SAP-SF-RCM

A Guide to RCM

Vipan 7/3/19 Document

Content:
1. RECRUITMENT MANAGEMENT (RCM)

2. PROVISION
 What is PROVISION

3. INSTANCE
 What is INSTANCE
 Set up an Instance

4. RECRUITMENT
 What is recruitment
 Applicant Status

5. INTERVIEW CENTRAL

6. INTERVIEW SCHEDULING

7. REQUISITION

8. EMPLOYEE REFERRAL

9. OFFER APPROVAL

10. OFFER LETTERS

11. HIRE & ONBOARD

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RECRUITMENT MANAGEMENT (RCM):
The RCM Applicant Tracking System supports the sourcing capability of Recruiting
Marketing. The module supports opening requisitions, processing candidate
applications, and selecting the best candidate for a position. It, Identify, screen, select,
hire, and onboard internal and external job applicants and move candidates through
recruiting pipeline to the appropriate stage. Manage interview, offer, and hire process
to close the requisition

In nutshell, RCM is a tool used to help the client find the best candidate for a given job
with the help of many tools and steps.

STEP ONE:
o Requirement gathering: (Workbook)
o Workbook sign off
o Data Template circulation
o Configuration of system
o Test The system and create the test case (Unit and integration)
o Demo of the client’s system.

1. Requirement Gathering (Workbook)

In this process, we map the client requirement and document it in the
workbook. Also, put the emphasis on the factors which can be used in
SAP-SF_RCM or SuccessFactors human capital management (HCM).
2. Workbook Sign Off:
In this, we sign off from the client after getting all the necessary
information to start the project.
3. Data Templates Circulation :
During Advanced Analytics implementation, default reporting will be set
up and training scheduled with the customer. Following delivery, all
further enhancements, maintenance, and general requests will not be
part of the original implementation and will require additional contracted
services.

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 4. Configuration of the system:
This includes the design and implementation approach of instance and
Configure changes/updates instance.
5. Test the system and create the test case:
This includes the testing of iteration and creating a dummy test case to
configure the system.
6. Demo of client system:
Workshop demonstration (reporting & Configuration Workbook
walkthrough with the client).

STEP TWO:
o Requirement gathering: (Any Changes in Workbook)
o Workbook sign off
o Configuration of the system to any changes
o Test The system and create the test case (Unit and integration)
o Demo of the client’s system.
o Sign off from the client for production migration.
1. Requirement Gathering (Any changes in Workbook)
Mapping the client for any changes in the workbook.
2. Workbook Sign Off:
Signing off the workbook.
3. Configuration of the system:
If any changes suggested by the client then, consultants need to make the
necessary changes to the test system.
4. Test the system and create the test case:
This includes the testing of iteration and creating a dummy test case to
configure the system.
5. Demo of client system:
Workshop demonstration (reporting & Configuration Workbook
walkthrough with the client).
6. Sign Off :
Finally, Signoff from the client after production migration.

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PROVISIONING:
PROVISIONING is the back end of the SuccessFactors in which consultants activate,
deactivate Success Factors modules, features, and upload the data given by the client
and enable the feature for implementation of end-user data and create Super Admin.
Provisioning is accessed by provisioning consultants and implementation partners only
and in some cases by super admin.
Note: There is a difference between PROVISIONING ID and INSTANCE ID. Mainly,
PROVISIONING ID is used by consultants and INSTANCE ID is used by the end user.

There are main three parts of PROVISIONING;

1. Uploading the Data
2. Enabling the Modules
3. Enabling Different setting and creating the Super Admin.

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 1. Uploading the Data:
As the name is suggesting this means consultants will upload the data into the
system with various transfer tools.
2. Enabling the Modules:
In this consultants will enable the SuccessFactors module for which any company
has got the license.
3. Enabling Different setting and creating the Super Admin:
This feature will enable the features and configure to the system as per end user
requirement and create an instance page for the end user to use the
SuccessFactors.

INSTANCE :
It is the front end of SuccessFactors modules and basically used by end-user for there
use to maintain the data and store the data, like RCM, LMS, PMGM, Payroll
Compensation, Appraisal, Training, etc.

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RECRUITMENT:
Definition:
Recruitment is the process of finding and hiring the best and most qualified candidate for a job
opening, in a timely and cost-effective manner. For Exp: In any company want to hire any new
employee or replace any employee in the organization/ company, they are looking to hire the best
possible talent in time bound manner with least amount of expenses.

RECRUITMENT PROCESS :
From creating a job requisition to hiring a candidate, the typical job requisition
progresses through the following steps:

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RECRUITMENT FLOW CHART IN RCM:

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Recruitment in Home Page

INTERVIEW CENTRAL:

Interviews are an essential part of the hiring process, both for candidates and recruiters. Candidates
want to perfect their interviews, and the interviewers need to make sure the interview process goes
smoothly. Setting up an interview schedule that works for everyone involved is not easy and can be
somewhat challenging. SAP SuccessFactors has come up with robust functionality of Interview
Scheduling & Interview Central which simplifies and streamlines the entire interview process.

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INTERVIEW SCHEDULING

There are two methods to set up an Interview in SuccessFactors RCM which are give below;

1. Direct with Candidates Pipeline

2. Or by Scheduling interviews

Direct with Candidates Pipeline :

In this, we schedule the interview by putting new requisition or moving forward to current
requisition.

Path: Recruiting -> Job Requisition -> Select Requisition -> Candidates (click on required
Candidate for whom interview to be scheduled). Please refer to the image below for easier
understanding:

In the Interviewers page, click on set up Interviewers to set the Interview for the selected applicants
by Recruiter.

When setting up a list of interviewers, the recruiter may specify a date and time of the interview, as
well as notes. A recruiter can also Edit/Delete the date and time of an Interview.

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REQUISITION :

Requisition means the position or role to be filled, including the job description, place in the
organization, physical location and other detail which a recruiter or candidate may need to know.

Apply Interviewer List to All Applicants – This interviewer list applies to every applicant presently in
interview status and those placed for discussion in the future.

Include in the invitation e-mail – It helps the recruiter to include Resume, the Cover letter from the
application record and interview guide (basic instructions, tips, and tricks on how to run the
interview, such as basic questions to ask) as an attachment to the e-mail notification sent to the
interviewer.

By using the Interview Scheduling feature

Path:: Recruiting-> Interview Scheduling

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 Interview scheduling feature simplifies and expedites the Interview Scheduling Process. To use the
Interview Schedule feature, navigate to Interview Scheduling Tab in Recruitment.

Then locate the Job requisition requiring a Scheduled Interview and then click the “Y not started”(Y
stands for no of candidates) link for the required job requisition. This will take you to Select Candidate
screen shown below.

Select Candidate screen will consist of a list of all the candidates that need to be interviewed for a Job
Requisition. Select a candidate for which you would like to schedule an interview and click start
scheduling.

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During the interview schedule, the recruiter set the meeting type (phone, virtual, or face-to-face),
choose a location for the interview, and check the availability of the Interviewer and fix an interview
slot. It also has room booking facility, where Organizers will see a link to add possible rooms to the
interview. They can include multiple rooms that might be suitable for the interview, and the system
will pick the first room that is available.

As soon as the interview is scheduled a mail is sent to the candidate, asking for confirmation.

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If the organizer only selects a one-time slot for the interview, organizers can co nfirm this time on
behalf of the candidate or candidates. A checkbox appears on the Send Email screen that says book,
this slot for candidates. If this box is checked, the candidate or candidates are scheduled for this time.
After the time slot is scheduled, the candidate receives an invitation e-mail, to invite them to select
an interview session or confirm the appointment. Organizers can choose to update an interview
schedule without sending an e-mail to the candidate.

Outlook Integration: – Interview Scheduling supports integration with the Microsoft Office Outlook
Calendar. When Outlook Integration is enabled, interview schedules invites, and meetings appear
directly on the user’s Outlook Calendar. Outlook integration also supports room booking facility.

Candidate View: A tab in Career Site helps candidate manage all activities related to scheduling of
upcoming interviews. In the Careers Site, under My Interviews tab, a candidate can see all scheduled
interviews that need confirmation, future confirmed interviews or previous interviews. If the
candidate needs to reschedule the interview, or that the candidate cannot attend, the candidate can
choose to cancel the interview or decline and reschedule the Interview. Candidates cannot cancel or
reschedule a confirmed interview within 24 hours of the scheduled interview time.

Interview Central:-

1 ) Interview Central can be enabled by –

2. By adding the assessment scale to the Job Requisition Template(in XML)

Interview Central tab is found under Recruiting in SuccessFactors HCM.

Interview Central comprises of a rundown of skills/competencies (from Job Requisition) on which the
candidate will be evaluated & the lists of all the interviewers who will interview the candidates.

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Interview Central lists all open and closed interview requests. The interviewer will find a list of
requisitions for which they are interviewing, and each request expands to show the list of applicants
to which the interviewers have been asked to provide assessment feedback.

The Print and Go! Pack tab provides a quick and straightforward summary of all the information you
need to know for your interview with each candidate. The Overall Ratings visually summarize each
candidate’s hiring recommendation with thumbs up & thumbs down. The Rate now tab takes you to
the Interview Assessment Page.

The Stack Ranking drop-down (on the right-hand side) can be used to compares candidate’s ratings
on individual competencies or stack candidates by overall score.

The interviewer’s rating and comment on each candidate’s capabilities with regards to the skills from
this rating scale and comment on it by clicking on the comment icon. Clicking on the Candidate name
on Interview Assessment Sheet takes the interviewer to the Candidate application and candidate
resume, filled and uploaded by the candidate while applying for the Job.

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The Overall Ratings visually summarize each candidate’s hiring recommendation with thumbs up &
thumbs down. It also has a comment icon, which helps the interviewer to add comments for the
following rating. The comment icon helps the interviewer to take notes during the interview. Using
Interview notes, Interviewer can upload their meeting notes.

View Candidate Rating

The Recruiter and Hiring Manager view candidate score on the Job Requisitions tab, where they can
review the interviewer’s ratings and feedback for each & every candidate. It helps the Recruiter and
the Hiring Manager to get an overview of the applicant eligibility status.

On clicking View Candidate Rating, a screen pops with the individual scoring and comments for all the
interviewed candidates, which help the recruitment team, analyze and take a final call. Here is a quick
summary of the features of interview scheduling.

Features of Interview Scheduling & Central

Interviewers can enter their availability directly into the system to schedule interviews easily

Candidate Self-scheduling functionality allows organizers to propose different timings to the

candidates, who can then select their preferred time

Interview Central brings together all assessment data, allowing the organization to keep a dossier on
potential new hires.

It reduces paperwork and wondering who has which record.

It ensures the right candidate with the right skills at the right time.

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It allows permission-based access to interview portlet and view both overall interview feedback and
Candidate Ratings via mobile phone

However there are currently some challenges with current interview scheduling system:

Interview scheduling currently only support integration with Microsoft Office Outlook Calendar.

The longest interview schedule is limited 12 hours.

If multiple days are needed, it needs to be set up as multiple interviews in different status

Interviews will be set in the recipient’s time zone. It is important that the user’s time zones are set
correctly.

EMPLOYEE REFERRAL
As name suggest employee referral mean when any current employee refer a new candidate for the
vacant role or position in organization. This module is one of the widely used recruitment models
while recruiting any new candidate.

How to set up Employee Referral:

Path :
Upon enabling Employee Referral (In Provisioning), a new Recruiting Administrative Permission will
appear.
Non-RBP: Admin Center > Managing Recruiting > Recruiting Administrative Permissions.
Requisites: Grant permission to Employee Referral Program Setup.
RBP:
Admin Center > Manage Security > Manage Permission Roles > Permissions.
Requisites:
Grant permission to Administrator Permissions > Manage Recruiting > Employee Referral Program
Setup.

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Employee Referral setup:
Employees can easily refer a friend through two options from the career opportunity page :

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Select the position which you want to refer to your friend or colleague. Click on position and refer
the position. Within the job detail, the REFER FRIEND TO JOB option is available on the top.

Then the employee will enter the candidate’s email address to send the referral link to apply.

When a candidate goes through the Employee Referral link sent from the program, they will
automatically come into SuccessFactors Recruiting as a referral in the FORWARD status and the
referring employee’s name will be captured.

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Candidate in Forwarding status and the Candidate Source will state EMPLOYEE REFERRAL and the
referring employee can go to their SuccessFactors Career page and track their referrals.

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OFFER APPROVAL

Once a hiring manager, recruiter, or other authorized user decides to hire a candidate to fill a job
requisition, the offer process consists of gathering details of the offer that will be extended to the
candidate, combining these details for approval from management called offer approval.

Process:
Candidates have been interviewed and evaluations submitted. Finalists have been chosen based on
evaluations and collaboration of Hiring Coordinator and Position Manager (with Search Committee
input, if applicable). The top finalist has been selected to receive an offer of employment.

The Talent Acquisition team recommends choosing 2-3 finalists in the event that the top finalist does
not accept the offer.

To request approval to extend an offer to your top candidate, move the candidate into Offer
Approval Request status in the Talent Pipeline.
Drag-and-drop candidate from Finalist to Offer Approval Request.

From the pop-up window click [APPLY UPDATES].

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Click the drop-down arrow next to Offer for options; click [OFFER APPROVAL]. This step is required.
Changing the status does not complete the offer process; it only changes the status of the candidate.

The Offer Approval screen will open. The title reflects the candidate’s name and the
position they are being offered.
a. Click the drop-down by Select Offer Template to choose the appropriate template: Staff and
Faculty or Student/Term Adjunct.

Approvers section at the bottom of the form will adjust based on the template selected.
a. For Staff and Faculty Offer Approval Template, the approvers will pre-populate based on what was
entered in the Approver section of the Requisition.

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For Student and Term Adjunct Offer Approval Template, you will need to enter the approver, which
may be yourself, if appropriate. Begin typing in the field and the system will search users as you type.
You may add multiple approvers as needed.

Completing the Offer Approval Request Details:

Review the Offer Details, making edits and adding information as appropriate.

2. Position Number and Title come from UCFlex and should not be changed.

3. The Candidate’s Name is populated from the application and should not be changed. If the
candidate did not enter their legal name and it needs to be updated, they can edit their application to
reflect the changes. The candidate’s name is fed to UCFlex from his/her application. If the formatting
or spelling is incorrect, changing here will not impact that. Those changes will need to be made after
the hire is processed.

4. Enter the targeted Start Date and Contract percentage. Actual FTE% comes from the Requisition
and should not be changed. If the FTE is incorrect, the Hiring Coordinator will need to submit a
“Maintain PCR” once the employee is hired.

5. If Compensation has approved an Advanced Starting Salary (a salary above the midpoint of the
position’s salary range), choose “Yes” here. PLEASE NOTE: The midpoint of the salary range and the
“Planned Compensation” are not necessarily the same figure.

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Planned Compensation comes from UCFlex and should not be changed. If the amount is incorrect, the
Hiring Coordinator will need to submit a “Maintain PCR” once the employee is hired.
7. Enter Annual Salary for employees who will be paid monthly. Enter Hourly Rate if the employee will
be paid bi-weekly. (Enter one or the other; do not fill in both fields.)
The salary amount is the figure you wish to offer to the candidate if approved.
8. Add the Work Schedule Rule, if applicable.
9. If needed for reference, you may view the candidate’s resume with the Candidate Quick View.
10. Fill in the College CEEB Code, using information in the candidate’s resume (#9) if needed.
Click the blue bubble to access the link to look up the CEEB code.

11. If input into the application, College/University, Degree, Graduation Year, and Area of Study will
auto-populate. If not, add these based on the candidate’s resume (#9), if available.

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12. Select whether this position is a Main Assignment.
13. Choose the Action Type from the drop-down menu.
14. The Reason for Action drop-down options will change based on your selection in #13.
15. If the candidate will be receiving tenure, fill out applicable information.

Approval of Request:

The Approver will receive notification via email that an Offer Approval is awaiting their review.

The Approver does not have the ability to edit the information in the Offer Approval Request form. If
there are any edits to be made or discrepancies, the approver will decline the request and the Hiring
Coordinator will receive an email directing them to make edits and resubmit for approval.

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OFFER LETTERS :

Once the Offer has been approved by the SVP/VP Approver and OEOA (if applicable), you may create
a Contingent Offer Letter for your candidate.

1. Drag-and-drop the candidate into Offer Letter on the Talent Pipeline.

2. Click [APPLY UPDATES] from the pop-up screen.
3. Click the candidate’s name in the Job Requisitions screen to open the application.

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4. Choose Offer Letter from the Offer drop-down menu within the application.

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5. The Offer Letter template will open.
Choose the appropriate template from the drop-down menu.
The Subject defaults to “Offer of Employment” but is editable.

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Based on the template chosen, the pre-approved verbiage will appear in the editing box. The
verbiage in all templates has been approved by Central Human Resources, the Provost Office, and
General Counsel. Items highlighted in [[YELLOW]] will pre-fill based on information entered in the
Requisition or the candidate’s application. Items in RED need to be edited by you.
6. If you need to attach any documents to your offer letters, such as checklists for Classified positions
or addendums, click the [ATTACH A DOCUMENT] button at the bottom left of the Offer Letter page.
7. When all RED fields have been edited, click the [NEXT STEP] button at the bottom of the letter to
review the Offer letter.

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HIRE & ONBOARD:

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