Updating Employee Data in People Profile

Maintaining employee records has never been easier with the easy-to-navigate People Profile. As you learned earlier, role-based permissions are vital in defining who can access whose data. As an administrator with full permissions, there are several ways to update and initiate employee data changes. In this lesson, you will learn how to manage data using the employee's profile. 

To initiate employee changes, navigate to the individual's profile. Users with edit permissions to the non effective-dated blocks, such as national ID Card, can click the pencil icon to open the block in edit mode.

Users with full permissions to effective-dated blocks, such as Home Address, have several ways to initiate changes.

• Edit (Pencil icon)

  Clicking the pencil icon allows you to insert a new dated entry into the employee's file. Each new record added to the employee's file must be connected to a date in the past, present, or future. This action can trigger an approval process, which must be completed before the record is active in the system.

  Note

  Changes initiated on Job and Compensation Information always require an event and event reason.
• History (clock icon)

  Clicking the clock icon opens the history panel. Transactions initiated in the history panel do not trigger workflows even if workflow derivation rules are in place.

  
  • The Create option allows users to insert a new record.
  • The Correct option allows users to correct data entry errors in existing records.
  • The Delete option allows users to remove a record row, which cannot be undone.
  Note

  Permissions for creating, editing, and deleting history records should be carefully considered before granting access.

Effective dating means that you have a historical record of data that stores the history of changes over time. The start date for any record is the first entered date.

Many of the records in EC are effectively dated. Each time you insert a new record, the system prompts you to provide the effective start date. Understanding and maintaining effective dates are important because they enable you to create historical, present, and future records. For example, if Marcus is moving in January, you can add his new address with an effective date in the future. However, Marcus will not see that change in effect until January.

The system defines the start date for these fields as the effective date and the end date as December 31, 9999. End dates are only visible in reports and not in the user interface. Upon entering a new record, the system looks at the effective date and inserts it into the history.

In the effective-dated blocks, the start date is displayed in the UI. The field end date doesn't appear in the UI but is visible in reports. When you create the initial record in the effective-dated block, the end date is automatically set to December 31, 9999. Inserting a new record closes the initial record the day before the new record takes effect.

Watch the video to learn more about effective dating.

The final layer of EC security is a complete audit trail. The audit trail is available both in the history of a record and as a table report for records.

The first example is the historical record. To access the recorded history for Jane Miller, choose Personal Information→Address→History. Then, choose the record that is effective on November 12, 2012. On the top right of the below image, you can see that this record was last modified on December 13, 2012, by Emily Clark on behalf of Nancy Nash.

The second example is a table report. This report shows the date and time of each record change and the user who modified it. To create or view Person and Employment Audit Report, you must log on and have access to Report Center.

The audit trail has the following features:

• It returns all change history for the person and employment objects for each employee.
• It is visible in History.
• It is available as a table report.

Here are the key takeaways from this lesson:

• Navigate to an employee’s People Profile to initiate and manage employee data changes.
• Use pencil icon to edit non–effective-dated blocks; changes apply immediately based on permissions.
• For effective-dated blocks, choose Insert, Edit, or Delete; understand workflow and approval impacts.
• Effective dating creates past, present, and future records; new records close prior records automatically.
• Audit Trail tracks who changed data and when; view in record History or Person/Employment Audit Report.