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A Step-by-Step Guide for Creating Job Requisitions from Position Organizational Charts in SAP SuccessFactors

by Rinky Karthik, Project Manager, HCM SuccessFactors, People LoB for itelligence

April 11, 2017

Learn how to configure SAP SuccessFactors Position Management and Recruiting integration to create a requisition from the position organizational chart. Integration between Position Management and Recruitment Management provides many benefits, including the ability to create requisitions on the current or a future date.

The integration of SAP SuccessFactors Recruitment Management and Position Management has many benefits. Once in place, a requisition from a position in the position organizational chart can be created on the current date and a job requisition is created immediately in Recruitment Management. If you create a requisition as of a future date, a job-requisition-processing request is created immediately and the SAP SuccessFactors background job (Quartz Job) automatically creates a job requisition in Recruitment Management when the creation date is reached.

The focus of this article is on the step-by-step configuration between SAP SuccessFactors Recruitment Management and Position Management. I show the steps and process to create a requisition from a position organizational chart once the integration configuration between Recruitment Management and Position Management is complete. This article is meant for SuccessFactors Recruiting-certified consultants or Employee Central-certified users who are familiar with configuration of the Metadata Framework (MDF) and business rules.

The Configuration Steps for Integration of Recruitment Management and Position Management

The integration between Recruiting Management and Position Management is a valued opportunity as it provides the ability to create job requisitions from the position organizational chart and it’s an important feature for companies that use both these modules of SAP SuccessFactors. It gives the recruiter visibility to open positions within the organizational chart and a one-click opportunity to create a requisition from the organizational chart itself.

In this section, I walk through the step-by-step configuration process of integrating Recruitment Management and Position Management.

Settings to Enable Recruiting Integration

The first step is to enable the integration. Follow menu path Admin Center > Position Management Settings, and then go to the Integration tab. This action opens the screen in Figure 1 where you select Yes from the Use Recruiting Integration options and click the Save button.


Figure 1
Enable the Recruiting integration

Create a Rule to Derive the Job Requisition Template

To create a new job requisition from the position organizational chart, a business rule needs to be created. The rule to originate the job requisition template can be created based on the available position attributes.

Click the plus-mark icon next to the Rule for Deriving Job Requisition Template ID field to add a new rule (Figure 2).


Figure 2
Create a new rule to derive the job requisition template ID

This action opens the screen in Figure 3. Under Position Management, select the Derive Job Requisition Template in Recruiting Integration template radio button to create the rule.


Figure 3
The parameters for the new GetReqTemplateID rule

The new rule screen pops up as shown in Figure 4. In this example, I have named the rule GetReqTemplateID.


Figure 4
The new rule screen

 In the screen in Figure 4, make the following entries for the GetReqTemplateID rule:

  • Rule Name: Enter the new rule’s name (in this example, the name is GetReqTemplateID)
  • Rule ID: This field automatically defaults to the new rule name you just entered
  • Description: Enter a meaningful description for the new rule

Then click the Continue button. This action saves the settings and displays the rule details in the screen in Figure 5.


Figure 5
The new GetReqTemplateID rule details

The detailed Business Rule screen, shown in Figure 5, is used to define the conditions when a requisition can be created from a position in the position organizational chart

For example, as shown in Figure 5, this rule is defined so that every time a position is assigned to a valid company, the Create Requisition option is available to create a requisition from a position in the position organizational chart, and the default requisition template is Job Requisition.

Map the Position Fields to Job Requisition Fields

The next step is to create a separate rule to define the field mapping between the position and job requisition objects.

Go to the transaction Configure Business Rules and create a new rule (Figures 6 and 7).


Figure 6
Map the fields between the job requisition and position


Figure 7
The details for the field mapping between the job requisition and position

In the business rule, you can define the field mappings between the recruiting fields based on the requisition template you created in the first rule earlier and the position attributes.

In this example, I have mapped the jobTitle field in the recruiting requisition template to the Job Title field in position, and the costCenterid field in the recruiting requisition template to the Cost Center Code field in position.

Mapping Details and Instructions

The value in the Requisition field in the mapping object must have the exact name as the corresponding Job Requisition field. The name of the Job Requisition field can be found by following menu path Admin Center > OData API Data Dictionary (Figure 8).


Figure 8
OData API Data Dictionary field example

If the Requisition field does not refer to a simple data type, such as a string, but instead refers to another object via a navigation path, you need to map those fields in the following format: <fieldNameInJobReq>.<fieldNameInReferringObject>.

For example, the field hiringManager refers to the JobRequisition Operator with the field usersSysId, and it must be mapped like this: hiringManager.usersSysId (as shown in Figure 7).

If you want to map Boolean- or number-type fields, you need to use the format () function. If you want to map fields of type Country, you need to map the Country Code (two characters) value (for example, US for United States).

Make sure that all required fields of the corresponding Job Requisition Template are mapped with a value. Otherwise, the job requisition cannot be created. If you want to create the job requisition without all the required fields filled in, you need to add more mapping to the rule with Requisition Field = isDraft and Field Value = true.

To map the Foundation Object or Generic Object field types, make the mapping settings as shown in Figure 9.


Figure 9
The field mapping settings for Foundation Objects or Generic Objects

To map the Date- or Date Time-type fields, the value must be in the format YYYY-MM-DD HH:MM:SS. You can also use the rule function Format Date for Position to Job Requisition Mapping () as shown in Figure 10.


Figure 10
Mapping settings for the Date field

To map the PicklistOption-type fields, the Field Value must be the optionID of the picklist as shown in Figure 11.


Figure 11
Mapping settings for foundation objects or generic objects

Assign the Mapping Rules to the Position Management Settings

The next step is to assign the rules you created earlier (GetReqTemplateID and MapReqFields) to Recruiting Management integration in the Position Management Settings. Follow menu path Admin Center > Position Management Settings > Integration and the screen in Figure 12 opens.


Figure 12
Assign mapping rules to Recruiting Management integration

Here you select Yes in the Use Recruiting Integration field, GetReqTemplateID as the job requisition template rule, MapReqFields as the rule for mapping fields between the position and job requisition, and click the Save button to save your settings.

The Role-Based Permission Settings

The following permissions are required for Recruiting and Position management integration and to enable recruiting administration users to be able to create and view requisitions from the Position Organizational Chart. Follow menu path Admin Center > Manage Permission Roles and the screen in Figure 13 opens. Here you can select the role you want to assign these permissions to manage the position.


Figure 13
Role-based permission settings under Manage Position

In Figure 13, make sure these three check boxes are selected:

  • View Job Requisition in Position Organization Chart
  • Create Job Requisition in Position Organization Chart
  • Select Job Requisition Template in Position Organization Chart

The Provisioning Settings for a Background Job

To ensure that the requisitions planned for creation in the future are created, you need to schedule a periodic job to take care of this process. To do this, go to Provisioning for the relevant company and choose Manage Scheduled Jobs. In the screen that opens (Figure 14), select the Create New Job link.


Figure 14
Select Create New Job

In the screen that opens (Figure 15), enter a Job Name (CreateReq in this example) and Job Owner (Rinky Karthik). (You can enter the job owner’s name in the field if you know, or you can search using the Find User plus-mark button to the right.) The job owner should be an administrative user who is notified when something goes wrong. Select Position Job Requisition Processing as the Job Type and define the Job parameters to ensure that the job runs at least once a day.


Figure 15
Create a background job with the Position Job Requisition Processing job type

When the job finishes processing, the administrative user is notified about the creation status of the requisitions. If the requisition does not run correctly, an email is sent to the administrator with an error message, as shown in Figure 16.


Figure 16
Background job-notification message

After the integration settings are complete, the business rules have been created, the proper Role-Based Permission permissions have been assigned, and the integration between Recruitment and Position management is established, you are ready to learn the steps to create and view requisitions from the position organizational chart.

Create/View a Requisition from the Position Organizational Chart

Once the Create Job Requisition in Position Organization Chart permission is assigned to the relevant role, and if the corresponding position does not have a job requisition already in process, the Create Job Requisition option is available in the menu of the position tile. Follow menu path Company Info > Position Org Chart and a screen like the one in Figure 17 opens.


Figure 17
The new position organizational chart

Select the position from which you want to create a requisition. In this example, I selected the Positions radio button and position HQ04 (President EMEA) from the drop-down options in the box on the left. This opens the HQ04 position tile in the middle of the screen, where you can click the position name (Figure 18). This action opens the menu icon (the three parallel bars, boxed in red), which, when selected, shows the Create Job Requisition button.


Figure 18
Create a job requisition from the position organizational chart

Click the Create Job Requisition button and a pop-up appears as shown in Figure 19. Here you can create a new job requisition using the default settings of the Job Requisition template you configured earlier.


Figure 19
Create a job requisition from the job requisition template

After you check the settings, click the Create button. A new requisition for that position is created immediately, and the screen returns to the position organizational chart with a new header, Job Requisition Details, as shown in Figure 20.


Figure 20
A view of the job requisition details once the requisition is created

Now, when you select the Job Requisition Details button, you can see job requisition details as shown in Figure 21.


Figure 21
A deeper look at the Job Requisition Details

An email has been sent to:





 

Rinky Karthik

Rinky Karthik (rinky.karthik@itelligencegroup.com) serves as a project manager, HCM SuccessFactors, for the People LoB for itelligence and has 16 years of SAP HCM and SuccessFactors experience. Rinky has an MBA in Human Resources. Rinky is a frequent contributor to SAP SuccessFactors blog forums and a regular speaker at a variety of SAP/SuccessFactors conferences.



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