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Author: Swetank Singh (I031698) SAP ERP-HCM

SAP Architecture Blueprint

SAP E-Recruiting

Document Version Status 1.0 Final

Date June 2009

INTERNAL

PROJECT NAME/CPROJECT TITLE: SAP E-RECRUITING

SAP ARCHITECTURE BLUEPRINT

JUN/2009

Acknowledgement
The following colleagues contributed in various ways to make this edition of the document possible: Sagar Joshi, Ralf Wiedemann, Peter Enrico Vittoria, Satish Boddeti, Viqar Ali, Biraj Mandavlli, Maike Feth, Michael Becherer and Vijaya Sarathi Durvasula (SAP E-Recruiting).

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Table of Contents

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1 2

Market and Product Background of Project/Program ..............................................................4 Architecture................................................................................................................................6 2.1 Relation to Overall SAP E-Recruiting Architecture ..................................................................6 User Interface ................................................................................................................6 Business Objects ...........................................................................................................6 Data Persistency............................................................................................................6 Integration with Other Systems.......................................................................................7

2.1.1 2.1.2 2.1.3 2.1.4 2.2

Main Architecture Concepts and Decisions .............................................................................7 Extensibility and Adaptability ..........................................................................................9 Business Objects ...........................................................................................................9 SAP E-Recruiting .........................................................................................................12 Total Cost of Ownership ...............................................................................................17

2.2.1 2.2.2 2.2.3 2.2.4 2.3

Deployment and Installation..................................................................................................18 Deployment Options.....................................................................................................18 Installation....................................................................................................................18 ABAP based Application Layers ...................................................................................22 Search using TREX......................................................................................................23 Configuration ...............................................................................................................24 Sizing and Scaling........................................................................................................26 Software Components..................................................................................................27

2.3.1 2.3.2 2.3.3 2.3.4 2.3.5 2.3.6 2.3.7 2.4

Integration with SAP ERP HCM ............................................................................................28 Types of Integration .....................................................................................................28

2.4.1 2.5

Additional Important Aspects ................................................................................................31 System Components....................................................................................................31 Front End.....................................................................................................................32 Languages Supported ..................................................................................................33

2.5.1 2.5.2 2.5.3 3

Open Issues, Outlook and Risks.............................................................................................34 3.1 3.2 3.3 Open Issues and Outlook .....................................................................................................34 Limitations............................................................................................................................34 Risks ....................................................................................................................................34

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Appendix ..................................................................................................................................35 4.1 TREX Architecture................................................................................................................35

5 6

Further Reading .......................................................................................................................36 Glossary ...................................................................................................................................37

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Table of Figures Figure 1: Architecture Overview Diagram (Static Structure at Runtime)................................................8 Figure 2: Class Diagram (Design Time).............................................................................................11 Figure 3: Sequence Diagram (Requisition) ........................................................................................12 Figure 4: Create and Release of Requisition .....................................................................................13 Figure 5: Sequence Diagram (Candidate profile) ...............................................................................14 Figure 6: Activity Diagram Unregistered Candidate............................................................................15 Figure 7: Activity Diagram Registered Candidate...............................................................................15 Figure 8: Sequence Diagram (Admin Services) .................................................................................16 Figure 9: Standalone: I0-scenarios....................................................................................................19 Figure 10: Integration on one instance: I1-scenario ...........................................................................19 Figure 11: Integration on two instances: I2-scenario ..........................................................................20 Figure 12: Standalone Deployment ...................................................................................................21 Figure 13: Deployment in system landscape .....................................................................................22 Figure 14: Search Architecture..........................................................................................................23 Figure 15: IMG Configurations ..........................................................................................................25 Figure 16: Software Components ......................................................................................................28 Figure 17: System Components ........................................................................................................32 Figure 18: TREX Architecture............................................................................................................35

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1 Market and Product Background of Project/Program
Planned release date: Underlying SAP NetWeaver release: Used SAP NetWeaver stacks: Scope of the project/program: Re-design of the recruiter and administrator role UI Conversion o o o o o o Applicant Tracking (Process improvements) Work center for recruiter as starting point Requisition Management / Posting Process / Questionnaire Management Candidate Profile Application Management (mass and single application entry) Conversion of the administrator role from BSP to WebDynpro EHP4 SP01 NetWeaver 701 ABAP Java SAP NW

Enhance existing functionalities o o o o o o o o Requisition Management Applicant tracking Skill Assessment Work center CE, ALE Correspondence Tool Reporting Mass Processing in different areas of E-Recruiting

Functional area and Pain points targeted in the current Solution: Stability and flexibility o o o o Candidate Services are behind the firewall SAP E-Recruiting for the branding of companies Enhancements needed (field flexibility, customer specific info, localization) Problems search (Expert Finder API and KPro API has performance issues), UI adaptation, security issues

Mass data o o o o o Number of applications up to 30.000-100.000 p.a. Talent pool is growing A lot of activities are performed Problems performance, update/refresh of activities Roles: Recruiter

Re-focus on application management o o o o 90% of the SAP E-Recruiting day-by-day use is the classical application management Many of the candidates come from external job boards Still a lot of paper applications Legal issues

Perception as a web application © 2009 - SAP AG Internal 4

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o o o o SAP E-Recruiting is considered a web application Web standards are expected Quick access to information Problems not intuitive, not user friendly, missing standard functions

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Perception as an office tool o o o SAP E-Recruiting is used as a communication tool between recruiter, candidates, hiring managers, works councils etc. A lot of applications are coming in via e-mail Problems Correspondence, letters, questionnaires, alerts, notifications, resume parsing

User interfaces in general o Usability issues

Strategic goals SAP wants to achieve with the project/program: To deliver a competitive UI

o By converting the Recruiter and Administrator UI into WebDynpro for ABAP and by
redesigning the processes to increase the usability. It is not only a conversion project.

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2 Architecture
SAP E-Recruiting application is part of SAP ERP HCM and supports online job offering and online job application. With SAP E-Recruiting, job applicants and candidates can search for job offers, register themselves in a talent pool, and provide their job application online using a Web browser. Recruiters can post job requisitions within the SAP E-Recruiting application, but also on external job boards via HRXML interfaces (see http://www.hr-xml.org). Applicant tracking and reporting functions helps recruiters to process job applications in an organized way and monitor the effectiveness of the recruitment department and process. SAP E-Recruiting is an add-on to SAP ERP HCM and based on SAP NetWeaver, which can be deployed in three different ways: I0 - Stand-alone installation without any integration with a backend system (SAP ERP HCM). I1 - Stand-alone installation with integration into SAP ERP HCM. I2 - Integral part of SAP ERP HCM installation. Usually SAP E-Recruiting is deployed as a stand-alone installation with firewalls protecting the access from the Web to the SAP E-Recruiting applications and from the SAP E-Recruiting application to SAP ERP HCM. Internal Users are usually behind the E-Recruiting firewall.

2.1 Relation to Overall SAP E-Recruiting Architecture
2.1.1 User Interface
The user interface of SAP E-Recruiting is completely role based and is displayed using a Web browser. The user interface is implemented using Web Dynpro ABAP and Business Server Pages (BSP) in previous releases. Further UI technologies which are used in SAP E-Recruiting are SAP GUI (for customization etc) and BeX UI. In addition SAP Duet is used to provide an alternative user interface (for Managers and partly for Recruiters).

2.1.2 Business Objects
Business objects, such as candidate, requisition, posting, and application are used for data retrieval and manipulation tasks. Each business object is implemented as an ABAP OO class (there are several classes for each object, e.g. for the candidate we have at least 3 BL facades, 1 infotype 1000 representation and n infotype data representations such as CL_HRRCF_CANDIDATE_INFO). Data of these SAP E-Recruiting objects are stored in PD infotypes using the underlying PD framework. As a consequence the entire data model of SAP E-Recruiting is based on the PD framework. For every candidate (internal or external) in the SAP E-Recruiting system a business partner is created which holds the identity and contact data. Appraisal evaluation and survey engine is used for creating, publishing, and analyzing questionnaires, which are used for capturing information and evaluating the candidates in talent pool. Note: - SAP E-Recruiting has own framework based upon the function modules and PD infotypes, the decoupled PD infotype framework is not used.

2.1.3 Data Persistency
The SAP E-Recruiting application stores data in both structured and unstructured formats. Business object data, for example about candidates, is stored in infotypes. A background job periodically collects the data of the SAP E-Recruiting objects, converts them into XML documents and stores them into the knowledge provider (KPro). In addition knowledge provider (KPro) for unstructured data used to manage documents and files, which are uploaded from the applicant as part of their resume data (i.e. profile master data) (MS Word documents PDF files, pictures and so on). Above mentioned KPro data is indexed by the search engine TREX to support fast search on posted jobs as well as suitable © 2009 - SAP AG Internal 6

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candidates. The SES (Search Engine Service) is used for managing structured data i.e. the infotype data and will be stored directly in TREX indexes with the help of SES. Apart from these there are some more data storages like Business partner tables ( for storing candidates basic information and communication data) Cluster (for e.g. storing the requisition status history) Transparent tables (for e.g. process templates, EEO data etc)

2.1.4 Integration with Other Systems
SAP E-Recruiting provides interfaces according to HR-XML standards (see http://www.hr-xml.org) for integration with external job boards. Job requisitions can be posted to these boards and applications can be received using SAP NetWeaver XI. If not installed on the SAP ERP HCM server, SAP E-Recruiting is integrated with SAP ERP HCM using RFC calls and ALE .The processes publication of job requisition and new data hire transfer are supported with SAP NetWeaver XI, too. Existing employee master data within PA can be transferred and mapped to internal candidate in SAP E-Recruiting. In addition PD data like skills, qualifications can also be transferred. In figure 1 a particular use case is depicted for requisition request. When a manager starts the process using HCM processes and forms of SAP ERP HCM server the requisition data is passed to SAP E-Recruiting via RFC. Apart from this SAP E-Recruiting integrates with MSS for recruiting scenarios, ESS and HR Admin for hiring the candidate in SAP HR system. Non-SAP ERP systems can be integrated using HR-XML interfaces and SAP NetWeaver XI. The SAP E-Recruiting also provide integration with other services like: Enterprise services are provided for resume parsing and background check DUET – The DUET integration focus on enabling many of the SAP E-Recruiting functions through Microsoft Office Outlook. SAP E-Recruiting will remain the system of record for all recruiting activities touched through the Microsoft Office user interface. BW

2.2 Main Architecture Concepts and Decisions
The SAP E-Recruiting system is delivered in own software component ERECRUIT which contains the following layers: UI layer – This layer consist of two technologies for displaying the UI, those are the BSP technology and the Web-Dynpro ABAP technology which uses the floorplan manager (FPM). RFC Layer – This layer is used in two scenarios, when an external candidate (or internal, depends on the system set-up) or an external portal has to interact with the business logic layer of SAP E-Recruiting system. The business logic is deployed in the separate box; in that case to execute the business logic the RFC calls are made to the corresponding box, this will shield the business logic layer from external world. Process Layer – These layers is for handling WebDynpro UI calls to the business logic layer only for recruiter, administrator scenario and the candidate profile. This layer is interfacing between the UI layer and business logic layer where all the UI specific processing takes place. This layer acts as a façade to the business logic layer where it calls the relevant business logic layer and transforms the data specific for UI display. Business Logic layer – This layer handles all kinds of business logic for the various services/functionalities provided by SAP E-Recruiting system like Admin Services, Requisition management, Candidate Services, Application management, Activity management etc. This © 2009 - SAP AG Internal 7

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layer’s logic is more or less independent of the product and describes classical recruitment processes. Access Layer – This layer is for direct database operation like select create, update, delete. The methods provided by access layer are used by the business layer; these methods have direct access to carry out DB operations on database layer which consist of customization data, PD infotypes, ‘BUPA’, OTR etc. Database layer – This layer is the database repository for SAP E-Recruiting application specific data, it is based on PD infotypes. The database layer also contains customizing data access and the KPRO which is used for storing the documents like Resume etc. Apart from the above layers the SAP E-Recruiting application also has interaction with business partner framework, PD framework, AES engine and Search Engine (T-Rex), Workflow, Sap Query, BAS, Adobe/Smartforms. The SAP E-Recruiting system is also connected to SAP ERP HCM having bi-directional data exchange. The data flow happens for re-using the data available in the HR system like qualification catalog, requisition from hiring managers, internal employee information etc, similarly the data is send to HR system from SAP E-Recruiting system like information about new hire etc. The following diagram represents the scenario I2/BF2 (Integral part of SAP ERP HCM installation) scenario according to the SAP E-Recruiting classification.

Figure 1: Architecture Overview Diagram (Static Structure at Runtime)

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SAP E-Recruiting supports more than 18 countries with different language requirements. Due to this the globalization and extension features become extremely important. Infotypes support many customizing features for having different variants of the UI logic for various country language versions, for example enabling and hiding of UI fields, changing field attributes. In the WebDynpro ABAP UI the customer can add own fields in UI using enhancement framework. Similarly the customer can add DDIC fields but the process layer will require a modification. Since the business logic layer uses the PD structures and because the customer includes are within these PD structures, therefore no modifications are required in business layer. Hence the extensibility feature is provided in terms of each layer like WebDynpro screens, Context and Business logic but only by modification. Other adaptation techniques are given by the corresponding frameworks of Workflow engine, SAP Query, Smartforms etc which SAP E-Recruiting leverages on.

2.2.2 Business Objects
The Design time architecture consists of following PD objects in the SAP E-Recruiting system. Candidate: The Candidate object (NA) is the PD object representing the candidate, which can be assigned to a talent group and can apply for job. It contains the details about the candidate in the SAP E-Recruiting system like work experience, education details, qualifications, desired employments etc. Candidacy (Assignments): The candidacy object (NE) contains information about the candidate’s activities performed, any qualifying event, and invitations send etc. (in the context of a requisition). The table PD relationship table HRP1001 is used to determine the OBJIDs of the assigned candidate, application and requisition. Each candidacy is assigned to exactly one requisition and either one application (in this case it is the original candidacy) or candidate. Sometimes both, the application and the candidate is assigned via HRP1001 (this is the case of an original candidacy), the central table for extraction is HRP5133. Application: An Application object (ND) represents an application which can be received from several sources for example online application i.e. in the SAP E-Recruiting system an applicant enters application into the system via an Internet scenario (entered by Unregistered or Registered application wizard), Application entry that is a paper-based applications (entered into the system by a data entry clerk using the minimal data entry) and resume parsing. When an application object is created it is created in status ‘Draft’, In case where the recruiter/data typist assigns the candidate to the requisition , the system implicitly changes the status to ‘In process’, at this point the status-changed workflow is triggered. In case of online applications the application object remains in status draft until the recruiter processes it. The primary reason for having this workflow is to acknowledge the applicants on receipt of applications. This workflow can be extended to handle some other specialized tasks also (like creating some reminders to the recruiter). The table HRP1001 is used to determine the OBJIDs of the assigned candidate, and posting. The attributes of the application are the status, the application date, and the GUID of the posting instance (publication). The central table for extraction is HRP5132. Posting: The posting object (NC) contains the information about the publication (posting instance) of requisition in different channels. When the posting object (NC) is created the GUID is also generated which is used in identifying the publications (posting instance). The central table for the extraction is HRP5122. Only those records are taken into account, which were published. The OBJID of the posting is derived directly from the infotype record, the OBJIDs of the requisition from HRP1001. Requisition: The requisition object (NB) display attributes like alias, and the job title. The regular attributes are the status, the org unit, the job, the application end date, the target © 2009 - SAP AG Internal 9

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group, the reason code (for the status), the industry, the functional area, hierarchy level, span of control, employment start and end date, working time (or only the values from the customizing table like full-time/part-time), contract type, branch etc. There are various statuses which are associated with the requisition object lifecycle. As mentioned above when a requisition object is created, the posting text represented by posting object can also be created. Once the requisition is changed to status “released” the publication can also be created for all the postings technically in the backend but on the UI just the creation of posting text takes place and then user can add publications. The central tables for the requisition are HRP5125 and HRP5126. Positions of a requisition: The position object (P) represents the position for which the requisition is created (optionally). The enhancement of the requisition object allows the assignment of more than one position to a requisition. Talent Group: The Talent group object (NF) represents various talent groups available in the SAP E-Recruiting system, the candidates can be assigned to the available talent groups. Support Groups: The Support group object (NG) represent a group of recruiters and the person responsible for requisition. Application groups: The Application group object (NB) represents a group of a particular kind of Application. The regular attributes are the status, the industry, the functional area, hierarchy level, employment start and end date, working time (or only the values from the customizing table like full-time/part-time), contract type, branch etc.

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Figure 2: Class Diagram (Design Time)

Note: The employees (Personnel Numbers) are distributed to the SAP E-Recruiting system using the report RHALEINI (transaction PFAL). When the Personnel Management objects are replicated in the SAP E-Recruiting system, for each Personnel Number (P) in Personnel Management system, a corresponding Candidate (NA) must exist in SAP E-Recruiting system. For each employee, the Personnel Number (P) and Central Person (CP) objects must exist in Personnel Management. In addition, a Business Partner (BP) must exist for each Central Person (CP) if the (first) hiring date of the associated personnel number has been achieved. SAP E-Recruiting creates a Candidate (NA) for each Personnel Number (P) for which a Business Partner (BP) also exists. If Concurrent Employment (CE) is active, SAP E-Recruiting creates a Candidate (NA) for each Central Person (CP). Several personnel numbers can be assigned to a central person. Hence the cardinality CP -> P is 1...n, the cardinality CP -> S is 0...n.

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2.2.3.1 Recruiter Scenario Requisition

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SAP E-Recruiting has three basic roles, the Administrator, Recruiter and the Candidate (External and Internal), the following diagram shows the scenario of Requisition being created by a Recruiter. Once the Requisition is created and saved the Requisition is released, i.e. it is OPEN for hiring process. Apart from this the recruiter can also create/edit questions, questionnaires or process templates so that they can be used in requisition. Sequence Diagram (considering layers) – This sequence diagram shows the typical sequence of Requisition being created by a Recruiter and finally ‘Releasing’ to for publication.

Figure 3: Sequence Diagram (Requisition)

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Note: The mentioned Common Component in above sequence diagram refers to other WebDynpro common components which are called in the scenario and the Customized data represents the customized data from IMG for which the relevant API’s are called.

Activity Diagram – This activity diagram shows the activities which are performed in creating and releasing the requisition.

Figure 4: Create and Release of Requisition

2.2.3.2

Candidate Overview and Profile

The candidate overview contains all relevant data like master data and application data of a candidate. This includes the data of the candidate profile, the requisition related data and the activity related data. The candidate overview is used to give recruiters a consolidated overview about the candidate. Sequence Diagram (pertaining to layers): - This sequence diagram shows the typical sequence of candidate profile creation or editing an existing profile. The details which are captured are like Address details, Qualification, Work experience, Education details etc. here the candidate can be also assigned to a talent group. The recruiter has an access to candidate’s profile, and if he/she finds the candidate suitable for an opening then he can assign that candidate to the existing requisition.

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Figure 5: Sequence Diagram (Candidate profile)

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Activity Diagram – The following activity diagram show the scenario of two kinds of candidates, the registered candidate and the unregistered candidate. In the registered scenario the candidate can directly search the job, but for applying he/she need to create application and send. In case of registered candidate, he can search job and apply, if required he can update his profile.

Figure 6: Activity Diagram Unregistered Candidate

Figure 7: Activity Diagram Registered Candidate © 2009 - SAP AG Internal 15

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2.2.3.3 Admin Services

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The administrator role in the SAP E-Recruiting solution provides certain administrative services like maintaining organization data (company & branch), maintaining Internal Users, Adjust Support teams, Maintain Agencies, Maintain Application groups, Audit Trail details etc. The ’Maintain Application group’ is one of the functionality which provides the administrator to create, update, copy and delete application groups. When an application group is created, the system automatically generates a posting and a posting instance and this posting is assigned to the requisition/application object.

Figure 8: Sequence Diagram (Admin Services)

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2.2.3.4 Applicant Tracking

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Activity management (or applicant tracking) is the core of SAP E-Recruiting system. As part of the recruiting process, recruiters can carry out different actions or activities with candidates as they evaluate them and take them through the recruiting process. These activities can be recorded or tracked, to ensure that the proper process is being followed. This is important for a couple of reasons. The first is for legal compliance reasons. In many countries companies need to be able to prove that they are recruiting fairly, and they therefore need to keep track of all interactions with candidates. Another reason is for reporting purposes. Companies want to know what recruiters are doing, how long it takes to move a candidate through the process and what activities are being carried out.

2.2.3.5 Publication
The SAP E-Recruiting application enables the publishing of job vacancies on internal and external job portals or channels. The job search can be done by sending the job vacancies on external job boards.

2.2.3.6 Talent Relationship Management
Talent Relationship Management (TRM) in SAP E-Recruiting application facilitates the creation of long-term relationships with existing and potential employees. The basis for the talent relationship management is the talent warehouse. Both external and internal candidates can maintain there skills and interests in talent database. Based on the maintained data, the candidates in the database of talent warehouses the SAP E-Recruiting application provides the following functionalities: Manage individual and long-term relationship with potential employees Building and managing skilled and potential talent pool Offer of the job positions available to potential candidate Registered candidates can be short listed from available talent pool. The talent relationship management includes the following features also: Creating Talent Groups Search for candidates in the Talent Pool Segmentation of the talent pool by assigning candidates in talent groups Creating TRM activities for candidates from the talent pool, for example, to provide additional to services such as job offers, newsletters, sending questionnaires to candidates etc.

2.2.3.7 Reports
The SAP E-Recruiting delivers both real-time reporting using SAP Query and SAP BI for analytics. SAP E-Recruiting application also provides certain reports which enables recruiters and recruiting managers to real-time reports that they can run at any time to give them information about system and user activity. The application provide flexible reporting user interface with real-time reporting i.e. by providing selection criteria using POWL or the BEX Suite. Apart from this the system provides certain pre-delivered reports like Requisition Activity Report and Recruiter Activity Report, Recruiting Volume Report, Requisition Pending Approval Report Incomplete Application Report, Offers Report.

2.2.4 Total Cost of Ownership
Since SAP E-Recruiting is shipped along with ECC, hence it incurs low TCO, moreover because only the software component that are required, need to be installed. When a new version of ERECRUIT component is available, it can be simply shipped along with the Enhancement pack into the Repository and, from there it can be pushed to all SAP E-Recruiting server installations that require it.

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2.3 Deployment and Installation
The SAP E-Recruiting is designed to be deployed standalone or integrated with SAP ERP HCM. The SAP E-Recruiting application can be deployed in following three ways. The first approach is the ‘Standalone Mode’ (I0) which means that the deployment is done without any integration with a backend system (SAP ERP HCM) there the setup of organizational data and qualification etc is done within the SAP E-Recruiting system while in the integrated scenario with SAP HR (I2) for initial setup the organizational data and qualification categories have to be imported via ALE from SAP ERP HCM.

2.3.1 Deployment Options
SAP E-Recruiting can run fully integrated on one machine, on the basis of SAP ECC 6.0. In doing so the SAP Business Partner concept enables you to make HR master data and organizational data available to other applications. SAP E-Recruiting can run on one machine and SAP ECC 6.0 on a separate instance. In this case, ALE Distribution enables you to make your enterprise structure available in SAP E-Recruiting. The system automatically creates an employee in SAP E-Recruiting for each employee in the form of the SAP Business Partner.

2.3.2 Installation
As mentioned above the SAP E-Recruiting is an add-on to SAP NetWeaver, which can be installed in three different ways: I0 - Stand-alone installation without any integration with a backend system, this can again have two kinds of installation scenarios where I0A (no SAP ERP HCM installed) and I0B (SAP ERP HCM is installed but not active). For initial setup organizational data and qualification categories have to be imported via ALE from SAP ERP HCM.

Scenario I0A

Scenario I0B

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Figure 9: Standalone: I0-scenarios

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I1 - Stand-alone installation with integration into SAP ERP HCM. In this case after completing the recruiting activities, data is sent to the SAP ERP HCM for actual hiring either by using RFC or via SAP NetWeaver Exchange Infrastructure (SAP XI).

Scenario I1

Figure 10: Integration on one instance: I1-scenario

I2 - Integral part of SAP ERP HCM installation: SAP E-Recruiting calls directly functions of SAP ERP HCM, especially from PD. This kind of installation can again have two types of installation scenarios.

In the scenario I2-A, only SAP E-Recruiting is contained in the system; the Personnel Administration is installed in one another system, separate from the E-Recruiting system. IMG activity “Software Runs on Different Instances”.

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In the scenario I2-B, SAP E-Recruiting is contained in an ERP system (E-Recruitment + HCM), but only E-Recruitment is used productively in this system; the Personnel Administration productive system, is installed in one another system, separate from the E-Recruiting system.

Scenario I2A

Scenario I2B

Figure 11: Integration on two instances: I2-scenario

The following diagram depicts sample deployment of SAP E-Recruiting in the I2 scenario, where the SAP E-Recruiting application integrates with SAP HR using the ALE, the application is deployed behind the DMZ. The SAP E-Recruiting has integration with TREX server storing and retrieving documents.

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Figure 12: Standalone Deployment

Apart from standalone approach the SAP E-Recruiting can also be deployed in the two additional approaches i.e. the ‘Stand-alone’ but with installation with integration into SAP ERP HCM (I1). In this case after completing the recruiting activities, data is sent to the SAP ERP HCM for actual hiring either by using RFC or via SAP NetWeaver Exchange Infrastructure (SAP XI). The third approach comprise of the Integral part of SAP ERP HCM installation: SAP E-Recruiting calls directly functions of SAP ERP HCM (I2), especially from PD. The deployment of SAP E-Recruiting (I1) solution is done by keeping in mind about the following: UI based on WebDynpro ABAP for external candidate, Recruiter and Administrator and BSP only for Recruiter and Administrator. Getting all relevant data (application and customizing) via RFC from Backend in the Intranet Search on TREX via RFC to Service on the Backend - no additional TREX in the DMZ necessary Following is the sample system landscape after I2 deployments: - This shows that the HR system is the central system and can be accessed by the SAP E-Recruiting box by RFC for data exchange. There can be two types of user one can be the external user thorough internet and other can be using the system within the intranet.

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Figure 13: Deployment in system landscape Following are the different technologies used for deployment/integration of complete SAP E-Recruiting solution.

2.3.3 ABAP based Application Layers
Web Application Server SAP_ABA E-Recruiting o o o BSP: SAP E-Recruiting Presentation Layer (user interfaces) ABAP / OO: SAP E-Recruiting Business Logic, Access Layer, Process Layer, Controller classes, WebDynpro methods and BOR implementation. User Management: authorization data of all users

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o

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KPRO and SES: storage and retrieval of all requisitions, posting and candidate information in XML formatted documents. The latter are compiled from Infotypes, tables and attachments. Infotypes: Storage of requisition, posting, candidate and application information, Talent groups, Support groups. Business Partner: storage of name and address data of all known users (including candidates), Branches, Agencies. Portal integration for MSS, Administrator and Recruiter UI’s, it provides the inbox/work list for the above mentioned roles. New Foundation Layer

o o o o

2.3.4 Search using TREX
In the search architecture indexing and search requests will be handled via KPro or via SES depending on the kind of data (structured or unstructured). In addition the new version of the ABAP client (STREX ABAP client) will be used. Unstructured data like candidate attachments or free text files will be stored in a content repository. The management of unstructured data will be done by KPro. Structured data, that means, the infotype data, will be stored directly in TREX indexes with the help of SES. Following are the key features:o o o Indexing of all KPRO documents Storage of index on own file server Facilitating search of KPRO document on the basis of these indexes

Figure 14: Search Architecture

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The Configuration steps are required to set up the business scenarios in the system landscape. The Business Scenario Configuration is based on a business scenario and in this way covers processes and process steps in an SAP E-Recruiting application components and external products. Configuration settings are to be done in each component of the business scenario, during the implementation. In SAP E-Recruiting application it has following configurations: IMG Configurations o Business Server Pages (BSP Technology) – For exclusively using Business Server Pages (BSP) within SAP E-Recruiting to display user interfaces the IMG activities for SAP E-Recruiting except for the activities that are flagged as relevant for Web Dynpro ABAP have to be carried out. Web Dynpro ABAP- For setting up SAP E-Recruiting to use Web Dynpro ABAP for the scenarios for internal and/or external candidates, the additional settings has to be done. For more information, see the Implementation Guide for SAP E-Recruiting by choosing Technical Settings -> User Interfaces -> Settings for User Interfaces with Web Dynpro ABAP in IMG. Technical Settings – In SAP E-Recruiting application, the system's technical settings are to be done to ensure that the system runs properly. These systems does necessary setting for user administration, search engine, workflows, periodic services, SAP Web Application server, reporting, user interfaces and dashboards. Basic Setting – In SAP E-Recruiting application these settings are carried out in system to set the language, and configurations like company, business partner roles, attachment type for documents , setting of legal periods (Expiration and retention) etc. Recruitment Settings - In SAP E-Recruiting application, this is one of the most important type of configurations where settings for candidate (qualification, work experience, education etc.), applicant tracking (application sources, application scales, source types, activities, questionnaires etc.) and Requisition (Approval process, Posting, posting channels, posting search etc.) are maintained. Tools – There are certain settings which provide the tools for Deleting external candidate, program to create internal users for the SAP E-Recruiting application, use this report to display the log that contains the search queries that were logged during the processing of certain requisitions.

o

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WebDynpro for ABAP Configurations: For using the Web Dynpro based User Interface the application configurations are used to configure the UI and control the behavior of the UI. For this the , first the Component configuration are created for their Web-Dynpro components, and in the component configuration , several properties of UI elements can be controlled, for example to hide UI elements, enable/disable UI elements etc. Component configurations are then linked to application configurations. Application and Component Configurations are provided and supported by NetWeaver.

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Figure 15: IMG Configurations

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SAP ARCHITECTURE BLUEPRINT 2.3.6 Sizing and Scaling
The sizing can be done based on the following sample: Database Server 2000 SAPS o o o o o o o Operating System: Windows 2000 Database volume: approx. 100 GB Database: Oracle, SQL server or SAP DB Number of processors: 4 (à 1 GHz) RAM: 8 GB Disk : 150 GB 1 client: production

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Note: - If you use a non-distributed landscape setup, recommendation is o 1 server with 2000 SAPS, 8 GB memory, and 150 GB disk If you use a distributed landscape setup, recommendation is o 2 servers with 2000 SAPS, each with 8 GB Memory and 150 GB disk

1 TREX Server 1000 SAPS o o o o o o Operating System: Windows 2000 Advanced Server (incl. service pack 2) Network protocol: TCP/IP SAP component SAP Gateway (standard): Version 6.10 or 6.20 Number of processors: 4 (minimum à 1 GHz) RAM: 4 GB Hard disk capacity: minimum 40 GB (software installation / index)

Assumptions: Company size approx. 20,000 employees for Internal and external recruitment. TREX has 5 indexes of 100,000 documents with various formats (MS Word, MS Excel, PDF files and so on). An average document consists of 10 pages Rules of Thumb for TREX Servers (indication only) Disk space o o o Installation directory: at least 600 MB for the TREX software Index directory: at least 40 GB, depending on the number and type of documents to be indexed If documents exist in different formats (Microsoft Word, PDF, and so on), the index needs approximately half as much disk space as the documents. For pure HTML documents, the index needs about as much disk space as the documents. Queue directory: Approximately three quarters of the disk space required by the indexes. The documents to be indexed are kept temporarily in the queue directory before being forwarded to actually be indexed. Backup directory: Approximately 1.5 times the disk space required by the indexes. The backup directory is only relevant if you want to implement index replication or a backup/restore procedure. If this is the case, the backups of the indexes are stored in the backup directory.

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o o o

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The necessary available ram can be estimated as “Size of Index on disk (Index directory) / 20”. The maximal size of ram that can be used by one TREX process is limited to 2GB on windows systems and HP Unix, 4 GB on SUN Solaris. In practice this will be only relevant for the TREX index server process (index information stored in ram for optimal search performance).

Remark: It's not possible to start more than one index server process per server. Processor o At least Pentium III with 2 processors, each with a clock speed of minimum of 1GHz. Pentium IV with two processors, each with a clock speed of 2 GHz, is recommended

Active users o 10000 search requests per hour” is a good starting point to calculate the number of active users depending on the load profile per TREX server

2.3.7 Software Components
From development perspective SAP E-Recruiting is split into the following software components: SAP E-Recruiting s/w component ERECRUIT contains the following packages logically assigned to the services PAOC_RCF_BL, PAOC_RCF_BL_XI, PAOC_RCF_MODEL_UI, PAOC_RCF_PROCESS_LAYER, PAOC_RCF_REPORTING, PAOC_RCF_REPORTING_OIP, PAOC_RCF_RFC_MODEL, PAOC_RCF_SE_SERVICES, PAOC_RCF_SFWS, PAOC_RCF_TALENT_BL, PAOC_RCF_TALENT_UI, PAOC_RCF_TEST_CASES, PAOC_RCF_UI, PAOC_RCF_UI_SELF_SERVICES,PAOC_RCF_WD_UI, PAOC_RCF_XI_PROXY Other software components involved are SAP_HR; this component contains the package relevant for proxy classes for handling the hire request send from SAP E-Recruiting to SAP HR via XI in package PAOC_ASR_XI_PROXIES. This s/w components also contains the following packages PAOC_OM_RCF and PAOC_TM (for organization management interfacing), PAOC_MSS_E_RECRUITING and PAOC_MSS_E_RECRUITING_V (for MSS interfacing). The ERECRUIT software component does not have a hard dependence on this component. BW s/w components contain the following packages PTM, PTM_JOB_FAMILY, this component is not a mandatory component, it is used for reporting. ABA s/w components contains the following packages RS_BCT_ERC, RS_BCT_TM

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Figure 16: Software Components

2.4 Integration with SAP ERP HCM
As described in earlier chapters the following are the most important types of Integration which SAP Erecruiting has with different components.

2.4.1 Types of Integration
SAP E-Recruiting solution has integration with different components and services for its functionality to run; following are the various integrations for deploying the solution.

2.4.1.1 Integration with Organizational Management data
To get the integration with Organizational Management data ALE of Org Unit, Position, Job (HR release as low as 4.0B) was used, it was basic objects and were no real infotypes The following OM objects were read from the OM data, (Infotype 1000): org units (O), jobs (C), positions (S) and the OM relations (Infotype 1001): A003, A002, A007, A008, A012, B002, B003, B007, B008, B012 The following are the features of this integration: HR data can be displayed within the requisition like Org unit, position and job. Based on integration units that reference data extraction ABAP classes. Examples of the data are working time for a position, account assignment feature. This integration requires that the linked HCM system is ERP 2004 or higher. When on SAP ERP recruiters can restrict positions found for the requisition to vacant positions. © 2009 - SAP AG Internal 28

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2.4.1.2 Personal data synchronization
The Employee data comes from HR when HR is the system of record (Infotypes 0000, 0001, 0002 and 0105) like Organizational Assignment, Personal Data, Addresses, Communication Data and Qualifications. The data transfer is Synchronous when using ERP2005 on same instance and Asynchronous (ALE) when using earlier release or on separate instance

2.4.1.3 Qualifications Catalog
The qualification catalog in SAP E-Recruiting is integrated via ALE to the SAP HR qualifications catalog, which transfers the qualifications and qualification groups which are relevant for SAP ERecruiting. The benefit of having a single competency database is that it does not scare external candidates with many internal qualifications. Note: SAP E-Recruiting can also have own qualification catalog for standalone implementations.

2.4.1.4 ALE Integration with SAP HR
As discussed above apart from using ALE for maintaining the qualification catalog the ALE is also used for inbound processing to creates or updates the candidates in the SAP E-Recruiting I2 scenario i.e. PA Infotype and for sending data to achieve Concurrent Employment functionality.

2.4.1.5 HCM New Hire Interface
It uses new XI HR-XML based interface to bring candidate into HR. Data accessed through the new Personnel Administrator role in ERP2005, the features are: More flexible Secure Provides easier maintenance of system landscape and various integration points Open industry interface in case of integration with non-SAP HR The SAP E-Recruiting and ‘HCM Processes and Forms’ is integrated using the XI Content for HCM Processes and Forms. In this way, the data can be transferred from the SAP E-Recruiting system to the HR system using the XI interface and then trigger the hiring of a new employee in the HR system (XI scenario New Hire Request from E-Recruiting (NEWHIREREQUEST)). Once the hiring process has been completed successfully and the ‘HireConfirmation’ XI message is triggered from HR system to the SAP E-Recruiting system.

2.4.1.6 BI Integration
The SAP E-Recruiting application needs the BW integrations for pre-delivered queries like: Requisitions Created Open Requisitions Requisition Status Changes Applications vs. Offers Interviews vs. Offers Offer vs. Acceptance

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Time to Fill Source of Applications

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SAP Query - Query on HROBJECTS possible with logical database PCH. The other use is extracting the talent pool data (e.g. qualifications of people in talent pool) and HR master data such as organizational units.

2.4.1.7 External Integration (XI scenarios / Web Services)
The external integration is done for various applications like: Job Board Integration uses XI to send HR-XML data to job boards Candidate data Import – o o o Import of candidate data for resume parsing (e.g. candidate uploads resume and the system defaults their work history etc.) Integration to resume parsing service providers that process paper, fax, email receipt of resumes. Import of candidates from legacy systems

2.4.1.8 Manager Self Services Integration
With SAP E-Recruiting following features are available in MSS: Uses Adobe Form Designer for nice form layout Defaults requisition information from HR Can create and send requisitions to recruiters Can receive requests for candidate feedback from recruiters Approvals for requisitions, publication and delegation.

2.4.1.9 Integration to Internal Back-Office System
There are four kinds of integration available to Internal Back-Office System:Email Integration o Emails can be sent directly from WAS. Receiving and administration via external email software Resume Scanning and OCR software o Requires third-party software (Optional) o Enabled via upload of attachments and API’s for basic data import Virus Scanner o Requires third-party software o Integrated via Business Add In (BADI) during upload of attachments PDF Integration o PDF view, print and download possible after overview o Attached (MS Word, open office ware , PDF) documents can be uploaded and send by email (e.g., contracts)

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2.4.1.10 Integration to Internal & External Career Sites

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There is integration to the Internal and External Career sites by devising the following: Intranet / extranet integration by embedding of URLs o Unregistered search for jobs o Register (if not already done) o Log on Upfront registration of internal candidates possible (company policy) SSO possible for internal candidates (company policy)

2.4.1.11 Integration to Microsoft Outlook using DUET
The DUET integration focus on enabling some of the SAP E-Recruiting functions through Microsoft Office Outlook. SAP E-Recruiting will remain the system of record for all recruiting activities touched through the Microsoft Office user interface. The DUET integration will enable the following scenarios with E-Recruiting and Microsoft Outlook: Schedule Recruiting Appointments in Outlook Calendar Assign Questionnaires for Follow-Up Notify Managers of Candidates in Outlook View Active Requisitions in Outlook Synchronize Information between E-Recruiting and Outlook

2.5 Additional Important Aspects
2.5.1 System Components
SAP E-Recruiting Release 6.0 EHP4 is an add-on i.e. software component ERECRUIT can be installed on the SAP ECC System or on any other system based on the SAP NetWeaver 2004S ABAP Stack.

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Figure 17: System Components

2.5.2 Front End
The front end for SAP E-Recruiting can be rendered using the following two options: Internet Browser o o o o o o Required for recruiter, manager, business administrator and candidate access. System access via URL (parameters for language, client, and style sheet) Netscape (7.01), Internet Explorer (5.5+) but check note: 598860 SSO for employee / recruiter access and administrator (not required) HTTP / HTTP(S) Memory cookies and active scripting (JavaScript) should be enabled

SAP GUI

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o o

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Required for system administrator (customizing and system administration) For SAP NW Business Client

2.5.3 Languages Supported
The following 21 languages are supported in the standard: Chinese (simplified), French, Korean, Czech, German, Polish, Danish, Hebrew, Portuguese, Dutch, Hungarian, Russian, English, Italian, Spanish, Finnish, Japanese, Catalan, Finnish, Norwegian and Swedish. Other languages may be supported upon request

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3 Open Issues, Outlook and Risks
3.1 Open Issues and Outlook
There are following open issues:1. How to manage correspondence letters for candidates and individual adaptation o Candidates getting acknowledgement letters for their application o Candidates getting rejection or invitation letters o A candidate getting intermediate replies etc. 2. How to edit the content for Job Postings o Recruiters creates and publish Job Positing to the internet The solution to above problem could be possible use of DOCX. Correspondence Solution via DocX o Create and edit Job Posting Texts for publishing o Edit individual correspondence for candidates 3. Forms are processed on BL side and content transferred to UI 4. Forms are processed on both sides - it is difficult to handle for customer 5. Usage of SAP NW Business Client as a cockpit for external candidates. Comparable to a lean portal. o Availability of zero footprint version open (must have) o Branding options unclear

3.2 Limitations
Approval Scenarios – Multiple approvals are not supported Sequential or hierarchical approval steps required. Confirmations - Personalized registration confirmation, Feedback after confirmation or denial, SLA etc. is missing. My Planned activities List – Dashboard for candidates is missing.

3.3 Risks
Dialog user represents a potential risk (an external candidate might log on to the SAP GUI).

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4 Appendix
4.1 TREX Architecture
The SAP NetWeaver search service TREX provides the following client options: Java client for communication via HTTP/XML through SAP EP ABAP client for communication via RFC within the SAP landscape C++ and Python clients for internal service calls and development Inside TREX there are four main services: Name server for managing the internal landscape and allocating internal services Index server for indexing and retrieval tasks using: o o o Text-mining engine for classification and finding similar documents Text search engine for searching and indexing unstructured text Attribute engine for searching and indexing structured data

Queue server for managing asynchronous indexing Preprocessor for retrieving documents and filtering them into HTML format and for linguistic processing

Figure 18: TREX Architecture

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5 Further Reading
[SAP06] Office of the CTO, mySAP Business Suite Service Provisioning, SAP Architecture Bluebook, SAP AG, 2006 [SAP07] SAP Masterguide: mySAP ERP 2005 powered by SAP NetWeaver 2004s, SAP AG, 2007 References [SAP07] SAP Architecture Bluebook, SAP ERP 6.0 (HCM) Version 1.0 Developer’s Wiki Pages: ERP Architecture at https://bis.wdf.sap.corp/twiki/bin/view/Applications/ERP2007Architecture HCM Guidelines and Cookbooks (PA and PD Infotypes) at https://bis.wdf.sap.corp/twiki/bin/view/Applications/HcmGuidelinesAndCookbooks Self Service Development (ESS/MSS) at https://bis.wdf.sap.corp/twiki/bin/view/Applications/XSSDevelopersCorner SAP E-recruiting WIKI at https://wiki.wdf.sap.corp/display/ERECRUIT/Home

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6 Glossary
Term
KPRO BI RFC PD ALE FPM MSS ESS POWL SES

Definition
Knowledge provider Business Warehousing Remote Function Call Personnel Development Application Linking and Enabling Floor Plan Manager Manager Self Services Employee Self Services Power Work list Search Engine Service

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