RDA Systems Inc

What This Process Does

• Creates a new Deduction Description ID and replaces an existing Deduction Description ID.
• Looks throughout the entire database for the current Deduction Description ID (FROM), and changes it to the new Deduction Description ID (TO).
• All occurrences of the current Deduction Description ID are marked as deleted, and identical records are created for the new Deduction Description ID.
• Records where the Deduction Description ID is a supporting field are simply updated with the new ID (e.g., deductions associated with Deduction Class Masters in the Position Tracking module).
• Only available to Enterprise customers and those with PR09 bundle (Change Deduction Description Identifications); without this bundle, the recommended option is to create a new Deduction Description ID and assign the new Deduction to employees; then inactivate the old, original Deduction Description ID.

Requirements

• The Change Deduction Description IDs process does not merge two Deduction Description IDs together; therefore, you should NOT create a new Deduction Description with the new ID prior to running this process.
• Query the Deduction Descriptions (selecting Active True and False) to make sure the new ID does not already exist as well as query marking Select When Deleteflag True on the Select tab to make sure the Deduction Description is not marked for deletion
• Due to the fact that the records associated with the current (soon to be former) Deduction Description ID will be marked as deleted, it is CRITICAL that those deleted records be removed from the database BEFORE the Change Deduction Description IDs process is run because if the process is run using a deleted Deduction Description ID in the FROM or TO field, then all records will be marked as deleted, and it is difficult, if not impossible, to undelete those records (* see below for the specific files).
• It is recommended that Remove Deleted Records be run again AFTER the Change Deduction Description IDs process has been run, once it has been verified that the change was successful.

Remove Deleted Records

• System Administration → Database/Transaction Processing → Maintenance tab → Remove Deleted Records
• Once Remove Deleted Records is accessed, you will see a Library List, which contains each OpenRDA module, and a File list, which contains files in each module.
• Referring to the LIBRARY/FILE list below*, highlight the appropriate module from the Library List, and then highlight the file from which deleted records need to be removed, and click the cog (Select).
• Continue with this process, highlighting each subsequent module/file, and clicking the cog, until all files in the list below have been selected; at a minimum, Remove Deleted Records must be run for all of these files; if desired, it can be run for all files in the PAYROLL, POSTRK, BFTMGT and BUDPREP modules.
• When files contain a lot of records, such as PAYDTRN, the process may take several seconds, and you will not be able to select the next file until the process is complete.
• Records that have been deleted via any manner will also be removed when the Remove Deleted Records process is run

Daily Access Code

• Once deleted records have been removed, confirmation must be provided to RDA indicating that you queried the Deduction Descriptions, and the ID did not exist, and that you have removed deleted records from the above files.
• RDA will then provide you with the access code (valid for one day only) you will need to be able to run the Change Deduction Description ID process.

Change Deduction Description IDs

• HR → Payroll → Setup → Deductions → Change Deduction Description IDs
• Enter the Access Code (Dev_License) on the first screen, then select Continue
• Enter the existing Deduction Description ID in the Simple From field
• Enter the desired, new Deduction Description ID in the Simple To field

• Click the Effect Change button
• While the process is running, users should not run any other processes
• The process may take a while depending on the number of records in the Payroll, Position Tracking, Benefit Management and Budget Preparation databases
• Once you start the process, do not start another occurrence of the process (do not click Effect Change a second time)
• Do NOT run this process more than once with the same Deduction Description ID in the From or To fields

Post Process

• Access Deduction Descriptions to confirm that the new ID has been created
• It is strongly recommended that Remove Deleted Records be run again AFTER the Change Deduction Description IDs process has been run