How the Data Time Retention Management and the Data Purge tools works in Succession?
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SAP SuccessFactors Succession Management
What is it?
This enhancement supports the “right to erasure or be forgotten” as prescribed within Data Protection and Privacy regulations – essentially allowing the Data Protection Officer (DPO) to effectively purge personal data associated with a subject user. The DPO can use the newly redesigned Data Time Retention Management (DTRM) tool available through Manage Data in Admin Center to configure retention rules by country for Performance reviews purge object.
Prerequisites & Configuration
- MDF (Generic Objects) (Provisioning)
- RBP: Admin Center >User Permission-> Data Retention Management > DRTM Succession Planning -> Give the necessary permission
- Enable DRM: Company Setting > Company System and Logo Settings > Data Retention Management
- Enable Countries for Data Retention Management: in Admin Center > Manage Data)
- Succession Planning
You need to activate "DRTM Succession" in Upgrade Center.
NOTE: If you have already activated "DRTM Succession" in the Q4 2017 release, you need to activate the new version of "DRTM Succession" again, as there have been functional changes.
Step 1: Enable/Upgrade DRTM Succession
- Go to Upgrade Center
- Upgrade to DTRM Succession
Step 2: Enable DRTM specific permissions
- Go to the required role via Manage Permission Roles;
- Go to Data Retention Management section and enable DRTM Succession permission, as shown in the screenshot:
3. Go to Manage Data Purge in Permissions and enable the necessary configuration:
4. Go to Manage Data section of the role and give all permissions (Create, Approve Data Purge, Create and Purge DRTM Purge Request);
5. Save changes.
Step 3: Define Retention time (it is mandatory):
- Go to Manage data via Admin Center;
- Select DRTM Succession Purge in 1st drop-down and Succession Nomination or Position Incumbent in the 2nd drop-down;
- Enable Data Retention for the Country in Manage Data:
- Define retention time based on country, as below: (The only country that will show in the list are the one's with DRTM enabled as specified in step#3):
The above example shows that Purge Type is Succession Nomination and it will purge all nominees belonging to United States country if, it hasn't been any change in their nomination from last 1 year as the TimeUnit selected is 1 year (inactive users). And for the Active users, it will keep the nomination record for 2 years and is subject to purge after period of 2 years.
Time Unit is the unit used to calculate retention times. In most cases, you can choose months or years. In some cases, you can also choose days.
Time Period is the length of time (in days, months or years) for which data in the selected purge object is retained. For example, if you select a time unit Year , an active period of 5, and an inactive period of 3, then the data is retained for five years while the user is active and for three years after the user becomes inactive.
|This is the length of time (in days, months, or years) that this type of data must be retained for active users.|
|This is the length of time (in days, months, or years) that this type of data must be retained for inactive users.
For more information about configuring the retention times in DRTM, please click here.
Base Dates for Retention Time Calculation
|Succession and Development||DRTM Succession Purge||Succession Nominations||
Inactive users: Termination date
For employees managed in Employee Central, data purge considers the employment termination date in Employee Central. For other employees, it considers the standard user field companyExitDate as the termination date. For empty companyExitDate, it is treated as zero by default in our code logic. This “zero” date is equal to Jan 1, 1970 in the system.
Active users: Date on which the succession nomination was last changed
|Succession and Development||DRTM Succession Purge||Position Incumbent||
Inactive users: Termination date
For employees managed in Employee Central, data purge considers the employment termination date in Employee Central. For other employees, it considers the standard user field companyExitDate as the termination date. For empty companyExitDate, it is treated by system as as zero by default. This “zero” date is equal to Jan 1, 1970 in the system.
Active users: No purge action is taken
For Complete list of Base dates for retention time calculation for other modules, please click here.
Step 4: Create Purge Request
- Go to Admin Center-> Data Retention Management;
- Click Create New Purge Request;
- Select DTRM Succession Purge;
- Under Define Subject Criteria, select whether you want to purge data for a single specified user or for set of users based on combination of user status and country;
- Select Purge Object as below:
A. Purge object “Succession Nominations”:
- Purges nominations for all succession and talent pool nomination methods;
- Purge nomination history for all succession nomination methods;
- Inactive Users: date of termination: purge data of those users who have been inactive for a period of n years/months. Technical field used for “date of termination” here is USERS_SYS_VALID in UserSysInfo.
- Active Users: date when the succession nomination was last changed.
B. Purge object “Position Incumbents”:
- Purges incumbent of legacy positions and of MDF positions (only needed/relevant for customers NOT using EC)
- Inactive Users: Date of termination: purge data of those users who have been inactive for a period of n years/months Technical field used for “date of termination” here is USERS_SYS_VALID in UserSysInfo.
- Active Users: No purge supported.
The new purge option "DRTM Succession Purge“ covers formless nomination only (no form-based succession nominations).
- Add one or more approvers to your purge request;
- Choose whether to Schedule your purge request or to Launch Immediately.
Step 5: Approval's step
Approval needs to go Maintenance Monitor via Admin Center to approve purge request, as below:
You may download the report from Maintenance Monitor to check list of nominees which are purged and list of incumbents whose nominees are excluded from Purge.
For general documentation how to setup Data Retention Management (DRTM), please click here.
2615360 - Data Protection and Privacy - Data Retention Time Management (DRTM) - Master Data Purge for Inactive Users
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