Welcome to the Practical SAP HCM blog.
On this blog I will try to gather and summarize my own experience with SAP HR and SAP E-recruitment and explain how to solve some of the many technical issues I have encountered as well provide useful second hand documentation. I won’t try to repeat documentation which SAP has already provided, so in the posts you will often find links to official SAP web pages.
I encourage readers to add comments to the post providing their own experience and engage in active discussions.
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In SAP HCM appraisal documents as well as questionnaire answers from candidates are stored in the OSA structure and the data cannot be easily accessed through simple queries or by looking directly in the tables. If you don’t have the data in SAP BW or some other data warehouse system you only have two options, which is either develop an ABAP report or use the standard reporting tool.
- Go to transaction PHAP_SEARCH.
- Select a template and/or any other search criteria and click [Execute].
- Select all the records and click the [Reporting] button.
- A pop-up window is displayed, where you can choose between different report types. Select “Export to Excel (Enhanced)”.
- Another pop-up window is displayed, where you can select the specific data you want to be included in the report. As you can see in the image, some of the fields are “greyed” and cannot be selected. This is because they are disabled in the appraisal/questionnaire template.
If you are creating the templates in the back end, you can easily define which fields should be available, but it is not possible to change this selection after any documents have been created.
If the template is created in the portal (which is common for recruiters to do with questionnaires) it is a different story, as these fields are not to my knowledge available. I suspect that a BAdI could be used to change the default values – maybe HRHAP00_ACC_HEADER or HRHAP00_TMPL_EXAMPLE, but I have not investigated this.
Once you have the data in Excel, you can work with them, but this method is not suited for regular reporting due to the manual work with the spreadsheet every time.
BW is a good solution and has standard content for appraisal documents.
If SAP E-recruiting is installed as a stand-alone system you would still be able to load the questionnaires using the standard extractors, as the documents are exactly the same as appraisals (VA, VB, VC).
With EHP5 ILM became available for destroying data in SAP-E-recruitment. This is very significant as there are laws in every country stipulating for how long a company may store personal information about candidates, who register or apply for jobs. The data in SAP E-recruitment is also stored in a very complex way with dependencies between the objects and must therefore be deleted correctly.
Before starting to use ILM in your EREC system, I strongly recommend reading SAP note 1634262 and the attached PDF documents, which gives a lot of detailed explanations.
Setting up ILM
Deletion of the data is done from transaction SARA like with any other archiving object, but to use ILM you must first activate the business function “ILM” in the switch framework (SFW5). There are also some business function sets BC_ILM_IRM_CUST01 and 02, but they are used for something else, so ignore those.
Remember that activating a business function does not automatically generate a transport, so you will need to do that manually from within SFW5, but be absolutely sure that the source and target systems are identical. Otherwise you should activate in your respective DEV, Q/A and production systems individually.
You should also check that ILM is covered in your SAP license.
After activation you need to setup the ILM policies and rules, which determine the selection fields you will have available in SARA as well the retention rules you will be using, ie. xx number of months for storing candidates in country yy. This is done in transaction IRMPOL, which opens up a browser window for you.
You need to set up at least one policy for each of the archiving objects you will be using (HRRCF_REQ, HRRCF, APPL and HRRCF_CAND).
Please visit the documentation on SAP help: Editing ILM Policies
The documentation provided by SAP in the aforementioned note is good all though not entirely complete at the time of writing and some things may not be apparent. Below I have provided some additional observations as well as tips based on my own experience.
- In the archiving variant in SARA there is a selection “Also destroy requisitions”, which is very important. Not all NE and ND objects are destroyed with archiving object HRRCF_APPL and you need to also run for HRRCF_REQ. However, you may not alway want to destroy the NB objects (requisitions). Since many requisitions might be used for re-staffing of positions it is desirable for the recruiters to be able to copy old ones as templates, when creating new job postings.
- ND objects in status “In Process” are normally not deleted, but if all related NE objects are in for example status “Rejected”, then ND will always be destroyed.
- If the NB object is in status “Closed”, then the related NE objects will be destroyed even if they are in status “In Process”.
- If related NE objects are in status “Rejected” or “Withdrawn”, then NA objects in status “In Process” will be deleted.
- In SAP E-recruitment you may have activated the service DELETE_DEREGISTERED_CANDIDATES in table T77RCF_PS_SERACT, which deletes deregistered candidates based on retention or expiration rules defined in table T77RCF_LAWPERIOD. However, this service does not delete the related business partner (BP object).
ILM deletes the BP objects, so you can consider deactivating the service, if you setup ILM to run regularly to destroy deregistered candidates.
- If you use the detailed log when destroying candidate data you may get entries saying “Candidate cannot be deleted Related Assignments Exist. You may also get this for candidates who’s retention period has not yet been reached, but the system wont delete them, so it is just a misleading message in these cases.
- Internal candidates will not be deleted (and they shouldn’t), but EREC switches terminated employees to “external candidates”. Currently these are not deleted either, which can be argued is an error.
In a distributied scenario (I2-A and I2-B) employee master data is transferred to SAP E-recruitment and the internal candidates and related objects are created automatically. During this process all employee’s basic master data are mapped into specific EREC infotypes as described in the table below.
You can of course modify the distribution model in the HR system (transaction BD64) and limit which basic data is sent, all though some is required in order to create the business partner object.
|HR infotype table||Name||EREC infotype table|
|PA0000||HR master record||HRP5580|
Defaulting values into infotype 0016 “Contract Elements”
The feature CONTR is dependent on several customizing tables. The return value itself consists of values which you specify and entries from those tables. Below please find an overview.
Return value to be specified in CONTR:
LA / LE – ZA / ZE – PA / PE – KF – KA – CT
|Return value elements||Element description||Customizing table/view|
|LA||Value for continued pay||User defined|
|LE||Unit for continued pay||V_T538A_DW|
|ZA||Value for sick pay supplement period||User defined|
|ZE||Unit for sick pay supplement period||V_T538A_DW|
|PA||Value for probationary period||User defined|
|PE||Unit for probationary period||V_T538A_DW|
|KF||Key for notice period for ER||T547T|
|KA||Key for notice period for EE||T547T|
|CT||Key for contract type||T547V|
It is not mandatory to maintain all elements of the matrix in the tree structure in PE03. If you wish to skip an element, simply enter the delimiters and continue with the next element.
In November 2012 SAP released note Note 1783912 – Candidate’s life cycle is lost in E-Recruitment which you should read carefully. With this note SAP has provided a solution for handling the candidate’s private e-mail address correctly as both internal and external in a distributed scenario. At the time of writing it has been updated 4 times, lastly on the 10th of January 2013.
After implementing the note you will find the new filed E_MAIL in table HRP5102.
Below is SAP’s solution description together with my personal comments after having tested the note.
- External candidate’s generic e-mail id will also be stored in table HRP5102 in addition to Business partner at the time of registration.
This is true, but existing external candidate’s e-mail address will not be added to this new field. That is ok, because the business partner object’s assigned e-mail address in table ADR6 will be used to communicate with the external candidate.
- For existing internal candidates, you can store this generic e-mail id in HRP5102 by creating infotype 0105, sub type ’0030′ records in HR and distributing them through IDOCS. Sub type ’0030′ in infotype 0105 refers to ‘Private E-Mail Address’.
This finally solves the problem, where the internal candidate is also a recruiter. Previously any correspondence from EREC to this employee as a candidate would be directed to the company e-mail address assigned to subtype 0010 in infotype 0105.
- When the internal gets converted to external, this generic e-mail id from HRP5102 will be restored in business partner making it possible for the Recruiters to contact candidate in future. During the same time, generic e-mail id stored in HRP5102 will be external’s new ‘ALIAS’ in SU01. So candidate can use their generic e-mail id ( provided during time of registration ) for login . This feature makes it possible for candidate to continue with existing login instead registering again and thus avoiding duplicate records.
Remember you can check any user’s alias as well as currently assigned reference user in table USREFUS.
- The new design has the mechanism to identify the candidate’s previous employee number and this will be send to HR system when the ex-employee is hired again. Once employee number information is available in PA48, system will automatically take you to ‘rehire’ action.
Unfortunately SAP E-recruitment still does not offer any kind of solution for automatically assigning any other reference user to internal candidates other than RCF_CAND_INT.