Reporting in Recruitment in SAP HCM
Introduction
In SAP HCM, recruitment reporting allows HR professionals to track the progress of job openings, candidates, and the overall recruitment process. By using SAP's reporting tools, recruiters can analyze various aspects such as the number of applications, stages of recruitment, and the success rate of hiring for specific positions.
In this tutorial, we will walk through the process of creating and using recruitment reports in SAP HCM, using real-world examples.
Step 1: Accessing Recruitment Reports in SAP
To begin reporting on recruitment activities, you need to access the relevant reporting transactions in SAP. SAP provides several standard reports for recruitment management, which can be accessed through transaction codes or by navigating through the SAP menu.
Example: To view recruitment reports, use transaction RPDSHREC or navigate through the SAP menu: Human Resources → Recruitment → Reporting → Recruitment Reports.
Step 2: Using the Standard Recruitment Reports
SAP provides several preconfigured recruitment reports. Some of the commonly used reports include:
- Recruitment Overview: Provides an overview of the recruitment process, including the number of job applications, stages of recruitment, and filled positions.
- Applicant Status Report: Displays the current status of each applicant, such as whether they are in the screening, interview, or hired stage.
- Vacancy Report: Displays open vacancies and their statuses, including the number of candidates applied for each position.
Example: To generate a recruitment overview, enter transaction code RPDSHREC and select the report parameters such as recruitment area, date range, and status.
Step 3: Creating Custom Recruitment Reports
If the standard reports do not meet your needs, you can create custom recruitment reports using SAP's reporting tools, such as SAP Query or Ad-Hoc Query. Custom reports allow you to pull specific data and present it in a format that suits your organization’s requirements.
Example: To create a custom report that shows the number of applicants per position along with their interview statuses, follow these steps:
- Use transaction SQ01 to create an SAP query.
- Select the "Recruitment" InfoSet to access recruitment-related data.
- Define the report fields you need, such as Position, Applicant Name, and Interview Status.
- Set filters for specific positions or timeframes if needed.
- Execute the query to generate the report.
Step 4: Filtering Data for Specific Reports
When generating reports, it is crucial to apply filters to ensure that you are pulling the right data. SAP HCM allows you to filter data based on parameters such as job positions, applicant status, or date range.
Example: If you want to see only the applicants who applied in the last month for the "Software Developer" position, apply the following filters:
- Position: "Software Developer"
- Application Date: Within the last month
- Applicant Status: "Applied" or "Interview Scheduled"
This ensures that the report will only show the applicants who meet the specified criteria.
Step 5: Exporting Reports to Excel or PDF
After generating a report, you may need to export the data for further analysis or sharing with other stakeholders. SAP allows you to export recruitment reports to Excel, PDF, or other file formats.
Example: To export a recruitment report to Excel, follow these steps:
- Generate the desired report using the relevant transaction code.
- Once the report is displayed, click on the "Export" button at the top of the report window.
- Choose "Excel" as the export format and save the file to your local system.
This exported data can now be analyzed further using Excel’s built-in functions or shared with other HR team members for review.
Step 6: Analyzing Recruitment Metrics
Once you have generated the reports, you can analyze key recruitment metrics to evaluate the success of your hiring campaigns and optimize future recruitment efforts.
Example: Some key metrics to track in recruitment include:
- Time-to-fill: The average time it takes from posting a job to hiring a candidate. This can help identify bottlenecks in the recruitment process.
- Source of hire: Tracks where applicants are coming from (job boards, employee referrals, social media, etc.). This can help optimize sourcing strategies.
- Applicant conversion rate: The percentage of applicants who move through each stage of the hiring process (e.g., from applied to interview, interview to offer). This can highlight areas where candidates may be dropping off.
Example: If you notice that many applicants are being rejected at the interview stage, you may want to analyze the quality of the resumes and the screening process.
Step 7: Scheduling Regular Recruitment Reports
To keep track of recruitment performance regularly, you can schedule reports to run automatically at specified intervals. This ensures that you have up-to-date data on recruitment progress without manually generating reports each time.
Example: You can schedule a weekly recruitment status report to automatically send to HR managers. This report can include metrics such as the number of open positions, the number of applicants, and the interview status.
Use transaction SM36 to schedule jobs for regular report generation. Choose the report you want to schedule, set the frequency, and define the recipient list for the report output.
Step 8: Monitoring Recruitment KPIs
Key Performance Indicators (KPIs) are critical for assessing the efficiency of your recruitment process. SAP HCM can help you monitor these KPIs through recruitment reports, allowing you to identify areas for improvement.
Example KPIs for recruitment:
- Candidate Pipeline: The number of candidates in each stage of the recruitment process.
- Offer Acceptance Rate: The percentage of job offers that are accepted by candidates.
- Cost-per-hire: The total cost involved in hiring a candidate, including advertising, recruiter fees, and onboarding costs.
Conclusion
Reporting in recruitment in SAP HCM helps HR professionals track and optimize their recruitment efforts. By generating standard and custom reports, filtering data, exporting reports, and analyzing recruitment metrics, you can gain valuable insights into the effectiveness of your hiring process. Regularly monitoring recruitment KPIs will enable you to make data-driven decisions and improve your recruitment strategies.