Applying Job Data Leading Practices

Objectives

After completing this lesson, you will be able to:
  • Identify leading practices for job data.
  • Describe the uses of the Metadata Framework in SAP SuccessFactors.
  • Format job location and other job field information.
  • Describe some factors to be taken into consideration when configuring remote hiring.
  • Identify leading practices to ensure data consistency.

Job Data Leading Practices

The consultant who implements the applicant tracking system (ATS) for SAP SuccessFactors Recruiting should follow the guidelines in this unit. As you create new job requisitions, you will follow them as well. Please refer to these three tables in Setting Up and Maintaining SAP SuccessFactors Recruiting for details:

  • Field Specifications, in the Data Recommendations for Recruiting Management section
  • Technical specifications for Recruiting Marketing fields
  • Mapping RMK fields to RCM fields for Real Time Job Sync

There are many uses for the data fields on the requisition template:

  • Capturing important data about the position (job title, job description, business unit, division, department, hiring manager, and so on)
  • Job information that needs to be approved (compensation data, and so on)
  • Information needed for job postings to the internal/external career sites and job boards (external job title, job description, job classification, location, and so on)
  • Fields used as search filters on the internal career site or to create microsites
  • Information to support the customer’s business processes, including compliance reporting
  • Information to support managing candidates, including screening, interviews, and the offer process
  • Fields used by Career Site Builder for searching, job layouts, category page rules, and more
  • Fields used for source reporting in Advanced Analytics

Fields can be added to a Recruiting template by a trained consultant (usually using the XML template file) or by the customer using Admin Center→Manage Templates . Note that Manage Templates is a powerful tool and should only be employed by trained users! Instructions are provided in the HR831 course.

When adding a field, remember to use a standard field if one is provided. Otherwise, create a custom field to meet your needs. For each of the following data models (templates), see Setting Up and Maintaining SAP SuccessFactors Recruiting for a listing of standard fields. Remember to also refer to the guide for the accepted field types, field attributes, and so on.

  • Job Requisition (JRDM) - Search for Job Requisition Standard Field Guide
  • Candidate Profile (CPT) - Search for Candidate Profile Field Definition: Field ID and Field Type
  • Candidate Application (CDM) - Search for Job Application Template Standard Fields

To access Recruiting fields in Career Site Builder or Advanced Analytics, they will need to be mapped from Admin Center→Setup Recruiting Marketing Job Field Mapping. See more information in the next section, Describing Real Time Job Sync.

If you find that you need to change a field on the job requisition template, or change the mapping to Career Site Builder and Advanced Analytics, a hard reset may be required. After Real Time Job Sync runs when the change is made (usually just a few minutes), check if the change is reflected in the jobs posted to Career Site Builder. If not, you will need to request support from your functional consultant or SAP Support. They will Inactivate All Jobs from the back-end Command Center application, which removes all jobs from your career site, and then re-run Real Time Job Sync. Your jobs will redisplay on your career site within a few minutes, and will reflect the change you made to the template or mapping.

Review of the Metadata Framework

The Metadata Framework (MDF) is SAP SuccessFactors' robust extensibility framework that enables customers to extend HR cloud functionality to create company-specific objects that support their unique business processes, without the need to code. The tools used to manage MDF Objects are located within Admin Center.

Some of these database objects can be leveraged for use in other SAP SuccessFactors HCM modules, so they do not need to be duplicated and the field values stay in sync. This is sometimes referred to as Master Data.

There are five levels of generic objects that can be configured to mimic the company’s structure: Legal Entity, Business Unit, Division, Department, and Cost Center. Generic objects are also used for marketing brands, email templates, email campaigns,and talent pools.

The use of generic objects is recommended for use by our customers. See the HR831 course for additional information on generic objects.

Leading Practices for Location in SAP SuccessFactors Recruiting

When the Unified Data Model is enabled, customers can use the Job Location Generic Object to provide improved job location searching in career sites built with Career Site Builder. The job location objects in Recruiting allow customers to define a variety of location-based variables, including metropolitan area/market, location search synonyms, and more. The Job Location Generic Object supports multi-location posting.

A screenshot of a job location object.

Leading Practices for Remote Hiring

For many jobs around the world, employees have adapted to working from home, and in many cases, companies have enjoyed cost savings, so this trend is likely to continue.

Many factors must be taken into consideration when setting up remote hiring positions. Note that this list is still evolving:

  • In which countries does the customer hire; which compliance laws apply?
  • Is the customer using Position Management through Employee Central?
  • How is the customer's organizational hierarchy configured?
  • Is the Location Foundation Object used for multiple locations?
  • Which job boards does the customer post to? (Every job board handles multiple locations differently, and most currently require an actual physical location.)

The following are some suggestions for managing remote hiring. Of course, they will need to be adjusted for your unique situation:

  • Clearly state in the title and job description that it’s a remote position.
  • Use the Location Foundation Object.
  • Tie remote jobs to an actual location.
  • Add a picklist field to the requisition with the remote options, such as Onsite, Remote, Onsite and Remote.
  • Map the Onsite or Remote field from Admin Center→Setup Recruiting Marketing Job Field Mapping.
  • Add the Onsite or Remote field to the job layout in Career Site Builder.
  • Create a category page for remote jobs in Career Site Builder, and add it to the header under Featured Jobs (or similar).

View Job Data and Set Up Your Email Address in SAP SuccessFactors Recruiting

Business Example

So that you can receive emails for the admin user, in your tenant (instance), you will change the email address to your own. While in SAP SuccessFactors Recruiting, you’ll also proxy as a recruiter and view the job requisitions that have been created. Finally you’ll view the mapping of job data to Career Site Builder.

ExerciseStart Exercise

Task 1: Update Email Addresses

Steps

  1. Log into SAP SuccessFactors Recruiting using the credentials provided by your instructor.

  2. Navigate to Admin Center→Manage Users. (The easiest way to navigate is to use the action search box at the top of the page. Enter manage users and press Enter.)

  3. Scroll down and select the HR Coordinator user.

  4. For the HR Coordinator, change the Email to your own email address and click Save.

    Note

    All members of the Staffing Department already have a unique email address assigned to them so that later we can provide them with access to Career Site Builder. The email addresses for synched users do not have to be valid, but they must be unique. If desired, you can change the email addresses for Paula Price or other members of Staffing to an account where you can receive emails, such as your own Gmail account. To use Gmail for all recruiting users, use this syntax, with a different number for each user: YourEmailAddress+1@gmail.com. (If the Department field is not displayed on the header row, click the gear icon at the far right and select Department. You can click Department in the header row twice to sort in descending order, with Staffing at the top.

Task 2: View Existing Job Requisitions

Steps

  1. Proxy as another user by clicking on the picture icon at the top right of the page and selecting Proxy Now.

    1. Enter Paula for the target user name and select Paula Price when the option appears.
    2. Click OK. Notice when you hover over the Account Navigation icon now that the system tells you that the HR Coordinator (admin) is acting as Paula.

  2. From the main navigation dropdown at the top left, select Recruiting.

  3. Click Job Requisitions from the top.

  4. Click to view the Sales Manager-Remote Position requisition.

  5. Scroll through the fields to become familiar with the values that were selected.

  6. Open your Best Run site in another window so you can compare the fields on the requisition and see what information was exposed to candidates.

    1. In the Best Run site, enter remote in the Keyword search box and click Search Jobs.
    2. In the search results, view the fields that Best Run displayed for candidates.
    3. Click to open the Sales Manager-Remote Position job, and view the fields that were added to the job layout for candidates.

  7. If desired, view the other existing job requisitions in your tenant.

Task 3: View Job Field Mapping

Steps

  1. In SAP SuccessFactors Recruiting, from the Account Navigation icon, select Become Self (the HR Coordinator) in order to take a look at the field mapping to Career Site Builder.

  2. Using the action search box, navigate to Admin Center→Setup Recruiting Marketing Job Field Mapping.

  3. From the dropdown, select the Corporate Job Requisition.

  4. Scroll through the field mappings from the job requisition (Recruiting Management Field on the right) to Career Site Builder, Advanced Analytics and XML feeds (Recruiting Management Field on the left).

Learning

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