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Integrating SAP SuccessFactors Employee Central Position Management with SAP SuccessFactors Recruiting

Objective

After completing this lesson, you will be able to identify the integration points between Position Management and Recruiting

Position Management Integration with Recruiting Overview

The integration between Employee Central (EC) to Recruiting Management (RCM), allows customers to maximize the capabilities of creating job requisitions through Position Management. When using EC, customers can store information about position details (organizational data, salary ranges, etc.) in the Position object directly. Users can create "Standard" (Headcount Relevant) Job Requisitions through the Company Info → Position Org Chart.

Once a user searches for and selects the appropriate position, they can click on the position directly and "Create Job Requisition" action. Fields will pre-populate from the Position object with position-specific information, along with additional Business Rules that are configured and applied to the Job Requisition template.

Using Position Management, users can automatically assign the candidate from the Job Requisition in Pending Hires to the position linked in the Job Requisition.

This integration enables you to:

Create a Job Requisition from a position in the Position Organization Chart.
Automatically determine the job profile for the requisition created.
View assigned Job Requisitions or Position Requisition Processing Requests on the position tile.
View more Job Requisition data in the position side-panel.
Use the Rules Engine to derive the Job Requisition template to be used for the new requisition.
Use the Rules Engine to define field mapping between the position and the new requisition.
Use Job Scheduler to create the job requisition automatically from request objects.
Automatically assign the candidate from the requisition in Pending Hires to the position linked to that Job Requisition.

How to Create Job Requisitions from Position Org Chart

ExerciseStart Exercise

Prerequisites and configuration requirements

Prerequisites

Employee Central Position Management and Recruiting Management must be enabled and configured in the system.

Required Configurations

Once the prerequisites have been set up, follow these steps to integrate Employee Central Position Management with Recruiting Management:

Ensure all the required permissions are in place.
Activate Recruiting Integration. You can do this in Position Management Settings → Integration → Recruiting Management → Use Recruiting Management Integration. Set the value to Yes.
Configure the required business rules
- Configure the Business Rule to Derive the Job Requisition Template
- Configure the Business Rule for Field Mapping
Assign the business rules in Position Management Settings → Integration → Recruiting Management

In the following steps, we will look at each of these in detail.

Note

The Recruiting Management Integration with Position Management is no longer enabled from Provisioning and the steps to activate the integration from Position Management Settings referenced above are the only possible option.

The Provisioning switch Enable Recruiting integration with Position Management includes this note: Switching on this feature in Provisioning is no longer allowed. The Provisioning settings will be deprecated soon. Please use the Use Recruiting Management Integration option in Position Management Settings.

If you are not sure whether your instance might have the integration already active with the legacy option and don't have access to Provisioning, you can run the following check in the Check Tool: SFAPI-based Recruiting Integration has been disabled (PositionUseDeprecatedRCMIntegration), to verify.

Ensure all the required permissions are in place

There are two types of permissions that need to be set up, depending on whether the role is an administrator or an end user:

For System Admins to configure and enable Position Management, the following permissions are needed:
- Manage Position: Access Position Management Settings in Admin Center
- Metadata Framework: Configure Object Definitions, Manage Positions, Configure Business Rules, Manage Data.
For Recruiting end users to use Position Management, the following permissions are needed:
- Miscellaneous Permissions: View Current and View History for Position object.
- Manage Position: Access Position Organization Chart, View Job Requisition in Position Organization Chart,Create Job Requisition in Position Organization Chart, Select Job Requisition Template in Position Organization Chart

Activate Recruiting Integration

Activating and setting up the Employee Central Position Management to Recruiting integration is done from the instance, in Position Management Settings → Integration → Recruiting Management.

Within this section, the following configurations can be enabled:

Use Recruiting Management Integration. To enable the integration, set the value to Yes.
Rule for Deriving Job Requisition Template ID. Select the business rule to determine which Job Requisition Template(s) should be available to create job requisitions from Position Org Chart.
Field Mapping Rule to Create Job Requisition from Position. Based on the templates involved in the create job requisitions from Position Org Chart, select the rule that will populate job requisition details from the position data.

Note

Additionally, and not related to Recruiting Management Integration, there's a section called Raise events when a position is created or updated. The option to Raise Events requires to enable Intelligent Services. The tool can be enabled from Upgrade Center .

Configure Business Rules

Once the integration between Employee Central Position Management and Recruiting Management has been enabled, there are a few business rules that need to be created, to select which Job Requisition template is used, and determine which fields are mapped from the Position into the Job Requisition.

You will need to create two business rules in Admin Center → Configure Business Rules and assign them in Position Management Settings → Integration tab.

As a first step, you should create the rule to derive the Job Requisition Template, using the scenario Derive Job Requisition Template in Recruiting Integration. This rule is required if you want to create a job requisition from the Position Org Chart.

The next step is to create a business rule to define which position management fields should populate into the Job Requisition, using the scenario Map Fields from Position to Job Requisition in Recruiting Integration .

Configuring Business Rule to Derive the Job Requisition Template

To create the rule, use the Derive Job Requisition Template in Recruiting Integration scenario.

Steps

Navigate to Configure Business Rules from the action search bar or the Admin Center.
Select Create New Rule, then in the Position Management category, choose the radio-button corresponding to the Derive Job Requisition Template in Recruiting Integration scenario.
Enter the basic information of the business rule such as 'Rule Name', 'Rule ID', 'Start Date'. Choose Continue.
Enter the details of the business rule and define the necessary conditions:
- Create the IF statement to build the conditions to tell the system which Job Requisition template should be used based on the Position information. You can derive the template from any attributes of the Position.
- Create the THEN statement to select which Job Requisition template should be selected and used if the conditions are met.
- Create the ELSE statement so that in all other cases, a message is raised informing you that you can't create a Job Requisition for this position (optional, but recommended).
Note
Create as many IF/THEN statements as needed for each Job Requisition template that is actively being used. Remember, there is only one business rule that can be used to Derive the Job Requisition template, so all conditions must be configured in this one business rule.
Choose Save.
Once the business rule has been created, it needs to associated in 'Position Management Settings'. To do this navigate to Position Management Settings from the action search or the Admin Center.
Select the Integration tab.
Locate the Rule for Deriving Job Requisition Template ID field and select the business rule you created.
The above example shows which job requisition template should be used if the Position has Company =Ace USA or jobCode =Consultant. In any other case (ELSE), an error message is raised preventing you from creating a Job Requisition for this position.

To configure Business Rule for Field Mapping

For the job requisition template to automatically take fields from your position object and put them onto the requisition as explained in the integration of Employee Central Position Management to Recruiting Requisition Creation, you need to create a business rule.

To create this field mapping rule, select the Map Fields from Position to Job Requisition in Recruiting Integration scenario in Configure Business Rules.

You need to create the logic of the business rule that decides exactly which fields are put onto the requisition. For example, to populate the jobcode and job role field, map the jobcode field from position to job requisition in the Position-Requisition mapping rule.

In the rule itself, you can specify field mappings based on the template derived from the first rule or from any other Position attribute.

Note

The templates used for integration must always have the following standard fields:

numberOpenings
std_position_obj or positionNumber

You don't have to map these fields using a rule. The system completes them automatically.

Steps

Navigate to Configure Business Rules from the action search or the Admin Center.
Select Create New Rule, then in the Position Management category, choose the radio-button corresponding to the Map Fields from Position to Job Requisition in Recruiting Integration scenario.
Enter the basic information of the business rule such as 'Rule Name', 'Rule ID', 'Start Date'. Choose Continue.
Enter the details of the business rule and define the necessary conditions:
- Create the IF statement to set the parameters of which Job Requisition template requires which field mappings.
  If many of the same fields are used in different Job Requisition templates and then field mapping requirements are the same, you can create multiple expressions in your IF statement using the "OR" expression (as shown in the screenshot).
  In some cases, different Job Requisition templates may have different fields configured. If that is the case, you will require a different IF/THEN statement to tell the system IF Job Requisition X is selected, THEN populate the following fields from the Position to the Job Requisition… ELSE IF Job Requisition Y is selected, THEN populate different fields from the Position to the Job Requisition (and so on…).
- In the THEN statement, use the Position Requisition Mapping Field Mapping to define which field values should populate from the Position to the Job Requisition (as shown below).
  1. The first field mapping that is required is to check if the Job Requisition is in Draft mode. This should be configured in every THEN expression created in this business rule to ensure the field mappings will only populate while the Job Requisition is in draft. Configure the first THEN expression as shown below:
  2. It is worth noting that the fields can come from the position object, they can be set directly, or they can use built in SAP SuccessFactors logic for things such as finding the next hiring manager based upon position. Here are some examples:
    - To map an object field from the Position to an object field within the Job Requisition, use the following expression configuration as reference:
    - To map an operator field from the Position to an operator field within the Job Requisition, use the following expression configuration as reference:
    - You may also use SAP SuccessFactors built-in logic to retrieve operator values, if required. The below configuration shows how to populate the Hiring Manager field with the Manager of the Position:
Note
Create as many field mapping expressions as needed to ensure the necessary fields in the Position object are mapped to the Job Requisition. Remember, there is only one business rule to define the field mappings for the Position Management integration. Ensure that all required IF/THEN statements are configured to capture the different field mappings for the different Job Requisition templates that are active in the system.
Hint
The Job Requisitions used in the first business rule (Derive Job Requisition template), should be used in this Field Mapping rule. This will ensure that any Job Requisition template that can be selected will have the field mappings completed.
Choose Save.
Once the business rule has been created, next it needs to associated in the 'Position Management Settings'. To do this , navigate to Position Management Settings from the action search or the Admin Center.
Select the Integration tab.
Locate the Mapping Rule to Create Job Requisition from Position field and select the business rule you created.

Best Practices for Integration

Approvals for initiating the requisition are done on the position (route map can be simplified)
Recruiting Approval (Route Map) is used for notifications
Utilize Foundation Objects / Generic Objects in Recruiting wherever they are used on the Position object (keep the field types consistent)
Fields mapped over to the Job Requisition should be read-only fields (except Location)
Set up the integration to set the Job Requisition in Draft status (for business rule for field mapping)
To prevent creation of Job Requisitions when positions are already staffed, you can include the condition in the business rule to raise an error message is Position TBH Status is No.

Explore Integration between Recruiting Management and Employee Central Position Management

In this exercise, you will be exploring the integration between SAP SuccessFactors Recruiting Management and SAP SuccessFactors Employee Central Position Management, by completing the following tasks:

Verify the integration is enabled.
Assign the necessary business rules for the integration
Upgrade Manage Recruiting Templates to access the Job Requisition template.
Add and permission a custom field in the Job Requisition template for the Incentive Plan.
Reorder custom field in the Job Requisition template.
Create a new Job Requisition from Position Org Chart and verify the results.

ExerciseStart Exercise

Prerequisites

Use Recruiting Management Integration is set to Yes in Position Management Settings → Integration .

Steps

Assign the business rules to Derive Job Requisition Template and Field Mapping between Position and Job Requisition
1. Navigate to Position Management Settings using Action Search
2. Select the Integration tab.
3. Verify the option Use Recruiting Management Integration is set to Yes .
4. Select the getJobRequisitionTemplate rule in the Rule for Deriving Job Requisition Template ID field.
5. Select the getJobRequisitionFieldMapping rule in the Field Mapping Rule to Create Job Requisition from Position .
6. Choose Save to save changes. You will display a "Successfully Saved" confirmation dialog.
Upgrade to use Manage Recruiting Templates in your instance
1. Navigate to Upgrade Center using Action Search
2. Select Filter By → Recruiting and verify the Manage Recruiting Templates is part of the Recommended Upgrades
3. Select Learn More & Upgrade Now .
4. Choose Upgrade Now , and select Yes on the confirmation dialog.
5. Navigate to Manage Permission Roles using Action Search.
6. Select the System Admin role.
7. Choose Permission... and navigate to the Manage Recruiting permission category, under Administrator Permissions .
8. Enable the permission Manage Recruiting Templates . Click Done and Save Changes .
9. Log out and log back into the instance.
Add a custom field in the Job Requisition template to map to the position field.
1. Navigate to Manage Templates using Action Search.
2. Select the Recruiting Management tab.
3. Select Job Requisition as the type of template you want to configure.
4. Select the Standard Job Requisition template.
5. Click on 78 Fields defined. Click to modify .
6. Click on the Add dropdown menu, and select Add custom field .
7. Add the following details:
  - Field-ID: cust_IncPlan
  - Field Type: picklist
  - Field Label: Incentive Plan
  - Picklist ID: IncPlan
8. Click Done to save changes.
9. Click on 17 Field Permission(s) defined. Click to modify
10. In the second block, select the dropdown for Field Reference . It is indicated as Multiple (76) .
11. Select the cust_IncPlan checkbox.
12. Click Done to save changes.
13. Click Publish and select Yes on the Publish Confirmation dialog.

Reorder the custom field cust_IncPlan in the Job Requisition template.

Note

If you don't have an XML editor available and access to Provisioning to complete this step 4, you can alternatively reorder the fields from Manage Templates using the arrows provided to place the Incentive Plan field under the Salary Grade field in the Job Requisition template.

Navigate to Provisioning → Managing Recruiting → Import/Update/Export Job Requisition Template
Locate the Standard Job Requisition and select the Export option, to download the XML template.

Open the XML template with your editor. Locate the following code:

Code Snippet

1234567
<field-definition id="cust_IncPlan" type="picklist" required="false" custom="true">
  <field-label><![CDATA[Incentive Plan]]></field-label>
  <field-label lang="en_US"><![CDATA[Incentive Plan]]></field-label>
  <field-description><![CDATA[]]></field-description>
  <field-description lang="en_US"><![CDATA[]]></field-description>
    <picklist-id>IncPlan</picklist-id>
  </field-definition>

Cut and paste under the following jobGrade field-definition code:

Code Snippet

1234567891011
<field-definition id="jobGrade" type="picklist" required="false" custom="false">
  <field-label><![CDATA[Salary Grade]]></field-label>
  <field-label lang="de_DE"><![CDATA[Eingruppierung]]></field-label>
  <field-label lang="en_GB"><![CDATA[Salary Grade]]></field-label>
  <field-label lang="en_US"><![CDATA[Salary Grade]]></field-label>
  <field-description><![CDATA[Select a value]]></field-description>
  <field-description lang="de_DE"><![CDATA[Bitte auswählen]]></field-description>
  <field-description lang="en_GB"><![CDATA[Select a value]]></field-description>
  <field-description lang="en_US"><![CDATA[Select a value]]></field-description>
    <picklist-id>jobGrade</picklist-id>
  </field-definition>

Save your XML template as a new version
Navigate back to Provisioning → Managing Recruiting → Import/Update/Export Job Requisition Template.
Select your new version of the Job Requisition Template from Choose File and select Upload. Accept the confirmation dialog.

Create a new Job Requisition from the Position Org Chart
1. Navigate to the Position Org Chart from Home → Company Info .
2. Search for an available TBH position to use as an example.
3. Click on the Position Card to open its details, and choose Actions.
4. Select the option Create Job Requisition .
5. Leave the Date of New Job Requisition as today's date. The Job Requisition Template should be Standard Job Requisition. Leave the Number of Openings as 1.
6. Select Create to create a new job requisition. You should get a confirmation message, and the position card will now display an icon Job Requisition - Status pre-approved .
7. Click on the icon to open the Job Requisition Details. Notice the Hiring Manager is pre-populated with the incumbent of the parent position. This is coming from the Field Mapping business rule.
8. In the Id within the Job Requisition Details, there is a quick card to open the Job Requisition. Click to open it.
9. Scroll down and verify you can see some field values pre-populated from the mapping between Position and Job Requisition business rule, like Company, Business Unit or Location
  Note
  You will notice that the fields Incentive Plan and Onsite / Remote are visible but the values from the Position are not mapped into the Job Requisition details. This would require advanced configuration to create the picklist mapping object, including the Option ID, add records for every picklist value and create the field mappings in the rule with the Lookup() function. You can check the KBA for further details on how to do it.
  2361220 - How to map Picklist fields in EC Position Management to RCM Integration with oData API - Recruiting Management https://userapps.support.sap.com/sap/support/knowledge/en/2361220

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