SAP SuccessFactors RCM

Identifying a
Job

Job Requisition Requisition

Job Posting
creation Approval

Interview and Recruiter Sourcing of

Assessments Review Candidates

Background Hired and entry

Offer
check into the EC

Onboarding
Job Requisition Creation

1. Login to SAP SuccessFactors.

2. Navigate to the 'Recruiting' Module:

o From the Home Page or Admin Centre, go to the Recruiting module.

o Select Job Requisitions from the available options in the module.

3. Create New Job Requisition: In the Job Requisitions section, click the Create New button to
begin the requisition creation process.

4. Fill in Job Requisition Details: Job Title, Job Profile, Job Code, Location, Job Type, Hiring
Manager, Department

5. Set Up Requisition Specifics: Salary and Compensation, Job Requirements, Employment

Type and Work Schedule

6. Approval Workflow:

o Depending on your organization’s setup, specify the approval process for the job
requisition.

o Set the Approvers (e.g., HR, hiring managers, etc.) for the requisition, and review the
required approval steps.

7. Save or Submit Requisition:

o Once all the details have been filled in, either Save as a draft or submit for approval if
you are ready to finalize the requisition.

o Upon approval, the requisition will be active and ready to begin candidate sourcing.

Requisition Approval

1. Navigate to the 'Recruiting' Module:

 From the Home Page or Admin Centre, go to the Recruiting module.

 Under this module, select Job Requisitions.

2. Select the Pending Requisition:

 From the list of job requisitions, locate the requisition that requires approval. These are
typically marked as Pending Approval.

 Click on the requisition to open it.

3. Review Requisition Details:

 Ensure that all the required details (job title, description, salary, location, job code, etc.) are
correct.

 Review the requisition’s information, including any notes or comments added by the person
who created it.

4. Initiate Approval Workflow:

  If you have the necessary permissions, you can initiate the approval workflow. If you are an
approver, the requisition will be routed to you for review.

 The system might have predefined approval stages such as first-line manager, HR, or finance
team, depending on the configuration.

5. Approve or Reject the Requisition:

 Approve: If the requisition is complete and meets requirements, click Approve to move the
requisition forward in the process.

 Reject: If changes are needed, click Reject and provide comments for the creator to make
necessary adjustments.

6. Notification of Approval Status:

 Once the requisition is approved, an automatic notification will be sent to the hiring manager
and HR team.

 If rejected, the creator will be notified to review and modify the requisition as per the
feedback.

7.Finalizing the Requisition:

 Once approved, the requisition is moved to the Active status and can be used for candidate
sourcing.

 If approval is rejected, the requisition will remain in the draft state until the necessary
modifications are made.

Job Posting

1. Select 'Job Requisitions':

 Under the Recruiting section, click on Job Requisitions to view all active requisitions.

2. Choose an Active Job Requisition:

 From the list of requisitions, select the requisition you want to post. The requisition must be in
an Active state to be posted.

3. Click 'Post Job':

 Once inside the requisition details, click on the Post Job or Post to External Job Board button.
This will trigger the job posting process.

4. Select Job Boards or Channels:

 Choose where you want to post the job. SAP SuccessFactors allows posting to external job
boards (like LinkedIn, Indeed, etc.), internal company job sites, and other recruitment
channels.

 You may need to configure and link your job boards to the system in advance.

5. Define Job Posting Details:

 Customize the Job Posting Title (if needed) and ensure the Job Description, Requirements,
and other key information are properly displayed.
  Review the job category, location, and other specific posting information to ensure the job is
accurately represented.

6. Set Posting Duration and Application Settings:

 Define the duration of the job posting (e.g., how long it will stay live on job boards).

 Specify application instructions, such as the application form and any automated messages to
candidates.

7. Submit Job Posting:

 Once all the details are correct, click Post to submit the job to the selected job boards or
channels.

 The system will then send the job posting to the specified destinations, and candidates will be
able to apply.

8. Monitor and Edit the Job Posting (if needed):

 After posting, you can track the performance of the job posting through the Recruiting
Dashboard.

 If necessary, edit the job posting, extend the duration, or remove it from job boards by
navigating back to the requisition and selecting the appropriate options.

Sourcing of Candidates

1. Select the Job Requisition:

 In the Job Requisitions section, search for the requisition for which you are sourcing
candidates.

 Make sure the requisition is in an Active state.

2. Post Job to External Channels:

 Click on Post Job to make the position visible to external candidates.

 Select external job boards like LinkedIn, Indeed, or Glassdoor depending on the system
configuration.

 Ensure the job posting is live on multiple platforms to maximize reach.

3. Search the Talent Pool (Internal Candidates):

 Navigate to the Talent Pool section to search for potential internal candidates.

 Use filters such as skills, job title, location, or previous experience to identify qualified internal
candidates.

 Reach out to relevant candidates who match the job criteria directly from within the system.

4. Use Employee Referral Program:

 Leverage the Employee Referral Program feature to encourage current employees to refer
qualified candidates for the open position.

 The system allows for tracking of referrals and incentivizing employees for successful hires.

5. Advanced Candidate Search (External Talent Pool):

  Use the Candidate Search tool to perform an advanced search across external job board
profiles or resumes stored in the system.

 Filter candidates based on their resumes, skills, experience, and qualifications to find the
best-fit candidates for the job.

6. Review and Manage Applications:

 Once candidates apply, navigate to the Applications tab to review all incoming applications.

 Use resume parsing and other automated tools to quickly scan and evaluate candidates’
resumes based on the job requirements.

7. Engage with Candidates:

 Reach out to sourced candidates through emails or InMail (for LinkedIn integrations) directly
from SAP SuccessFactors.

 Engage candidates with updates, interview schedules, and additional job information.

8. Track Sourcing Performance:

 Use reporting tools within the Recruiting Dashboard to track the effectiveness of your
sourcing channels, such as how many candidates came from job boards, referrals, or internal
talent pools.

 Adjust your sourcing strategy based on these insights to improve your future recruitment
campaigns.

Recruiter Review

1. Go to the 'Manage Job Requisitions' Section:

 In the Recruiting module, select Job Requisitions to see the list of active requisitions.

2. Review Applications for the Job Requisition:

 Select the job requisition for which you need to review candidates.

 Click on the Applications tab to view all the candidates who have applied for the job.

3. Evaluate Candidate Profiles:

 For each candidate, the system displays their application details, including resume, cover
letter, contact information, skills, and any screening questions that were answered.

 Review their profile to assess if they meet the job requirements, such as qualifications,
experience, and skills.

4. Score or Rank Candidates:

 SAP SuccessFactors offers an option to score or rank candidates based on predefined

criteria such as qualifications, experience, or interview responses.

 Use rating scales or customized fields to assess the candidates’ suitability.

5. Shortlist or Reject Candidates:

 Once the recruiter has reviewed all applications, they can shortlist candidates who meet the
job requirements for further evaluation or interviews.
  Candidates who don’t meet the qualifications can be rejected, and recruiters can send them a
rejection notification.

6. Schedule Interviews:

 After reviewing and shortlisting, recruiters can schedule interviews with the selected
candidates directly through the system.

 You can send interview invitations and schedule the interview time within SAP
SuccessFactors using the integrated calendar functionality.

7. Collaborate with Hiring Managers:

 If needed, recruiters can collaborate with hiring managers by sharing candidate profiles and
notes.

 Hiring managers may also be able to provide feedback on candidates, which can be tracked
and reviewed in the system.

8. Move Candidates to Next Stages:

 After reviewing and collaborating, recruiters can move candidates to the next stage of the
recruitment process, such as scheduling additional interviews or extending job offers.

 You can update the candidate status (e.g., Interview, Offer Pending, Hired) to track the
progress of each applicant.

Interview and Assessments

1. Configuring Interview and Assessment Settings

 Define Assessment Tools:

o Integrate third-party assessment tools if required (e.g., SHL, Mercer, or custom tools).

o Configure the API integrations or standard connectors.

 Set Up Interview Templates:

o Create templates for interview processes.

o Define interview types, such as panel interviews, one-on-one, or technical rounds.

 Role-Based Permissions:

o Assign permissions for recruiters, hiring managers, and interviewers to access

relevant features.

 Custom Fields for Assessments:

o Add custom fields to capture assessment results in the Job Requisition or Candidate
Profile.

2. Creating and Managing Job Requisitions

 Set Up Job Requisition Templates:

o Include fields for interview stages and assessments.

o Link required competencies or skills to the requisition.

 Define Interview Stages in the Pipeline:

 o Map out the recruitment stages in the Candidate Pipeline.

o Include steps for initial screening, technical interviews, HR interviews, and

assessments.

3. Scheduling Interviews

 Candidate Availability:

o Use SuccessFactors Interview Scheduling tools to check the candidate's availability.

 Create Interview Events:

o Invite interviewers and candidates via email.

o Integrate calendars (e.g., Microsoft Outlook or Google Calendar) for automatic

scheduling.

 Assign Interviewers:

o Allocate interviewers based on role or expertise.

o Ensure they have access to the interview guide and assessment criteria.

4. Conducting Assessments

 Assessment Invitations:

o Send assessments to candidates directly from SuccessFactors.

o Include clear instructions and deadlines for completion.

 Integration with Tools:

o Assessments can be conducted using integrated third-party platforms or custom

questionnaires in SuccessFactors.

 Tracking Results:

o Automatically fetch results from integrated systems.

o Allow manual entry for offline assessments.

5. Conducting Interviews

 Using Interview Central:

o Provide interviewers access to Interview Central, where they can view:

 Candidate resumes.

 Predefined interview questions.

 Evaluation criteria.

o Allow real-time feedback submission during the interview.

 Structured Feedback Forms:

o Use competency-based evaluation forms for consistent feedback.

o Rate candidates based on predefined scales.

6. Consolidating Feedback and Results

 Score Aggregation:

o Consolidate assessment scores and interviewer feedback.

o Use the weighted average or ranking systems to shortlist candidates.

 Collaboration Tools:

o Share feedback among the recruitment team.

o Use Recruiter Notes to discuss candidate performance.

7. Making Decisions

 Shortlisting Candidates:

o Automatically advance candidates in the pipeline based on interview scores or

assessment results.

o Set up thresholds for rejection or progression.

 Job Offer Decision:

o Use combined interview and assessment results to make informed decisions.

o Prepare offer letters and move candidates to the Offer stage.

8. Reporting and Analytics

 Interview and Assessment Reports:

o Generate reports to analyse interviewer performance and assessment effectiveness.

o Use dashboards for insights into time-to-hire, pass rates, and feedback trends.

Offer

1. Configuring the Offer Process

 Offer Letter Templates:

o Set up offer letter templates in Recruiting Management.

o Use placeholders (merge fields) to dynamically populate candidate and job-specific

details.

o Examples include candidate name, position title, salary, joining date, and company
policies.

 Role-Based Permissions:

o Assign permissions to recruiters, hiring managers, and approvers for creating,

approving, and sending offers.

 Approval Workflow:

o Define the offer approval process in the Recruiting Approval Workflow.

o Include all stakeholders (e.g., department heads, HR, finance) in the workflow.

2. Creating an Offer
  Generate an Offer:

o Navigate to the candidate's profile in the Candidate Pipeline.

o Select the Offer stage and click Create Offer.

 Populate Offer Details:

o Fill in fields like job title, compensation package, joining date, and additional benefits.

o Add any custom fields specific to the organization, like relocation benefits or
probation terms.

 Attach Documents:

o Attach offer-related documents, such as policy handbooks or benefits guides.

3. Approval of the Offer

 Route for Approvals:

o Submit the offer for approval based on the predefined workflow.

o Notify approvers via email or in-app notifications.

 Track Approvals:

o Monitor the approval status in the Offer Approval Dashboard.

o Resolve any rejections by revising offer details and resubmitting for approval.

4. Extending the Offer

 Communicate the Offer:

o Once approved, send the offer to the candidate via email from SuccessFactors.

o Use the Candidate View to allow candidates to review and accept/reject the offer
online.

 Include Offer Letter:

o Attach the finalized offer letter in the communication.

o Provide options for candidates to download or digitally sign the offer letter.

5. Candidate Response

 Monitor Candidate Actions:

o Track whether the candidate has viewed or accepted the offer in the system.

 Handle Offer Acceptance:

o If accepted, automatically move the candidate to the Hired status in the pipeline.

 Offer Decline or Negotiation:

o If declined or flagged for negotiation, update the offer details and repeat the approval
process as needed.

6. Onboarding Integration
  Seamless Transition:

o Upon offer acceptance, initiate the Onboarding Module in SuccessFactors.

o Automatically transfer candidate data to the onboarding process for a smooth start.

Background Checks

1. Configuration:

 Integrate with third-party providers.

 Set up permissions for recruiters and HR teams.

 Define triggers for when background checks should occur (e.g., after offer acceptance).

2. Initiation:

 Start the background check from the candidate’s profile in the pipeline.

 Send requests to providers or internal teams with necessary candidate details.

3. Candidate Communication:

 Request documents (e.g., ID proof, education certificates) via the candidate portal.

 Notify candidates about the process and timelines.

4. Monitoring:

 Track the status of the background check (e.g., initiated, in progress, completed).

 Address delays or discrepancies promptly.

5. Result Review:

 Automatically or manually retrieve results.

 Review reports for employment verification, education, criminal records, etc.

6. Actions:

 Clear candidates to proceed to the next recruitment stage or log rejections with reasons.

 Resolve discrepancies in collaboration with candidates or providers.

Hired and entry into EC

1. Configuring the Hired Process

 Set Up Recruiting to EC Integration:

o Ensure integration between Recruiting Management and Employee Central is

enabled.

o Map fields between the two modules to ensure seamless data transfer (e.g.,
candidate name, job title, start date).

 Role-Based Permissions:
 o Grant necessary permissions to HR, recruiters, and hiring managers to finalize the
hiring process and access EC.

2. Hiring the Candidate

 Move to Hired Status:

o In the Recruiting Management Candidate Pipeline, change the candidate's status to

Hired.

 Offer Letter Acceptance:

o Confirm that the candidate has accepted the offer before proceeding.

 Trigger EC Data Transfer:

o Once marked as hired, the system automatically triggers the transfer of data to
Employee Central.

3. Validating Data in Employee Central

 Review Data:

o Validate that all necessary information (e.g., personal details, job role, compensation,
work location) is correctly transferred.

 Populate Missing Fields:

o Manually fill in any additional fields required for onboarding or payroll setup in EC.

 Check Employee ID Assignment:

o Ensure the system generates a unique employee ID or manually assign one.