2657326 - Data Retention Time Management: Person and Employment Purge Object FAQ

How do the Employee Central Core (Person and Employment) related DRTM Objects work? What is the logic? A further explanation of the Employee Central related DRTM Objects is found in this article.

• Employment related retention time calculation logic
• Person Related Retention Time Calculation Logic
• Scenario Cases Examples

For more information on DRTM Purge Objects, please refer to "DRTM Base Dates for Retention Time Calculation" chapter the Data Protection and Privacy handbook

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 HXM Suite
• Employee Central

Prerequisites

• Add preconfigured MDF objects for data retention time management (DRTM) to your instance, using the  Upgrade Center. and Prerequisites for Using Data Protection and Privacy Functions, so that you can use them to configure data retention times. Metadata Framework (MDF) is enabled.
• Upgrade DRTM module entity through upgrade center. 
• Go to upgrade center, upgrade DRTM Employee Central and DRTM Workflows content so that the module specific DRTM objects are available in MDF "manage data"; 
• View Here: Data Included in the DRTM Person Information Purge and 2615360 - DRTM Master Data Purge for Inactive Users

 To use the Use the DRTM Person Information purge type to purge all person-related data , it is necessary to enable the new data retention time management (DRTM) solution and the DRTM Master Data purge object

• To use data retention time management (DRTM) functionality in the Data Retention Management tool, you need to have the following features enabled
• View:Prerequisites for Using Data Protection and Privacy Functions

The logic can be broken down into checks which are based on the Company Exit Date (to determine whether the user is Active or Inactive) and which Country the employee resides in to determine the Retention Times for Active and Inactive employees.

• 2617614 - Employee Profile: How to Configure companyExitDate Field under Manage Business Configuration

The system will then check all the Effective Dated and Non-Effective Dated records for that employee, and based on whether they are ACTIVE or INACTIVE, will decide whether data falls outside of the retention period, and whether the data will be purged or not.

In this article, the Purge Object behaviour is explained, there are some FAQ's in relation to this topic as well as some Scenario's to explain the logic of the purge. Please refer to the quick links below:

• Employee Central DRTM Purge Object behavior
• DRTM Employment Info Purge Objects - Retention Time Calculation Logic
• DRTM Person Info Purge Objects - Retention Time Calculation Logic
• FAQ
• Scenarios: Logic Examples
• Scenario 1: Effective Dated Records for ACTIVE users
• Scenario 2: Effective Dated Records for INACTIVE users
• Scenario 3: Non Effective Dated Records for ACTIVE users
• Scenario 4: Non Effective Dated Records for INACTIVE users

 

Employee Central DRTM Purge Object behavior

The system will behave differently depending on whether the employee is Active or Inactive, and whether the data is Effective Dated or not. This is explained in the tables below:

• DRTM Employment Info Purge Objects - Retention Time Calculation Logic

 

• DRTM Person Info Purge Objects - Retention Time Calculation Logic

 

FAQ

Active or Inactive?

Q) How does the system know the user is ACTIVE or INACTIVE?
A) The system will validate the status of the employee either by using the standard-element field "Company Exit Date" for non-EC users or the Termination Date (hris-element "employmentInfo.emd-date") for EC users:

• If the Company Exit Date/Termination Date value is NULL, then treat as ACTIVE
• If Company Exit Date/Termination Date value is set, then treat as INACTIVE

 

Effective Dated Records

Q) How does the system handle Effective Dated Records?
A) The key is the End Date of the Effective Dated record. If the End Date of the record falls outside the retention period, then it will be purged. If the record is the "current" record, its End Date will be 12/31/9999 and therefore will never be purged.

• IMPORTANT:
• Personal Information: For the Personal Information data, the record with end-date 12/31/9999 is always kept - but the corresponding Global Info for that record will be removed if the Termination date is outside the Retention time. If the Termination date is within the Retention period, then the Global Info record will be kept.
• Job Information: Job Information is not considered by the purge.

 

Non-Effective Dated Records

Q) How does the system handle Non-Effective Dated records, as they have no End Date?
A) The system will only purge the data for INACTIVE employees. For employees that are still ACTIVE, the data will not be purged.

 

Biographical Information & Employment/Termination Details

Q) When performing the DRTM Employment Info Purge Objects or the DRTM Person Info Purge Objects purge, will the system try to purge the Biographical Information & Employment/Termination Details?
A) No. This data is only purged by the Master Data Purge.

Personal Information & Global Information

Q) Is the DRTM Person Info Purge Object - DRTM_PERSONAL_DETAILS supposed to purge only the Global Information or the complete Personal Information portlet itself?
A)DRTM_PERSONAL_DETAILS purge object purges both Personal Information and Global Information based on effective end date and termination date.

Q) Is is possible to purge only Global Information, while retaining the Personal Information for terminated employees?
A) There is no separate purge object to purge only the Global Information. DRTM_PERSONAL_DETAILS Purge Object handles both Personal Informantion and Global Information purge. Nevertheless, the purge is always based on the End Date of the Effective Dated record. This means that, for the Personal Information data, the record with end-date 12/31/9999 is always kept - but the corresponding Global Info for that record will be removed if the Termination date is outside the Retention time. If the Termination date is within the Retention period, then the Global Information record will be kept.

Scenarios: Examples of Purge Logic

Please note that the examples below and purely logic examples:

 

Scenario 1: Effective Dated Records for ACTIVE users

• User Status = ACTIVE (companyExitDate is NULL)
• Country = United States
• Purge Object = DRTM Employment Info Purge Objects
• Todays Date = 5th July 2018
• Retention Time = 2 Years (for Active Employee)
• Data Purged = Records with an End Date before 5th July 2016

The system will analyse the End Date of the records and determine which records are outside the Retention Period. For example, if the Retention time is 2 years, the system will identify (from todays date) what is the date 2 years back. It will then analyse the data for that Object (in this example - Compensation Information) and it will check which records End Date falls outside the retention period, and it will mark that record to be purged. Note in the below example, the record that ends 12/31/2016 is still within the retention period (where the cutoff is 07/05/2016):

UserID	start-date	end-date
1234	01/01/2017	12/31/9999
1234	06/01/2014	12/31/2016
1234	01/01/2010	05/30/2014

 

Scenario 2: Effective Dated Records for INACTIVE users

• User Status = INACTIVE (companyExitDate is 01/01/2018)
• Country = United States
• Purge Object = DRTM Employment Info Purge Objects
• Todays Date = 5th July 2018
• Retention Time = 1 Years (for Inactive Employee)
• Data Purged = Records with an End Date before 5th July 2017

The system will analyse the End Date of the records and determine which records are outside the Retention Period. For example, if the Retention time is 1 years, the system will identify (from todays date) what is the date 1 years back. It will then analyse the data for that Object (in this example - Compensation Information) and it will check which records End Date falls outside the retention period, and it will mark that record to be purged. Note in the below example, the record that ends 12/31/2016 is also outside the retention period (where the cutoff is 07/05/2017):

UserID	start-date	end-date
1234	01/01/2017	12/31/9999
1234	06/01/2014	12/31/2016
1234	01/01/2010	05/30/2014

 

Scenario 3: Non Effective Dated Records for ACTIVE users

• User Status = ACTIVE (companyExitDate is NULL)
• Country = United States
• Purge Object = DRTM Person Info Purge Objects
• Todays Date = 5th July 2018
• Retention Time = 2 Years (for Active Employee)
• Data Purged = Non-Effective Dated Data is always retained for ACTIVE employees. Therefore Non Effective Dated records are not purged.

 

Scenario 4: Non Effective Dated Records for INACTIVE users

• User Status = INACTIVE (companyExitDate is 01/01/2017)
• Country = United States
• Purge Object = DRTM Person Info Purge Objects
• Todays Date = 5th July 2018
• Retention Time = 1 Years (for Inactive Employee)
• Data Purged = Non-Effective Dated Data is always purged for INACTIVE employees.

FAQ - Additional Information

Q) Where can I get information on this from the Guide?

A) Guide: Implementing and Managing Data Protection and Privacy

• Chapter: Process for Setting Up Data Retention Time Management (DRTM) 
• Chapter: Data Included in the DRTM Person Information Purge
• Chapter: Purge of Specific Data for One SAP SuccessFactors Solution
• Chapter: Termination Date Between Employee Central and Standard User Fields 
• Chapter: or Syncing the Termination Date Between Employee Central and Standard User Fields

 

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