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Preparing an Instance for an SAP SuccessFactors Recruiting Configuration

Objectives

After completing this lesson, you will be able to:

Prepare Provisioning
Create the route map for the standard job requisition

Provisioning Setup

Learn about identifying roles while determining solution access rights.

Learn about distinguishing recruiting operators from permissions groups.

When you have your first Recruiting client, getting started consulting with your customer is not just about identifying business requirements. You will also need to configure certain items in Provisioning to prepare for implementation of the Recruiting solution.

Apart from Provisioning configurations, there are several front-end settings and permissions to enable.

Provisioning – Request Instance Access

Provisioning is where you start to enable functionalities. The first step is to gain access to the customer instance in your Provisioning account. The following list is a high-level overview of the access request process:

Access Request Process

Obtain a system generated email approval from the customer to access their instance.
Submit a request through the Customer Instance Access Request form at https://HCMcloudops.successfactors.com/Implementation/IRequests
Provide the following data:
- Customer Name
- Company ID and Tenant ID (for all access which is needed)
- Data Center and Environment
- Provisioning ID
- Customer Approval

Please note that a detailed description of the process is available in the Implementation Guide for Recruiting Management.

Note

Before you can configure the baseline settings or perform any other tasks, you must request access to the instance from the customer. Typically, a customer creates a specific role that is assigned to consultant during the implementation. Once the project is completed, the role is removed from the system. The request and support path vary based on your role (such as Customer Success or Professional Services) and intended use of the instance (such as demo or live client). In all cases, provide business justification with access requests.

Company Settings

Many options will already be checked in Provisioning → Company Settings, depending on the modules already enabled in the instance.

Note the highlighted options for basic settings for the Recruiting solution.

Caution

When working with existing customers, do not check a general setting that is not wanted or needed (or uncheck a general setting that is needed) and do not modify settings that are unfamiliar.

In the main Company Settings area, a few general options to check for net new customers display on the right.

Note

Several additional options are checked in the instance even for net new customers. The above is a guide for enabling important features in the v12 interface that are used in the training course. It is always recommended to reference the Setting Up and Maintaining SAP SuccessFactors Recruiting guide (Recruiting guide) in the "Recommended Baseline Settings in Provisioning" section to review the most up-to-date list of necessary recruiting settings.

Recruiting-related General Settings

Enable a few more settings in the General Settings area to start turning on the Recruiting module.

Question/object management
Recruiting: Main on/off switch for the Recruiting solution
Attachment Manager: Enables the ability to attach documents, such as resumes

Note

Be sure to click the correct Save Feature button close to the top of the screen for these general settings and those previously mentioned.

Provisioning is updated frequently as new features are introduced. As a result, clean-up may lag with tags such as [Not Ready for Sales/Production]. You can ignore these warnings if the feature has been officially released or announced as GA (General Availability).

Recruiting Section of Company Settings

The Recruiting section further defines options within the Recruiting solution.

Provisioning – Recruiting Section of Company Settings

Options are only selectable after choosing Recruiting in the General Settings area.
Background Check and Onboarding Settings should be turned on for implementations involving background check services and onboarding services.

Note

Once you select Enable Job Alerts for Candidates, click Save and then select a user to own the jobs (most likely a recruiting administrator).

Note

Most companies want the ability to enable posting to specific agencies, but check with them first as it cannot be turned off once enabled.

Reference the SAP SuccessFactors Recruiting Management Implementation Guide for the most up to date recruiting settings and comprehensive explanations of these settings.

Recruiting Reporting Options in Company Settings

Recruiting-specific reports are available through Ad Hoc Reporting.

Reference the Recruiting Guide for the most up-to-date reporting settings based on your client’s license agreement.

Attachment Options in Company Settings

Attachment requirements should be altered to accommodate space and size specifications. The recommended settings are shown in the figure below.

Document Attachment page is displayed, featuring recommended settings for adjusting attachment requirements to meet space and size specifications.

Candidate Profile Template Upload

In addition to turning on the appropriate Company Settings, you will find a section for Managing Recruiting on the home page of Provisioning. Within this section, you can import the necessary recruiting data models.

Within Managing Recruiting → Edit Candidate Profile Template, a starter candidate profile template (CPT) may be uploaded. The CPT can also be uploaded later in an implementation, but importing a starter template during the initial setup allows for the instance to be indexed right away.

The starter template can include a few basic fields (such as a name field and address fields) to allow for indexing.

The instance may not need to be re-indexed once changes are made to the CPT. Refer to the Recruiting guide for the circumstances under which re-indexing is needed.

Index Creation

Indexing enables job posting, job searching, and candidate search functionality.

After Company Settings are selected and a starter CPT is uploaded, a support ticket must be submitted to request index creation for the instance.

Index Request

To request index for your sales or training instance, follow the instructions below:

Log in to the SAP SuccessFactors HCM Cloud Operation Portal Login: https://HCMcloudops.successfactors.com/home/index
Select Operation Requests → Request Forms.
Select Sales/Training Instance Re-Index.
Complete all required information. Make sure that in the note field you provide instance details for which you want to request an index.
Select Submit.

If you need to request an index for a customer instance, submit the request via SAP ONE Support Launchpad. The link is available in SAP Support Portal: https://support.sap.com/en/index.html

Note

Users will not see the Recruiting tab in the instance until the module, Job Requisition, when one of the following occurs:

The Requisition XML (JRDM) is uploaded and either one of the following actions have been performed:
- Users are granted from creation permission for the job requisition.
- Users are identified on the route map as having an approving role.
Users are granted relevant recruiting permissions in Admin Center → Recruiting permissions.

Setup of Admin Center for SAP SuccessFactors Recruiting

After you have finished completing the setup in Provisioning, there are several front-end settings and permissions to enable.

Management of Recruiting Settings

While Provisioning hosts many of the switches to enable some of the major features that the SAP SuccessFactors Recruiting solution offers, there are additional switches available in Admin Center → Manage Recruiting Settings that can be enabled by partners or customers. Some switches are used to enable features (such as enabling Business Rules for Recruiting), while others are used to enhance features that are already enabled (such as dispositioning candidates into disqualification statuses).

Learn about Recruiting feature settings in Admin Center and the leading practice on how to set them in the Setting Up and Maintaining SAP SuccessFactors Recruiting guide on the SAP Help portal.

Role Based Permissions for Recruiting

Setting up appropriate role-based permissions is critical to the set up of the Recruiting solution. When creating role-based permission groups, it is important to assign specific Recruiting-related Role Based Permissions.

System Admins

Navigate to Admin Center and, in the Manage Employers section, select Set User Permissions.
Select Manage Permission Roles and select the role: Full System Administrator.
Select the Permission button, and then, in the Administrator Permissions section, select all the Recruiting-related links.
Select Done. Exception: Do not select the Hide options under Recruiting Permissions.
Scroll down to locate the Grant this role to section. Ensure Permission Groups or Users is set to Full System Administrator and Target population is set to All.

Recruiting users

Navigate to Admin Center and, in the Manage Employers section, select Set User Permissions.
Select Manage Permission Roles and select the role created for Recruiting users.
Select the Permission button, and then, in the User Permissions section, select all the Recruiting-related links. Exception: Do not select the Hide options under Recruiting Permissions, unless required. Selecting the Hide options restrict the Recruiting users from manually creating job requisitions.
Select Done.

Employees

In the Permission Role list, select All Employees.
Select Permission.
In the User Permissions section, click Employee Data.

Select the View or Edit check boxes for all settings listed in their respective columns.

View	Edit
Address 1	Photo
Address 2	Certification/Licenses
Business Phone	Formal Education
City	Language Skills
Country	Previous Employment
Department	Professional Membership
Division
Email
Employee Id
First Name
Job Code
Last Name
Manager
State
Title
Zip

Select Employee Views, and in the Employee Views section, select all of the following check boxes:
- History
- Notes
- Profile
Select General User Permissions and validate that the following check boxes are selected:
- User Login
- Live Profile Access
- Permission to Create Notes
- Organization Chart Navigation Permission
- Company Info Access
- User Search
Select Recruiting Permissions, scroll down to select Careers Tab Permission, and then select Done.
Locate the Grant this role to section, and then ensure that Permission Groups or Users is set to Everyone and Target population is set to All.

Note

The following employee data permissions can be found under the Background section: Certifications/Licenses, Formal Education, Language Skills, Previous Employment, and Professional Memberships. If you do not provide the employee group with permissions to the background elements, the Candidate Profile SM-Mapping exercises will not work properly.

Route Maps

The Route Map is used as the approval workflow for the job requisition. Because it is a platform feature, used for other approval workflows for areas like Goals/Performance Management, you will see many features that are not Recruiting specific.

Requisition Approval Workflow Creation

Each requisition needs a route map that outlines the requisition creation and approval flow. Route maps are configured in Admin Center → Manage Route Maps.

Route Map Step

Generally, a route map can include the following steps:

Modify Steps allow the form to be editable.
Signature Steps are not formally supported in Recruiting.

The initial creation (or origination) step should always be the role of O (= Originator). A common route map is: O → G → R (Originator to Hiring Manager to Recruiter). The Originator is a selectable role, but other roles are selected through the Custom option.

The route map can include iterative and collaborative steps:

Iterative steps allow the form to be sent back and forth between one or more users at a time in a step, for example, an iterative step between Recruiter and Hiring Manager.
Collaborative steps allow the form to be accessed by more than one person in a step without having to send it back and forth.

Any operators that are configured in the steps created will appear on the first (short) screen of the Create Job Requisition, so that the user must associate an individual to each operator role.

Select the Custom role and enter the value of the appropriate recruiting operator.

The Get Feedback button can be used in the workflow when the client wants the Get Feedback user to be able to view and edit fields within the requisition.

You can grant permissions for the V (= Ad Hoc Approvers) for generic approver privileges. Any permissions given to V will be applicable to anyone on the route map and they supersede other roles, so grant permissions carefully.

The Add Modifier button can be used in the workflow when the client wants additional approvers and approves of using the V role.

Note

Modifier can be changed to Approver via text replacement. Changing the text can affect other modules as well.

Once the job requisition template is imported in Provisioning, you will need to map the job requisition to the route map that you have created. You can configure additional settings in Form Template Settings for each individual job requisition. These steps are outlined in the unit on job requisitions.

Known Limitations of the Route Map

The limitations of the route map include:

Signature steps are not formally supported in Recruiting Management. This means even if they seem to function, they should not be used.
There is no way to send an approved requisition back into pre-approval or send it through the route map again.
There is no way to remove a route map step after it was added into the route map via Add Modifier.
Conditionality is not supported in route maps (if x, route to a. If y, route to b.)

Interview Assessment Rating Scale

Recruiting uses rating scales to rate competencies on the Interview Assessment. The interview assessment is used in Interview Central by individuals who have been nominated as an interviewer. By creating a separate rating scale for interviews, you can control the scale itself (1-10, 1-5) and label the ratings appropriately.

An example of an Interview Assessment rating scale may look like:

Rating	Label
1	Does not meet any requirements/qualifications of the job.
2	Somewhat meets requirements/qualifications of the job.
3	Meets requirements/qualifications of the job.
4	Exceeds requirements/qualifications of the job.
5	Substantially exceeds requirements/qualifications of the job.

If different ratings scales are required for different job types, a different rating scale can be applied to different job requisition templates.

Picklists

SAP SuccessFactors Recruiting uses picklists in many places, including job requisitions, candidate profiles, job applications, and job offers. In SAP SuccessFactors Recruiting configuration templates, you can configure fields to use a picklist, referenced by the picklist ID. Create the picklists you need before uploading a template that references them.

Considerations include:

In Recruiting, the list of supported countries/regions is provided in the country/region picklist. To add a country/region to the country/region picklist, it must be in the U.S. English locale and must match with the country/region in the country/region picklist.
You can search a candidate based on a country/region in the Candidate Search page only if the country/region is specified in the U.S. English locale, and matches the default value in the country/region MDF generic object.
If multiple languages are used in Recruiting, ensure that all picklists have a translated value in all those languages. Not doing so can cause issues with fields appearing as blank.
Translate picklists into other languages with care; some symbols can cause load errors.
The standard and custom picklist fields on the Candidate Profile and the Job Application pages support the typeahead feature. The feature is supported only for fields whose type is defined as picklist in the Candidate Profile and the Job Application templates.

Typeahead functionality is not supported in the following:

Recruiter-facing pages, such as the Candidate Workbench and the Application Workbench
Create Account page
Job Search page
The Country field when using Quick Apply. The other fields where their type is defined as picklist do support typeahead.

Ensure Role Based Permissions are Assigned for Recruiting

Business Example

Review existing permissions for Administrator group in Manage Permission Roles.

Steps

Review Administrators permissions.
A permission group has already been defined for the Administrators and the HR Coordinator is a member of that group. You can review the group in Manage Permission Roles There is no action required for you in this step.
Validate the Administrators permission role, which has already defined.
The role should have permission for All Admin Functionality.
1. AccessManage Permission Roles.
2. Select the role: Administrator.
3. Select Permission.
4. In the Administrator Permissionssection, select each link on the left individually and choose Select Allon the right. Exception: Do not select the Hide options under Recruiting Permissions.
  Notice the scroll bar on the left menu.
5. Select Done.
6. Scroll down and locate the Grant this role to section.
7. Ensure Permission Groups or Users is set to Full System Administratorand Target population is set to All.
8. Select Save Changes.
All permission changes require logging out, closing the browser, and logging in again in order to take effect.

In the same section, set the All Employees Permission Role, which has already been created.

Use the information provided in the table to check the View or Edit boxes for all settings listed in their respective columns.

View	Edit
Address 1	Photo
Address 2	Certifications/Licenses
Business Phone	Formal Education
City	Language Skills
Country	Previous Employment
Department	Professional Memberships
Division
Email
Employee Id
First Name
Job Code
Last Name
Manager
State
Title
Zip

In the Permission Role list, select All Employees.
Select Permission.
In the User Permissions section, select Employee Data.
Check the View or Edit boxes for all setting listed in their respective columns.
Note
The following employee data permissions can be found under the Background section: Certifications/Licenses, Formal Education, Language Skills, Previous Employment, and Professional Memberships. If you do not provide the employee group with permissions to the background elements, the Candidate Profile SM-Mapping exercises will not work properly.
Select Employee Views.
In the Employee Views section, check all of the following boxes:
- History
- Notes
- Profile
Click General User Permissions.
Validate that the appropriate boxes are checked.
- User Login
- Live Profile Access
- Permission to Create Notes
- Organization Chart Navigation Permission
- Company Info AccessUser Search
In Recruiting Permissions section, check Careers Tab Permissionand select Done.
Locate the Grant this role to section.
Ensure Permission Groups or Users is set to Everyone.
Ensure Target population is set to All.
Select Save Changes.
Log out and back in as an administrator.

Validate that the HR Coordinator has permission to import employee information.
1. Access Manage Employee Import.
2. Search for the HR Coordinator.
3. In the Define Employee Importsection, ensure the checkboxes match the selection in your instance.
  Manage Employee Import Divisions Departments Locations
  Select All Divisions All Departments All Locations
4. If changes were made, select Save Definition for Selected Users, log out, and then log back in as an administrator.
Validate and update the Permission Role for the recruiters.
1. Go to Manage Permission Roles and select the Staffing role.
2. Select Permission.
3. Under User Permissions, locate the Recruiting Permissions link.
4. In the Recruiting Permissions section, select all permissions except for the Hide options.
5. Select Done.
6. In the Grant this role to section, confirm that Staffing Permission group is assigned to this role.

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