration Scenario Import Metadata via report RH_SFI_SYNCH_METADATA from BizX to SAP (ad hoc report, fields Create a field set and assign it to the right ad hoc report used for the integration in activity Define Fields for Importing Data from SuccessFactors BizX Map the SFSF fields to SAP infotype fields Transfer the customizing In the target system assign the field set again to the right ad hoc report ID in IMG activity Assign SuccessFactors BizX Objects to Field Sets

Run the integration report © 2012 SAP AG. All rights reserved.

44

Agenda Integration Process – SAP HCM and SFSF Recruiting UI for HR Admin SuccessFactors Implementation Aspects Fields Customizing Activities and Implementation Aspects Transfer of Data from SuccessFactors BizX to SAP ERP Further Processing of Import Data More Customizing Activities

© 2012 SAP AG. All rights reserved.

45

Further Processing of Import Data

Define more columns for transaction HRSFI_RCT_HIRE

Specify Headers & Field Lables Exchange the PDF for Job Requisition Overview

© 2012 SAP AG. All rights reserved.

46

Authorization Check for SFSF Integration

© 2012 SAP AG. All rights reserved.

47

Agenda Integration Process – SAP HCM and SFSF Recruiting UI for HR Admin SuccessFactors Implementation Aspects Fields Customizing Activities and Implementation Aspects Transfer of Data from SuccessFactors BizX to SAP ERP Further Processing of Import Data More Customizing Activities

© 2012 SAP AG. All rights reserved.

48

Middleware Settings

Specify User and Password that is used by the middleware to logon to BizX

Define the data packages size (number of applications) © 2012 SAP AG. All rights reserved.

49

© 2012 SAP AG. All rights reserved.

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