Symptom
After running a Data Retention Time Management (DRTM) Performance Reviews purge request, a record was excluded with an error:
The user master data will be excluded from the application data purge
"Image/data in this KBA is from SAP internal systems, sample data, or demo systems. Any resemblance to real data is purely coincidental."
Environment
SAP SuccessFactors Performance Management
Reproducing the Issue
- Run DRTM Performance Reviews purge request
- Once completed, download the report from the purge request
- Document shows the error message
Cause
- The user has incomplete performance forms
- The form completion date is outside of the data retention period
- "DRTM Performance Management purge is 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."
Resolution
User Has Incomplete Performance Forms
- Run a report to confirm if the user has incomplete performance forms:
- Can complete the performance forms
- Can leave performance forms as incomplete with the expectation they will be skipped in the purge request
Confirm the Data Retention Period
- For the impacted user, make note of the following:
- Whether the user is Active or Inactive
- The country the user is working/living in
- Go to Admin Center > Manage Data
- Select DRTM Performance Reviews and PM_FORM (PM_FORM).
- Review the Time Configuration for Country/Region-Based Data Retention table:
- Locate the country applicable to the user
- Reference the Time Unit and Active/Inactive Period columns to see if the user's status falls outside of the retention periods
Note: The Active Period column only applies to active employees, and the Inactive Period column only applies to inactive employees.
Based on the sample configuration below, here's what will happen:
- If the user is inactive and the country is Danmark, you can purge the user 1 Month after the performance form completion date.
- If the user is active, purging the user will be successful 60 months after the performance form completion date.
Sample Scenarios
User Status: Active
Country is Danmark
Form1 is still not completed
Expected Result after the purge request: Form1 will be EXCLUDED
Reason: DRTM Performance Reviews Purge is based on the performance form completion date. For this scenario, the form is not yet completed.
User Status: Active
Country is Danmark
Form2 was completed last December 2019
Expected Result after the purge request: Form2 will be EXCLUDED for User123
Reason: Active period is 60 months. The form will be included in the purge 60 months AFTER the completion date.
User Status: Inactive
Country is Danmark
Form3 was completed last December 2019
Expected Result after the purge request: Form3 will be purged.
Reason: Inactive period is 1 month. The form will be included on the purge because the form is within the data retention time.
See Also
- Implementing and Managing Data Protection and Privacy - Configuring Retention Times for Specific Types of Data
- Implementing and Managing Data Protection and Privacy - Configuring Retention Times for the Master Data Purge
- Implementing and Managing Data Protection and Privacy - Important Notes About Data Purge and Data Retention Time Management
- 2615572 - A quick overview on Data Protection and Privacy - Performance Management
- 2567163 - Data Protection and Privacy – Data Purge - Performance Management
- 2088065 - Data Retention Management - Purge Data - Platform
Keywords
purge, performance form, purging, pm, performance management, user, users, excluded, request, drtm, gdpr, success factors, PM, PMGM, skipped, missed, missing, ignored , KBA , LOD-SF-PM-ADM , Admin Center, RBP, Permissions and Settings , LOD-SF-PLT-DRM , Data Retention Management , Problem
Product
Attachments
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