SF Recruitment Management- Tips related to Vacancy interface (RH_SFI_TRIGGER_JOB_REQUISITION)

The Vacancy interface transfers the vacant position data from SAP into SF and creates Job Requisitions in SF. I am sharing a few tips below to overcome interface related issues which may crop up during or after the implementation.

Organisational unit and Division fields will be drawn on Job-Requisitions based on the values loaded into the employee data. The Vacancy interface program generates an error if these values are not transferred through the employee data prior to executing this interface. Ex. Client creates a new Organisational unit as well as a few vacancies under the same unit. This Org unit data has not transferred into SF as no employee is available here. The interfaces cannot create Job Requisitions to these vacancies and generates an error stating “Position XXXXXXX has transfer error: Department value “(NAME OF ORG UNIT)” is not mapped to values in the system.
Solution to the above issue:

  • New Organisational units can be created directly in SF, through a user profile or by importing the new Organisational units if higher numbers are involved.
  • It is advisable to use a dummy user to create the Organisational unit manually.
  • Menu path to create Org unit manually: Admin tools-> Manage users->select the dummy user-> open the Picklist against the ‘Organisational unit’-> you will find a link to create the new Organisational unit at bottom of the Picklist.
  • Division: can also be created in the same fashion as explained above, the only change to the above statement is to choose the Picklist against the ‘Division’ instead of an Organisational unit.

Automatic or Manual process? This interface uses a new infotype “1107-SF SF Job Requisition” and this is automatically updated when a vacancy is created using Infotype1007. Verify with the client whether they want Job Requisitions to be created automatically using infotype 1007 or whether they want to create them manually using transaction PPOME. If 1007 is used, the Vacancy automatically gets closed on occupation of this position i.e. when a candidate is hired. If the Vacancy was created manually then is to be closed manually.

Ensure that the Vacancy infotype 1007 is closed for all the vacancies which are occupied – this is important if client chooses infotype 1007 to create the -“SF SF Job Requisition”.

Make sure that the Organisational structure is up to date and that it is reflecting the current reporting structure.

Past Vacancies: Verify with client whether any Vacancies are still open which were created prior to installing the Integration Add-on. If so, consider using the program “RH_SFI_MIGRATE_VACANCIES” to migrate these vacancies into SF. Select the radio button ‘standard transfer’ to create the Job requisitions for the past and present vacancies or select ‘No transfer’ if past vacancies were created manually in SF.

No Manager for an Org unit/s: Discuss the following requirements with the client if no manager is available in the immediate Organisational unit and apply SAP note 2156460 to fulfil the following requirements.

  • The Job Requisition is to be created at the next level Org unit manager.
  • The Job Requisition is to be created at the next available manager irrespective of the Organisational hierarchy.

Determine the Job Requisition template on the BAdi at once and don’t change it as it would lead to data inconsistencies.