Thank you to all who joined this SAPinsider Q&A on recruiting management solutions from SuccessFactors — and a special thanks to our panelists, Dwight Jones and Gary Fanucci of AspireHR.
To review all the questions and see the tips and advice shared on SuccessFactors recruiting in this Q&A, view the chat replay and the edited transcript below.
Allison Martin, Moderator: Thanks to everyone for joining us today for our Q&A on recruiting with SuccessFactors and SAP! I’m pleased to be joined today by Dwight Jones and Gary Fanucci of AspireHR. Dwight will be speaking at our upcoming HR 2014 conference, with a couple of sessions, including one on tips for optimizing the performance of your SuccessFactors recruiting systems. Dwight, Gary, thank you for joining us!
Gary Fanucci, AspireHR: Hello, nice to be here.
Dwight Jones, AspireHR: Hello, great to be here too!
Allison Martin: A lot of you have asked about standard integration between core HCM modules and SuccessFactors recruitment solutions. Dwight and Gary, can you give any guidance on integration issues?
Dwight Jones: There is a standard User Data Connector provided by SAP via the BizX Add-on. This add-on allows for creating a BizX-friendly file via a Reporting type interface within SAP. The outbound can be loaded via a File process or, if SAP PI (known as Process Integration) is part of the landscape, can be passed via API directly into SFSF BizX.
There are two pre-built Recruiting integration points provided standard from SAP as part of the BizX Add-on Connector. The first process is the Job Requisition process triggering from OM Data in SAP — a new infotype is introduced and data elements from SAP can pre-populate and Assign the Requisition to the Recruiting Manager based on the SAP Position Assignment. The second is the Candidate to Hire Process in which once a Candidate is moved to the proper phase in the Recruiting Management (RCM) pipeline, SAP can pull the information about the new hire via an Ad Hoc Report into a New Hire Queue. An SAP user can then process the new hire from the queue, with fields pre-populating on infotypes 0-8. Both of these standard interfaces require the use of the SAP PI landscape and are not available via file-based integration.
Comment From Matt Ledford: How do sources work? Can we differentiate between a source type like job board vs. listing out all job boards each?
Dwight Jones: Using the RMK (Recruiting Marketing) solution, you can take the guesswork about sources completely out of the equation. The RMK platform can track the actual originated IP address of the applicant and provide you with the source — Monster, CareerBuilder, Google, Bing, etc. This eliminates the need to ask candidates where they came from.
Comment From Guest: Does SAP offer courses in SuccessFactors to individuals other than SuccessFactors partners?
Gary Fanucci: SFSF provides training for SFSF customers (that have purchased SF modules) as well. These courses are provided on demand and online via the Cloud Academy. Courses range from general Administration type courses to detailed courses on Reporting and Recruiting Administration.
Comment From Guest: How much flexibility does a recruiter have when it comes to correspondence letters? Can they create and save their own letter templates for future reuse?
Dwight Jones: Yes, this is standard functionality. A customer can create as many different correspondence templates as they require.
Comment From Matt Ledford: Can an applicant use their LinkedIn profile to populate their profile/application?
Gary Fanucci: Yes, this can be set up in a few quick steps. Key to remember is that your Candidate profile should contain best-practice information — Education, Prior Work History, Phone and Address information. All of these items can be mapped into your candidate profile from LinkedIn and can greatly increase the speed at which candidates can complete their profile.
Comment From Guest: Currently RMK is focused on large companies (3,500 users or more), and for smaller companies, SFSF offered a packaged “social recruitment” solution with social media integration of Jobvite. This packaged offering is no longer available. What are the solutions for companies with less than 3,500 users?
Dwight Jones: That is now available and is known as Recruiting Marketing (E2). It provides nearly 90% of the functionality and can be implemented for about 50% of the cost. It also can be implemented on a much shorter time frame, but still allows users to take advantage of the Advanced Analytics and Recruiter Dashboard reports. Keep in mind that this implementation does not offer much in the way of customization or comprehensive branding.
Comment From Matt Ledford: How does the Recruitment Management software work with a company’s single sign-on?
Dwight Jones: For Recruiters and internal candidates, SSO is handled like any other system. If a client is using an SFSF-supported method of authentication — SAML2.0 or Active Directory, for example — Recruiters and Employees bypass the SFSF BizX login screen and are taken directly into the BizX system. SSO setup during implementation is a fairly straightforward process and authentication via the SAP portal is also supported as well. For External candidates, there is no effect since external candidates maintain their own passwords and user names, which is an email address.
Comment From Jean Wong: What is the future of SAP eRecruiting? Is SF RCM SAP’s alternative?
Dwight Jones: SAP eRecruiting is still being offered by SAP as an on-premise option. However, many of our clients are choosing to move forward with SFSF RCM.
Comment From Matt Ledford: Can you have multiple career sites to differentiate from salary/hourly roles or internal vs. external?
Gary Fanucci: Yes, standard within the RCM solution is the ability to have Internal and External Careers sites. In addition, SFSF supports a concept known as Micro Sites, which allows clients to push jobs to mini sites that are tailored to specific audiences — for example, college recruiting. Built into this framework is the ability to funnel only certain jobs that meet client criteria out to specific micro sites.
Comment From Christy Chennault: Our recruiters like to have a pipeline requisition posted to gather applicants for multiple positions that are alike. That way, all applicants are in one location for processing and you can always pick the best candidates - as opposed to someone not applying to the specific requisition being hired for at that time, or having to process the same applicant multiple times on multiple requisitions.
The requisition with a number of “openings” does not seem to fit either, because the number of openings could change over time, and “time to fill” metrics are then skewed in this approach.
Our implementer has stated that you cannot simply move an applicant to another requisition — that you would then have to have the applicant re-apply to the new requisition in order for all data to come along with the applicant. Any suggestions for a solution?
Gary Fanucci: This is more of a compliance/reporting issue (from a legal standpoint) than a system limitation issue. The system can be set up to allow an applicant to be moved to a new requisition using the Search functionality. However, the candidate would show as Forwarded to the Requisition and would not appear as Applied until they completed the Application within the system for that particular Requisition. Depending upon the Rules in your Candidate Pipeline, you could move that candidate through the pipeline without their application being completed.
** This solution is simply not advisable from a legal/auditing perspective.
Comment From Matt Ledford: What is the level of flexibility and robustness to disqualify and pre-screen questions?
Gary Fanucci: The system is very flexible. Recruiters can select and add questions from a predetermined library or create questions “on the fly” at the time of requisition creation. These questions can be marked to automatically disqualify and/or be given a scoring to easily rank candidates during the screening process.
Comment From Gopi: In what way does the SuccessFactors recruiting module differ from the SAP recruiting module? What are the advantages in using SuccessFactors?
Dwight Jones: The SuccessFactors RCM module has several key aspects that make it easier to use and implement than SAP eRecruiting. At the same time, SAP eRecruiting can be more customizable to specific client needs. In addition, mobility is standard in the RCM module, so you can approve requisitions, conduct interviews and approve offers directly from your phone.
The majority of the technical pieces are handled by the hosting in the SFSF Cloud, therefore, unlike the on-premise model of eRecruiting, a comprehensive technical team is not needed to support or maintain the SFSF RCM system. Finally, the SFSF RCM solution has quarterly updates and improvements with new functionality that are tested and applied by SFSF — clients merely opt in to enable new functionality. Within SAP eRecruiting, all updates/support packs must be applied and tested per client, which can be mini projects in themselves.
Comment From Guest: Does Recruiting Management support all languages?
Dwight Jones: The BizX SuccessFactors platform with RCM and RMK supports many languages and is currently growing. As of August 2013, SFSF supported 36 Languages within the BizX platform where RCM resides, and over 48 languages are supported on the RMK platform.
Comment From Matt Ledford: Is there flexibility to create custom job/message templates, and what are the manual vs. automatic distribution options?
Gary Fanucci: Job alerts are standard functionality and can be easily set up by the candidate to notify at predetermined intervals. SuccessFactors has an easy-to-use letter template creation tool that uses “tokens” to help pre-populate data from the req., profile and application. These letters/messages can be sent manually or automatically based on Recruiter activities. There is also a full set of notification e-mails that can auto-generate to internal system users (i.e., Hiring Mangers, Approvers, Interview teams, etc.).
Comment From Guest: For big size companies with multiple brandings, how does it work? Is it automated, meaning job postings with specific branding is rendered with a selection of a company/branch? Or must a recruiter select an appropriate brand every time he posts a job?
Dwight Jones: Depending on whether you are using RMK or RCM, it works a little differently. But in both solutions, within the posting process the Branded Posting will flow to the correct page based on rules the client provides, so in that sense it is automated. The recruiter would need to select the company or brand as they posted to drive the rules.
Comment From Becky Rynas: We only send applications to those who are considered an applicant (per OFCCP definition). Can this be done with the Recruiting module?
Gary Fanucci: SuccessFactors has a multi-stage application option that can be configured to offer a brief “expression of interest” page on the candidates’ first entry, then upon meeting the other 3 criteria (consideration for a specific position, meets basic quals, and non-withdrawal), they can be invited back to complete the complete, detailed application.
Comment From Guest: What is Recruiting Execution (Rx)? How is it different than Recruiting Management?
Gary Fanucci: Rx is made up of 3 modules: an ATS (the RCM module, a Job Marketing platform), RMK, and finally an Onboarding platform for processing new hires from the Recruiting pipeline. Unlike other comparable cloud-based solutions, Rx is a comprehensive solution that covers all aspects of the Attract to Hire process.
Comment From Matt Ledford: How does the interview scheduling functionality work and does it integrate with MS Outlook calendars?
Gary Fanucci: The system can be set up to allow recruiting team members the ability to set up interview teams from a single interface and automatically send a notification e-mail. The interview will also show up on the interview team members’ to-do list. MS Outlook integration is currently not available.
Comment From Goedele: Will RMK (E2) become more flexible for customization and branding? Is this included on the roadmap?
Gary Fanucci: There are some professional services options provided by SF to make the E2 more customized. For example, Employee Referral Management can be added on.
Comment From Jean Wong: Who will support and maintain the SFSF RCM system? Will support packs applied to the HCM on-premise affect SFSF?
Gary Fanucci: The bulk of the maintenance is executed through the Recruiter Admin tool. SF does a quarterly upgrade that offers fixes and new functionality. Some options are opt-in and some features are auto-applied.
Comment From Matt Ledford: What is the level of customization and branding, both from a career site and Recruiting view, that we can do?
Gary Fanucci: Regarding the career sites, internal, external, and micro sites within the RCM solution are all accessible via the admin tools that the customer has direct access to. Support for rich text and HTML is standard. There is also the ability to store multiple posting header and footer graphics that can be branded and selected at the time of posting.
Comment From Tim Cassil: What improvements to offer letters are on the roadmap this year? Specifically, will there be the ability to pick and choose data to include instead of having multiple templates?
Dwight Jones: Currently you can use Tokens to pass many fields into your templates. You can always add more tokens to a template or choose to add an additional template.
Comment From Matt Ledford: Can it support multiple workflows that are needed for global recruiting?
Gary Fanucci: Yes, multiple workflows can be accommodated by simply having another country-specific Requisition process. Route maps/workflows are easily controlled by the recruiter admin. Offer approval workflows can be predetermined by requisition or allow for the approval chain to be assigned by the recruiting user at the time of creation.
Comment From Becky Rynas: We don’t have workflow in SAP OM. Can we start the requisition process in SAP without it?
Dwight Jones: Yes. Using the Standard BizX Connector, you can trigger the requisition creation process from within PPOME without using SAP Workflow.
Comment From Guest: What are the major concerns when you have master data on SAP premise (i.e., internal candidates data) and recruitment on cloud?
Gary Fanucci: SF offers an integrated secured solution through PI (Process Integration) that transfers information between SF and SAP.
Comment From Matt Ledford: How does it partner/integrate with third-party companies to do such things as background and assessment?
Gary Fanucci: SuccessFactors RCM has several supported third parties: Verifications Inc. can be used to complete background checks and PeopleAnswers can be leveraged to provide Assessments. Both of these third-party vendors provide two-way interfaces, so Recruiters only need to look in the RCM solution and they can trigger the process and then see the results all from within the same tool. There are other vendors that are out-of-the-box integrated into the SFSF platform.
Comment From Guest: Since SF supports and updates quarterly, after the implementation it does not need any third party for support — only between HR admin and SF. Is this correct?
Dwight Jones: Mostly. While many changes can be handled by the Client SF Admin and with the assistance of SFSF Customer Success, there are some changes, typically XML-based, that are key in the RCM module and will require some assistance either by a third-party partner or SFSF Professional services. This is determined on a case-by-case basis.
Comment From Jean Wong: What would you say is the future role of an on-premise technical/functional analyst with regards to SuccessFactors?
Gary Fanucci: The role changes significantly as there are fewer technical/functional skills needed, but much deeper business and process knowledge is needed.
Comment From Vipul: Are there different offer letter templates that can be customized? Once a candidate accepts an offer, how does the data flow to employee personnel administration?
Gary Fanucci: Yes, an unlimited number of offer templates can be customized. There is a standard new hire export out of SF RCM that can be handed off to PA. With PI integration, data will flow into a new hire queue where PA can pick up the new hire data and execute the appropriate hire action.
Comment From Guest: How is authorization handled? For example, if you want employees in one country to apply to jobs within that country, and not job postings in other countries, do you need to create a job posting for each country?
Dwight Jones: This is less about authorizations. One possible option is that you could tailor your posts based on Rules in your system that will push your country-specific posts to a country micro site, and then the applicant would see that country-specific application. This would keep country-specific applications separate.
Comment From Guest: Have you implemented any integrations to assessment tools vendors? If yes, which ones?
Gary Fanucci: Yes, Verifications Inc. and PeopleAnswers are the most common and have pre-built integration with RCM.
Comment From Matt Ledford: Can you please give a couple of examples of companies that are using the recruiting tool, so we can see what it looks like or what we can do with it?
Dwight Jones: We use it. You could go to our career page and apply for a job. : )
Comment From Guest: What type of integration can be expected from Candidacy to New Hire? Is that automated?
Gary Fanucci: There is a complete onboarding solution offered by SF that will completely integrate a transfer from Candidacy to New Hire.
Comment From Guest: Can you tell me if many clients are using the Multi-Stage Application process? For those who have implemented, are there suggested best practices or lessons learned?
Dwight Jones: We have seen about a 50/50 split on single and multi-stage applications. Lessons learned include: Multi-stage applications lend themselves to hiring processes that involve very detailed background and screening processes, allowing more sensitive data to be captured later in the candidate screening process.
Comment From Matt Ledford: What does the Recruitment Management roadmap look like for the next two years?
Dwight Jones: As it is a planned roadmap, we can’t really share the details, but some common trends appear to be occurring. The refinement and improving of the Candidate experience is a key one. With the last release in 2013, we saw candidates get résumé parsing to ease their application and profile creation process.
We also saw new Employee Referral functionality for both RMK and RCM products, allowing employees to track and quantify their referral activities directly in the system. In addition, there is a push to improve the user experience for Recruiters as well. Finally, the ability for applying completely via a mobile device looks like something that could be coming in 2014.
Comment From Guest: What is the practice approach when switching from eRec on SAP premise to eRec on cloud when it comes to data migration (especially when we talk about 500,000+ candidates)?
Dwight Jones: There are lots of options. In our implementations, we just chose to convert candidate profiles and resumes, using a filter of the last 2 years of data as those would most likely still be accurate.
Comment From Jean Wong: In the future, will SuccessFactors integrate with the Qualifications Catalog On Premise (the catalog holds all the requirements/qualifications for jobs and positions)?
Gary Fanucci: We’ve heard a rumor that qualification integration is being discussed. In the meantime, we’ve built an integration for other SAP customers to integrate the qualifications catalog from SAP to SF.
Allison Martin: Thanks again for all the great questions. For more on recruiting — whether you’re running SuccessFactors now, or looking at adding SuccessFactors to your SAP HR systems — I invite you to join us at HR 2014 in Orlando March 11-14, where we have a new track dedicated to SuccessFactors this year.
Dwight will be presenting a session on SuccessFactors recruiting in our Talent Management track and a session in our mobile HR track. We look forward to seeing many of you there in just a few weeks, and be sure to introduce yourself!
Gary Fanucci: Thank you for all of your great questions!
Dwight Jones: Thank you for tuning into today’s webinar. On behalf of Gary and myself, we hope you found our answers to be informative and useful.
If you’ll be at HR 2014 in March and have additional questions, I’m speaking on SuccessFactors Recruiting (Key factors for a high-performing SuccessFactors recruiting system, Wednesday, 3:30-4:45) and on SAP mobile portal functionality (A detailed guide for leveraging SAP mobile portal functionality, Wednesday, 8:30-9:45). Stop by and see me and other SuccessFactors experts at the AspireHR booth or reach out to me directly at firstname.lastname@example.org.
Allison Martin: And thanks again, Dwight and Gary, for taking the time to answer these questions today, and sharing all your advice. We’re looking forward to seeing you in Orlando!