Inactivating Termed Employees in XM

Hello, We recently went live with XM and I noticed that when employees are terminated in GHR, they are not changing to an inactive status in XM. Does anyone have this set up in their system that could help point me in the right direction on how to make this happen?

Thanks,
Jennie

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unknown

Yes, it is working in our environment. Have your reviewed the HRBkg log to see if it gives a reason why it is not inactivating the employee. Some factors that will prevent it are having an outstanding expense report or outstanding corporate card transactions. Another one, is if the employee is an approver and there are still employees rolling up to the approver than the system will not inactivate the approver. Check the log it should give you a reason assuming you are uploading an alex_user record for the employee with 0 (zero) in the active field which tells the system to inactivate the employee.

christi-miller

HRBkg does set them as Inactive in our environment; however, if an associate terms and is re-hired the email address remains in the Inactive profile preventing the re-hire from authenticating in Mingl.e. The IFS string in Inactive HTML SAT profile must be copied/pasted into the new user profile in order for re-hire to access system. This issue is prevalent in our environment and requires manual SAT updates to user profiles.

unknown

Allow me to clarify, we are not GHR customers. So, I am not familiar with how your integration works. But, if it uses the alex tables to interface users then it should work much the same as ours does.

Chris Gray

You will want to investigate GHR’s Cross Reference table. As GHR is the system of record for all things employee, they feed lots of information to downstream systems like XM and FSM. This Cross Reference table allows you to map a given status of employee like “Termed” and make sure that value populates with what other downstream systems are expecting within the Sync.Personnel BOD. My guess is that you are missing an entry within this cross-reference table. You can find this table in GHR at: Process Server Administrator -> Configuration -> Cross Reference. If this continues to give you fits, grab a snapshot of this cross-reference table, a screenshot of the Employee Status, and an example Sync.Personnel BOD that doesn’t correctly inactivate the record inside of XM and enter this as a support ticket so we can investigate further.

Chris Gray

Please enter an incident with support with your next example of this behavior. I would like to review this with our development team during our next Triage meeting. If it’s that prevalent within your environment it will be common in other customer environments. Should an employee term within XM and inactivate their record, would it be helpful to clear out their IFS string value? Wouldn’t we want to retain it, so that an employee can see their past expense reports should they return? Are re-hires getting a new Mingle user record created when they return to the company, and their difference in IFS values ultimately causes us problems?

unknown

From my experience, we only have to clear out the IFS string when an individual, such as a female, gets married and their last name changes, so in turn their email address changes. I would like to see the field cleared automatically when this happens. As for rehires, we always reassign the same employee ID, number, and email address, so I do not think we have an issue with the IFS for this reason for rehires.

christi-miller

It is very prevalent in our environment as we have approv 20K employees. When a person is re-hired they will be assigned a new User ID so they would not be privy to any information under an old, inactive user id. Re-hires are not getting a new Mingle user record created since the IFS string resides in the old, inactive profile with same email address. This is why we have to 1. Remove email address (first name.last name@) from inactive SAT profile 2. copy/paste IFS string from Inactive profile into Active SAT profile 3. have user access system to create a Mingle user record. Any improvements to this process would be great.

Chris Gray

Your problem stems from the issuing of the new employee number. That will always look like a unique record from XM’s perspective. We really need to act upon the inactivation of the user record (removing both the email address and IFS string from this record). This type of rehiring may be unique to your deployment, so we probably need an on/off switch for this type of behavior for those customers who do not want to alter how the system works today. It’s an all or nothing approach. So, inactivation either blanks these fields never to use again or it doesn’t. I could see an application parameter added to the application to control this behavior. I’ve since created ERS #101261 (see below). Let us Triage this request with our support / services / engineering team and see if we can get this into a future release of the product.

ERS #101261: For those customers who issue new employee numbers upon the rehiring of a termed employee run into difficulties with information already present within the XM system. New user records created within XM with a prior inactive record with the same email address and pre-existing IFS string are hard to manage and identify. We would like to create a new application parameter, that when raised, is checked any time a user record is inactivated inside of XM. Should this new application parameter be found to be true, then upon inactivation of the user record we also blank out the record's email address and IFS string. This way any rehired employees will not conflict with any old information already present within the system. The default of this application parameter should be set so that all existing functionality that occurs today is left unchanged.

unknown

To restate / clarify, Windstream is not asking for the IFS to be cleared on employee termination. If you do, I do not think it creates an issue for us since a rehired employee will have the same employee ID and email address. We only have to manually clear the IFS when the employee's email address changes due to a name change or addition of a middle initial to make it different from say another joe.doe@windstream.com.

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