1704 BNSF Railway Automates Onboarding and Streamlines Processes with SAP ERecruiting and ERP...

8/11/2019 1704 BNSF Railway Automates Onboarding and Streamlines Processes with SAP ERecruiting and ERP Workflow.pdf

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BNSF Railway Automates Onboarding and

Streamlines Processes with SAP E-Recruiting

and ERP Workflow

Hervey Ely, BNSF Railway


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BNSF Railway Company An Overview

32,000 route miles in 28 states and two provinces

Approximately 5,800 locomotives and 220,000 freight cars

Employs approximately 40,000 people

Operates an average of 1,400 freight trains per day

Moves one fourth of the nations rail freight

Serves all major ports on the West Coast and Gulf of Mexico

If stacked end-to-end, all the intermodal loads shipped with

BNSF in one year would reach from Los Angeles to Shanghaisix times

Has one of the largest computer systems in the world to

manage our network operations 24 hours a day


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BNSF Railway System Map


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Scope of the BNSF SAP Implementation Human

Resources Employee Self-Service

Manager Self-Service

Personnel Administration and OrganizationalManagement

Including structural authorizations

Hire to Retire

Payroll

Benefits

Cross-Application Time Sheets Talent Management

eRecruiting

Learning Management


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2012 BNSF Recruiting Volume

2,200+ requisitions created

3,262 postings created

400,000+ applications created 1100+ hiring events

3139 new hires

23% military hires


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What Well Cover

Shortfalls of the standard SAP data transfer

How we captured required data to facilitate the hire

action

How we defaulted required data to facilitate the hire

action

Creating positions on demand to facilitate the hire

action

Meaningful notifications

Wrap-up


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What Well Cover



action


action


action


Wrap-up


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How We Captured Required Data to Facilitate the

HireActionData elements required for various candidate activities

such as:

Entry into SAP as a new employee

All data required to process payroll

Background Investigation (BGI)

Pre-employment Physical Assessments


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How We Captured Required Data to Facilitate the

Hire Action (cont.)

Capture at the requisition level

Data specific to the requisition/job

What can we capture at a job level that is

relevant for all hires in that requisition

Capture at the candidate level

Data specific to the candidate


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Data Captured Requisition Level


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Requisition Level Data

Data conveyed to medical vendors

Exam Category

FRA Required

DOT Required


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Requisition Level Data (cont.)

Data transferred to SAP ECC for Benefits/Payroll

Former Road Code Former Railroad benefit plan

Benefit plans are determined by location/job

Salary information Base salary

Up to three signing bonus entries


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Data Captured at the Candidate Level to Facilitate

the Hire Action

Captured through configuration

Captured through customization

Captured through workflow


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Data Captured at the Candidate Level Through

Configuration

SAP E-Recruiting allows customers to indicate if fields

are Required, Optional, or Hidden from view

BNSF requires applicants to provide all information

required to finalize a hire in SAP E-Recruiting (standardSAP delivered fields):

First Name

Middle Name

Complete Address


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Data Captured at the Candidate Level Through

Customization

Questionnaire data moved to a custom table

EEO/Veteran Status questionnaire data (optional

entry) Data staged for possible hire action

Additional fields such as signing bonus

Custom Web Dynpro page

Utilized to capture sensitive data for candidates thatare given a contingent offer of employment


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Data Captured at the Candidate Level Through Workflow

BNSF Recruiter making an offer in SAP E-Recruiting kicks

off workflow

Offer letter sent to the candidate with details

Unique URL embedded in the offer letter

URL is candidate specific

Custom Web Dynpro page

Candidate must click on the URL and provide:

Social Security Number

Drivers License Number

Date of Graduation


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Offer to Candidate

BNSF-specific configuration Contingent Offer Process

activity

Generates correspondence with a URL unique to the

candidate


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Offer Activity Completed


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Workflow Sends Email to Candidate


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Correspondence to Candidate

Unique URL for each candidate

Requires SAP E-Recruiting login credentials


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Workflow

Once the candidate provides the additional information

and saves, the following activities are generated:

Emails to medical vendors

Data staging for background vendor

Data staging for data transfer (hire) into SAP ECC


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Defaulting of Values

Custom hire action orders infotype creation to allow

systematic determination of default valuesInfotype Description Data Source

0000 Action Standard

0006 Address Standard ERC data configured as required entry

0210 Withholding Info W4/W5 US Default

0001 Organizational Assignment

Default - position data determines organization

assignment

0002 Personal Data ERC standard ERC fields, custom ERC fields

0007 Planned Working Time Default

0008 Basic Pay

Union - default, exempt ERC Custom Data (Base +

Signing Bonus)

0009 Bank Details Default check as payment type

0041 Date Specifications Default - determined by system

0077 Additional Personal Data ERC - Custom questionnaire data if present

0105 Communication Default - assigned by system

0015 Additional Payments ERC - custom signing bonus fields

9100 Benefits Status Data ERC - Custom Former Road Code Field

0171 General Benefits

Default - 0006, 0001, 91000 used to determine

values

0207 Residence Tax Area Default - 0006 used to determine value

0208 Work Tax Area Default 0001 used to determine value

0209 Unemployment State Default 0006 used to determine value


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What Well Cover

Shortfalls of standard SAP data transfer


action

How we defaulted required data to facilitate the hireaction


action


Wrap-up


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Creating Positions on Demand to Facilitate the Hire

Action

BNSF maintains 1:1 position to holder ratio

SAP allows copy of position with all attributes

Normal OM function Build org units, positions,

determine headcount

Manual data creation PP01, PPOME, etc.

BNSF did not have headcount to manually create

thousands of positions


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Systematic Creation of Positions

BNSF had approximately 3,000 external hires in 2012

95% of these hires were union/scheduledemployees

All required positions were created systematically

Control on position creation? Who needs controls. Job checks position attributes

Employee Group (IT1013)

System will only copy employee groupsspecified

Relationships for current Holder (A0008 inIT1001)

If holder exists position and all attributes arecopied


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Data Transfer Action

Recruiter creates activity for candidate Exempt hires are done on a 1:1 ratio

Scheduled/Union hires may be done with any number of

candidates. If there are 30 scheduled hires starting on the

same date and they are in the same requisition, the activitycan be created for all hires at the same time.

Job is scheduled to transfer candidates at set intervals throughout

the day

Job may be run manually using a custom T-Code if the user hasthe appropriate authorizations

Job checks position association for each hire in the file and

creates positions as needed


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Data Transfer Recruiter Activity

Standard SAP activity

Recruiter selects candidate(s) to hire

Recruiter indicates hire date

Recruiter indicates position for hire

Recruiter saves the activity

Scheduled job runs

Candidates hired

Recruiters receive notification


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Data Transfer Action


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Data Transfer Infotype Order

Infotype Description Data Source

0000 Action Default

0006 Address Standard ERC data

0210 Withholding Info W4/W5 US Default

0001 Organizational Assignment Default - Position data

0002 Personal Data ERC - Custom, Standard0007 Planned Working Time Default

0008 Basic Pay Union - Default, Exempt - ERC

0009 Bank Details Default - Check

0041 Date Specifications Determined by System

0077 Additional Personal Data ERC - Custom Questionnaire data

0105 Communication Determined by System

0015 Additional Payments ERC - Custom Signing Bonus Fields

9100 Benefits Status Data ERC - Custom Former Road Code Field

0171 General Benefits Determined by System based on above infotypes

0207 Residence Tax Area Default - Address

0208 Work Tax Area Default - Position Location

0209 Unemployment State Default - Address


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What Well Cover



action

How we defaulted required data to facilitate the hireaction


action


Wrap-up


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Workflow Notification Sent

Custom table

Entries drive distribution of information to a static list of

recipients

List may be modified by end users directly

User/Recruiter that hired the candidate is also notified


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Distribution Shown in SOST

Email address in the table, aswell as the recruiter executingthe data transfer are sentcorrespondence from SAP.


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Spreadsheet Attached

Initially sent as a plain text email

Users requested a better way to search/sort data

Number of hires in one run has been as high as 200


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Spreadsheet Data

Data specific to BNSF business users request

Message 1 and Message 2 are used to convey errormessages as needed

TYPE

Employee

Number

Position

Number Last Name First Name

New

Position

Title

Requisition

Location

Requisition

Number Hire Date

Applicant

Number Recruiter Name Message 1 Message 2

HIRE 145755 28051 Bond James

Switchman

(UTU) Fort Worth 2697526 12/4/2012 2697528 [email protected]

Employee hired

successfully

HIRE 145771 28052 Candidate Additional

Switchman

(UTU) Fort Worth 2697526 12/4/2012 2697829 [email protected]

Employee hired

successfully

ERROR 0 Gibbs Jethro 2987121 [email protected]

Position already

occupied by

PERNR 00146977


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What Well Cover



action


action


action


Wrap-up


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7 Key Points to Take Home

Standard SAP relies on data entry but does not saywho has to enter the data

Keying the same data multiple times in multiplesystems is bound to cause issues

Accuracy is key Default values are acceptable SAP ESS exists to allow

employees to update their own data

Notifications should go to a target audience and havespecific meaningful information

Why copy positions manually when the system can do itfaster?

Processing hires in bulk is more efficient


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Where to Find More Information

E-Recruiting with SAP ERP HCM

SAP Press publication

Mastering SAP ERP HCM Organizational Management


SAP ERP HCM: Technical Principles and Programming

http://www.sap-press.com/products/E%252dRecruiting-with-SAP-ERP-HCM.htmlhttp://www.sap-press.com/products/Mastering-SAP-ERP-HCM-Organizational-Management.htmlhttp://www.sap-press.com/products/SAP-ERP-HCM%3A-Technical-Principles-and-Programming.htmlhttp://www.sap-press.com/products/SAP-ERP-HCM%3A-Technical-Principles-and-Programming.htmlhttp://www.sap-press.com/products/Mastering-SAP-ERP-HCM-Organizational-Management.htmlhttp://www.sap-press.com/products/E%252dRecruiting-with-SAP-ERP-HCM.html


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How to contact me:

Hervey [email protected]


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THANK YOU FOR PARTICIPATING

Please provide feedback on this session bycompleting a short survey via the event mobile

application.

SESSION CODE: 1704

For ongoing education on this area of focus,visit www.ASUG.com


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1704 BNSF Railway Automates Onboarding and Streamlines Processes with SAP ERecruiting and ERP...

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