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HR – Recruitment
END USER MANUAL

END USER MANUAL

Contents

Scope 3
Objectives 3
1 General Description 4
2 Create a Position 6
3 Create a Vacancy 7
4 Assign Personnel Officer/Line Manager to a Vacancy 9
5 Create / Maintain a Requirement Profile 12
6 Advertising 13
7 Maintain Applicant Master Data 15
7.3 Maintain Data for an Internal Applicant 26
7.4 Assign Unsolicited Applicant Group to an Advertisement 28
8 View applications received against an advertisement 30
9 Change data / Data uploads 37
10 Profile match-up 42
11 Create activities 43
12 Create actions 46
13 Prepare to hire 48
14 Maintain rejection status 50
15 Print letters 51
16 General 52

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Scope
This unit is designed to provide an introduction on how to use the system and describes
different scenarios regarding creating vacancies, creating advertisements, receiving
applications, hiring employees. Recruitment offers a number of different user interfaces to use
while performing various recruitment activities. The user interfaces are:

 Applicant master data

 Applicant activity

 Selection procedure

 Advertising

 Info System

Applicable user interfaces are described for each maintenance scenario.

Objectives
To enable users to
 Use the Application Help tool to increase practical learning and provide instant support
 Create vacancies, advertisements, maintain applicant data and perform recruitment
actions
 Understand and use the different scenarios to create and maintain recruitment actions in
HRMS

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1 General Descriptions

1.1 Recruitment

The Recruitment process requires planning strategies that are designed to meet both the
present and the future needs of the company. These strategies must consider aspects such as
existing personnel, succession planning, career growth etc., when planning for an organization’s
present as well as future personnel growth and development. The planning stages must be well
integrated so that all the hiring activities – from writing job descriptions to documenting
procedures – become an effective process.

The applications within the module are designed to facilitate processing job applications,
recruitment, and creating job specifications and qualification profiles. The module supports the
entire recruiting process, from receiving applications to the processing of applicants and the
final decision to hire chosen applicants and transformation from an applicant to an employee
with an employee number in Personnel Administration.

1.2 Workflow in Recruitment module

1.2.1 Recruitment request: The process begins when vacancies arise in the Company and a
request for recruitment is approved and received by Personnel department.

1.2.2 Advertisement: The next stage in the process is the job advertisement, which entails obtaining
information on the job opening, the recruitment instrument, publication on the internet / intranet,
etc.

1.2.3 Process applications: Once applications are received, data has to be entered into the
recruitment module based on the applicant’s job status. For example, the applicant may be a
company employee (internal applicant), an external applicant, a first time applicant, or an
applicant who has applied to the company before. Depending on these factors (and others), it is
determined which type of personal data has to be entered into the system or what data already
contained in the system needs updating.
A letter can be sent to the applicant at this stage confirming the receipt of the application. The
letter can be automatically generated, adapting the standard text on a case to case basis. The
letter can be printed and sent as regular mail, as a telefax, or sent as an e-mail to the applicant.
With the e-mail confirmation facility, the applicant can check the status of his or her application
via the Internet at any time.

1.2.4 Selection / Profile match up: Selection of applicants first involves screening the applicants for
the vacant position and verifying data to see if the basic requirements to fill that position are
met. A profile screening of the applicants meeting the criteria of the job opening is done.
Applicants who meet the requirements are short-listed and are then called for the written test.
The written test letter can be printed and sent as regular mail, as a telefax, or sent as an e-mail
to the applicant. The applicant can check the results of the written test on the internet after
announcement of the results. Interview letters can be sent to the shortlisted candidates either
as email, regular mail, etc.

1.2.5 Hire applicant: In this phase the applicant is selected, rejected, or placed on hold. Appropriate
communication can be sent to the applicant depending on the decision. The information of
applicants who have been selected can be transported to Personnel Administration.

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1.3 Recruitment – Internet / Intranet web site
Applicants can also apply via the Internet by entering their own data. Applicants who apply
through the web are automatically assigned to the vacancy, Personnel Officer, Personnel sub-
area and application form as these will be specified when creating the advertisement.
Applying via the Internet facilitates the recruitment process, since the applicants enter their own
data. This would relieve the Personnel Department from time-consuming jobs of entering all
applicant data into the system. Further, when applicants are given the opportunity to enter their
own data directly into the system, it should result in accurate and up to date information.
Obviously, some applicant’s data will still have to be entered by the recruitment officer since
they apply via other means than the Job site.

1.4 Definitions
Organizational unit – Department in the Company
Vacancy – Unoccupied position in the Company
Recruitment Instrument / media eg. press, internet, university, employment exchange, etc.
Advertising Instrument eg. TOI, Deccan Herald, IIT-Chennai, etc
Applicant Group – internal applicant (an employee), external applicant (outsider)
Applicant Ranges – Wage Group / Grade Eg. E-II, WG VII, etc
Recruiting Officers eg., Line Managers, Personnel Executives, etc
Applicant – an individual who has applied for a job in the Company
Applicant number – unique number assigned to each applicant
Applicant Status – indicates the current activity taking place w.r.t. an applicant
Personnel number – unique number assigned to an employee in the Company
Infotype - Table with fields; a screen in SAP with various fields
Actions – HR processes
Infogroups – group of related infotypes

1.5 Menu Path:

Use the menu path to go to the recruitment module:
Human Resources > Personnel Management > Recruitment

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2 Create a position
If the recruitment is an expansion, ideally the process has to start with the creation of positions
in the system, (and then terming it ‘vacant’).

If an employee is to be replaced, the position is already created and you need only to check that
it is marked as a vacancy.

On the initial screen of the R/3 system, choose the path:

Human Resources > Organizational Management > Expert mode > Simple maintenance >
PPOM_OLD – Change (OR use transaction code PPOM_OLD)

Enter the editing period.

With the help of the structure search choose the desired Organizational unit in the
Organizational structure where the Position/Positions should be allocated.

Click on icon: Change.

Mark the Organizational unit that should get new Positions assigned.

Click on: Staff assignments.

Click on: Create Positions.

Choose appropriate Job in the Job catalogue using the structure search and edit the name of
the Position if needed. Enter the number of requested Positions. Check valid start date.

Click on icon: Save.

Note: Positions will be valid from current date if the defaulted valuation date is not changed.

Important: The object numbers of the positions created may be noted down for use in later
stages.

Result: New Position/Positions have been created and allocated to an Organizational unit.

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3 Create a Vacancy
The recruitment component only deals with positions that are vacant i.e., vacancies. All
positions that are not occupied by an employee are vacancies.

Against the positions created, check to see that they are marked as vacancies.
Choose the menu path:
Human resources > Organizational management > Expert Mode > PO13 – Position (OR
use transaction code PO13)

The Maintain Position screen will appear. Specify the position number in the Position field. If it
is not defaulted, use the number noted down while creating positions.

Select the line Vacancy by clicking on it.

Click the Change button or to check the record.

The system displays the screen for Infotype 1007 Add Vacancy.

In the first date field, check the date from which the position is vacant

Check that the vacancy is open and save .

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Vacancies can also be created, through transaction code PP03.

It has thus been checked that the positions have been marked as vacant.

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4 Assign a Personnel Officer and a Line Manager to a vacancy
Menu Path and Transaction code
Human resources > Personnel Management > Recruitment > Advertising > Vacancy >
PBAY – Maintain (OR use transaction code PBAY)
The system displays the Vacancy screen.

Enter the dates in the data selection period.

Click on the Execute icon.

The Maintain Vacancies screen appears.

Click on the position for which the Line Manager and Personnel Officer have to be maintained.

Click on the change icon. The change vacancy screen appears.

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 In the field Personnel Officer, select the personnel officer responsible for the selection i.e., the
Member Secretary for the selection.

Specify a line manager (chairman of the selection committee) from the drop down list of
employees.

Click on the save button to save entries.

Once the entries are completed click on to come out of the screen.
Personnel officers and line managers responsible for the selection have been maintained.

4.1 Go to the following menu path and transaction code:

Human Resources > Personnel Management > Recruitment > Advertising > Vacancy >
PB80 - Evaluate (OR use transaction code PB80)

On the report screen, choose the personnel officer from the list.

Click on the execute button

The list of all vacancies for that particular personnel officer and also applicant lists etc., for these
vacancies will be displayed.

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Note: Without the assignment between personnel officer and vacancy, this search would not
have been possible.

However all applicants are also attached to a personnel officer in the system and there are
various other reports on applicants for personnel officers.

If this step is excluded, this specific report, vacancies for a certain personnel officer, will not be
available, but reports on all applicants assigned to a personnel officer can be prepared.

Note : For our purpose, it is recommended not to assign vacancies for advertisements where
large number of applications are expected; or where large number of candidates are being
recruited.

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5 Create or maintain a requirement profile
To be able to compare the requirements of a position with the qualifications of an applicant, we
have to create/maintain the requirement profiles for both the position and the applicants.
Menu Path and Transaction code
Human resources > Personnel Management > Personnel Development > Profile > PPPM -
Change (OR use transaction code PPPM)

The Change Profile screen will appear.

Make sure the object type is set to position. If not, choose position from the list of possible

entries. Specify the position number in the position field, and click on the execute icon.

The screen “Position: Change profile” is displayed.

Click on the Create button to change the profile.

The Qualification Catalogue opens up. Select the qualifications

Mark the little box by the qualification and click on the Transfer button to transfer your
selection.

Select the proficiencies for each qualification and click on the Save button to save. Then go
back to the initial screen with the back button.

Positions have been created, assigned to a personnel officer and a line manager and finally a
requirement profile created. Applicants can now be attached to it.

6 Advertising

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To be able to enter / receive applications against an advertisement, the advertisement has to
first be created in the recruitment module.
Menu Path and Transaction code
Human resources > Personnel Management > Recruitment > Advertising > Advertisement
PBAW - Maintain (OR use transaction code PBAW)

Enter vacancy numbers in the field.

Click on execute icon. The Maintain Advertisements screen appears.

Click on create advertisement icon. The Create Posting screen appears.

Do not enter in Advertisement. Click on next free advertisement number.
Select the Advertising Instrument from the drop down list.
Enter Publication date of the advertisement / date of campus recruitment in the field Publication
date.
Enter the last date for receiving applications / campus recruitment end date (for the earlier
selection) in the Advertisement end date.
Enter Publication costs (cost of publishing in the newspaper).
Enter a short description of the advertisement in text name.

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Click on save icon.
Go back to the initial Job Advertisements screen.
Enter advertisement number.

Enter the advertisement number in advertisement.

Enter the advertisement instrument already selected.

Enter the advertisement date and publication end date.

Enter vacancy from and to. Click on save icon.

The screen Variant Attributes appears.

Enter a variant name in the field and a description for the variant.

Click on the save button to save entries.

While subsequently maintaining entries or generating reports, the variant name alone can be
entered to get the details of the current selection.

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7 Maintain Applicant Master Data
On receiving applications against an advertisement, the applicant’s data has to entered into the
recruitment module.
Menu Path and Transaction code
Human resources > Personnel Management > Recruitment > Applicant master data >
PB30 - Maintain (OR use transaction code PB30)

On the Maintain applicant master data screen, select the Infotype Applicant Actions.

Click on icon create. The following screen appears.

Select sub-type ’11 Initial entry of basic data’. The Create Applicant actions screen appears.
The start date is defaulted as the date of data entry and end date as 31.12.9999.

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 7.1 On the Create Actions screen (Infotype 0000) fill in the following fields:
Field Description
App. No. Do not enter any applicant number. The system will provide the
number when you save.
Applicant Action Type Do not enter. Initial entry of basic data is defaulted here.
Overall status Do not enter. In process entry is defaulted here.
Status reason Select New Application from the drop down list
Reference Optional entry because this is not used in our scenario; (Select
employee who has referred the applicant from the drop down list)
Personnel area Select from the drop down list depending on which unit the
recruitment is for. If the recruitment is for Deputy Engineers and
being done by Corporate Office, then select CO90. If the
recruitment is unit specific, say for a Security Officer in Ghaziabad,
select GD80, etc.
Position If the position for which the recruitment is being done is clearly
known and positions have already been created in Organizational
Management, the position can be selected from the drop down list
while entering the data. If there is only one position, say of
Security Officer, and ten applications have been received, all
these applicants can be assigned to one position i.e., of Security
Officer created in Organizational Management.
Applicant Group Select from the drop down list
1 active external in case of fresh applicants
2 active internal in case of applicants who are employees of the
Company and applying for a higher position.
3 Campus recruitment in case of campus recruitees
4 Temporary worker in case of persons hired on contract basis
5 Student employee in case of trainees
Applicant Range Select the wage group for which the recruitment is being done
from the drop down list.

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 Click on the save icon to save your entries and go to the next screen i.e., the Create
Personal Data screen.

 7.1.1 On the Create Personal Data screen (Infotype 0002) the fill in the following fields:
Field Description
Title Select from the drop down list
‘Sri’ if male
‘Smt’ / ‘Miss’ if female
Last name Enter the surname Eg., Sen
First name Enter the given name Eg., Sushmitha
Initials Enter the initials Eg., M
Title Select from the drop down list
‘Dr’ in case of doctors / PhD holders,
Captain, etc., for ex-servicemen
Birth Date Enter the date of birth (the system automatically sets the format to
dd.mm.yyyy)
Birth Place Enter the place of Birth
Ctry of Birth Enter the country of Birth (has been defaulted as India; in case
the country of birth is any other, select from the drop down list)
State Select the state of birth from the drop down list

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Field Description
Nationality Defaulted as Indian for all employees
Language Defaulted as English for all employees
Mar. status Select from the drop down list (Single / Married / Widow/er /
Divorcee)
Since Enter Date of change in marital status
No. children Enter number of children
Religion Select from the drop down list
Occupational Code Do not enter any values
Mother Tongue Select from the drop down list
Home Town Mandatory entry in case of non-executives

Click on the save icon to save and go to the next screen. If marital status is entered as
‘Married’ OR number of children is entered as 1 or 2, etc., the Create family / related person

infotype (0021) appears. The screen entry can be skipped by clicking next record icon.

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
7.1.2 On the Organizational Assignment screen (Infotype 0001) make entries as below:
Field Description
Company code Do not enter – Company code is defaulted based on earlier
selections.
Personnel area Do not enter – Personnel area is defaulted based on earlier
selections.
Personnel sub area Select data from the drop down list
Applicant group Defaulted from entries in earlier screen. Do not enter
Applicant range Defaulted from entries in earlier screen. Do not enter
Organizational key Do not enter
Personnel Officer Select the personnel executive in charge of the recruitment
from the drop down list.

Click the icon to save and go to the next screen (Create Addresses).

 7.1.3 On the Create Addresses screen (Infotype 0006) enter the following information:
Field Description
Address type Select type of address from drop down list (For eg.,
permanent address, temporary residence)
C/O Enter Care/Of, if provided by the applicant

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Field Description
Street/house number Enter street address; Enter house number; In case of
Colony residents, enter ‘BEL colony’ in street / NA / 27;
The above entry is to be strictly followed
2nd address line Enter area of residence (For eg., Jalahalli)
Postal code/City Enter zip code – mandatory; Enter city
District Enter district - optional
Region Select from drop down list
Country key Defaulted as India
Telephone number Enter residential telephone number
Distance in kms. Optional entry
Company housing Optional entry

Click on the save icon to save and go to the next screen (Create Applications).

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 7.1.4 On the Create Applications screen (Infotype 4001) enter the following information:

Field Description
Advertisement Select the advertisement from the drop down list for which
the application has been received.
Unsol.app.gp Do not enter
Contact medium Do not enter
Contact employee Do not enter

Note : Entries should be made in Unsolicited applicant group only if the data of such applicants
is to be maintained for future use, as in the case of Dependents of Deceased Employees,
Physically Handicapped Persons, etc., under the relevant sub-types.

Click on the save icon to save and go to the next screen (Create Additional Personal Data).

7.1.5 On the Create Additional Personal data screen (Infotype 0077) enter the following
information:

Field Description
Ethnic Origin Select category from drop down list (GN, OB, SC, ST)
Military Status Select ex-serviceman status from drop down list (Ex Air
Force, Ex Army, Ex Navy)

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 Click on the save icon to save and go to the next screen (Create Education).

7.1.6 On the Create Education screen (Infotype 0022) enter the following information:
Field Description
Educational Establishment Select educational establishment from drop down list.
Select Professional school for entering details pertaining to
BE, CA, etc.
Education/training Select the qualification of the employee. For eg., BE.
Institute/location Enter the name of the Institute from where the qualification
was acquired and the location of the Institute.
Country key Defaulted as India; Select from drop down list in case of
any other country
Certificate Do not enter
Duration of course Enter period, select weeks, years, etc., from drop down list
Final Mark Enter percentage of marks
Branch of study 1 Select from drop down list
Branch of study 2 Select from drop down list in case there is more than one
branch of study
Enter only one qualification at a time with the period specifically mentioned. While using
transaction code PB30 and performing the hiring action, the create education infotype appears
only once, therefore enter only the qualification for which the advertisement was released here.
For entering all other qualifications, use transaction code PB30 once again, select the infotype
education and enter details, with start date and end date mentioned for each qualification.

Select school, to enter details regarding schooling (SSLC, IX std, etc)

Select college, to enter details regarding PUC, etc.
Select Secretarial School, to enter details pertaining to typing skills, stenography, etc.
Select Trade School, to enter details regarding ITI trade courses.

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 Select Technical School, to enter details such as Diploma-Electronics, etc.
Select Professional School, to enter details such as BE, CA, MSW, etc.
Select Graduate School, to enter details such as BA, B.Com, etc.
Select Post Graduate School, to enter details such as M.Tech, MA, etc.
Select Language School, to enter proficiencies pertaining to Hindi.

IMPORTANT : In the start date in education infotype enter the date mentioned in the degree /
diploma certificate / course completion date. The end date should always be entered as
31.12.9999.
* There are no fields in the education infotype where the start and end date of the education
course can be entered. This has to be calculated based on the start date (validity date of the
record, i.e., the end date of the education course) and the entries in duration of course.

Click on the save icon to save entries and go to the next screen (Create Challenge).

7.1.7 On the Create Challenge screen (Infotype 9004) enter information only in case the applicant is
Physically Handicapped:

Field Description
Challenge Group Select Disability from the drop down list
Degree of challenge Enter the percentage of disability as certified by the
Medical Officer
Credit factor Do not enter
Challenge type Select from the drop down list
HH – in case Hearing Handicapped
OH – in case Orthopaedically Handicapped
VH – in case Visually Handicapped

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 To go to the next infotype, click on the save icon to save in case entries have been made

and go to or click on next record to go the next screen.

7.1.8 On the Create Additional Applicant Data screen (Infotype 9401) enter the following
information:

Field Description
Preferred unit of posting Select from the drop down list in case the advertisement
had mentioned that the applicant can indicate his/her
choice; In case the advertisement is only for one unit, then
entry of that unit is optional.
Parents / Relatives Select Y if Yes and N if No. In case Y is selected, press
employed in BEL the enter key on the keyboard. The Personnel number
field appears. Select the personnel number from the list by
double clicking on the selection.
DDE Defaulted based on earlier selection
DD number Enter the Demand Draft number
Bank name Enter the name of the Bank from where the demand draft
has been obtained
DD Amount Enter the demand draft amount
Branch code Enter the branch code of the bank as mentioned on the
demand draft
Roll number Enter the roll number of the applicant in case the same is
known at this point of time. Otherwise, do not enter.
Test center Enter the center where the applicant is to take the test in
case the same is known at this point of time. Otherwise,
do not enter.

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 Click on the save icon to save entries.
The initial ‘Maintain applicant master data’ screen appears.
Delete the applicant number.

Select applicant actions and click on to enter data for another applicant.
Repeat steps listed from 6.

7.2 To add or change applicant data. E.g. an applicant notifies that his or her address has changed.
Use the "Maintain applicant master data (Transaction code PB30)" to add or change the
information.
Select the applicant number from the drop down list.

Select the required infotype and click on change icon. Change the information and click on
the icon to save.

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7.3 Maintain data for an internal applicant:
In case employees apply against an external advertisement / for a higher post (eg., Technicians
in CP V applying for the post of Engineering Assistant in CP VI; Engineering Assistants who
have acquired BE while in service applying for the post of Probationary Engineer, etc)
Menu Path and Transaction Code
Personnel Management > Recruitment > Applicant Master Data > PB10 – Initial Data Entry
(OR use Transaction Code PB10)

On the Initial entry of basic data screen

- Select the Personnel number from the drop down list.
- Select the advertisement no. for which the employee has applied from the drop
down list
- Enter
- The employee data already on the system appears on the screen.
- Check the data and make corrections if the data is not OK
- Save and go to other screens.
- Repeat steps listed from para 6 onwards.

7.3.1 Data for an internal applicant can also be entered using the following menu path and transaction
code:
Personnel Management > Recruitment > Applicant Master Data > PB40 – Applicant
Actions (OR use Transaction code PB40)
Select Initial entry of basic data on the Applicant Actions Screen

Click on the execute icon to go to the Initial Entry of Basic Data infotype

On the Initial entry of basic data screen, click on former applicant/former employee.

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- Select the Personnel number from the drop down list.
- Select the Personnel area from the drop down list. Here the selection should be
the Unit which has released the advertisement. For eg., if an advertisement for
Deputy Engineers is released by Corporate Office, select the Personnel area as
Corporate.
- Select the Personnel sub-area from the drop down list. If the Personnel area is
Corporate, then sub-area is COCO.
- Select Active Internal in the Applicant Group.
- Select the grade/wage group for which the advertisement has been released in
Applicant range.
- Select the Personnel Officer responsible for the selection from the drop down list
- Select the advertisement no. for which the employee has applied from the drop
down list
- Click on Save+add.data
- Enter
- The employee data already in the system appears on the screen.
- Check the data and make corrections if the data is not OK
- Save and go to other screens.
- Repeat steps listed from para 6 onwards.

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7.4 Assign an applicant from the unsolicited applicant group to an
advertisement
In para 6.1.4 it was mentioned in the note that data of applicants such as Physically
Handicapped Persons, Dependents of Deceased Employees, etc., without reference to any
advertisement may be entered in Unsolicited applicant group under the relevant sub-types. If it
is found that any of the applicants in this group will meet the requirements against an
advertisement, the person may be assigned to the advertisement through the following steps.

Menu Path and Transaction code

Personnel Management > Recruitment > Applicant Master Data > PB30 –Maintain (OR use
Transaction code PB30)

Select the Applicant No. from the drop down list.

Select Applications.

Click on change icon.

The Change Applications screen appears.

On the screen select the advertisement for which the employee would be suitable from the drop
down list. Enter and click on save icon to save.

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The applicant in unsolicited applicant group is now assigned to an advertisement.

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8 View applications received against an advertisement
In order to view applications received against an advertisement / during a certain period / status of
applications / statistics, the following reports may be used.
Menu path and Transaction code:
Human Resources > Personnel Management > Recruitment > Applicant master data >
Bulk processing > PBA1 – Applicants by name (OR use Transaction code PBA1)
Human Resources > Personnel Management > Recruitment > Applicant master data >
Bulk processing > PBA2 - Application (OR use Transaction code PBA2)
Human Resources > Personnel Management > Recruitment > Applicant master data >
Bulk processing > PBA4 - Receipt of application (OR use Transaction code PBA4)

Human Resources > Personnel Management > Recruitment > Applicant master data >
Bulk processing > PBAC- Applicant statistics (OR use Transaction code PBAC)
On selecting the menu path or entering the transaction code, the following screen appears.

The date selection is defaulted as current date. In the field advertisement, enter the
advertisement number for which data is to be viewed.

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Click on the execute icon to view the data.
Since the report selected was applicant statistics (PBAC), the following details of applications
against advertisement number 27 appear.

To see details of applicants, select in process, and click on choose icon. The screen with
data of applicants who applied against the advertisement appears.

To see further details of an applicant, select an applicant and click on Master Data

Button. On the Maintain applicant master data screen, select the desired infotype, click on
to view details of the candidate.

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Alternatively, select the profile and click on .

The data maintained for the applicant is displayed as below.

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If a printer is set up, you may print the short profile by clicking the print button .

In order to add data pertaining to vacancy assignment, education or previous employers, select

the applicant and click on . Select the tab education if education details need to
be added or click on tab other/previous employers if past employment details need to be added.

To run profile checks use the following menu path and Transaction code:
Human resources > Personnel management > Recruitment > Info system > Reports >
Vacancy > S_AHR_61015516-Vacancies (Or use transaction code S_AHR_61015516)
Type or select the vacancy from the drop down list.

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 Click on the execute icon.

Select the vacancy and click on the App. List button and to see the number of
applicants.

Click on the Back button

Click on the App. Statistics button . Double-click on In process and on Rejected

in the list.

Go back by clicking the Back button again .

Click on the Find candidate button ; Now a search can be performed for objects
that match the positions requirement profile.

Note: This is the same report as:

Human Resources > Personnel Management > Recruitment > Advertising > Vacancy >
PB80 – Evaluate (OR use transaction code PB80)

7.1 IMPORTANT : In order to view the data of an applicant against an advertisement as required by
BEL, enter transaction code ZHR037. Enter the advertisement number on the screen and click

on execute icon to view the details. Details such as applicant number, name, date of birth,
educational qualification, date of birth, roll number, test marks, viva marks, roll number, etc., are
displayed.

The data can be saved to an excel sheet by clicking on print preview icon.

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In the screen that appears as above, click on Spreadsheet icon.
Click on the Table radio button.

Click on continue enter icon to continue entries.

On the ‘Export screen object to XXL’ screen click on to continue

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The data is saved in an excel file as below:

Further analysis can be done based on this report in the excel file.

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9 Changes to data / Data uploads:
After scrutinizing applications to maintain details such as roll number, test center, DD details,
etc., for an applicant, use the following menu path and transaction code:
Human Resources > Personnel Management > Recruitment > Applicant master data >
PB30 – Maintain (OR use Transaction code PB30)
On the Maintain applicant master data screen, enter the applicant no. In the Infotype field, enter

9401 (Additional Applicant data Infotype) and click on if no data has been entered while
entering data for the applicant initially or click on change icon to make changes / further
entries.

Enter
Infotype no.

Make entries in the fields as detailed in para 6.1.8 earlier. Click on save icon to save.

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9.1 Programs have been provided for uploading data (such as roll number, written test marks, interview
marks), etc., from a text file into SAP. For eg., data can be changed / added in the excel file
downloaded following the steps at para 7.1, and uploaded into SAP through the relevant transaction
codes (after converting the excel file into a text file). To go to the programs for recruitment follow the
steps detailed below.
On the initial screen type enter zrect in the transaction window.

Transaction
window

Double click on the desired action to go to the relevant screens for uploading data. It must be
ensured that the data must always be entered in the manner prescribed, failing the upload
programs will not work.

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For example, if roll numbers, test centers have to be entered for a number of candidates, double
click on the transaction code ZHR048 – Allotting test center, roll number.

On the Upload Roll Numbers screen click on file name. Select the file / path to upload the data
from.

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 Always select radio button ‘Session’; always select radio button ‘All screens’

Click on execute icon to upload the data. On completion of the upload, information is
displayed as to the number of records uploaded.

Click on continue enter to continue; similarly other transactions can also be run;

NOTE : The above transactions may be used where data has to be entered into the system for
a large number of applicants and it would be time consuming to enter data through the
infotypes. It is however recommended that for initial data entry the infotypes in SAP should be
used to ensure that data is entered systematically and in all the fields required. For all further
transactions, the transactions for data uploads may be used.

PB30 – Transaction takes you to the initial maintain applicant master data screen. Follow steps
indicated at para 6 to enter data.

ZHR049 – Transaction takes you to the upload initial entry for applicant data screen. It is
strongly recommended that for initial entry this transaction should not be used.

ZHR037 – Transaction takes you to the applicant’s education and training screen. Follow steps
indicated at para 7.1.

9.2 While uploading data into SAP, against each transaction, data has to be maintained with
specific fields in a text file. It is recommended that the data should be entered in an excel file
obtained after running transaction ZHR037 (without any special features) and converted to a
text file.

9.2.1 General descriptions

APPLI - Applicant number

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 BEGDA – Start date / date of activity (eg., date of allotment of roll number, test date, interview
date, etc)
ROLLNO – Roll number of the applicant
TESTCENTERS – Test Center where the applicant has to take the written test
PERNR – Personnel Number
TYPE – Type of activity (eg., confirmation, gradation, E-I promotion, recruitment, etc)
DATE – Date on which the data is being uploaded
TESTDATE – Date of test
DISCIPLINE – Test discipline (eg., E-I test discipline, recruitment discipline, etc)
TESTMARKS – Marks obtained in the written test
VIVAMARKS – Marks obtained in the viva marks
PASS / FAIL – Indicate ‘P’ for Pass; ‘F’ for Fail

ZHR048 – Allotting test center and roll number

ZHR050 – Invite applicant for test / Invite applicant for interview / Prepare for hiring

ZHR046 - Recruitment - Uploading test marks / viva marks

10 Profile match-up
In Personnel Development, a requirement profile can be defined for a position / job. The system
uses this profile to do a match up. You can then compare the applicant’s qualifications with
those specified in the requirement profile for a position.

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On the initial R/3 screen, select the menu path:
Human Resources > Personnel Management > Personnel Development > Information
system > Reports > PEPM - Profile Match-up (OR use Transaction code PEPM)
The Profile Match-up screen will appear.
Set object type to Applicant by clicking the left Change object type button.
Select the applicant (use the applicant number).
Set object type to position by clicking to the right (Change object type button).
Select the position (use the position number).

Click on the Execute button to go to the profile match-up pop-up.

Result: You have made a match-up between the applicant’s qualifications and the requirements
for the position.

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11 Create activities
When applicant actions such as ‘initial entry of basic data’, ‘process applicant’, ‘put applicant on
hold’, ‘invite applicant for test / interview’, ‘reject applicant’, ‘prepare to hire’, etc., are carried out
during the administrative process, the applicant overall status is changed. When this happens,
activities will show up for the applicant. Applicant activities can be viewed upon as
administrative stages through which an applicant passes during the course of the application
procedure. For eg., a printout of a letter
Most activities are created automatically, when actions are carried out and the applicant overall
status is changed. Activities are created and generated in planned status; When performed,
they are kept in completed status.
Activities can be created for individuals or for several applicants simultaneously through bulk
processing.

Menu path and Transaction code:

Human resources > Personnel management > Recruitment > Applicant activity > PB60-
Maintain (OR use transaction code PB60)
On the Maintain Applicant Activities screen, enter applicant number for whom the activity is to
be performed.

Click on the Execute icon.

Select Edit > Create planned activity.

Choose Activity Type based on activity to be performed, and set a date.

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Click on standard text and press and press F4.

On the screen, click on Text, and click on execute icon.

Select the desired text type and click on enter icon to continue.

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 Click on the enter icon to transfer information and go back to the Maintain Applicant
Activities.
Click on the Save button to save. The activities planned appear in the Planned Activities
box.

To perform an activity, select the desired activity and click the button.
The activity will be moved to the table completed activities. If a printout is taken, it will be
defaulted in the pop-up that is displayed.
It may be noted that there already was an activity in planned status for the applicant, the
Receipt activity, which was created by the system when the applicant’s data was entered in the
system and got the overall status ‘In process’.
Which activities to use in the system is a free choice, none of them can be regarded as
mandatory. Activities that are maintained here provide information on the general activity
status.
Most applicant actions aim to change the applicant's overall status. For example; performing the
action ‘Put applicant on hold’ results in the overall status ‘On hold’ etc. When the overall status
is changed, by an action, new activities in planned status will be created by the system.
Activities are generated when actions are performed. It is therefore recommended that
actions should be performed for changing the overall status.

12 For creating further actions against an applicant, use the following menu path and
transaction code:

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Human Resources > Personnel Management > Recruitment > Appl master data > PB40 -
Applicant actions (OR use Transaction code PB40)

Enter the applicant number; Select the desired activity type and click on execute icon.

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 The applicant action type would have automatically changed. Always ensure that the correct
dates are entered in the system.

12.1 General Descriptions:

PB30 view PB40 view

Applicant actions may be selected based on the activity to be performed (explained below):
Initial entry of basic data – To be used for entering data of applicants against an advertisement
for the first time.
Reject applicant – To be used in case an applicant is found unsuitable during scrutiny or
during/at the end of the selection process.
Process applicant – Optional entry since the systems defaults this action; To be used to
consider an applicant against an advertisement.
Invite applicant for Test – To be used to call an applicant for the Written Test.
Invite applicant for Interview – To be used to call an applicant for the Viva Voce.
Offer applicant contract – To be used to issue an offer of appointment.
Prepare to Hire – To be used when it is confirmed that the applicant for whom an offer of
appointment has been issued is going to join the company, and when data has to be transferred
from Recruitment module to Personnel Administration module.

As an alternative to performing the above actions individually for each applicant, the
following Transaction code may be used and actions uploaded for all applicants.

ZHR050 – Invite applicant for test / Invite applicant for interview / Prepare for hiring

Further steps may be followed as indicated at para 8.2.1

The activities that are created can be checked by menu path: Human Resources > Personnel
Management > Recruitment > Applicant activity > PB60 – Maintain (OR use Transaction
code PB60)

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13 Prepare to hire an applicant
When a person is to be hired, the ‘Prepare for hiring’ action is to be performed. The status on
the applicant will then change to ‘To be hired’. Two activities will be generated; ‘Transfer’ and
‘Hire date’. The transfer activity is a prerequisite to be able to transfer the applicant’s data
(infotypes) to Personnel Administration. This is achieved by running the ‘Hire applicant action’
in Personnel Administration.

Menu path: Human Resources > Personnel Management > Recruitment > Appl. master
data > PB40 - Applicant actions (OR use Transaction code PB40)
On the Applicant Actions screen, enter the Applicant No.;

Select the action ‘Prepare to Hire’ and click on the execute icon.
On the copy Applicant Actions screen, the applicant action type would have changed to ‘To be
hired’.
Click on save icon to save.
On the maintain Applicant activities screen which pops up, the activity type would automatically
have changed to hiring. Enter the date on which the hiring action is to be performed i.e., the date on
which the employee will report / has reported for duty.

Click on the Transfer (enter) icon.

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The following indication appears. Click on the transfer (enter) icon.
The applicants overall status has been changed to ‘To be hired’.
NOTE : If vacancy has been assigned, and applicant data has been entered against specific
vacancies, it is necessary to delete the assignment between the vacancy and other applicants who
have not been selected against the advertisement.
IMPORTANT : For bulk transfer of data

The activities that are created can be checked by menu path: Human Resources > Personnel
Management > Recruitment > Applicant activity > PB60 – Maintain (OR use Transaction
code PB60)

For transferring the data of the selected applicant to Personnel Administration use transaction
code PA40.

Select the action ‘Hiring Applicant’ and click on the execute icon.
On the Direct Data transfer screen, check if the Applicant no. is OK. Click on Transfer.

On the Create Actions screen, enter data. For detailed descriptions on data entry, see the PA40
user manual.

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14 Indicate rejection status
After the decision to hire applicants, in case rejection letters need to be sent to the rest of the
applicants who were not suitable.

Mark applicants who are to be rejected, by giving them the overall status Rejected. Check that
the activity ‘Rejection’ is generated for them.
Ensure that none of the rejected applicants remain assigned to this vacancy.

Menu path and Transaction code:

Recruitment > Applicant Master Data > Bulk Processing > PBA3 - Vac. Assignment List
(OR use Transaction code PBA3)
In data selection period, enter the current date.
Enter the advertisement number.

Click on the Execute icon.

The list will provide a list of all persons assigned to the vacancy. By clicking on the button ‘bulk
processing’ several applicants can be rejected simultaneously. All applicants can be rejected
except the applicants to be hired for the vacancy.

Use the save icon to save.

Click on the Back icon to exit the screen.

Note : It is recommended that the vacancy assignment facility should not be used for our
scenario. However the above transaction may be used to confirm that no applicant has been
assigned to the vacancy other than the applicant proposed to be recruited. This vacancy
assignment can also be done later OR a position can directly be recruited in Organizational
Management before transfering the applicant data to Personnel Administration.
Inorder to reject candidates through bulk processing, go through the following steps:
Menu path:
Recruitment > Applicant Master Data > Bulk Processing > PBA4 – Receipt of Application
(OR use Transaction code PBA4)
In data selection period, enter the current date. (Ensure that the receipt of application date is
blank)
Enter the advertisement number.

Click on the Execute icon.

On the applicants by action screen, click on

Select ‘Reject’ and click on all applicants to be rejected.

15 Print letters
Menu path and Transaction code:

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Recruitment > Applicant Activity > Print Letters > PBAT – Execute (OR use Transaction
code PBAT)
After the printout, their activities must also be set to completed. It is performed by the
transaction ‘complete activities’, with the same menu path.

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16 General

Icon list / Legend

Icons Description
Continue Enter

Save

Back

Exit

Cancel

Date and preview period

Goto

Create

Copy

Change

Display

Delimit infotype

Schedule

Delete

Maintain overview

In descending order

In ascending order

One level up

Expand node

Collapse node

Display evaluation path

Column configurator

Display periods

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Icons Description
Display <-> Change

Refresh

Unrelated objects

Icon list/Legend

Insert line

Delete line

Replace

Move…

Change sequence

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