Configuring Advanced Analytics

Use the quick links in Command Center to access Advanced Analytics Admin or to open Advanced Analytics for the site.

Because Advanced Analytics integrates data across SAP SuccessFactors Recruiting, a data integration must be configured. Set up the oData integration, the default integration type for Advanced Analytics.

We recommend running the sync daily, especially for very large customers, as monthly ATS loads can bog down the system.

• In the Notify field enter the email address of the person to notify if there are unmapped statuses. This is required. (Note that this field is fully functional in the production environment.)

  Note

  Use your email address while you are configuring Advanced Analytics. Switch it to a customer admin email address when you finish the implementation. Or enter both, for example: consultant@email.com; admin@email.com; hris@email.com (distribution list).

• Enable Get Data.

• Enable Process Data. (However, if the Status Mappings have not yet been completed, to prevent a daily email reminder going out to the Notify person, you can wait to select this option.)

• Note the Last ATS Data File Import Date. After doing an ATS Purge (discussed later), Advanced Analytics will reload any status activity since this date.

• Checking the Get Data One Time box enables a one time oData pull for a specified date period. This is useful when something happens during the data import so you don’t have to wait for the next sync date. Both a Begin date and an End date are required to use this option.

Important: You must configure the Integration Settings at least one day before mapping candidate statuses.

• Candidate application data is retrieved at 12PM (the cutoff time), and is processed at 1AM in the data center’s local time on the scheduled date. For example, if you save the Integration Settings on a Monday before 12PM (noon), the sync will be performed at 1AM that night. But if you save the Integration Settings after noon on a Monday, the sync won’t be performed until 1AM the following night, on Tuesday.

Status mappings only can be done when there is candidate data associated with each status on the Applicant Workbench (except for the exception statuses, which are discussed in the next section).

A candidate does not currently have to be in a status in order to map it. You can move candidates on more than one talent pipeline; they do not all have to apply to the same requisition.

Some consultants wait for the hiring cycle to complete on Production for a couple of positions, so that every status will have had a candidate in it. That requires remaining on the project in order to finish configuring status mapping for your customer. The instructions provided in this lesson assume that the consultant is using test candidates in the Production system to complete the mapping. Test candidates may be deleted, depending on your customer's data retention rules.

To ensure you have sufficient data prior to completing the required mapping for Advanced Analytics, the following should be completed:

• Apply as a candidate in the customer’s career site and move the application through every status, from New Application to Hired to create the necessary status data for Advanced Analytics.
• Create several additional candidate applications to ensure that there will be an application in each disqualification status.
• Have one candidate apply to multiple positions to ensure that there is data for the "Hired on Other Requisition" disqualification status.
• Use standard Recruiting settings, such as disqualifying pre-screening questions and automatic closing of requisitions to automatically disposition applications into the "Automatic Disqualified" and "Requisition Closed" disqualification statuses.
• Manually withdraw a candidate’s application to populate the "Withdrawn Candidate" status.

Three statuses are predefined when Data Privacy Consent Statement 2.0 is enabled from

Provisioning → Managing Recruiting → Edit Candidate Privacy Options:

• "Delete don Demand by Candidate"
• "Delete don Demand by Admin"
• "Declined DPCS"

To ensure you have enough data for Advanced Analytics, complete the following:

• Delete a candidate’s profile to populate "Deleted on Demand by Candidate" from Candidate Profile → Options → Settings.
• To populate "Deleted on Demand by Admin", delete the candidate’s profile from Admin Center → Delete Candidate.
• To populate "Declined DPCS", after applying, access the candidate’s profile and from Search Options and Privacy, revoke their acceptance of the Data Privacy Consent Statement.

Using the App Status Audit Trail provides direct insight to whether or not a status within a talent pipeline is ready to be mapped in Advanced Analytics. While creating this report is not necessary, it can help save time.

When creating this report, ensure the following settings are selected:

• Create the report as a Single Domain, Recruiting V2 report.
• Ensure the Application Status, Job Req ID, and Candidate ID columns are enabled, at minimum.
• Sort the columns by Application Status.
• Add a Filter for the field Is Internal.

• From By My Selection, choose No.

  

Run the report to ensure that all statuses are available to be mapped (except for the Exception statuses listed earlier). If any of the applicant statuses are not listed, refer to the steps listed previously to move a candidate through the status.

All applicant statuses on the Application Workbench must be mapped. For example, if the customer has multiple disqualification statuses on their talent pipeline, ensure that each is mapped to an Advanced Analytics status, usually "ATS Capture" (which will not display on the reporting). If a status is not mapped when the integration is run, the sync will fail.

Customers can improve their recruiting processes by viewing the candidate progression from visit to apply to hire. They want to know: How long did it take to get through the statuses? Where are the hold-ups in the candidate process?

To assist with this, it’s helpful to map for reporting the minimum number of statuses that will help customers track candidate history. Map the most accurate and initial status that the customer would like to track to. For example, if there are multiple screening statuses (such as "Recruiter Review", "Hiring Manager Review", and so on) map the first one to "Qualified" and the others to "ATS Capture".

Do not include internal logistical steps in the reporting. For example, if the customer has "ScheduleInterview" and "Prepare Offer" statuses, map those statuses to "ATS Capture".

Lastly, be mindful of how the Talent Pipeline is configured. For example, if statuses are grouped together, ensure to map all statuses within the grouping.

Status Mappings in the Advanced Analytics Admin Interface

After setting up the integration, if there are statuses that are not mapped a notification will be triggered. After the data is processed, an Unmapped Statuses email will be sent to the person(s) with the Notify email address on the Integration Settings page. The email contains a spreadsheet listing the statuses that need to be mapped.

Map any statuses that are available to map. Otherwise, the system will be "on hold" and data will not be captured.

If a new status is added to the customer’s applicant status set, the synchronizations will continue to happen, but that ATS data is not loaded. It is critical to map all statuses.

Once mapped, statuses cannot be easily changed. If you make an error during mapping, you will need to do a data purge and reload all of the status data. This is discussed under Data Purge in this lesson.

Customers may want to change field labels in Advanced Analytics reports. For example, when a job requisition field is mapped to a field with a different name, such as Custom Field 1, this is where you will make the change.

Data Purge is used to correct errors. It removes existing information so it can be corrected. All purged data must be completely reloaded.

An ATS Data Purge is used when the customer would like to change their status mappings. You can choose to purge all data, or you can select a starting date from which to purge the data.

Note that you do not need to purge data because existing statuses need to be mapped, only when statuses were mapped incorrectly.

When you run a purge, all statuses will be pulled in the next day (or the day after, depending on cutoff time), regardless of the frequency that is set.

The status activity will be reloaded since the date at the bottom of the Integration Settings page.

Functional consultants will complete the setup by granting permission to generate reports. Customers also have the ability to enable their own users.

Users must be set up in Recruiter SSO. There are two levels of permissions:

• Ability to access reporting in Advanced Analytics
• Ability to drill into the details (international customers will want to limit this permission if recruiters in one country shouldn't be able to view candidates for jobs in a different country)

Remember that when you configured the Integration Settings page, in the Notify field, you entered your email address so that after the nightly data sync runs, you will receive an email notification if statuses need to be mapped. After all statuses have been successfully mapped to Advanced Analytics, you will remove your email address from this field and enter the email address(es) for the customer administrator who is to be responsible for monitoring this. Multiple emails and/or email distribution lists can be entered in the Notify field, separated by a semicolon. For example: admin@email.com, hris@email.com (distribution list).

Remind your customer that they do not have access to the backend Recruiting Command Center application. If they change or add statuses to the applicant status set and receive an email about the change, they will need to contact Support to map the new status(es) in Advanced Analytics.