Offering an Applicant a Contract

Prerequisites

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.

Note Note

This procedure is based on you wanting to send contracts to only a small number of applicants and wanting to create contracts individually. You can also carry out the procedure for bulk processing by processing the list of vacancy assignments.

End of the note.

Setting the Overall Status and the Vacancy Assignment Status to Contract Offered

  1. From the SAP Easy Access screen, choose Start of the navigation path Human resources Next navigation step Personnel Management Next navigation step Recruitment Next navigation step Applicant Master Data Next navigation step Applicant actions. End of the navigation path

  2. The Applicant Actions screen appears.

  3. Enter the applicant number of the applicant and select the applicant action Offer applicant contract . Choose .

  4. The Copy Applicant Actions screen appears. The system has set the overall status of the applicant to Contract offered and suggests the corresponding applicant action Offer Applicant Contract as a default.

  5. Overwrite the validity period suggested by the system.

  6. Choose .

Note Note

When you save initially, a warning appears informing you that a data record is to be deleted or delimited. You can ignore this warning, and save again.

End of the note.

  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.

Note Note

In the Standard system, the system automatically creates the applicant activity Contract offer if the status of the applicant is changed to Contract offered . A text template is linked to the applicant activity Contract offer in the standard system. This will create a cover letter to go with the employment contract.

End of the note.

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

  2. The Change Vacancy Assignment Status screen appears.

  3. In the Vac. Assign. Status field, enter Contract offered for the status of the vacancy assignment, and choose .

  4. The Maintain Vacancy Assignments screen appears.

  5. 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 .

  6. Choose .

  1. Go back, by choosing .

  2. 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.

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

  4. The Change Vacancy Assignment Status dialog box appears.

  5. In the Vac. Assign. Status field, enter 3 for on hold or 4 for rejected for the status of the vacancy assignment, and choose .

  6. Choose .

  7. Go back, by choosing .

  8. The Change Vacancy View: Detail screen appears.

  9. Enter a percentage approved, percentage reserved and staffing percentage .

  10. Choose .

Result

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.

See also:

Administration of selection procedures

Process-Oriented Processing Options

Create Employment Contract Offer

To create a cover letter for the employment contract:

  1. From the SAP Easy Access screen, choose Start of the navigation path Human resources Next navigation step Personnel Management Next navigation step Recruitment Next navigation step Applicant Activity Next navigation step Maintain. End of the navigation path

  2. The Maintain Applicant Activities screen appears.

  3. 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.

  5. Select an application and choose Start of the navigation path Edit Next navigation step Select application. End of the navigation path

  6. The Maintain Applicant Activities screen appears.

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

  1. Print letter, if you want to create a standard letter on an applicant activity .

  2. Letter, if you want to create an individual letter on an applicant activity .

  1. Print the letter.

Note Note

If you want to print more than one letter, you can print letters using recurring tasks . Once you have changed the overall status to Contract offered for all relevant applicants (see the step Setting Overall Status and Vacancy Assignment Status to Contract Offered ), you can enter the recurring task for the activity Contract offer as a selection criteria to print the letters that correspond to this activity.

End of the note.

Result

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

Creating the Applicant Activity Mail 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 and Printing an Employment Contract

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 Start of the navigation path Human resources Next navigation step Personnel Management Next navigation step Recruitment Next navigation step Applicant Activity Next navigation step Maintain. End of the navigation path

  2. The Maintain Applicant Activities screen appears.

  3. 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.

  1. Select an application and choose .

The Maintain Applicant Activities screen appears.

  1. Choose Start of the navigation path Edit Next navigation step Create planned activity End of the navigation path

  2. The Change Planned Activity screen appears.

  3. In the Activity type field, enter Employment contract and in the Standard text field, enter a corresponding template. Specify an execution date and choose .

  4. This takes you back to the Maintain Applicant Activities screen.

  5. Select the applicant activity Employment Contract and choose .

  1. Print letter, if you want to create a standard letter on an applicant activity . Thus, the employment contract has been created and printed.

  2. Letter , if you want to create an individual letter on an applicant activity . Proceed to step 7.

Note Note

The applicant activity Employment contract is linked with the standard document template for employment contracts. If you want to create an individual employment contract for the applicant, you can change the standard letter.

End of the note.

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

  2. The relevant document template appears.

  3. Change the document to meet your requirements.

  4. Choose .

  5. Print the contract, which you created using the applicant activity Employment contract in one of the following ways:

Result

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