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

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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.

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 Districts 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
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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

Create
Organizational
Structure

Assess
Candidate
Skills

Hire
Employees

Administer
Benefits

Identify
Vacancy in
Organizational
Structure

Create Budget
& Position
Control

Recruit
Candidates

Report Time

Run Payroll

Post to
Finance

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

Recruitment Structure by Role

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.

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.

RECRUITER

Creates a job requisition

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

eRecruit and
completes a
candidate profile to
apply for a

Promotion
Transfer

All candidate profiles

are maintained in the

Talent Pool

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

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Another View of eRecruit Integration with Personnel

Administration and Other Functions
Sigma
Sc
or
ei
mp
or
t

Candidate
Information

eRecruit
Candidate
Data

Candidate
Schedule for
Test/Interview

Personnel
Administration

Scheduling
Enhancement
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Key Changes
Current Process
Some HR Departments
currently collect paper job
applications; all transfer
requests and requests for reinstatements are currently in
paper format

New Process
The District will use eRecruit,
an online system, to manage
all recruit activities (including
requests for transfers and reinstatements)

Candidates apply directly for a Candidates can complete a

profile on-line in our talent
specific job
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 are
made using a paper form

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 candidates application
application materials and
materials
candidate profiles (all
electronic)
Typically it is only Central HR
that has access to eligibility
lists

Soon after go-live, Hiring

Managers will have access to
electronic eligibility lists for
many District job
classifications

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eRecruit System Process

Create and Post

Requisition

Candidate
Creates Profile
in eRecruit

Manage
Applications

Create and Edit

Questionnaire

Candidate
Applies to a Job
Posting

Track
Employment
Assessment
Results

Manage Prehire Process

Manage
Process
Templates

ID potential job
applicants with
Talent
Relationship
Management

Transfer
Candidate
Data to PA

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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 (Recruiters 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

Press here to
see a
candidates
profile

Personnel Numbers appear here

for internal candidates

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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

2007

2006
Aug

Sept

Process
Walkthroughs

Oct.

Dec

Nov

Jan

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
Overview

Virtual Course

Identify and Source

Candidates

Instructor Lead
Training

Screen Candidates
and Generate
Eligibility List

Instructor Lead
Training

Select Candidates
and Perform Pre-Hire
Process

Virtual Course

Hiring Manager
Overview

Web Based Learning

Hiring Manager
Detail

Virtual Course

1
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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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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

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