Evaluate Group Membership Process Enhancements

You can now refresh HCM group memberships based on events, such as an assignment change or new hire. In the hiring case, the worker's group membership start date is now automatically set to their hire date, even if they were set up in the Global HR app after their hire date. For example, a worker was hired to work in New York starting February 1, but set up in the app on February 7. Because they match the location criteria of New York, they belong to the New York HCM group. When the New York group membership refreshes again after February 7, the worker's membership start date will be February 1 instead of the initial date of February 7.

Any change to attributes used as HCM group criteria, such as a department or a location, initiates an event that the Evaluate Group Membership process evaluates. Membership dates are based on the change date. For example, you have two groups that base membership on whether the worker is in the Support or Quality department. A worker transfers from the Support department to the Quality department effective January 1. Their membership in the Support group ends on December 31, and their membership in the Quality group starts January 1.

The Evaluate Group Membership process now has these two basic options:

  • Incremental updates for all groups: The process evaluates all group memberships based on assignment changes and hiring events. After creating a group and refreshing it, the incremental update considers any new event related to assignment changes or hiring and updates all memberships accordingly.

Evaluate Group Membership Process Details Page Showing the New Basic Options

Evaluate Group Membership Process Details Page Showing the New Basic Options

  • Full refresh for the selected group: The process evaluates the membership only for the selected group and specified date. The Group parameter isn't mandatory so that you can leave it blank to launch a full refresh for all groups. Also, you can select any evaluation date, even a past one to update a group membership according to a past change.

The evaluation process doesn’t consider any future change. You might need to refresh the group again for the current date to account for all changes and ensure all memberships are accurate as of the current date. For example, a worker belonging to the Support group moves to the Consulting group on March 3 for 2 weeks. They return to the Support group on March 17. If a full refresh launches on March 3 for the Consulting group, the membership will now include the worker. This last membership isn't end dated on March 16 at that time. The process end dates the membership when it’s launched again on March 17.  

Evaluate Group Membership Process Details Page Showing the Full Refresh Fields

Evaluate Group Membership Process Details Page Showing the Full Refresh Fields

These other evaluation parameters that were available in previous releases were removed:

  • Person name: The process is now optimized to process assignment change events and hiring events for all persons.
  • Remove future dated group members: The full refresh process now ignores any future-dated changes.
  • Include prior days: No longer required because the process now considers all unprocessed and recorded events after the last process date--past, current, and future events.

This feature supports more events affecting group membership, such as hiring a worker, and more accurate membership start dates.

Steps to Enable

You don't need to do anything to enable this feature.

Tips And Considerations

  • When HCM Groups are created with value sets based on criteria not related to assignment or hiring, you can launch only a full refresh because the value set criteria won't generate any related events. Events are only based on assignment changes and hiring.
  • You can launch using the Tools > Scheduled Processes task or the Refresh HCM Group Membership button on the HCM Groups page
  • Events are delivered, and so are the conditions that are automatically registered against all HCM groups for membership refreshes. Delivered conditions are: 
    • HCM Person Condition
    • HCM Group Person Condition
    • HCM Group Person Name Condition
    • HCM Group Employee Assignment Condition
    • HCM Group Legislation Condition
    • HCM Group Periods of Service Condition
  • All new submitted or schedule processes use only the new options.
  • Previously scheduled processes continue to use the previous options.
  • If an update of group membership implies a change to the time entry profile and to the time card layout, any existing Redwood time card has its layout updated accordingly after the membership update.