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8 Date Effectivity

Date Effectivity: Explained

Most object attributes change over time. For example, grade rates may increase or an address may change. Date-effective objects keep a history of such changes. Professional users can retrieve and edit past and future versions of an object.

Many Human Capital Management (HCM) objects, including person names, assignments, benefits plans, grades, jobs, locations, payrolls, and positions are date-effective.

Logical and Physical Records

Date-effective objects include one or more physical records. Each record has effective start and end dates. One record is current and available to transactions. Others are past or take effect in the future. Together, these records constitute the logical record or object instance.

This table shows changes to the department manager attribute in a department business object. Each row represents a single physical record.

Physical Record Effective Start Date Effective End Date Department Manager

4

18 January, 2011

C. Woods

3

15 October, 2010

17 January, 2011

A. Chan

2

13 June, 2009

14 October, 2010

T. Romero

1

22 March, 2007

12 June, 2009

G. Martin

Note

The physical record number doesn't appear in the record.

Effective End Dates in Physical Records

Every physical record except the last has an effective end date. The update process adds this date, which is the day before the effective start date of the next record, whenever you update the object.

Object End Dates

You can enter a final effective end date for some date-effective objects. For example, terminating an assignment adds a final effective end date to the assignment. Alternatively, the End Date action may be available. If you end date a date-effective object, then it isn't available to transactions after that date. However, the object's history is retrievable.

Status Values in Date-Effective Objects

Some date-effective objects, such as grades and jobs, have both effective dates and status values. When the object status is Inactive, the object isn't available to transactions, regardless of its effective dates. Setting the status to Inactive makes objects unavailable to transactions. If you can't enter an effective end date for an object, then changing its status has the same effect.

Future-Dated Changes

For date-effective objects, you can enter future changes. For example, you enter the following worker promotion on 25 October, 2011 to take effect on 18 January, 2012.

Physical Record Effective Start Date Effective End Date Grade

2

18 January, 2012

IC2

1

14 October, 2010

17 January, 2012

IC1

Physical record 2 becomes current on 18 January, 2012. From 14 October, 2010 until 17 January, 2012 physical record 1 is current and available to transactions. Users who can access the object history can see physical record 2 before it takes effect.

When future-dated changes exist, other actions may be limited. For example, to end this worker's assignment before the promotion takes effect, you must first delete the promotion.

Date-Enabled Objects

Some objects, such as work relationships, are date-enabled rather than date-effective. They have start and end dates that define when they're available, but they have no history of changes. New attribute values overwrite existing attribute values.

Correcting Date-Effective Objects: Examples

You can correct most attributes of date-effective objects, regardless of whether they occur in current, past, or future physical records.

If you correct the effective start date of an object's first physical record, then the revised date must be before the current effective start date. For the second and subsequent records, the revised date must be between the record's current effective start and end dates.

Correcting a Current Error

On 11 March, 2011 you create a location definition but enter the wrong phone. On 21 March, 2011, you search for the definition and select the Correct action. Before correction, the object history is as follows.

Physical Record Effective Start Date Effective End Date Location Phone

1

11 March, 2011

650.555.0175

After correction, the object history is as follows.

Physical Record Effective Start Date Effective End Date Location Phone

1

11 March, 2011

650.555.0176

Because you corrected the object, no change history exists.

Correcting a Past Error

A worker's assignment history is as follows.

Physical Record Effective Start Date Effective End Date Job Working at Home

4

20 October, 2010

Line Manager

No

3

18 August, 2010

19 October, 2010

Senior Administrator

No

2

10 May, 2010

17 August, 2010

Senior Administrator

Yes

1

25 July, 2009

9 May, 2010

Administrator

Yes

You learn that the worker's job was actually Project Leader from 10 May to 19 October, 2010. As this period spans physical records 2 and 3, you must correct both.

To retrieve physical record 2, you set the effective as-of date in the person search to any date between 10 May and 17 August, 2010. You select the assignment from the search results and make the correction.

You then retrieve physical record 3 and make the same correction.

Updating Date-Effective Objects: Examples

When you update a date-effective object, you insert a physical record in the object's history. Typically, the inserted record follows the current record and the effective start date is today. However, you can also enter future-dated changes and update past records.

Entering Future-Dated Changes

The grade EC3 exists from 17 June, 2009. Its ceiling step changes from 1 January, 2012. On 30 November, 2011, you change the grade's ceiling step and enter an effective start date of 1 January, 2012. This change creates a physical record in the grade definition, as shown in this table.

Physical Record Effective Start Date Effective End Date Ceiling Step

2

1 January, 2012

4

1

17 June, 2009

31 December, 2011

3

From 1 January, 2012 physical record 2 is in effect. Until then, physical record 1 is in effect.

Applying Historical Updates to Later Records

Jennifer Watts has one assignment, as follows:

Physical Record Effective Start Date Effective End Date Grade Location

2

18 September, 2010

A1

Area Office

1

10 April, 2010

17 September, 2010

A1

HQ

You promote Jennifer to grade A2 from 1 July, 2010. You update her assignment with an effective start date of 1 July, 2010 and enter grade A2. This update:

  • Inserts a physical record between existing records 1 and 2
  • Sets the effective end dates of physical record 1 to 30 June, 2010 and of the inserted record to 17 September, 2010

You also correct existing physical record 2 to change the grade from A1 to A2.

Jennifer's assignment history is now as follows:

Physical Record Effective Start Date Effective End Date Grade Location

3

18 September, 2010

A2

Area Office

2

1 July, 2010

17 September, 2010

A2

HQ

1

10 April, 2010

30 June, 2010

A1

HQ

Effective Sequencing: Examples

Some date-effective objects, such as assignments, create a physical record for each update on one day. Physical records with the same effective start date have effective sequence numbers. This topic provides examples of effective sequencing in assignment histories.

Changing the Assignment Working Hours

You create an assignment for a worker. Later the same day, you update the assignment working hours. This change isn't a correction, but an update. The assignment history is as follows.

Physical Record Effective Sequence Number Effective Start Date Effective End Date Working Hours

2

2

28 June, 2011

42

1

1

28 June, 2011

40

Changing the Assignment Manager

You update a worker's assignment twice on 14 March, 2010. You change the:

  1. Assignment manager from S. Taylor to J. Miles.
  2. Assignment manager from J. Miles to M. Scott and the grade from C14 to C15 .

Effective sequencing doesn't apply to assignment manager and work measures. Because effective sequencing applies to grades but not assignment managers, the assignment history is as follows after you make both updates.

Physical Record Effective Sequence Number Effective Start Date Effective End Date Grade Assignment Manager

3

2

14 March, 2010

C15

M. Scott

2

1

14 March, 2010

C14

M. Scott

1

1

30 May, 2009

13 March, 2010

C13

S. Taylor

Changes to assignment managers and work measures are corrections rather than updates. Only the last change made on any day remains in the object history. The change of manager to M. Scott overwrites the first change from S. Taylor to J. Miles.

Deleting Physical Records from Date-Effective Objects: Explained

The effect of deleting a physical record from a date-effective object depends on the record's position in the object's history.

Consider the following date-effective object, which includes 3 physical records.

Physical Record Effective Start Date Effective End Date Attribute Value

3

15 August, 2011

C

2

30 October, 2010

14 August, 2011

B

1

10 June, 2009

29 October, 2010

A

Intermediate Records

If you delete physical record 2, where the attribute value is B, then the object is as follows after the deletion.

Physical Record Effective Start Date Effective End Date Attribute Value

2

15 August, 2011

C

1

10 June, 2009

14 August, 2011

A

If physical records exist both before and after the deleted record, then the deletion adjusts the dates of the surrounding records automatically. The effective end date of the previous record is now the day before the effective start date of the following record. This change closes the gap in the object's effective dates.

First or Only Records

In most cases, you can't delete the first or only physical record.

If you can delete the first physical record, then the object exists from the effective start date of the next physical record (30 October, 2010 in this example). If only one physical record exists, then deleting that record is the same as deleting the object.

Final Records

If you delete the final physical record, then the deletion removes the effective end date automatically from the previous physical record (14 August, 2011, in this example).

Making Multiple Updates to Date-Effective Objects in One Day: Explained

For most date-effective objects, only one physical record exists per day. Therefore, the object history shows only the latest update to each attribute in any one day. For example, if you update a location phone three times in one day, then only the last update appears in the physical record for that date. The update process overwrites the previous two values.

For some objects, such as assignments, the update process creates a physical record for each update in a day. Such objects include an effective sequence number in each physical record to show the update order. Changes are cumulative, and the physical record with the highest effective sequence number is available to transactions for that date.

For example, this table shows multiple updates to a person's assignment working hours and job on 14 October, 2010 and 30 April, 2012.

Physical Record Effective Sequence Number Effective Start Date Working Hours Job

6

2

30 April, 2012

40

Lead Technician

5

1

30 April, 2012

42.5

Lead Technician

4

3

14 October, 2010

42.5

Senior Technician

3

2

14 October, 2010

42.5

Technician

2

1

14 October, 2010

40

Technician

1

1

17 June, 2010

40

Junior Technician

Object Correction

Effective sequence numbers apply only when you update an object. If you correct an object, then the new value overwrites the previous value. The correction process doesn't create a separate physical record for each change.

This table shows the person's assignment record when you correct rather than update the working hours and job attributes multiple time in one day.

Physical Record Effective Start Date Working Hours Job

3

30 April, 2012

40

Lead Technician

2

14 October, 2010

42.5

Senior Technician

1

17 June, 2010

40

Junior Technician

FAQs for Date Effectivity

What's the difference between updating and correcting a date-effective object?

When you update an object, you insert a physical record in the object's history. Typically, the inserted record follows the current physical record, and the effective start date is today's date. However, you can edit the object history or create a future-dated change by setting an appropriate effective start date.

When you correct a date-effective object, you edit the information in an existing physical record. You don't create a physical record.

What's the effective as-of date?

A date value that filters search results. For any date-effective object that matches the other search criteria, the search results include the physical record for the specified effective as-of date. The effective as-of date is one of the search criteria. Therefore, objects with effective dates that don't include the specified date don't appear in the search results. By default, the effective as-of date is today's date.

How can I see future-dated or past records for a date-effective object?

When searching for a date-effective object, you can enter an effective as-of date. The search returns the physical record from the object with an effective date range that includes the specified effective as-of date.

While viewing or editing an object, you can see its history, which includes all current, past, and future physical records. You can select any of these records from the object history.

Can I delete a date-effective object?

In most cases, yes. If the Delete icon appears in the search results table when you search for the object, then you can delete it. Deletion purges all of the object's physical records and isn't reversible. After deletion, the object's history is no longer available.

Alternatively, enter an effective end date for the object or change its status to make it unavailable to transactions. With these approaches, the object's history remains available.

What happens when I end date an object?

The date that you enter becomes the final effective end date for the object. If physical records exist for the object beyond the effective end date, either they're deleted automatically or you delete them.

The object's history remains available. For example, the object may appear in search results if the search criteria include an effective as-of date that's within the object's effective dates.

What's an effective sequence number?

A number that's added automatically to physical records with the same effective start date in a single date-effective object, such as an assignment. The number differentiates the physical records and identifies the update order. The physical record with the highest effective sequence number is available to transactions for the relevant date.