Business Scenario
The expectation is that, throughout an employee's life cycle, rehiring will be the sole authorized event after termination. This implies that if termination occurs prior to a promotion or data modification, it will result in complications when integrating with the payroll system.
Currently, it is required to manually review the employee's Job Information to determine if any future dated records have been produced and to implement the necessary adjustments or deletions to finalize the action in the event of termination.
Requirements from multiple customers are as follows:
- In case there are any transactions created for a future date, upon entering a termination in EC, a message should be shown, asking the user to take necessary action and clean them up before the termination.
- A notification or message indicating records with future dated transactions during imports would be important as well. This feature would be beneficial for both termination procedures and regular imports of effective dated records.
Solution Overview
To fulfill this requirement, one possible approach is to create a termination rule that makes sure that there are no future dated records in Job Info regarding the termination date. Understanding how termination action is handled in Employee Central is key to accomplishing this.
- Termination is an event that uses the Employment Details as starting point and generates a record in the Job Info element.
- The Job Info start date with the Termination event is set to begin one day after the termination date specified in the termination details. This procedure aligns with the standard practices of on premise SAP HCM, and ECP systems.
- Every time a new record is created in Job Info, an end date is automatically assigned internally. If there are no future records, the end date is set as 31.12.9999. However, if there is a future record, the end date is determined as one day before the start date of the future record.
Configuration Details
Considering the system behavior mentioned before, we can create an OnSave rule within employment details to determine whether the termination record being generated in Job Info contains an end date of 31.12.9999 (indicating no future records) or if it does not match 31.12.9999 (indicating future records).
By implementing this simple rule, we can ensure that the new termination record is validated against any potential future records in the Job Info section.
Now, let's examine how this solution behaves in various scenarios:
Scenario 1: Termination with no future records in Job Info.
For this scenario we have an employee with only a hire record (01.01.2023), if we add a termination record on 04.01.2023 the end date for this new termination record will be 12.31.9999.
In this case the condition is not met (no future records) and no error message will be triggered.
Scenario 2: Termination with future records.
For this scenario we have an employee with two records, a hire record (01.01.2023) and a promotion (02.01.2024), if we add a termination record on 04.01.2023 the end date for this new termination record will be 01.31.2024, one day before the start date of the future promotion record.
In this case the condition is met (there are future records) and the error message will be triggered.
Scenario 3: Termination posterior to future records.
For this scenario we have an employee with two records, a hire record (01.01.2023) and a promotion (04.01.2023), if we add a termination record on 02.01.2024 the end date for this new termination record will be 12.31.9999.
In this case the condition is not met (no future records) and no error message will be triggered.
Additional notes:
- If you have a requirement to have this rule working on imports as well, please validate that the user executing the imports has assigned permissions to trigger rules on import. More details Configuring Business Rules for Data Imports
- After termination you can update other available fields in Employment Details without any error messages related to this rule.
- Since 2H 2021, creating a termination record from Job History is not possible. That's the reason why this rule is triggered from Employment Details. More details 3103944 - Prevention of Special Record Creation in Job History ECT-130989 - 2H 2021
Conclusions
Meeting specific requirements often leads to deep analysis of customer needs and good understanding of SuccessFactors solution behavior as well as the available tools, such as business rules. Sometimes, complex requirements can be addressed with simple solutions.
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