eRecruit Process Walkthrough

September 11, 2006

Agenda

• Objectives of the Process Walkthrough

• Recruitment-related Key Terminology
• Recruiting in the Employee Life Cycle
• Selected Recruiting Process Flow
• Key Changes Overview
• Integration Points
• A Glance into SAP
– Selected screenshots from one or several work steps of
the process flow that best reflect the changes and/or
integration points
• Communications and Training Highlights

2
Objectives and Key Highlights

• Presentation of the Overall Recruiting Process from an

LAUSD Perspective:
– Filling a Position
– Conducting a Recruitment Campaign
– Applying to a Job
• Integration:
– How eRecruit Integrates with Personnel Administration,
Organizational Management and Position Budget Control
• A Glance into SAP:
– How to Run the Eligibility List and Access Candidate Profiles
• Access to Recruitment Data:
– What level of information do recruiters, other central HR
personnel, hiring managers and candidates view depending
on their access rights.

3
SAP eRecruit Key Terminology

• SAP: “System Applications and Products” is the name of the software vendor
and its core integrated product – SAP R/3.
• eRecruit: An SAP module that standardizes and improves the efficiency of the
recruitment and selection process
• Job Posting: A function that can directly post job ads on the District’s website,
on-line job boards, etc.
– Can track applicants using posting “reference numbers”

• Process Template: A set of established steps to be completed during the

recruitment process that allows tracking of progress of candidates
• Requisition: A function that drives the recruitment process at the job level or
the process for filling a single position
– Captures data that is used in the creation of ads and other recruitment material as
well as data relating to an employment assessment process (exam)
– Can be routed for approval

• Questionnaires: A function that can be designed to ask a variety of questions

– Can be completed by candidate or recruiter
– Can rank candidates based on responses
– Can search candidate responses en mass

4
SAP eRecruit Key Terminology

• Process Template: A set of established steps to be completed during

the recruitment process
– Allows tracking of progress of candidates in the recruitment process

• Application Wizard: A predefined sequence of screens to be

completed as candidates apply for a job
– The Wizard guides candidates step-by-step through all application
requirements

• Talent Pool: A holding place for data related to candidate profiles

– Individuals can enter their candidate profile in the talent pool but not apply
directly for a specific job
– Recruiters can search or query the talent pool for potential candidates
who posses specific skills and meet specific requirements

• Qualifications Catalog: A function that can be used to track

qualifications for a candidate, internal employee, or a specific job class
– Can be used for candidate qualifications which are self-reported or
verified by the Human Resources Department
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 Recruiting in the Employee Lifecycle

Identify
Create Create Budget
Vacancy in
Organizational & Position
Organizational
Structure Control
Structure

Assess
Hire Recruit
Candidate
Employees Candidates
Skills

Administer
Report Time Run Payroll
Benefits

Post to
Finance

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What is Recruitment and Selection?

• Recruitment/Selection is the name of the process

that includes a series of steps that are performed
in the hiring of any employee
• These steps may require an employer, a person
seeking employment, or both to perform a certain
action
• The recruitment process may be initiated by an
employer creating a job requisition and job
posting or other action
• A job seeker, or candidate, may start the
recruitment process by creating an electronic
candidate profile in eRecruit

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Recruitment Structure by Role

8
Recruitment Scenario – Process Illustration

It is early spring and the District is

beginning the process of filling teaching
positions for the upcoming school year.
Tanya Roberts is interested in teaching
at a secondary school.
We will follow Tanya along the
recruitment and hiring process in order
for you to understand how her data will
flow through eRecruit and into SAP.

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Recruitment Scenario – Step 1

The recruiter searches

the talent pool of qualified
candidates for teaching
opportunities with the
District. Qualified
candidates are invited to
apply for a teaching job.

Creates a job requisition

RECRUITER to begin the recruitment
process for the job of
Secondary Teacher and
Posts the Job

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Recruitment Scenario – Step 2

JOB
APPLICANT
• Job
Registers in
• Promotion
eRecruit and All candidate profiles
completes a are maintained in the
candidate profile to • Transfer Talent Pool
apply for a…
• Re-hire
Tanya is an
External Candidate

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Recruitment Scenario – Step 3

Administers employment
assessment process to
candidates

Maintains employment test

scores in eRecruit
RECRUITER
Employment Eligibility List
Job Class:xxx

1. xxxxxxxxxxx
2. xxxxxxxxxxx
3. xxxxxxxxxx
4. xxxxxxxxxx
5. xxxxxxxxx
Maintains electronic
employment eligibility lists
in eRecruit

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Recruitment Scenario – Step 4

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Recruitment Scenario – Step 5

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Integration with SAP HR Sub Modules

15
Another View of eRecruit Integration with Personnel
Administration and Other Functions

Sigma

Candidate
Information

eRecruit Personnel
Candidate Candidate Administration
Data Schedule for
Test/Interview

Scheduling
Enhancement

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Key Changes
Current Process
• Some HR Departments
currently collect paper job
applications; all transfer
requests and requests for re-
instatements are currently in
paper format
• Candidates apply directly for
a specific job
• Requests to fill positions are
made using a paper form
New Process
• The District will use eRecruit,
an online system, to manage
all recruit activities (including
requests for transfers and re-
instatements)
• Candidates can complete a
profile on-line in our talent
pool which she or he can
update at any time and
candidates will be able to
apply for specific jobs on-line
• Requests to fill positions will
be made using on-line
position requisitions
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Key Changes

Current Process New Process

• In many cases, hiring • Hiring Managers will have
managers do not have access access to candidates’
to candidate’s application application materials and
materials candidate profiles (all
electronic)
• Soon after go-live, Hiring
• Typically it is only Central HR
Managers will have access to
that has access to eligibility
electronic eligibility lists for
lists
many District job
classifications

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eRecruit System Process

Manage
Create and Post Create and Edit
Process
Requisition Questionnaire
Templates

ID potential job
Candidate Candidate applicants with
Creates Profile Applies to a Talent
in eRecruit Job Posting Relationship
Management

Track
Transfer
Manage Employment Manage Pre-
Candidate
Applications Assessment hire Process
Data to PA
Results

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A Glance at e-Recruit (eRC):
Candidate Profile (Candidate Perspective)

Tabs indicating
separate screens
to be completed by
candidate

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A Glance at e-Recruit (eRC):
Candidate Profile (Work Experience Screen)

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A Glance at e-Recruit (eRC):
Candidate Profile (Candidate Perspective)

Transfer Tab –
internal candidates
will request a transfer
using this screen

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A Glance at e-Recruit (eRC):
Candidate Profile (Transfer Screen)

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A Glance at e-Recruit (eRC):
Candidate Profile (Recruiter’s Perspective)

Central HR Personnel Staff can document “verified” data and

employment assessment results on these screens but the
candidate will not be able to view and edit this information

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A Glance at e-Recruit (eRC):
Candidate Profile (License/Certifications Screen)

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A Glance at e-Recruit (eRC):
Application Wizard (with Questionnaire)

This tab will

present the
questionnaire
that the
candidate has to
complete as part
of the application
process

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A Glance at e-Recruit (eRC):
Questionnaire

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A Glance at e-Recruit (eRC):
Requisition (Job or Position)

Note: Employment
Exam Information
Tab – (job requisitions)

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A Glance at e-Recruit (eRC):
List of Candidate Applied to this Requisition

Personnel Numbers appear here

Press here to for internal candidates
see a
candidate’s
profile
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SAP Processes:
Running an Electronic Eligibility List

Click here to find the

eligibility report
eRecruit Reports

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SAP Processes:
Eligibility List for Secondary Teacher

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SAP Processes:
Eligibility List for Technical Project Manager

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Communications and Training Highlights

2006 2007

Aug Sept Oct. Nov Dec Jan

Process
Walkthroughs On- going specific messages

End User
Training*

Go Live
Campaign

My change and training guide

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Sample of eRecruit Training Curriculum

Course Title Delivery Method Duration (hrs)

Recruitment Virtual Course 2

Overview
Identify and Source Instructor Lead 4
Candidates Training
Screen Candidates Instructor Lead 8
and Generate Training
Eligibility List
Select Candidates Virtual Course 2
and Perform Pre-Hire
Process
Hiring Manager Web Based Learning 2
Overview
Hiring Manager Virtual Course 1
Detail
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More Project Information

• To learn about the BTS project:

– Check out the BTS Website (www.lausd.net/bts)
– E-mail bts@lausd.net

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Questions

• Before leaving the room, please make sure that you have
– Signed in
– Completed the Process Walkthrough Assessment Survey

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37
 SAP eRecruit Key Terminology “Cheat Sheet”

• SAP: “System Applications and Products” is the name of the software vendor and its core integrated product – SAP R/3.

• eRecruit: An SAP module that standardizes and improves the efficiency of the recruitment and selection process

• Job Posting: A function that can directly post job ads on District website, on-line job boards, etc.
– Can track applicants using posting “reference numbers”

• Process Template: A set of established steps to be completed during the recruitment process that allows tracking of progress of
candidates in the recruitment process

• Requisition: A function that drives the recruitment process at the job level or the process for filling a single position
– Captures data that is used in the creation of ads and other recruitment material as well as data relating to an employment
assessment process (exam)
– Can be routed for approval

• Questionnaires: A function that can be designed to ask a variety of questions

– Can be completed by candidate or recruiter
– Can rank candidates based on responses
– Can search candidate responses en mass
• Process Template: A set of established steps to be completed during the recruitment process
– Allows tracking of progress of candidates in the recruitment process

• Application Wizard: A predefined sequence of screens to be completed as candidates applies for a job
– The Wizard guides candidates step-by-step through all application requirements

• Talent Pool: A holding place for data related to candidate profiles

– Individuals can enter their candidate profile in the talent pool but not apply directly for a specific job
– Recruiters can search or query the talent pool for potential candidates who posses specific skills and meet specific requirements

• Qualifications Catalog: A function that can be used to track qualifications for a candidate, internal employee, or a specific job
class
– Can be used for candidate qualifications which are self-reported or verified by the Human Resources Department

38