2907605 - DRTM Performance Management Error: The user master data will be excluded from the application data purge

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

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SAP SuccessFactors Performance Management

1. Run DRTM Performance Reviews purge request
2. Once completed, download the report from the purge request
3. Document shows the error message

• 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."

User Has Incomplete Performance Forms

• Run a report to confirm if the user has incomplete performance forms:
  1. Can complete the performance forms
  2. Can leave performance forms as incomplete with the expectation they will be skipped in the purge request

Confirm the Data Retention Period

1. For the impacted user, make note of the following:
   • Whether the user is Active or Inactive
   • The country the user is working/living in
2. Go to Admin Center > Manage Data
3. Select DRTM Performance Reviews and PM_FORM (PM_FORM).
4. Review the Time Configuration for Country/Region-Based Data Retention table:
   1. Locate the country applicable to the user
   2. 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.

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