HR - Corrections Job Aid

GENERAL DESCRIPTION:

Correct History mode allows access to all data rows. This mode enables you to view, change, and insert rows of data, regardless of the Effective Date. You can view and edit any of Tom Sawyers job data, from his Hire row to the row on which he will be Terminated. You can also insert new rows with any Effective Date. You must have Correction Access in your security role to make corrections. The button on the pages to allow updates to any and all data is labeled "Correct History." This process is also described as "correction mode,""correction access" or "correction".

PROCESS CONSIDERATIONS:
  • It is the recommended best practice to only make Job Data corrections to add data to a record. UW has made the decision that any existing data will not be changed while in correct history, but instead, the practice will be to insert an Effective Sequenced row(s) with the same Effective Date as the original row but containing the correct or updated data. The original row remains on the record providing a chronology of the changes, while the new, sequenced row enables developed and delivered triggers to other areas of the system to process accurately. Adding a sequenced row to make a change also makes it transparent to any user what changes have been made to the data. This best practice ensures that the data remains consistent, certified, and can be reconciled.
  • NOTE: Changing data values on an existing row (rather than adding an additional sequenced row) has major downstream impacts to Budget, SFS, Payroll, Benefits, Benefits Administration, Time and Labor, Absence Management, and Auditing systems. The data in these systems can become corrupted and cause errors because the original data is no longer valid; data integrity is compromised.



PROCEDURE STEPS:

Definitions

Current Row = The last, Effective Dated row that is equal to or less than (<=) today's date. There is always only ONE "current row". To correct the Current Row, you can insert an Effective Sequenced row and do not need to be in Correct History mode.

Future Dated Row = Any and all Effective Dated rows that are greater than (>) today's date. To correct a Future Effective Dated row, you do not need to be in Correct History mode unless changing a 'key' field (see below).

Historical Rows = Any row where the Effective Date is less than (<) the "current row". To "correct" a historical row by inserting an Effective Sequence row, you must be in Correct History mode.



Key Fields

  • Job Data
    • Empl ID
    • Empl Record
    • Effective Date
    • Effective Sequence
  • Personal Information
    • Empl ID
  • Position
    • Position Number
    • Effective Date


Making Changes Without Correction Access

  • Job Data
    • You can change data in future dated rows, but not Job Data rows with an Effective Date of today's date and earlier. However, you can sequence (add sequential) rows with the same Effective Date as the current row (even if it is in the past) to change data and make that the most current row.
    • You can change the data in future rows, but you cannot change a key field (Effective Date, Effective Sequence). 
    • You cannot delete a present dated or historical row, but you can delete a future dated row.  
    • Future dated row deletion should only occur in the event that the issue cannot be resolved by row sequencing (updates to Job Data that require the changing of key fields). 
    • Deleting/changing Job Data rows can have downstream impacts on Benefits, Time and Labor, and Absence Management.  Please use the following guidelines to determine if Service Center action is required:
      • Campus HR Administrators are able to change/delete future dated Job Data rows without Service Center review so long as the change/delete occurs on the same date of entry (Date Created on Work Location tab, NOT the Effective Date of the row).  
      • Campus HR Administrators can also change/delete future dated Job Data rows after the Date Created date; however, a ticket will have to be logged with the Service Center in order to clean up downstream Benefits/Time and Labor/Absence Management impacts.
    • You can delete a future dated row, even if it was created by Position Management.
    • For multiple future dated rows, you can change data on all those rows, but not the Effective Date or Sequence.
  • Personal Data
    • Biographical Details Panel
    • Date of Birth can be changed. This is not effective dated.
    • National ID Type can be changed. This is not effective dated.
    • You can add or change other National ID Types. This is not effective dated.
    • You cannot change any fields in the Biographical History section on current or historical rows. This includes Gender, Highest Education Level, Marital Status, Full-Time Student Employee indicator, etc.
    • You cannot delete a current or historical row in the Name section.
    • You cannot delete a current or historical row in the Biographical History section.
    • You can change and delete future dated Biographical History rows.
  • Contact Information Panel
    • You can change the status of the Release Home Information indicator/check box.
    • You cannot change current or historical address changes.
    • You can change future dated address changes.
    • You can delete future dated address changes.
    • You can change Phone Information numbers and types. These are not effective dated.
    • You can change Email Addresses and types. These are not effective dated.
  • Regional Panel
    • Ethnic Group can be changed. This is not effective dated.
    • You cannot delete or change current or historical rows on the History section on this page. This includes Military Status, Citizenship Proof 1 &2, Eligible to Work in US indicator.
    • You can delete future dated rows.
    • You can change future dated rows.
  • UW Personal Panel
    • You cannot update current or historical rows.
    • You cannot delete current or historical rows.
    • You can change and delete future dated rows.
  • Position Data
    • Same as all above.
    • You cannot change current or historical rows.
    • You cannot delete current or historical rows.
    • You can change future dated rows.
    • You can delete future dated rows.


Purpose/Reasons for When Correction is Required (on Job Data and/or Position Management)

  • Inserting Effective Dated rows in between other rows, less than the current row. This could be needed only on Job Data rows and/or Position Management rows.

    Job Data Example (not affected by Position Management): The current Effective Dated row is 08/01/2011 and the employee's prior row is 04/30/2011 (considered one of the historical rows). The person has a Pay Rate Change effective 06/01/2011. You must scroll to the 04/30/2011 row to insert a new row with an Effective Date of 06/01/2011. Since the 08/01/2011 row is Current, you must be in Correct History mode to insert the 06/01/2011 row.

  • Changing a "key" field. This could be needed only on Job Data rows and/or Position Management rows.

    Example: An employee is hired to a future date (any date greater than today's date). It is then determined the employee won’t start until one week later than the original hire date entered. Since Effective Dates are key fields, you must be in Correct History mode to change this date.

  • Deleting a Position Management row (exception only). Although rows should not be deleted, there may be instances where you need correction to delete a Position Management row.

    Example: When you put someone on a Partial LOA and later determine the person should not have been put on an LOA, you cannot sequence a Return from LOA row to bring them back (there is no sequencing rows in Position Management). The only way to have this accurate on Position Management would be to delete the row. However, the row in Job Data should not be deleted.+

  • Deleting a current or historical Job Data row (exception only).  Although Job Data rows should not be deleted, there may be instances where correction mode may be necessary to delete a row. 

Example:  When an employee needs to be terminated retroactively and there are current/historical Job Data rows after the required termination effective date.

Deleting/changing Job Data rows using Correct History can have downstream impacts in Benefits, Time and Labor, and Absence Management.  When submitting a ticket that requires Job Data row deletion, the Service Center will also conduct a review to determine if the Job Data change has a Benefits/Time and Labor/Absence Management impact and will fix accordingly.  



Impacts of Using Correction

  • Changing departments directly on a historical row
    • Making changes after a payroll has passed will impact SFS and Budget. A sequenced row should always be entered to update this scenario.
  • Changing compensation rates on a historical row
    • You will not have an audit trail of what the compensation actually was for that payroll, as well as no audit trail for SFS and Budget. A sequenced row should always be entered to update this scenario. If the sequenced row is added to a historical row that has multiple rows after the date entered, the ripple logic will apply and additional rows will automatically be put in to update subsequent compensation. See HR - Ripple
  • Any changes on Personal Information or Job Data can potentially have downstream impacts, which is why we must always abide by the decision UW has adopted for the use of correction.


ADDITIONAL RESOURCES:

Related KBs:

Related Links:
    • N/A



    Keywords:Correction corrections errors fix correct history mode change hire date enter historical row   Doc ID:17292
    Owner:Tami E.Group:Human Resource System (HRS)
    Created:2011-03-13 18:00 CSTUpdated:2017-02-22 09:22 CST
    Sites:Human Resource System (HRS)
    Feedback:  0   0