How Many Requisition Templates and Application Status Sets are Too Many?

This post is aimed at the audience of Talent Acquisition Technology Managers, but is also relevant for consultants.

You’re ready to start your SAP SuccessFactors Recruiting project. The Statement of Work (SOW) for the implementation is signed, you have some great consultants lined up and the Talent Acquisition team are excited.

As the project lead with the responsibility of delivering the goods to the various talent acquisition stakeholders, there are a lot of requirements to consolidate. In addition to the different types of stakeholders, such as hiring managers and recruiters, there may be different divisions with varying hiring practices, different countries, etc.

The SOW will include some numbers as in the below example.

Example Aspects of a Recruiting SOW

  • 4 Requisition Templates
  • 2 Application Templates
  • 2 Application Status Sets
  • 2 Offer Approvals
  • 10 Offer Letters
  • Etc.<- Actually never put etc. in a SOW 🙂

Hopefully these options have been explained prior to the signing of the SOW. This may not be the case and adjustments may need to be made during the project. Let’s start by looking at what Requisition Templates and Application Status Sets are and how they fit together.

TermPurposeHow it Relates
Requisition TemplateA requisition defines recruiting requirements and organizational information. Different templates can have different fields and approval steps.A requisition template is associated with one application template and one status set, though they can be shared with other requisition templates.

The requisition template chosen at the time of requisition creation drives everything.
Application TemplateApplications capture application information. Different templates can have different fields, required fields etc.

Differences for different countries, internal vs external applicants can be configured as overrides without having additional templates.
One application template can be used on one or multiple requisition templates.
Application Status SetDefines which recruiting steps (statuses) need to occur in which order, e.g. Video Screen, Initiate Background Check, Hire. In addition, automated email updates can be triggered by a status, statuses can required, etc. These are defined by the status set. One status set can be tied to one or more requisition templates.

Increasing the number of Requisition Templates, Applicant Status Sets and Application Templates creates a highly tailored user experience for recruiters, hiring managers and candidates but multiplies complexity. After go-live you will be left owning that complexity.

Your implementation consultant will advise you on how many templates and status sets should be needed, but consider the following guidelines.

Determining How Many Templates

A different template is needed if a specific status set (process) or application template is needed. Below is an example.

A global retailer is hiring! Hiring in Germany requires a very different process statuses than in the US, including required statuses such as Work Council activities. The process is also different for corporate vs store jobs. The application form is very different for corporate vs retail stores.

Proposed Scope. Two different application status sets are needed for Germany vs US because Germany has required statuses that aren’t relevant for the US. It’s likely that different application forms are needed for corporate vs in-store. Different application forms are not needed for US vs Germany as the differences can be handled with country-specific overrides.

I would see if corporate and retail need to have completely different processes or whether recruiters can skip steps that are not relevant to them. If statuses such as assessments are required for retail stores but not for corporate then two status sets may be needed.

If corporate and retail share the same status set (process) and have a different application for retail vs corporate then four requisition templates are needed.

Req TemplateTied To
Germany Store HiringGermany Status Set
Store Application Template
Germany Corporate HiringGermany Status Set
Corporate Application Template
US Store HiringUS Status Set
Store Application Template
US Corporate HiringUS Status Set
Corporate Application Template

Application field permissions are stored in the requisition template and are based on who is viewing/editing the field (e.g candidate, hiring manager) and which status the application is in. Four different requisition templates means four sets of application field permissions. The amount of configuration can greatly increase the time cost of making changes before and after go-live.

Are Applications and Process the Only Determinants for Requisition Templates?

No. Requisition templates also drive the requisition approval steps. It’s recommended to find the common denominators for all approvals such as hiring manager, manager of hiring manager, etc. For exceptions due to the position being further up the org structure, use ad-hoc approvers that can be added to individual requisitions.

How Can I Reduce the Template Count?

Reduce Application Templates
There is not usually a push-back on reducing the number of application templates since they can still be tailored for country and internal/external hires. A sticking point would be, for example, if a resume was required for corporate but not for stores. Beyond that, negotiate with stakeholders to a common application if possible. Requisition-specific questions should also be used to collect job-specific application questions.

For any argument for reducing application templates, there may also be an argument for more templates, giving a tailored application experience. This is further complicated because not all application fields need to be completed during the initial application. Ask only what you need, when you need it!

If you need more application templates it’s okay, just understand the downstream impacts of more maintenance.

Reduce Status Sets
Additional Status Sets may be needed where process compliance collides with different types of hiring having different processes. If a status is mandatory for one type of hiring or division but not for another then a different status set is needed.

Whenever possible, negotiate down to a common set of statuses, where some can be skipped if not applicable. Again, this may not always be possible.

Reduce Requisition Templates
Requisition templates are highly dependent on how many status sets and application templates you have. Beyond that, here are the common reasons for different requisition templates:

Different approval chains. Use the common denominator approvers and have the rest as ad-hoc approvers.
Different information requirements. There may be division or country-specific requirements. Try to have sections like “Only needed for US” if the fields are not required.

Am I missing something beyond the above K.I.S.S (Keep It Simple, Stupid) guidelines? Let me know in the comments.

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