SAP umantis AM Interface (V2.2.0)
Campus Solution 736
User guide
SAP umantis AM Interface
Solution SAP umantis AM Interface
Date Monday, March 20, 2017 1:46:56 PM
Version 2.2.0
SAP Release from ECC 6.0
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Table of contents
Revision history ............................................................................................................................................. 2
List of figures ................................................................................................................................................. 2
List of tables .................................................................................................................................................. 2
1. Purpose of this document ............................................................................................................ 3
2. Product description ...................................................................................................................... 3
2.1. Introduction ..................................................................................................................................... 4
2.2. Online interface ............................................................................................................................... 4
2.3. User administration in SAP HCM .................................................................................................... 4
3. Permissions control with infotype 9736 ..................................................................................... 5
3.1. Infotype 9736 .................................................................................................................................. 5
3.1.1. Role in umantis ............................................................................................................................... 5 3.1.2. Branch office restriction................................................................................................................... 6 3.1.3. Allowed branch offices .................................................................................................................... 6
4. Export of employee master data (PA export) ............................................................................. 7
4.1. PA export selection screen ............................................................................................................. 7
5. Uploading data .............................................................................................................................. 9
5.1. Manual upload of user master data ................................................................................................ 9
5.2. Automatic upload ............................................................................................................................ 9
6. Applicant import .......................................................................................................................... 10
6.1. Hiring an employee and taking data from umantis ....................................................................... 10
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Revision history
Ver-sion
Description of change Date Au-thor
2.6.0
Based on
SOL736_SAP_umantis_BM_Interface_Customizinghandbuch_V.2.6.0 (Custom-ization Manual)
SOL736_SAP_umantis_BM_Interface_Installationshandbuch_V.2.6.0 (Installa-tion Manual)
Create specific user documentation
11/24/2015 nun
Table 1: Revision history
List of figures
Figure 1 — Overview of the interface .............................................................................................................. 3 Figure 2 — Infotype 9736 for managing permissions ..................................................................................... 5 Figure 3: Infotype 9736 — possible roles ........................................................................................................ 5 Figure 4: Infotype 9736 — branch office restrictions ....................................................................................... 6 Figure 5: ZHRC_S736_NL — Valid branch offices — value selection ........................................................... 6 Figure 6 — /HRC/S736_UMA_001 — Master data export .............................................................................. 7 Figure 7: Importing users ................................................................................................................................. 9 Figure 8: Creating a new import ...................................................................................................................... 9 Figure 9 — Selecting the personnel action ................................................................................................... 10 Figure 10 — Specifying the reason for the action ......................................................................................... 11 Figure 11 — User confirmation...................................................................................................................... 11 Figure 12 — Selecting an employee ............................................................................................................. 12
List of tables
Tabelle 1: Änderungsnachweis ....................................................................................................................... 2 Tabelle 2: Parameter des Stammdaten-Exports ............................................................................................. 8
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1. Purpose of this document
The present document is delivered to customers of HR Campus AG with their purchase of the solution, and contains the user documentation that presents the basic concepts required for working with the solution.
The target audience includes end users of the solution itself, as well as any training staff responsible for internal training of employees and/or end users.
2. Product description
HR Campus solution 736, “SAP — umantis AM Interface” consists of two components: Applicant Import and User Export.
With the Applicant Import, an applicant’s extended data are automatically loaded into SAP, where they are then used as suggested values in the personnel action. When performing the action, the fields from umantis are then already stored as “suggested values”. The data are read in directly via URL from the umantis system at runtime. This allows HR administrators to fill in the missing data and perform the appro-priate action.
With the User Export, all user data for managers and HR experts that are needed for umantis Applicant Management to function are sent from SAP to umantis. In this way, all role and permissions assignments can be managed in the SAP source system by enriching the customer-specific infotype (9736) with the relevant information. The interface offers a large number of predefined master data fields. Each field can also be individually overridden, and additional customer fields can be activated. This interface also offers a series of mapping tables to link the various terminologies to one another.
Figure 1 — Overview of the interface
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2.1. Introduction
If your HR process landscape is based on multiple different software systems and you are also using umantis Applicant Management alongside SAP HCM, then you must decide between performing redundant data entry and finding solutions for communication and data exchange between the two systems.
Do you want to simplify your processes and transfer the data of newly hired employees as easily and au-tomatically as possible from your umantis system to SAP HCM?
The HR Campus SAP-umantis AM Interface provides the ideal solution for all companies who have chosen to use SAP and umantis.
2.2. Online interface
Applicant data is transmitted online to SAP HCM, so that your HR processes can work seamlessly together and with no inefficient wait times. You also have the option to transfer user data to umantis via SOAP. With this approach, there is no need to upload user data manually.
2.3. User administration in SAP HCM
Manage all your user data from one central point: your SAP HCM system. From there, user data for re-cruiters and hiring managers are automatically transferred to umantis through the SAP-umantis AM inter-face. You decide for yourself which user data is relevant for umantis, and you can conveniently restrict the data export to various specific user groups.
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3. Permissions control with infotype 9736
3.1. Infotype 9736
A customer-specific infotype is delivered with the SAP-umantis interface. With this infotype, umantis per-missions can be controlled through SAP. Role, allowed branch offices and branch office restrictions can be defined on infotype 9736.
Please note:
Before the first installation, you must check whether infotype 9736 is already being used in the system!
Figure 2 — Infotype 9736 for managing permissions
3.1.1. Role in umantis
In this field, you can specify the employee’s role. Unless otherwise specified, the interface delivers all chief positions from SAP into umantis as managers. For all employees to whom you wish to assign a recruiter or administrator role in umantis, that role must initially be set in infotype 9736 via selection menu.
Roles that you can set in IT9736:
Figure 3: Infotype 9736 — possible roles
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3.1.2. Branch office restriction
You must first decide for each person/role whether a branch office restriction should apply. This can either be set individually or specified in the interface for each role, or the same value can be assigned to all peo-ple/roles by default.
Branch office restrictions that you can set in IT9736:
Figure 4: Infotype 9736 — branch office restrictions
3.1.3. Allowed branch offices
You can select from all branch offices previously entered in Table ZHRC_S736_NL in infotype 9736.
Figure 5: ZHRC_S736_NL — Valid branch offices — value selection
The branch offices are then assigned to the user via multi-selection on infotype 9736, if the user needs any others beyond his or her main branch office. By default, all users are assigned the organizational unit where they are located as their main branch office. For users that should be able to see additional branch offices in umantis, those branch offices can be assigned via selection menu in the fields under “Branch office”.
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4. Export of employee master data (PA export)
Manage all your user data from one central point: your SAP HCM system. From there, user data for re-cruiters and managers are automatically transferred to umantis through a the SAP-umantis AM interface. You decide for yourself which user data is relevant for umantis, and you can conveniently restrict the data export to various specific user groups.
The export of employee master data (PA export) is the core function of the interface. All necessary em-ployee data are exported from SAP.
4.1. PA export selection screen
The selection screen for the export is accessed through the transaction /HRC/S736_UMA_001. In this in-terface, users can add specific restrictions on the population to be exported. Additional selection criteria can be added by clicking on “Additional selections”. The selection parameters chosen by the user can be saved (using the Save button) and reused again at any time.
Figure 6 — /HRC/S736_UMA_001 — Master data export
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Parameter Explanation
Personnel number Select e.g. only a specific set of personnel numbers
HR view You can restrict your selection to the HR view.
HR sub-view You can also restrict your selection to the HR sub-view.
Include employees w/o mgr role Check this box if you also want to export employees with no manager role.
Select alternates Select this box if you are using alternate roles and want to include them in the export (standard alternate rela-tionship in SAP: A010).
Reporting date for data selection Select the reporting date (effective date) for which the data should be selected.
Set calendar date (batch processing) Check this box if you want to set the calendar date for the export (for batch processing or to save variants). Overrides the reporting date for data selection.
Path and file for download Indicate where the file should be saved, and under what name.
Code page (F4 parameter) For the representation of umlauts/special characters in the receiving system. UTF-8 required for umantis (code 4110)
Download application server For batch jobs
Download to workstation For ad hoc exports
PI, RFC or web service
If the SAP-PI module is in use, or an RFC connection or web service is needed, data can also be transferred directly to umantis. Requires additional program modifi-cations.
Direct transfer via SOAP The logical port and the parameters must be configured. Data are exported directly from SAP to umantis. No development is required.
Table 2: Master data export parameters
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5. Uploading data
5.1. Manual upload of user master data
To access the umantis import view, click on Imports at the top right.
A new user import can then be started at the left, under Actions and .
Figure 7: Importing users
The XML file with the user data can then be selected.
Figure 8: Creating a new import
5.2. Automatic upload
An automatic upload scenario (from SAP to umantis) is also possible in principle. For more information, please contact your HR Campus or umantis consultant.
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6. Applicant import
6.1. Hiring an employee and taking data from umantis
When performing an action (transaction PA40) that is set as “active” for the interface in table /HRC/S736_MASSN, the steps to be taken are as follows.
Step 1 — Selecting an action
The action itself is started as usual via transaction PA40.
Figure 9 — Selecting the personnel action
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Step 2 — Selecting the reason for the action
You can also use the reason for the action to determine whether it should be possible to take the data from umantis. The specific reason thus determines whether or not the data should be pulled in from umantis.
Figure 10 — Specifying the reason for the action
Step 3 — Reading in applicant data
When saving IT0001, a pop-up window now appears in which the user must confirm that the data should be read from the umantis system. Once this security question is confirmed, the SAP system will create a connection to umantis and read in the necessary data.
Figure 11 — User confirmation
CAUTION: This only works if the selected action has been entered in table /HRC/S736_MASSN.
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Step 4 — Selecting the employee
All applicants who have the “hired” status in umantis within a specified period (e.g. 30 days) are displayed. The period can be specified in the Customization section. The desired applicant/employee can now be selected from an overview list, and the data can be copied over to the action as suggested values by dou-ble-clicking. However, these values can still be overwritten by the user if necessary. The action then pro-ceeds in the usual way. The fields defined in the interface are pre-filled in the appropriate infotype.
Figure 12 — Selecting an employee
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HR Campus wishes you all the best in your use of our proven solution.
Please feel free to contact us with any questions or suggestions you may have.
HR Campus AG
Tel. 0844 55 44 55
