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Like any integrated system, customers using both SuccessFactors Recruiting and SuccessFactors Employee Central can have seamless integration between the applications. Application, Requisition, Offer, and Candidate data from Recruiting can be mapped to Employee Central fields in the New Hire process so that data is pre-filled for the end user. In this blog, we’ll go through the steps to configure the mapping and how to operate the integration.

Prerequisites

Before mapping the fields, the Hirable status needs to be added into the Base list of statuses in Recruiting. The steps for this can be found in the SuccessFactors Recruiting Management Implementation Guide on SAP Service Marketplace in the Hire & Onboard section, in sub-section 8.1.1 Employee Central (RCM to EC Integration).

The consultant(s) doing the mapping should be familiar with the Employee Central data model and/or the Recruiting data model.

Whoever will perform the hire in Employee Central needs to have permission to access the Manage Pending Hires transaction.

The mapping template

The process of hiring an employee in Employee Central that has originated in Recruiting is called Candidate to Employee Conversion. The mapping of the Recruiting fields that need to be used in the New Hire transaction in Employee Central is made in the transformation XML template, which can be downloaded from Provisioning using the Import/Export Candidate to employee integration template option under the Managing Recruiting heading, as seen below:

/wp-content/uploads/2015/05/1_712415.png

The transformation template is made up of one main XML element (<object-mappings>), which has two child elements that represent the two major sections of the template. The <object-mappings> element has 3 mandatory attributes that must be applied. It should look like this:

/wp-content/uploads/2015/05/2_712416.png

The two child elements within the <object-mappings> element are:

  • <entity-mapping-details>: this element is for mapping the fields
  • <role-mapping>: this element is for mapping roles

The <entity-mapping-details> element contains a number of <mapping-attribute> elements that represent each mapping. We’ll look at these shortly. The <role-mapping> element contains <target-roles> and <manager-roles> elements, which we’ll discuss a little later in this blog.

A basic example of the transformation XML can be seen here:

/wp-content/uploads/2015/05/3_712417.png

Configuring the mapping

The mapping itself is fairly straightforward. There is an element called <mapping-attribute> that has two child elements: <source> and <target>. Each element represents one field mapping. The child elements have attributes to define:

  • <source>: source field and source element (Job Requisition, Application, or Offer Letter)
  • <target>: target HRIS element and field

This is formatted as such:

/wp-content/uploads/2015/05/4_712418.png

To look at a practical example, let’s look at the mapping of surname:

/wp-content/uploads/2015/05/5_712419.png

This tells us that the Recruiting fields is lastName and it comes from the Application (application). It will be mapped to the Employee Central field last-name that is in the personalInfo HRIS element (Personal Information portlet on the Personal Information screen).

The three entity types used for the <source> entity-type attribute are:

  • Application: application
  • Job Requisition: jobrequisition
  • Offer Letter: offerletter

The following target HRIS elements can be mapped to:

  • personalInfo
  • personInfo (only field date_of_birth is supported)
  • emailInfo *
  • phoneInfo *
  • imInfo *
  • recurringPayComponents *
  • nonRecurringPayComponents *
  • addressInfo (only address type home is supported)
  • jobInfo
  • compInfo
  • employmentInfo
  • emergencyContactInfo
  • nationalId

Those marked with * can have multiple values sent to Employee Central by mapping a different keys for each entityType. Let’s look at Phone Number as an example:

/wp-content/uploads/2015/05/6_712420.png

Here we can see that both phone numbers (homePhone and cellPhone) are mapped to the same field in Employee Central (phone-number). However, these are differentiated by the Picklist external code of the value: H for Home phone and C for Cell phone.

Role Mapping

Because the candidates in Manage Pending Hires are not yet an employees, the permissions of the user cannot be applied to them. In order to apply permissions to enable the user to view and hire them, target roles are mapped with the <target-roles> element within the <role-mapping> element. Typically the user can only view candidates in Manage Pending Hires where at least one requisition operator is in the Target Population that is subject to the Permission Role containing the Manage Pending Hires access permission. However, mapping different roles (using the <roles> element) enables additional permissions to be available to the user that accesses Manage Pending Hires. There are five roles available:

  • O: Recruiting Operator
  • V: Requisition Approver
  • R: Recruiter
  • T: Sourcer
  • G: Manager

While many customers do not change the recruiter role (R), some customers do re-use the Sourcer role (T) for another purposes (e.g. HR). Some caution should be applied when using the Requisition Approver role (V) as approvers can be added to a requisition on an ad-hoc basis and therefore it reduces how secure access to Manage Pending Hires can be.

In addition to mapping permissions, the manager role can be mapped using the <manager-roles> element within the <role-mapping> element. Again, the <role> element is used to map the role, although only one value can be mapped within the <manager-roles> element. Typically, this would be the manager role (G).

A sample code might look like:

/wp-content/uploads/2015/05/7_712421.png

Notes on the integration

There are a few notes to consider for the integration, including:

  • The country used to determine country-specific fields for address, Job Information, and Compensation Information is derived from the address of the candidate
  • If the country is passed over from the address it will be overwritten by the country of the Company if the country of the Company is different from the country passed from Recruiting
  • The National ID country and type are not stored in Recruiting and therefore no values are transferred to Employee Central, although the values can be selected during hire
  • A single frequency is used for all Pay Components sent to Employee Central and it must match the Code of the corresponding Frequency Foundation Object

For more details please see section 16.1.1.3.3 (Configuring Transformation Template) of the SuccessFactors Recruiting Management Implementation Guide.

How the integration works for the end user

In order for a candidate to be hired into Employee Central, a candidate must go through an approved Offer Approval process and then have their status set Ready to Hire in Recruiting.

Candidates are hired into Employee Central using the Manage Pending Hires transaction in OneAdmin, seen below:

/wp-content/uploads/2015/05/8_712422.png

The Pending Hires screen shows all of the candidates that are in Hirable status in Recruiting, as seen below:

/wp-content/uploads/2015/05/9_712423.png

To hire a candidate, the user simply selects the Hire button and this will launch the New Hire transaction in Employee Central. In this example, I’ll select the Hire button for Caroline Matthews. As we move through each stage of the New Hire process, we can see different data that has been pre-populated from Recruiting. For example, the employee’s address:

/wp-content/uploads/2015/05/10_712424.png

And Job Information:

/wp-content/uploads/2015/05/11_712425.png

And Compensation Information:

/wp-content/uploads/2015/05/12_712426.png

Once the candidate is hired in Employee Central then the User ID is sent to the Candidate Profile and the Candidate Profile background elements synchronize with the Employee Profile. We can now see the employee in Employee Central!

/wp-content/uploads/2015/05/13_712427.png

Summary

With a simple knowledge of XML – the staple of most SuccessFactors’ consultant’s weaponry – and a knowledge of Employee Central HRIS elements it is possible to quickly configure the transformation template that defines the field mapping used for the candidate to employee conversion between Recruiting to Employee Central. The robust integration is already in place, so simply configuring the transformation template should get the integration running quickly. This is another example of cross-suite integration in the SuccessFactors HCM suite at work.

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28 Comments

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  1. Michael Fernandes

    Luke, Thanks for the excellent article, Knowledge of  XML & Employee Central HRIS elements really enables us to give robust Integration solutions to clients.

    (0) 
  2. Vasily Baranovsky

    Thanks for sharing, Luke!

    Do you know, is it possible to configure the Internal Hire screen – visibility of pay components from offer, for example?

    (0) 
    1. Luke Marson Post author

      Thanks Vasily. I’ve not seen the Internal Hire screen at any of my customers or in my demo systems. I’ll look into it.

      (0) 
      1. Vasily Baranovsky

        Hi Luke! The Internal Hire screen appears when hiring existing (active) EC employee. The standard event-derivation and workflow rules are used at this case and the process looks like transfer.

        But there are some problems with data from the offer – I’ll open the ticket.

        (0) 
        1. Luke Marson Post author

          Interesting Vasily as I’ve not seen it and I also reached out to a consultant with 4 years of implementing EC and she has never seen it.

          (0) 
  3. Sahiba Gandhi

    Hi Luke,

    Great article ! .Thanks for sharing.

    I am trying to establish an integration between RCM and EC but no candidates are showing in “Manage Pending Hires” despite moving them to the “Ready to Hire”(Hireable) status.

    /wp-content/uploads/2015/05/query_714602.png

    Please find below the steps carried out at my end:

    • Ready To Hire – This is in “Hireable” State.
    • Transformation template configured to support RCM –EC Integration.
    • Offers have been approved.
    • Permissioning has been set up correctly both in Transformation template and in admin tools.

    Please let me know if there are any other prerequisites that I might be missing.

    Any inputs would be highly appreciated!

    Thanks,
    Sahiba

    (0) 
    1. Sui Lin Hor

      Hi Sahiba,

      For all candidates to be hired in the Managed Pending Hires, they would first need to go through an Offer Approval stage. It is a manadatory step that needs to be done.

      Hope this helps!

      Luke,

      That was a very well written article. Thank you so much for sharing.

      Regards,

      Sui Lin

      (0) 
      1. Sahiba Gandhi

        Thanks Sui Lin for checking into this.

        Candidates have passed through the offer approval stage.

        If  you see my response above, we have taken care of this as a prerequisite.

        Is there any anything else that we might be missing  ?

        Thanks,
        Sahiba

        (0) 
      1. Ankur Bhatnagar

        Hi Laxman,

        Please check these links (3rd link is well explanation of candidate not visible in MPH) , hope this help:

        2252280 – Candidates not appearing in Manage Pending Hires (https://launchpad.support.sap.com/#/notes/2252280/E)

        2386726 – Candidates in Manage Pending Hire not visible to HR Manager
        https://launchpad.support.sap.com/#/notes/2386726/E

        2329965 – Manage Pending Hires – How to control which candidates you see in MPH wizard
        https://launchpad.support.sap.com/#/notes/2329965/E

        Regards,

        Ankur

        (0) 
  4. Rohit Jaswal

    Hi Luke,

    Can you please us in a issue we are facing in RCM and EC integration for employee hiring.  We are not able to pass Hiring Manager from RCM to auto populate in EC as Line manager when we are hiring a employee.

    We use the below code in integration template.

    <mapping-attribute>

    <source refid=”hiringManagerName” entity-type=”jobrequisition”/>

    <target refit=”jobInfo.manager-id”/>

    </mapping-attribute>

    (0) 
    1. Luke Marson Post author

      Hi Rohit,

      Does the field hiringManagerName contain the name of the manager? The field jobInfo.manager-id is a User Id field (not name).

      Best regards,

      Luke

      (0) 
  5. Maxime Adriaenssens

    Another great blog Luke!

    Question: What source and target fields did you use to map the Pay Component?

    I’ve been trying to get it working using the implementation guide but I’m not able to transfer the Pay Component.

    Kind regards,

    Maxime

    (0) 
    1. Rohit Jaswal

      Hi,

      Try to use below code for mapping pay component.

      <mapping-attribute>

      <source refid=”offerSalaryBase” entity-type=”application”/>

      <target refit=”payComponentRecurring.paycompvalue.Base Salary”/>

      </mapping-attribute>

      source you can change as per your field mapping.

      Thanks,

      Rohit

      (0) 
  6. Aswathy Kumar

    Hi Luke,

    Thank you for preparing and sharing this Brilliant article!

    I am facing an error when I try to hire the pending hires. Please see the below error and let me know what could be probable reason behind this.

    Pending Hires error.PNG

    Best Regards

    Aswathy

    (0) 
    1. Luke Marson Post author

      Hi Aswathy,

      You need to pass a country over to EC in your configuration. The country is used for country-specific configurations within EC.

      All the best,

      Luke

      (0) 
  7. Michelle Campos

    Hi Luke!

    Thank you for the article, brilliant as usual.

    Can you please inform if country specific fields (globalInfo_BRA) are also integrated between RCM and EC?

    Kind regards and thank you once again.

    (0) 
  8. Joby Joseph

    Hi Luke,

    thanks for the article. Are you planning for any article on RCM-ONB-EC integration? If there is already one, would you please direct me?

    Thanks

    Joe

    (0) 
  9. Manali Lande

    Hi Luke,
    Thanks for such an informative article. We are trying to configure this in a demo system and have followed all the steps mentioned in the handbook but still facing an issue. The name of the employee for example is not populating. Similarly we are unable to get in other fields like position information, location, department for the new hires in EC. Attaching a screen sot for reference

    .

    Any help will be highly appreciated.

    Thanks in Advance!

    Regards,
    Manali

    (0) 
  10. Laura Faranna

    Thank you so much for the details provided. Post is very helpful.
    Are there any alternatives to map or migrate EP background information to EC MDF objects?
    Thank you in advance!
    Kind Regards,
    Maria

    (0) 

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