The second service package for the second integration package for integrating SAP HCM and SuccessFactors – Integration Add-on for SAP ERP Human Capital Management and SuccessFactors Business Execution 2.0 Service Package 2.0 – was released on SAP Service Marketplace on September 6th 2013. The second package introduced new hire integration for the “Attract-to-hire” process that enabled individuals who had accepted a job offer in SuccessFactors Recruiting Execution to be hired in SAP HCM using the standard Hiring Action. A brief overview of all of the packages and the strategy for integration can be found in my blog SAP HCM and SuccessFactors Integration Packages: a brief overview.

The Package

The integration package builds on functionality that has been delivered previously and introduces integration for the Define-to-hire recruiting process. It provides customers of SuccessFactors Recruiting Execution with the ability to create requisition requests in SuccessFactors Recruiting using employee, position, and vacancy data from SAP ERP HCM.

The add-on includes a number of new features and functionality:

  • Ability to trigger and update Job Requisitions in SuccessFactors Recruiting from SAP ERP HCM
  • New infotype 1107 to store vacancy information
  • New reports, including RH_SFI_TRIGGER_JOB_REQUISITION and RH_SFI_RECRUIT_REQ_FIELDS
  • New tab in PPOME for a Position object
  • A new view in PPOME: SFSF Job Requisition (list) and SFSF Job Requisition (structure)
  • New IMG entries under the Integration Scenario for Recruiting Data node in the Integration Add-On for SAP ERP HCM and SuccessFactors BizX node

The screenshot below demonstrates the new tab in PPOME that is added to Positions to show details of any Job Requisitions created for that position.

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The package itself comprises of ESR content for SAP NetWeaver Process Integration (NWPI) and SAP HANA Cloud Integration (HC) and the reports, function modules, and BAdIs to perform the integration activities. As per SAP’s strategy for Hybrid integration, the process is triggered from SAP ERP HCM and not from SuccessFactors. No additional configuration is required on the SuccessFactors side for this integration.

Process Flow

The add-on provides process integration with the following process flow:

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In addition it extends the process flow of the previous integration add-on:

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In more detail, the process steps are:

  1. A position is set to Vacant in PPOME using the standard method and a change pointer is created in table HRSFI_D_RCT_REQ
  2. Report RH_SFI_TRIGGER_JOB_REQUISITION is run in SAP (either manually or via a scheduled job) to:
    • Create a record in infotype 1107 and create a Job Requisition in SuccessFactors Recruiting for each vacant positions found in infotype 1107 using position, orgunit, and job information from SAP
    • Close any Job Requisition’s for positions that are no longer marked as vacant in SAP
  3. The State of the Job Requisition in SuccessFactors Recruiting is set to pre-approved and infotype 1107 is updated in SAP with the Requisition ID, as well as fields such as Requisition Template ID and name, etc
  4. During the Recruiting process the job requisition is updated with the latest information from SAP
  5. A candidate will be hired into SAP using the process integration in Integration Add-on 2.0
  6. Once the Hiring Action has been performed the vacancy is closed in infotype 1107 and, if applicable, infotype 1007 and the User ID of the new hire is updated in the Requisition in SuccessFactors Recruiting

Report RH_SFI_TRIGGER_JOB_REQUISITION is fairly straightforward and can be scheduled using a variant. The initial screen of the report requires the user only to select the language before executing the report. Below you can see the selection screen when running the report in transaction SE38.

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Infotype 1107 records are created with SUBTY value of 0001. When a vacancy is closed the SUBTY is set to 0002, unless the Status of the Job Requisition is set to pre-approved. In this situation an error is provided that the Requisition cannot be closed, the Status is set to SAPdeleted, and the infotype 1107 record is then deleted. The screenshot below shows a record of a closed Job Requisition for a Position in PPOME.

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Configuration and Setup

This package requires configuration on the SAP side and some setup on the SuccessFactors side in the Requisition XML for the integration fields. If both recruiting process integrations are being configured then this integration should be configured before the attract-to-hire integration provided in Integration Add-on 2.0. Most of the SAP configuration is within the IMG under Personnel Management > Integration Add-On for SAP ERP HCM and SuccessFactors BizX > Integration Scenario For Recruiting Data > Transfer of Job Requisition Data from SAP ERP to SuccessFactors BizX.

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In the IMG, the following customizing activities need to be performed:

  • The integration has to be enabled by setting parameters CANDIDATE_UPDATE_ACTIVE and JOB_REQUISITION_INTEGR_ACTIVE to X in customizing activity Activate Additional Functions
  • The Job Requisition Template metadata needs to be imported into SAP using customizing activity Importing Metadata from SuccessFactors BizX founder under Basic Settings or via report RH_SFI_SYNCH_METADATA
  • Map the Job Requisition ID to a fieldset in customizing activity Assign SuccessFactors BizX Objects to Field Sets – this can be done multiple times if there are more than one Job Requisition Template
  • In the customizing activity Map SuccessFactors BizX Fields and SAP ERP Fields to Each Other map the Job Requisition fields to SAP ERP HCM fields, which can be either via BAdI or via Table *
  • Set the BAdI that will be used to determine which Job Requisition ID to use for groups of Positions in customizing activity BAdI: Determination of Job Requisition Template from SFSF
  • Specify the handling of existing vacancies during the transfer in customizing activity Specify Handling of Existing Vacancies During Data Transfer
  • Run report RH_SFI_RECRUIT_REQ_FIELDS to check if all of the fields that are to be transferred to SuccessFactors Recruiting exist and are set to Required

*Note that this activity is not transportable

Once this configuration has been completed then the add-on is ready to use.

Notes on using the integration

For the 1311 release of SuccessFactors Recruiting it is very important that customers use the latest add-on on the SAP Service Marketplace. This is because of changes in 1311 release of SuccessFactors Recruiting.

Customers do not need to use vacancies (T77S0-PPVAC = 0) to use this functionality. Records can be created manually in HRP1107 for the vacant positions that they want to hire for in SuccessFactors Recruiting.

During the process the State field of the Job Requisition is updated. This field should not be confused with the Requisition Status field, which is different. The end user can set the Requisition Status field as required, but the State field is a system field that cannot be modified by the end user.

Since a Job Requisition is based on a Requisition Template that cannot change, if the Requisition Template must change then the Job Requisition must be closed and re-opened once the Requisition Template has been changed.

Changing the start date of the infotype 1107 record to the future will close the Job Requisition until the date of the record is reached when it will be re-opened. Moving the end date of an infotype 1107 record to the past will also close the Job Requisition.

Summary

This extends the integration for SuccessFactors Recruiting to ensure that the major processes are covered from a data and process integration perspective. The process is simple and quick to trigger and often requires little or no change to the existing process for setting positions to vacant. The value is in the simplicity of this package and is a nice way to build on the existing integration and complete the overall process flow.

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18 Comments

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  1. Paul Hardy

    SAP seems to have a clear plan for improving the integratio of core SAP ERP with the Success factors cloud.

    What I am puzzled by is that there seems to be no equivalent integration strategy between core SAP ERP and Ariba.

    I was sort of hoping that SAP would release integration add-ons like they have been doing with Success Factors but I have seen no evidece of this. Currently you have to upload data into Ariba using CSV files.

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    1. Luke Marson Post author

      Hi Paul,

      I spoke with the responsibles at SAP Cloud and they provided this information. I also recommended that they write an SCN blog and they are going to work on it.

      The SAP-Ariba add-On – called Ariba Network Integration 1.0  – is actually a dedicated project to provide direct connectivity between SAP and the Ariba Network.  It is now in RTC and was announced just a couple of weeks ago.

      Best regards,

      Luke

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      1. Paul Hardy

        That is good to hear. Currently there is a series of mappings Ariba provide for PI for transactional data, but they are incredibly complex, and even someone like me who likes to think they know what they are doing when it comes to PI, find them very difficult to tweak.

        What is needed is an API between SAP and Ariba, which can be via PI if they want, I don’t mind, so “customers” like my organisation can enahnce the interafce as little or as much as they like.

        I am , and am happy to be, an Ariba customer, I want Ariba to succeed, it’s main benefit is undeniable i.e. it has millions of suppliers signed up, but the icing on the cake would be that – IMHO – that Ariba’s current IT capabilities need a bit of TLC from the developers at SAP.

        I would hope that Ariba is just as important to SAP as Success Factors.

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  2. Ameen Syed

    One more step ahead in Hybrid model….

    Thanks Luke for the information. Is there a chance in future to get a complete HR sync between both the systems in hybrid model??

    I hope so….

    Regards

    Moosa

    (0) 
    1. Luke Marson Post author

      Hi Moosa,

      This can be created now, but requires some mapping. I doubt that SAP will provide content since customer systems can vary a lot.

      Best regards,

      Luke

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  3. Sankarsan Dey

    Hi Luke,

    Before strating integration we need to link in between IT1007 & IT1107. In my case IT1007 has been created but IT1107 is not created automatically die to this. So for this reason not able to see the SFSF Job Requisition tab in PPOME.

    KIndly suggest what to do for this.

    Regards,

    Sankarsan

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      1. Sankarsan Dey

        Sir,

        Can you give me step by step details that what are those steps i need to work on under IMG settings for bring it in PPOME.

        Regards,

        Sankarsan

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  4. Supragya Shrestha

    Hi Luke,

    We have integrated SAP with SF for Recruiting for our client. But the report RH_SFI_TRIGGER_JOB_REQUISITION which is scheduled to run daily keeps erroring(report does out run fully shows dumps) pointing out a particular position for data inconsistency.

    We tried to close the vacancy for for this position and org unit set up is ok but we are not sure as why it keeps erroring out.Error.jpg

    (0) 
    1. Luke Marson Post author

      It could be a number of things related to this Position. At least you have identified the Position. I would check the various infotypes for this Position – particularly HRP1001 – to ensure data consistency and accuracy.

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  5. Nathan Piercy

    Hi Luke,

    Question for you–we are doing a customized solution and I’m trying to understand how a candidate profile is converted to an employee profile?

    Example of our solution:

    We are selecting a candidate to hire.  Using a different solution(non-standard) to pull the data(candidate to be hired) into a PA40.  After PA40 is executed we create a userID in Active Directory and insert the userID back onto the IT0105-0001.

    My question is now what?  How do I link the new PERNR and CentralPerson to the candidateID in SFSF?  I realize there is probably some usage of Candidate_Update_Active but I’m not certain I understand.  Is there further documentation on this?

    Thanks,

    Nathan

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    1. Luke Marson Post author

      Hi Nathan,

      This is interesting. Typically the integration sends the User ID back to SuccessFactors and that is then used to convert the Candidate Profile to the Employee Profile. You may need to create a custom process to do this as the “chain” of events is being broken in this instance.

      Best regards,

      Luke

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    2. Stephen Burr

      Hopefully I’m understanding correctly but I think you are saying:

      – You hire a candidate via SuccessFactors Recruiting

      – You use a custom process to hire them into SAP

      – New SAP Employee has User Id on PA0105

      Q) Do you pass this new employee to SuccessFactors to create an Employee Profile (e.g. with Add-On 1.0)?

      If so, you can then configure the Candidate Conversion process which will merge thier (hired) Candidate’s profile and their new Employee Profile record into one.

      Read the section “Candidate to Employee Conversion” in the Recruiting Management implementation guide for details.

      Regards,

      Stephen

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      1. Nathan Piercy

        Yes Stephen this is correct analysis of my post and we are passing the employee profile data using Add-On 1.0.

        I read Candidate to Employee Conversion but still have some questions.

        Couple of concerns which may be resolved via config:

        1) In “Manage Duplicate Candidates” there are very limited choices currently, only email for External and UserName/Email for Internal–Is there a way we can configure Success Factors to also have CandidateID listed here?  So that you are able to pass CandidateID through Candidate>PA40>EmployeeReplication to link the two?

        2) In “Manage Recruiting Settings” under External to Internal Candidate there is also not an option to use CandidateID.  I know I can pass CandidateID in one of my custom fields for employee replication, but how do I reference that on the External Candidate side?

        Is all of this a part of the provisioning that can be done?

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  6. Rong Fei Cao

    Dear Luke,

    I have a question that when I use se38 run RH_SFI_TRIGGER_JOB_REQUISITION report, below error occous

    Technical error: Web service Application Error.png

    befort it, I do below congigure in SAP and SF:

    SF: upload Requisition XML in P R O V I S I O N I N G

    181 Job requisition.png

    and it can show in SFAPI Data Dictionary

    JobRequisition$181.png

    SAP:

    Assign SuccessFactors BizX Objects to Field Sets

    S_NWC_37000012 - Transaction S_NWC_37000012.png

    of course I follow your guide, could you please tell me why?

    (0) 

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