If you want to offer an applicant a contract, you can carry out several steps:

• Change the applicant's overall status and vacancy assignment status for the vacancy for which you want to offer the contract to Contract offered. We recommend that you also change any other statuses for the applicant’s vacancy assignment.
• If you change the overall status to Contract offered, the applicant activity Contract offered is automatically created (in the standard system). You can send a cover letter with the contract using this activity. You can print the cover letter and append it to the contract.
• Create the applicant activity Mail Contract in the system, by way of documenting when you want to send the contract to the applicant.
• Create the applicant activity Employment contract. The template of the employment contract is based on this applicant activity.

1. If you have maintained more than one vacancy assignment for an applicant, the Maintain Vacancy Assignment screen appears automatically. Proceed to step 5.
2. If more than one person is assigned to the vacancy for which you want to offer a contract to an applicant, the Maintain Vacancy Assignment screen appears automatically. Edit the data as described in step 9.
3. If you have only maintained one vacancy for the applicant and the vacancy is only assigned to this applicant, the Applicant actions screen reappears. The process is now complete.

5. Select the vacancy for which you want to offer the applicant a contract and choose Status (Vacancy).

The Change Vacancy Assignment Status screen appears.

6. In the Vac. Assign. Status field, enter Contract offered for the status of the vacancy assignment, and choose .
7. The Maintain Vacancy Assignments screen appears.
8. Change the status to rejected for all other applicants who are assigned to the vacancy. Select all further vacancies and carry out steps 5 to 7. Enter 4 for the vacancy assignment status rejected.
9. Choose .

10. Go back, by choosing .

The Maintain Vacancy Assignments screen appears displaying a list of all persons assigned to the vacancy.



If you do not want to change the status of the vacancy assignment for these applicants, the first step of the Offer applicant contract process is complete.

If you do want to change the vacancy assignment status for these applicants, process with step 11. We recommend that you change the vacancy assignment status for these applicants to on hold or rejected. This prevents the applicant from occupying the vacant position.

11. To select all the applicants listed, choose , and then choose status (vac.).

The Change Vacancy Assignment Status dialog box appears.

12. In the Vac. Assign. Status field, enter 3 for on hold or 4 for rejected for the status of the vacancy assignment, and choose .
13. Choose .
14. Go back, by choosing .

The Change Vacancy View: Detail screen appears.

15. Enter a percentage approved, percentage reserved and staffing percentage.
16. Choose .

The applicant's overall status and vacancy assignment status for the vacancy for which the contract is to be offered are set to Contract offered. All remaining vacancy assignment statuses for the applicant have been changed according to the status chosen. The applicant activity Offer contract was automatically created for the applicant.

The vacancy assignment status of all other applicants assigned to the vacancy chosen in step 2 has also been changed to that chosen. The percentage approved, percentage reserved and staffing percentage (and thus the staffing status) of the vacancy for which the contract is being offered have been changed.

To create a cover letter for the employment contract:

1. From the SAP Easy Access screen, choose Human resources ® Personnel Management ® Recruitment ® Applicant Activity ® Maintain.

The Maintain Applicant Activities screen appears.

2. Enter the applicant number of the applicant to whom you want to send the contract offer and choose .
1. If there is only one Application infotype record for the applicant in the system, the Maintain applicant activity screen appears. Proceed to step 4.
2. If there is more than one Application infotype record, the Maintain applicant activity screen appears displaying all the applicant’s applications. Proceed to step 3.
3. Select an application and choose Edit ® Select application.

The Maintain Applicant Activities screen appears.

4. Select the applicant activity Contract offer, that the system created automatically when you executed the applicant action Offer applicant contract, and choose:

5. Print the letter.

You have created a cover letter to go with the employment contract.

In the Standard system, this applicant activity is not linked to a standard text. You can create the activity Mail contract for an applicant and use it, for example, for documentation purposes.

Creating an employment contract is linked to the applicant activity Employment Contract in the Standard system. To create an employment contract:

1. From the SAP Easy Access screen, choose Human resources ® Personnel Management ® Recruitment ® Applicant Activity ® Maintain.

The Maintain Applicant Activities screen appears.

2. Enter the applicant number of the applicant to whom you want to send the contract offer and choose .

1. If there is only one Application infotype record for the applicant in the system, the Maintain applicant activity screen appears. Proceed to step 4.
2. If there is more than one Application infotype record, the Maintain applicant activity screen appears displaying all the applicant’s applications. Proceed to step 3.

3. Select an application and choose .

7. To change the letter, choose from the Maintain Applicant Activities screen.

The relevant document template appears.

8. Change the document to meet your requirements.
9. Choose .
10. Print the contract, which you created using the applicant activity Employment contract in one of the following ways:

You have created and printed an employment contract for the applicant.