2643571 - DRTM Purging for Compensation and Variable Pay

This article outlines the available purge methods for Compensation and Variable Pay, including the steps required to remove employees from worksheets and statements, as well as purging the worksheets.

Image/data in this KBA is from SAP internal systems, sample data, or demo systems. Any resemblance to real data is purely coincidental.

 

• SAP SuccessFactors HCM Suite
• SAP SuccessFactors Compensation
• SAP SuccessFactors Variable Pay

Purge Request Type "Purge Compensation/Variable Pay Data":

• Only purge deleted forms: All forms deleted for the selected template will be purged. There are no limitations or restrictions, and does not have a retention period.
• Only purge forms for inactive users: All forms, in progress or completed, will be purged for the selected template where the planner is inactive. This also does not have restrctions or limitation, and does not have a retention period. Please note that this is only for the planner and will not remove inactive users from worksheet data.
• For both options mentioned above there is the possibility of choosing a specific template. If none selected, then it considers all.
• Make sure to have permission to manage the forms under manage compensation permissions.
• "Four eyes" principle for approval workflow

For Purge request Type "DRTM Compensation/Variable Pay Purge":

• Does not have any limitations or restrictions besides the retention period configured under Manage Data.
• This purge does not delete forms where inactive user is a planner, but remove inactive users from all forms where he/she is present. And form must be completed, it does not remove users from in progress forms.
• "Four eyes" principle for approval workflow

To enable this updated data purge for compensation/variable pay please do the following.

1. Enable "DRTM Compensation and Variable Pay" via upgrade center.
2. Under "Manage Data" you can search for a country and set the "Data Retention Enabled" to "Yes"
3. Assign RBP permissions for "Manage Data Purge" under Administrator Permissions, and "DRTM Compensation/Variable Pay" under Users Permissions in "Data Retention Management".
4. Under "Manage Data" - Create New - DRTM Compensation/Variable Pay or search if there is one already created/setup. You can define DRTM for worksheet data and statements.
5. Once the retention periods are set, you can go to "Data Retention Management" and create a new purge request.
6. After the request is submitted, the approver can check preview report and approve/reject the request.
7. For more details please follow the guide Prerequisites for Data Retention Time Management.

Below is an example of a data retention rules created.

Here we have enabled the country Germany (DEU) to be enabled/selectable for data retention. This will therefore be available to define within the DRTM Rule.

If we now navigate to the Data retention management (via the tool search) we can create a new purge using this country.

NOTE: 

• When purging based on a single user, the time retention guidelines are still used, rather than this acting as an override.
• Please ensure the Country "Default Value"  (under Manage Data> Country )is the same as the value used under "Country" for users. If this is not matching, the purge may fail.
• The data retention management reference dates for each module are as follows:

Example for both purges types:

User A is a planner and an employee. As a planner the user has 5 completed forms and 5 in progress forms. As an employee, user is part of 2 completed forms and 2 in progress forms.

• When running the Purge Compensation/Variable Pay Data, all 10 forms will be purged and no impact on the 4 forms user is part of.
• When running DRTM Compensation/Variable Pay Purge, then no impact on the 10 forms for which user is a planner and no impact on the 2 in progress forms user is part of, but the 2 completed forms the user will be removed from.

Reviewing the Results:

• DRTM Compensation/Variable Pay Purge: This purge, if both worksheet and statements options are selected, it will generate 3 files: 
  - DRTMCompGroupObjectType: Will have a message of "The user master data will be excluded from the application data purge", that is due to this purge being a module/partial purge so it will not purge user's master data, only the module data-form data will be purged via this module purge type
  - DRTMCompEntryObjectType: contains the results of purged users from worksheets
  - DRTMCompStatementObjectType: contains the results of purged statements
  Note: If the only file generated is DRTMCompGroupObjectType, then it means there was no data to be purged or no data matched the criteria to be purged.
• Purge Compensation/Variable Pay Data: This purge will result on one single file CompFormObjectType, which contains all forms that were purged. For this type of purge, if there is no data to be purged then there will be no file to be downloaded and there will be a message "Completed with an empty report".

Prerequisites for Data Retention Time Management

DRTM, Purging, data, Compensation, Purge, Variable, Pay, Retention, Rules, Permissions, manage, inactive, delete, forms, worksheet , KBA , LOD-SF-CMP-ADM , Admin Tools, Settings, Permissions , LOD-SF-VRP-ADM , Admin Tools, Settings, Permissions , Product Enhancement

SAP SuccessFactors Compensation all versions ; SAP SuccessFactors HCM Suite all versions