SAP SuccessFactors Manage Pending Hires is the transaction by which hirable applicants (also known as ready for hire) from SuccessFactors Recruiting Management are queued up to be hired as employees in the Employee Central (EC) solution. The Manage Pending Hires wizard can be populated only for companies that use both SuccessFactors Recruiting Management and/or Onboarding and Employee Central. When configured, the cross-module integration aspect of the SAP SuccessFactors Suite provides a fluid workflow for all relevant HR functions. This cross-module integration also connects the employee life cycle across different HR departments and functions. The cross-module integration between Recruiting Management and EC is crucial because at this juncture an applicant or candidate becomes an employee. If configured properly, this integration reduces a lot of manual work. There are three tabs in the Manage Pending Hires wizard: Recruiting Management, ONB (Onboarding), and Contingent Workers:

• Recruiting Management: This tab is for Recruiting Management-only users. The hirable applicants are shown in the tab relevant to Recruiting Management, if this integration is enabled.

• ONB: If a customer has implemented both Recruiting Management and Onboarding, the hirable applicants are shown in the tab relevant to ONB, if this integration is enabled.

• Contingent Worker: If a user has EC and Fieldglass integration active, the hirable contingent applicants are shown in this tab.

In this article, I focus on the Manage Pending Hires integration between Recruiting Management and EC only.

Prerequisites for Manage Pending Hires

The Manage Pending Hires functionality is available in an SAP SuccessFactors instance if both Recruiting Management and EC are configured. Here are few required settings necessary for this integration to work:

• Recruiting must be enabled and configured
• EC version 2 must be enabled and configured
• A hirable status is configured in Applicant Statuses
• The Manage Pending Hires list is populated based on Offer Approval information. A candidate must go through an approved Offer Approval process prior to being set to Ready to Hire (Hirable).
• Candidates with an approved Offer Approval in the Hirable status appear in the Manage Pending Hires workflow. Designating a status as Hirable creates an intermediate step for review before the candidate moves to a Hired status.

Step 1. Required Configuration in Admin Center

To enable the integration between Recruiting Management and EC and to populate the Manage Pending Hires table, complete the following configuration steps in the Admin Center in the instance.

Offer Approval Is Configured

Make sure the Offer Approval is configured at least for one talent status within the Applicant Talent Status pipeline. (Refer to the "Recruiting Implementation Guide" in the SAP Help portal for more information on Offer Approval configuration.) I have enabled the Offer Approval in applicant status Contingent Offer in my demo system. Once it is enabled, you see a link for offer approval when a candidate record is selected under Contingent Offer status (or any other Applicant Status for which you have enabled Offer Approval). To enable the candidate record, click the Take Action button in Figure 1. Then click the Offer button and the Offer Approval button. Offer Approval may go through an approval process, if it is configured as shown in Figure 2. (The approval process is a different XML configuration and is not relevant to the scope of this article.)

Applicant Status Configuration

Configure the applicant status. In the Admin Center you need to define an applicant status as Hirable. To do so follow menu path Admin Center > Applicant Status Configuration to go to the screen in Figure 3. Expand the Hirable – Ready to Hire status by clicking the Hirable option in Figure 3. You can confirm that the Hirable status has been selected as shown in Figure 4. Once these Admin Center settings are complete, the next step is to configure the transformation XML template.  

Step 2. Configure the Recruiting Management to EC Transformation XML Template

  Field mapping is configured in the Recruiting Management to EC Transformation XML template. Here are the steps:

• Follow menu path Provisioning > Managing Recruiting > Import/Export Candidate to Employee Integration Template to go to Figure 5.

Following are some key XML configuration steps:

Declare Object-Mappings Element and Entity-Details-Mapping Element

The following elements and attributes must be declared at the top of the RCM-EC Transformation XML Template. The code in Figure 6 confirms that the field source is Recruiting Management, the target is EC, and the integration type is to convert Applicant/Candidate to Employee.

Declare the Mapping-Attribute Element

Declare one mapping-attribute element for every field that you intend to map from Recruiting to Employee Central (e.g., firstname in RCM is mapped to first-name in EC as shown in Figure 7.

 

Define the Source Element

Each mapping-attribute Element must contain one source Element. This declares the origin of the data in Recruiting Management.

Mapping for the Entity-Type Attribute

Each source element must also contain one entity-type attribute. This attribute declares which object the field data pulls from when it is sent to EC. Allowable values are application, jobrequisition, and offerletter. In Figure 8, firstname from ‘application’ XML has been mapped.

Define the Target Element

Only certain EC objects can receive data from Recruiting Management:

• personalInfo
• personInfo (for date_of_birth)
• emailInfo
• phoneInfo
• imInfo
• recurringPayComponents
• nonRecurringPayComponents
• addressInfo (support only ONE type "home")
• jobInfo
• compInfo
• employmentInfo
• emergencyContactInfo
• nationalId

Step 3. Provide Role-Based (RBP) Permission and XML Permission

RBP Permission in Admin Center

To enable role-based permission go to Admin Center > Manage Permission Role (Figure 9). Go to the role meant for HR administrators (not shown). Click the Manage User option and then check the Manage Pending Hires check box.

 

Enable XML Permission to the Target Role in the Job Requisition Template

Depending on the Target Roles defined in the Recruiting Management to EC integration, XML configuration determines which candidates at the Hirable status (who also have an approved offer approval) display in Manage Pending Hires?but only if the person with Manage Pending Hires permission also has permission to view the Target Role users in the EC Job Information.

Example 1: Figure 10 is an example of target role configuration in the Recruiting Job Requisition XML template. <role-mapping> <target-roles> <role>R</role> </target-roles> DE GOES HERE The above target-role configuration indicates that if the logged-in user (1.) has access to Manage Pending Hires and (2.) has been granted view permission to a recruiter’s (target-role R) EC Job Information data, then the user sees all the candidates at the Hirable status for that recruiter. Here is some example data:

• Lorna Okomoto = Recruiter
• Yvette Williams = HR Administrator
• John Smith = Candidate

In the above example, Lorna has completed the recruiting process for John Smith. John accepted the offer from Lorna and now Lorna moves John to Hirable status in talent pipeline. Yvette Williams has access to the Manage Pending Hires transaction and also has been granted view access to Lorna’s EC Job Information data. Yvette can now see John Smith (i.e., Lorna’s candidate) who has an approved offer and is in the Hirable status in the Manage Pending Hires wizard/table.

Enable XML Permission for the Manager Role in the Job Requisition Template

In the Job Requisition XML template, each mapping-attribute element must contain one manager-role element. This declares which requisition operator EC considers to be the manager role. Based on this operator, Recruiting Management identifies the manager and returns the manager's information to EC. Only one role should be specified in manager-roles as shown in Figure 11. Role G is a Recruiting Management XML role.  

Step 4. End-to-End Process Flow with Recruiting Management to EC Integration

Once all the configurations as described in steps 1 to 3 are in place, you can follow the sequence below for an end-to-end process flow of candidates from Recruiting Management to EC via Manage Pending Hire transaction. You then can test all the configuration. Make sure that the applicant or candidate has a completed and approved Offer Details record. You can see all Offer Approvals in the Recruiting Dashboard as shown in Figure 12. When you click the Offer Approvals tab, you see all completed and approved offer approvals. In this example, the offer approval for Sarah Davis is visible as shown in Figure 13. You can click the details icon near Completed to see Offer Approval details (if needed), as shown in Figure 14. Figure 15 Proxy as an HR Admin or log back in to SuccessFactors instance with the credentials of an HR administrator who has access to the Manage Pending Hires wizard. In this example I logged in as RDS Admin. HR Admins with relevant role-based permissions can now see this applicant data under Manage Pending Hires > Recruiting as shown in Figure 16. In this example, it’s an internal hire (i.e., from the same company). You see External Hire for an external candidate. Click the Internal Hire tab and you are redirected to the Hire Event in Employee Central as shown in Figure 17. This is the Hiring transaction in EC. Complete the relevant details in this Hire screen and select the appropriate Event code. Click the Submit button (not shown). You receive a message as shown in Figure 18 confirming that the Applicant was successfully hired into Employee Central.