RDA Systems Inc

What This Process Does

• Replaces an EXISTING Personnel Identification (ID).
• Looks throughout the entire database for the CURRENT Personnel ID (FROM), and changes it to the NEW Personnel ID (TO).
• All occurrences of the CURRENT Personnel ID are marked as deleted, and identical records are created for the NEW Personnel ID.
• Records where the Personnel ID is a supporting a field are simply updated with the NEW ID.

Best Practices

• The Change Personnel ID process does NOT merge two Personnel IDs together; therefore, you should NOT Add a NEW Personnel Record with the NEW ID prior to running this process.
• Query Personnel Demographics (selecting Current Employee True and False) to make sure the new ID does NOT already exist.
• Due to the fact that the records associated with the CURRENT (soon to be former) Personnel ID will be marked as Deleted, it is CRITICAL that those Deleted Records be Removed from the Database BEFORE the Change Personnel ID process is run because if the process is run using a Deleted Personnel 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 highly recommended that Remove Deleted Records be run BEFORE AND AFTER the Change Personnel ID process has been run, once it has been verified that the change was successful.
• If the steps listed in this document are not followed, and the end result is that all records for the employee become deleted, it will be necessary to restore the latest backup of your data. This would result in the need to re-enter all changes and transactions performed after the time of the backup for all modules.
• ESS customers should refer to the “ESS Considerations” section at the end of this document before you begin, which lists all steps required for employees that are ESS users.
• To eliminate the need to change a Personnel ID, it is recommended to implement Managed Personnel IDs. The Managed IDs are numeric; therefore, when an Employee's name changes, there is no need to change the Personnel ID. Please contact RDA support if interested in implementing Managed Personnel IDs.

Remove Deleted Records

• Go to Any Module (Ex: HR → Personnel; Procurement → Vendor Payments; etc) System Administration → Database/Transaction Processing → Maintenance Tab → Remove Deleted Records

• Remove Deleted Records Window will open automatically with a Library List containing every Module, and a File List containing all Files in each Module.

• Select/Highlight/Click on the desired Module in the Library List ~ then Select/Highlight/Click on the desired File in the File List that contains Deleted Records to be Removed (See List below for desired Modules and Files)
• Click Select (Cog)
• Continue with this process until ALL Files in the List below (at minimum) have been Selected 

NOTE: Remove Deleted Records MUST be run for ALL Files on the List; but it can be run for ALL Files in the BFTMGT, BUDPREP, EMPABS, IIDMGT, LVEMGT, PAYROLL, POSTRK, PRSNNL & SUBMGT Modules (optional).

NOTE: When Files contain a lot of Records, such as PAYDTRN, the process may take several seconds (possibly minutes), and the NEXT File CANNOT be Selected until the PREVIOUS Process is COMPLETED.

Daily Access Code

• Once Deleted Records have been Removed, confirmation MUST be provided to RDA indicating that you Queried Personnel Demographics, 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 Personnel IDs process.

Change Personnel ID

• HR → Personnel → Maintenance → Set / Change → Personnel IDs

NOTE: While the process is running, users should NOT run any processes involving any Employees. The process may take a while depending on the number of records in the Benefit Management, Budget Prep, Employee Absence, Leave Management, Payroll, Position Tracking, Personnel, and Substitute Management databases.

• Enter the Access Code (Dev_License) on the First Screen
• Click Continue
• Enter the EXISTING Personnel ID in the Simple From Field
• Enter the NEW Personnel ID in the Simple To Field

• Click Effect Change

NOTE: Once you start the process, DO NOT start another occurrence of the process (DO NOT Click the Effect Change Button a Second Time). DO NOT run this process more than once with the same Personnel ID in the From or To Fields.

Post Process

• Access Personnel Demographics to confirm that the NEW ID has been created.
• Since this process ONLY changes the Personnel ID, you may need to change the Last Name and/or Middle Name Fields; the Alternate Name Field can be populated with the PRIOR name, if desired.
• It is highly recommended that Remove Deleted Records be run again AFTER the Change Personnel IDs process has been run, once it has been verified that the change was successful.

ESS Considerations

Follow these steps if you have the Employee Self Serve Module:

• Query Personnel Demographics to make sure the NEW ID does NOT already exist
• Remove Deleted Records (as outlined above)
• Purge ESS Users (Maintenance → Open Self Serve → Purge), Ranging on the OLD Personnel ID
• Change Personnel ID from the OLD to NEW ID
• Remove Deleted Records (as outlined above)
• Add NEW ESS User (Maintenance → Open Self Serve → Users), Ranging on the NEW Personnel ID
• Upload ALL HR Data to ESS (Maintenance → Open Self Serve → Uploads), Ranging on the NEW Personnel ID 

(Uploads ALL Jobs, Education, Certifications/Licenses, Endorsements, Benefits, Attachments/Documents and Leave Records)