SAP Learning Journey

Configuring the Standard Job Requisition

Objectives
After completing this lesson, you will be able to:

After completing this lesson, you will be able to:

  • Set the job requisition template data
  • Configure listing layout fields
  • Configure mobile fields
  • Configure job offer fields for the offer details template
  • Connect the assessment scale for interview assessments
  • Connect the application to the job requisition template
  • Connect the applicant status set for the job requisition template
  • Set the default requisition status

Zone Definitions

Learn about configuring the job requisition template.

As a consultant, one of the key steps during the implementation process is configuring the recruiting templates to the design agreed between the client and you.

Zones of the XML Template

  • After the customer has completed their workbook and defined the requisition (or requisitions) that they want to use in their instance, you can start to build the XML template.

  • In this section, you learn how the XML template is structured, and how to construct the necessary fields. You also learn how to assign permission to your recruiting users, and the foundation for enabling some of the recruiting features that make this tool so efficient.

  • There are 10 sections, or zones, on the Job Requisition Data Model (JRDM) template that are used to construct the requisition.

The Zones of the XML Template

ZonePurpose
Zone 1 — Meta SectionDefines the template name, supported languages, template ID, and minimum posting dates.
Zone 2 — Field DefinitionsUsed to present and gather data about the position in a company's requisition. The company needs to define these fields for this to work.
Zone 3 — Field PermissionsDefines which roles can read or write to the requisition fields.
Zone 4 — Button PermissionsMakes buttons accessible by roles.
Zone 5 — Form Section NamesDefines section names.
Zone 6 — Listing Layout FieldsDetermines which fields are made available as tokens in the Job Description.
Zone 7 — Mobile FieldsEstablishes which fields are available on mobile devices, if mobile requisition approval is required.
Zone 8 — Offer Letter FieldsDefines token fields on the offer letter templates.
Zone 9 — Assessment ScaleDefines the Interview Assessment scale.
Zone 10 — Feature PermissionsCreates permissions for additional features. For example, Interview Assessment, Offer Letter, and Multi-Stage application statuses.

Meta Section

The Meta section of the JRDM includes the requisition template name, supported languages, and template ID:

  • spell-check (true | false): This parameter enables and disables the spell check feature for any rich text editor included in the Candidate Data Model.

  • min-posting-days="0": This parameter is used to set the minimum number of days for a job posting.

  • min-internal-lead-days="0": This parameter is used to set the minimum number of days a job is posted internally before it is posted externally.

  • <template-name>: This (required) CDATA value displays as the name of the requisition form template.

  • <template-desc>: This (required) CDATA value is not displayed anywhere in the product.

  • <template-lastmodified>: This (required) value is auto-generated by the system and is a placeholder.

  • <default-listing-layout-id>: This (required) value is auto-generated by the system and is a placeholder.

Field Definitions

The Field Definition section includes all necessary fields for defining the position that a company is recruiting. It also includes the fields for approving the position and ensuring the position is posted. It ensures the position is easily located by candidates, and collects information about new hires.

Job Requisition Data Model: Field Definition

The order in which the fields are configured in this zone determines the order in which they appear on the requisition.

Job Requisition Field Attributes

The field definition section includes the following fields:

  • id: This parameter identifies the data field.

  • type: This parameter defines the field type.

    Note
    Field types and the list of standard fields are covered in a different unit.

  • required: This parameter specifies whether or not the field type requires a value.

  • custom: This parameter specifics whether or not the field type is standard or custom.

  • <field-label>: This value is used as the display value for custom fields. Except for system fields, this element is always required.

  • <field-description>: This is the tool tip text displayed when the user performs a mouse over on the label.

  • <picklist-id>: This maps the picklist created in Admin Center → Picklist Management.

Caution
It is important to be accurate with what is rendered on the requisition. Labels for standard fields must also be defined in Provisioning → Managing Recruiting → Job Requisition System Field Labels.

Job Requisition System Field Labels

After defining a standard field label in the Job Requisition Data Model, be sure to add the modification in a special area of Provisioning or Admin Center named Job Requisition System Field Labels. If you do not have this option within Admin Center, be sure to enable the Manage Job Requisition Field Labels permission. Any modifications made to this section will be directly reflected to the end user experience for the requisition.

Listing Layout Fields

In zone 6, the Listing Layout is defined. It determines the fields available as tokens in the job requisition (Job Description).

Define Listing Layout

You can add tokens to the job description, and pre-populate them with the data that was entered in the job description of the job requisition.

Note
The value of the field is added but not the field label.

Listing Fields

There are different types of fields in the requisition. The fields types in this lesson occupy zones 6, 7, and 8 of the Job Requisition Data Model (JRDM).

Listing Fields: JRDM Zone 6

  • Listing fields populate job descriptions. The Listing Field section determines which fields are made available as tokens in the Listing Layout (Job Description).

  • You can add these tokens to the job descriptions, and pre-populate them with data from the requisition.

If you are in a requisition, and creating the job description, the tokens button will show fields from the listing fields identified in the requisition, see the figure Listing Fields: JRDM Zone 6.

Mobile Fields

Mobile Fields: JRDM Zone 7

  • Mobile fields determine the fields available to the end user to approve or decline job requisitions from their mobile device.

  • There is no technical limit to the number of fields you can place in this section. However, it is recommended that no more than twenty fields be added, as it becomes difficult to navigate on mobile devices.

Mobile Issues

Attachment fields do not currently work on mobile approvals.

Job Code Entity (attribute fields) do not currently work on mobile approvals.

All users receive the same fields and permissions. Permissions by role do not apply to mobile fields.

Offer Letter Fields

Fields that you want available as tokens on the Offer Letter screen are defined in the Offer Letter Fields section of the job requisition.

Offer Letter Fields

Note the XML fields that are displayed in the offer letter.

If the user uploads a Job Requisition Template via Provisioning or changes a Job Requisition Template via Admin Center → Manage Templates, the system will check if the <offer-letter-fields> section is declared in the template although the Enable Offer Approval feature is enabled. In this case, the system will display a warning message to inform the customer that the section should be removed.

Offer Letter Fields: Standalone Offer Letter

If a customer is using the standalone offer letter, and not using an offer approval, the fields they can use on the offer letter are defined in this section of the requisition.

After the fields are defined, they are pulled into an offer letter template using the Insert Job Requisition Field button.

Define Offer Letter Fields

If the user uploads a Job Requisition Template via Provisioning or changes a Job Requisition Template via Admin Center → Manage Templates, the system will check if the section is declared in the template although the "Enable Offer Approval" feature is enabled. In this case, the system will display a warning message to inform the customer that the section should be removed.

Assessment Scale

The scale used in the interview assessment is defined in the assessment scale element.

Assessment Scale Section in Job Requisition Data Model and Interview Assessment Section in Instance

The reverse-scale setting is supported. When you want the rating scale to display as 5 to 1 instead of 1 to 5, set reverse-scale="true".

Note
To see the result of changing this value from true to false, or from false to true, you need to create a new job requisition and process it. You do not see the change using existing data.

Requisition Buttons

The type of requisition buttons available are as follows:

  • Close Job Requisition

  • Reopen Job Requisition

To close or reopen a job requisition, follow these steps:

  1. From the job requisitions list, select a link to modify the requisition.

  2. If the relevant permission is enabled, the button is available to close the requisition.

  3. If the requisition is closed, and your role has permission to open it again, the button is available to reopen the requisition.

Requisition Button Configuration

To configure permissions for requisition buttons, you need to configure the following elements in the button permission XML (Requisition):

  • closeReq: Allows the role to close the requisition.

  • reopenReq: Allows the role to reopen or change the status of the requisition.

  • <description>: The CDATA value is not displayed anywhere in the product.

  • <role-name>: The CDATA value is used to store the valid role.

  • <button-id>: The CDATA value is used to store the valid button.

    • You may list multiple <button-id> elements within the <button-permission> block.

    • The only valid buttons are closeReq and reopenReq.

Sample XML for Button Permissions

The figure, Requisition Button XML, shows a sample XML that enables permissions for Close and Reopen buttons.

Job Requisition Template Application Reference

To connect the job requisition to the application, XML code must be added to the JRDM to identify the correct CDM.

Job Requisition Data Model Export & Import

To connect the job requisition to the application, add XML code o the JRDM as follows:

  1. In Provisioning, navigate to Managing Recruiting → Import/Update/Export Job Requisition Template.

  2. Locate the requisition you wish to modify, update, or copy.

  3. To export the template, select the Exportoption.

  4. Update the XML to reference the application template name. This links the JRDM to the CDM.

    • Using our earlier example, we would update the requisition to use the "Contractor Detail Template" by modifying the application-template-name parameter in the XML.

    • This line is inserted just above the last line of code in the requisition:<application-template-name name="Contractor Detail Template"/>.

  5. Import the updated requisition.

Connection of the Applicant Status Set for the Job Requisition Template

Only one status set is allowed per Job Requisition Data Model (JDRM) and is named in the XML. Different status sets require separate JDRMs.

Default Requisition Statuses

To avoid errors in reporting, you can configure the Status dropdown field on the requisition to use preselected options.

Set Default Requisition Status

  • These default options can be configured for pre-approved and approved requisitions.

  • To specify the default status, navigate to the Admin Center → Manage Recruiting Settings → Job Requisition section.

  • Once the requisition is in the relevant system state, the statuses specified automatically apply.

In case more than one job requisition template is enabled, you can select the job requisition template. Once the template is selected, user can only choose the default status for pre-approved or approved jobs from the picklist associated to that template. After saving the settings, when user creates or approves a job, the status of the requisition will be set by default to those set in Manage Recruiting Settings.

Configure the JRDM

Business Example

The JRDM is the core of the requisition. It hold the fields, permissions, and other features to make the end-to-end recruiting process work. In this exercise, you analyze and configure the JRDM.

Task 1: Define the Zones of the JRDM

Steps

  1. In an XML editor, open the JRDM XML provided in the course files.

  2. Use the XML to determine Zone 2 options:

    • The operator fields with the corresponding role letters are Recruiter (R), Hiring Manager (G), and Sourcer (S).
    • The values for the currency field are USD and CAD.
    • The user sees the screening questions required for job candidates.
    • Change the name of the recruiter field from Recruiter to Recruiting Specialist by changing the recruiterName field in Provisioning → Job Requisition System Field Labels.
    • Ensure that the field that appears after the Full / Part Time picklist is the Job Level field.

  3. Use the XML to determine Zone 3–6 options:

    • The following roles can fill out questions and competencies during the pre-approved system status: S, O, R, T, Q, W, G, GM, and V.
    • Theid field is read-only to all roles during all statuses.
    • Remember that fields cannot be edited in the closed status.
    • The following roles can close and reopen requisitions are S, O, R, and G.

Task 2: Construct the Fields of a JRDM

Steps

  1. Using an XML editor, open the JRDM XML provided in the course files.

  2. Ensure that the job-req-template.dtd is in the same folder on your local drive as the open JRDM XML.

    This is useful for validating XML changes against the DTD later.

  3. Scroll to the end of the JRDM and verify that StatusSet1 is set as the application status set in the JRDM template.

  4. In the JRDM, locate specific field IDs and update their corresponding field labels.

    Use the information provided in the table, Field IDs and Labels, to locate the field definition IDs and update their labels.

    Field IDs and Labels

    <field definition id><field label>
    id="numberOpenings"Openings to Fill
    id="jobStartDate"Anticipated Start Date

    After you update the id="numberOpenings" and id="jobStartDate" fields with their corresponding field labels, save the JRDM template as a new version and upload it in Provisioning.

    1. Locate the id="numberOpenings" field and update the corresponding field label to Openings to Fill.

    2. Locate the id="jobStartDate" field and update the corresponding field label to Anticipated Start Date.

    3. Save the JRDM template as a new version: File → Save.

    4. Upload the JRDM template in Provisioning.

  5. In Provisioning, update the field labels.

    To do so, navigate to Provisioning → Managing Recruiting → Job Requisition System Field Labels. Update the Number of Openings option to Openings to Fill, and the Job Start Date option to Anticipated Start Date.

    1. To update the field labels, navigate to Provisioning → Managing Recruiting → Job Requisition System Field Labels.

    2. Update the Number of Openings option to Openings to Fill.

    3. Update the Job Start Date option to Anticipated Start Date.

  6. Test the field changes.

    Use the information in the table to complete this step.

    Fields and Values

    FieldValue
    Internal Job TitleSales Manager
    Hiring ManagerIan Iverson
    RecruiterPaula Price

    • Log in as a user with permission to create requisitions.

    • Create a new job requisition.

    • Verify that the label changes for the two fields are seen in your requisition (Openings to Fill and Anticipated Start Date).

    • Delete the requisition by clicking the red X at the top of the page.

    Note
    Did you know that multiple positions can be included on one job requisition? For example, if a company needs to hire 5 people for their call center, enter "5" in the "Openings to Fill" (numberOpenings) field. As candidates are hired, the remaining number to be hired is reflected on the requisition.

    1. Log in as a user with permission to create requisitions.

    2. Navigate to Home → Recruiting.

    3. Click the Create New button.

    4. Select the option, Create New Job Requisition from blank template.

    5. Enter the information from the table, Entry Information.

    6. Select Next.

    7. Verify that the label changes for the two fields are seen in your requisition (Openings to Fill and Anticipated Start Date).

    8. Delete the requisition by clicking the red X at the top of the page.

Task 3: Identify Recruiting Features Configured within the XML Template

Steps

  1. Using the JRDM XML template currently open in your XML editor, review the following statements:

    • The rating scales used for interviews are called Hourly Interview Assessment.
    • The roles that can launch offer letters include S, O, R, and G during the Offer status.

Connect the Application to the Requisition

ExerciseStart Exercise

Business Example

You are required to analyze an application XML template, or Candidate Data Model (CDM), upload the CDM to Provisioning, and connect the CDM to the JRDM.

Task 1: Review the JRDM to Reference the CDM

Steps

  1. In an XML editor, open the latest version of the JRDM.

    1. Locate the latest version of your JRDM file saved in your computer. Alternatively, to download the file, in Provisioning, navigate to Managing Recruiting → Import/Update/Export Requisition Template.

    2. Open the file in your XML editor.

  2. The CDM template reference is at the end of the document. Review the reference between these two files.

  3. If any changes were done, validate the JRDM and save it with a new name.

  4. In Provisioning, import the updated JRDM.

    1. Log in to Provisioning.

    2. Navigate to Managing Recruiting → Import/Update/Export Requisition Template and browse for the file saved in step 3.

    3. To add this file to the system, select Import.

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