Creating Recruiting Operators

Objectives

After completing this lesson, you will be able to:

  • Create an administrator role
  • Re-label operators
  • Configure operator fields
  • Configure recruiting groups

Recruiting Admin Role

The recruiting administrator role allows a group of recruiting staff members to have administrator privileges. An administrator role is created using role-based permissions. Create a permission group consisting of users to be granted recruiting administrator permissions.

Admin Role Permission Creation Process

To create a recruiting administrator role follow this process:

  1. Create a Permission Group consisting of users to be granted recruiting administrator permissions.

  2. Create a Permission Role.

    1. Select the permissions, for example the Manage Recruiting set of administrator tasks, Permission to Create Forms, and so forth.

    2. Assign it to the permissions group created in Step 1.

Relabeling of Operators

While SAP SuccessFactors Recruiting provides a standard list of seven operators, many organizations have different parties, other than the standard list, involved in the recruiting process. For example, some customers do not have a primary recruiter and second recruiter, but a team of recruiters. Other customers may not have a sourcer involved in the recruiting process but might require approvals from a Human Resources Business Partner or a local HR Manager. Some configuration decisions cannot be made until the customer identifies the users involved in the recruiting process.

To accurately reflect a customer’s recruiting process and the users involved, you can relabel the recruiting operators as required by the customer. To do so, you will need to update the labels wherever the operator field is configured within the data model (ex. in the job requisition template), and centrally within ProvisioningJob Requisition System Field Labels. Remember, you can access this admin page within Admin CenterJob Requisition System Field Labels as well. By centrally relabeling these operators, the new label will reflect in areas of the system other than the job requisition template.

Recruiting Operators

Many people are involved in the process of hiring new employees. One of the first decisions a client needs to make is who is responsible for what task.

Recruiting operators (or roles) are used to define these "players" and determine the activities of each player throughout the recruiting process.

The table, Recruiting Roles Versus Roles in Other Modules, shows how roles work differently in the Recruiting solution in comparison to other modules. In both cases, roles are used for permissioning and approvals, but in Recruiting, the employee is not a factor. The needs of the client with respect to their hiring process determines who is connected to which role.

Recruiting Roles Versus Roles in Other Modules

Recruiting RolesRoles in Other Modules
Used for permissioningUsed for permissioning
Used for approvalsUsed for approvals
Determined by the definition in the requisition creation processDetermined by employee import

Questions to Help Clients Identify Important Roles

Roles associated with the Recruiting process are identified by the client during implementation. Some of the questions that help the client to identify important roles are as follows:

  • Who needs to approve requisitions?

  • Who needs to see candidates?

Recruiting Operators and Derivatives

The table, Recruiting Operators, lists recruiting operators (or roles) and their derivatives in relation to job requisitions.

The operator letters are limited to only those in this table and the names can be changed.

Derivatives indicate the relationship to the person defined in the role by adding letters to the operators.

Derivative Letters

  • M = Manager

  • H = HR Rep

  • X = Matrix Manager

For example, the manager (M = Manager) of the originator (O = Originator) would be represented by the letters "OM", and so forth.

Recruiting Operators

OperatorLabelAdditional InformationDerivative Examples
OOriginatorThis refers to the person who starts the requisition creation process.

This can be any person with permission to create requisitions.

This is a special, system-captured value and cannot be used like the other operators.

OM, OH
RRecruiterMost often used.RM, RX
GHiring ManagerMost often used.GM, GH
SSourcerOften used.SM, SH
TCoordinatorOften used.TM, TH
WSecond

Recruiter

Less used.WM, WH
QVP of StaffingLess used.

Most operators are used in every implementation. Q is typically re-purposed for other functions, while R and G are nearly always configured as Recruiter and Hiring Manager.

QM, QH
VAd-Hoc

Approvers

Assigned if the system cannot identify who you are in relation to the requisition, so can apply to other users beyond approvers. 
JJob Requisition

Report

System-assigned and used only for reporting.

This refers to the list of fields available on the job requisition that can be included in a job requisition report.

 

Operator Functionality

SAP SuccessFactors Recruiting operators are used for the following purposes:

  • To define the approval route map for the requisition.

  • To define field and feature permissions on the requisition and application.

  • To determine visibility and selectability of candidates in the candidate pipeline.

  • To determine users who will receive emails during certain candidate statuses.

Recruiting Template Permissions

Recruiting templates (requisition and candidate application) have permissions controlling who (the operator) gets to do what (read, write, or take some other action).

As an example, for the IT Project Manager requisition in the figure, Operator Permissions, the recruiter (R) has write permissions to the Status field, but the finance controller (T) only has read permissions.

Specifics on the permissions for each template are covered in other modules.

Candidate Status Selection

Roles can also determine who can see or select candidate statuses in the talent pipeline.

See or Select Candidate Statuses

  • Visible To (or "See") candidate status: Who can see applicants in a given status?

  • Selectable By (or "Select") candidate status: Who can move selected candidates to a specific status?

For example, for the Pre-Screening status in the figure, Selectable by and Visible to Options in Applicant Statuses Configuration, all roles can view candidates in the status, but only the Hiring Manager and Recruiter can select a candidate to move to that status.

Specifics on roles and candidate statuses will be covered in other units.

Email Templates

Roles can determine who gets notified when candidates are placed in certain statuses on the talent pipeline.

Operator Functionality and Email Template

  • For example, in the figure, Operator Functionality and Email Templates, the Hiring Manager (G) will receive a pre-configured email when a candidate moves into the Short List status.

Specifics on roles and status email templates are covered in other modules.

Note
One email is sent per applicant placed in the status. There is no consolidation feature available.

Users Versus Operators

Users are assigned to roles in the requisition creation process.

Creating Job Requisitions: Step 1

  • Determines who becomes part of the requisition approval.

  • The route map determines roles to be named.

  • For example, the Sales Manager requisition is tied to a route map that flows: O (= Originator) > G (=Hiring Manager) > R (Recruiter).

New Requisition Step One

  • The Hiring Manager (G) and the Recruiter (R) are entered by the Originator(O). In the figure, New Requisition Step One, Ian Iverson and Paula Price inherit all permissions for G and R (respectively) through the life of the Sales Manager requisition.

Creating Job Requisitions: Step 2

  • Determines additional roles needed for the requisition but not needed for approval

For example, on the same Sales Manager requisition, a Finance Controller (T) is needed after approval. In the figure, New Requisition Step Two, Brooke Brown inherits all T permissions through the life of the Sales Manager requisition.

Recruiting Operator Notes

This section provides some helpful notes on the use of operators and derivatives.

Operator Notes

  • Letter operators are standard and limited only to those listed in the table, Recruiting Operators.

  • Clients determine which roles they need during implementation. Not all roles need to be used.

  • Derivatives can help deliver more role flexibility.

    For example, if the client needs a manager (M = Manager) of a hiring manager (G = Hiring Manager) in the approval process, GM is used rather than a whole new letter.

  • Roles can only be assigned to one user account during the creation of a requisition. However, role groups and teams can also be created (discussed later in this module).

It is possible for a user to be one role (for example, a Hiring Manager = G) on one requisition and another role (for example, a Recruiter = R) on the same or another requisition.

Role names can be changed in ProvisioningJob Requisition System Field Labels.

For example: the client needs a user to approve financial fields on the requisition and they have no use for a Coordinator (= T). The T role can become the Finance Approver, as shown in the figure, Updating Recruiting Operator Names.

Recruiting Groups for Recruiting Teams

Recruiting groups can be used creatively to control operator functionalities. Previously, you have learned how recruiting groups can be used to control which users can be selected as a role on the job requisition template. This helps to reduce the error of selecting the wrong user as a recruiting operator on the requisition.

In contrast, recruiting groups can be used to help expand the operator role by creating a Recruiting team. In some cases, there may not be one recruiter that is responsible for the lifecycle of a job requisition, but a team of fifteen recruiters. Configuring a recruiting team on the job requisition helps the system to provide the required recruiting permissions to the entire team of recruiters, instead of an individual.

Using recruiting groups, we can identify the people pool of users who should belong to the recruiting team. The way we configure the recruiting group is the same, but instead of applying the group to an operator field, you will associate the group to the recruiting team settings.

Recruiting groups provide the ability to limit which users can be selected for a particular role within a job requisition.

Here are examples to illustrate the uses of recruiting groups:

  • The client wants to limit which users could be chosen as a Recruiter to 10 people out of the 8,000 system users.

  • The client wants the same ID used on all requisitions so there is one place to see all requisitions.

When clicking the Find User button for that role on the requisition, only those users defined in the group are available for selection.

A group is created containing the people in the group.

Note
All roles should have groups except the Hiring Manager.

Recruiting Group Configuration

The following process describes how to configure a recruiting group:

  1. Navigate to Admin CenterRecruitingManage Recruiting Groups.

  2. On the Manage Recruiting Groups page, select a group to configure from the dropdown menu.

  3. On the Group Definition page, add groups of people or users to the group.

    • Select the category (for example, Department) to group people. The advantage to adding groups of people is that if new people are added to the selected category, for example, Department = HR, they are automatically added to this recruiting group.

    • Select individual people (for example, by Username).

  4. Once the group members have been defined, click Done.

  5. Click Update to update the number of group members.

Recruiting Group Troubleshooting

A client has edited an existing recruiting group and cannot see the change within the system. To find out what the issue is, ask the following questions:

  • Did the user log in as the initial user when updating the group?

  • Did the user update the correct recruiting group as shown in the XML?

  • Is the recruiting group set up correctly?

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