2H 2024 - VRP-13823 - Refresh Employee History by Employee

[BalajiNudurupat]

Hi Team,

I read the release notes on this item and am not sure when to use this. I tried the below scenarios but it did not help me as it erred out saying data changed after the last run.

1. I tried refreshing employee history for an existing employee after the forms were launched. 

2. I tried refreshing employee history for a new employee who was hired after the last run of the refresh.

3. I tried refreshing employee history for an employee after deleting the entire employee history from the template.

4. I tried refreshing employee history for an employee after deleting the entire employee history and also the worksheets.

In all these cases, the error shown on the job is, could not import employee history as the data got changes post last run.

I searched all the material and guides, and gone through the release video as well, but did not find any place where I can find what exactly the purpose of this enhancement and how to use it. There are no use cases or testing document available for this feature.

Did anyone tried this feature and achieve success in testing this? If so, please let me know how to test this.

@xavierlegarrec: Appreciate any inputs on this feature?

Thank you.

[xavierlegarrec · Accepted solution]

Hi @BalajiNudurupat 

Could you please mark this answer as accepted unless you have any follow up questions ?

It turns out after more conversation with our Product Team that this enhancement is very specific to customers that have configured a Variable Pay template with on-screen editable Assignment Level Custom Fields (ALCF).

For them using this new "By Employee Name" feature will help them recapture the data that may have changed for a particular employee in EC without wiping out the recommendation already made in the on-screen editable ALCF.

Any customer that would like to fully re-sync the Employee History data from EC needs to use the "By Last Run Date" feature which will run for all employees with a difference since the last full run. 

It is not possible at this time to run a full re-sync of employee history with EC for just one employee or a list of employees. When using the "By Last Run Date" option it will do what we want but it will do it for all employees with a difference in EC since the last full import job, not just one or a few handpicked ones.

We have initiated a conversation about this to see how we can improve the communication around this new feature for administrators and implementation partners that do not have editable ALCF in their configuration.

All the best

Xavier

[BalajiNudurupat · Accepted solution]

Thanks Xavier for explaining to whom this feature is applicable and useful. I appreciate if a KBA or guide is updated with appropriate notes.

[xavierlegarrec]

@InesTorres 

I think you missed the accepted solution message : https://community.sap.com/t5/human-capital-management-q-a/2h-2024-vrp-13823-refresh-employee-history...

You need to use "By Last Run Date" to do what you need, you don't need to do a full EC import. This enhancement was made for a specific type of configuration that you most likely don't have in your template.

All the best,

Xavier

[xavierlegarrec]

Hi @BalajiNudurupat 

Still discussing this with Product as my testing is the same than yours (leads to the same error message).

All the best,

Xavier

[BalajiNudurupat]

Hi @xavierlegarrec: Thanks a lot for the explanation. I still don't see the Run Changed Records Report link when I click By Employee Name.

Here is the snapshot of the template which am testing. Appreciate if you can check and let me know how to test this feature.

This is really a good enhancement and hope you can help me on how to test this.

Thank you.

[xavierlegarrec]

Hi Balaji, I am still trying to figure out with my own testing under what circumstances this feature should/can be used. I've got a lot of meetings today and won't be able to provide an input until tomorrow or Thursday.

[xavierlegarrec]

Hi @BalajiNudurupat 

So let's say you have already imported the employee history from EC as part of your first round of preparation for an upcoming Compensation cycle. 

You launch worksheets, you have HR validate it and they spot things for example the record dates are wrong for some employees. Or maybe if the VP template configuration is leveraging Assignment Based Ratings with one or several Performance Forms, no individual goals are showing or they are not showing the way they should for the right assignment from the right Performance form.

Before this release you had to reimport the whole employee history, which for customers with 50k+ employees in EC takes at least one hour.

Now you can just run it in delta only on selected ones.

All the best

Xavier

[BalajiNudurupat]

Hi @xavierlegarrec:

I tried the same thing as mentioned in your comments and I get the same error again and again.

The following user IDs “028413” could not be imported because the user has Employee Central data that have changed since the last run of the "Employee Central History Processor" job.

This is what I did:

The employee history was refreshed on Jul 12 and I just want to refresh one employee to test his bonus calculation. So I tried importing that employee data alone using By Employee Name and I received the above error.

Can you tell me where am going wrong on this?

Appreciate any feedback or thoughts.

Thank you.

[BalajiNudurupat]

Hi @xavierlegarrec: Any inputs on this? Appreciate the product team's help on this on how to use this feature.

This is what I tried testing yesterday and today.

Scenario 1: I have a template already existing, and the import employee history job already ran several times. Without deleting the employee history, I tried refreshing one or two employees and the job ran to success but with an error.

Scenario 2: I have a template already existing, and the import employee history job already ran several times. I deleted the employee history and then I tried refreshing one or two employees and the job ran to success but with an error.

Scenario 3: I have a template already existing, and the import employee history job already ran several times. I deleted the employee history and then tried to import new hires into the employee history using the Import by given employee and the job ran to success but with an error.

In all the above cases, the same error was thrown stating that the employee record got changed after the last refresh. So, today I tried the following: 

Scenario 4: I copied and created a new Variable Pay template and thought of importing an same employee using Import By Employee Name and I found that the Import option for changed records is greyed out.

Not sure what is causing this issue as I checked and I have proper permissions (Manage Variable Pay > Import Employee History from Employee Central). Also, I found no articles or guides or issues reported on this and not sure how to rectify this issue.

Appreciate if any other customers facing this issue. And if they help with the steps used to resolve, it helps us a lot.

Thank you.

[InesTorres]

Hi, 

I'm facing the same issue.

Please follow the steps of our tests:

 1. We do changes in the employee profile in EC - today 18/11; last run data 15/11

2. Import Employee History from Employee Central -> By Employee Name 

3. Error Message: "could not be imported because the user has Employee Central data that have changed since the last run of the "Employee Central History Processor" job."

From my understanding of the shared information above, the error message occurs since the alteration was performed after the last run of the EH. In order to capture this new changes in the employee history we have to run the full EH, is this correct? 

In short, from user story 3 this new release feature can only be used in case of the change was performed before the run of the EH and due to some misalignment of information the change was missed. In this case we can use the Import Employee History from Employee Central -> By Employee Name feature can be used. 

@xavierlegarrec, Appreciate if you could validate my line of thinking.

Thank you.