This document describes the new functionality and improvements introduced by this release. Some of these changes have been inspired by messages and reports from customers. Where relevant, we have included a number in the section title to refer to the identification of the message (change .....) in question in our system.
New
GDPR leave and absence data
Why
Within the framework of the General Data Protection Regulation (GDPR) it must be possible to purge employee data. In general a storage period of two years following termination of employment applies to most HR data. The storage period of this data is also referred to as the retention period. To support the retention period and deletion of the corresponding data, the Stuurgegevens AVG (GDPR parameters) screen has been included in HR Core Business as of this release. In this screen you can specify the retention period for specific leave and absence data. The selected data will be deleted when the retention period ends.
This deletion procedure consists of two steps, with each deletion step taking place every two weeks:
- First, the data is made inactive. The data can still be viewed in the Change report where it has the Deleted
- Secondly, the actual deletion is performed. Following this step, the data can no longer be viewed and has been permanently removed from the application.
How
Maintenance > Repository > Stuurgegevens AVG (GDPR parameters)
The Stuurgegevens AVG (GDPR parameters) screen can be used to specify for how many years the leave and absence data should be retained when an employee’s employment has terminated. This can be specified per company using the Add button in the upper right-hand corner of the screen.
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Field
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Explanation
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Gegevens AVG (GDPR data)
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Select the data for which you want to specify the retention period:
- Sickness absence
- Request for leave
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Retention period
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Here you can specify the number of years the data should be stored after the employee’s employment has terminated.
The storage period or retention period should be at least 2 years to ensure deletion of this data does not result in recalculations.
If you enter a figure lower than 2, an error message is displayed at the top of the screen and the data cannot be stored.
When the retention period ends, the data is made inactive based on biweekly deletion actions. The Change report can be checked to see what data is concerned: the data in question has the Deleted status.
Two weeks after having been made inactive, the data is permanently deleted from the application and can no longer be viewed.
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Start Bewaartermijn (Start of retention period)
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This has the standard entry Einde dienstverband (Termination of employment).
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Your action
If you want leave and absence data of your employees to be deleted based on the minimum retention period of two years, you can set up the Stuurgegevens AVG (GDPR parameters) as described above.
Excluding employees from data deletion based on GDPR parameters
Why
Sometimes it may be necessary to exclude employees from general deletion of leave and absence data when the minimum retention period of two years has ended. Therefore, individual employees can be excluded from general deletion to ensure their data will not be automatically deleted when the retention period has ended which has been specified in the Stuurgegevens AVG (GDPR parameters) screen. For this purpose an option has been added to the Employee (supplementary) screen.
How
Employee > Employee data > Employee (supplementary)
If you do not want the data of an employee to be automatically deleted when the storage period or retention period specified in the Stuurgegevens AVG (GDPR parameters) screen has ended, you can exclude that employee by selecting Yes in the Uitsluiten van AVG (Exclude from GDPR) field in the Employee (supplementary) screen.
When you leave the Uitsluiten van AVG (Exclude from GDPR) field blank or select No, the employee’s data will be automatically deleted based on a biweekly job.
If you select Yes at Uitsluiten van AVG (Exclude from GDPR) and later change the value to No or leave the field blank and the storage period or retention period has already ended, this employee will as yet be included in the next deletion round.
Your action
If you want to exclude individual employees from deletion of leave and absence data based on the parameters specified in the Stuurgegevens AVG (GDPR parameters) screen, you should select Yes for these employees in the Uitsluiten van AVG (Exclude from GDPR) field in the Employee (supplementary) screen.
Modified and improved
Contract sequence number field supports periods
Why
The Employee screen in HR Core Business includes the Contract sequence number field for the new re-hire process in Self Service. This field had no periods as a result of which it was not possible to specify the contract sequence number with a specific start date.
How
Employee > Employees
The Contract sequence number field now supports periods, as a result of which the system stores the value with the specified start date. The various values with a start data can, therefore, be seen in the history .
Your action
No action is needed.
Identity check in relation to name and date of birth
Why
The Identity field is used for authorizations in the portal. Now it is possible to issue the same identities multiple times. The existence of an identity is checked in the portal. To ensure that the identity of a specific employee is unique, the name and date of birth combined with the identity are checked upon identity entry (check at the source).
How
Employee > Employee data > Employee (supplementary)
When the Identity field is entered in the Employee (supplementary) screen, the system will check if the specified Identity already exists. If it does, the system will check if the last name and date of birth of the employee with the existing Identity match those of the employee with the newly entered Identity. This check only takes place when a new Identity is registered. If the name of an employee were to change in the future, the system will not check whether that name belongs to a non-unique Identity.
Your action
No action is needed. There will be no retroactive check to ensure existing Identities are unique.
Resolved notifications
Extended Change report for leave is not included in My Reports (change1198351)
Reports > Audit summaries > Change report (extended)
Message
If at Change report (extended) you opted for leave elements at the selection criteria, the system specified that the report had been included in My Reports. However, the requested Change report (extended) was not available in My Reports. This issue only occurred when leave elements were selected. With other elements the change report was indeed available in My Reports.
Solution
This technical issue has now been resolved.
Your action
No action is needed.
OrgSite – Extended search functionality did not work correctly (change 465756)
Message
If you wanted to search for a specific term in OrgSite, but not by last name, only approximately matching results were displayed and no exact matches.
Solution
To make it possible to use other search criteria than just last name, but based on an exact match with the search term, the Expliciet zoeken (Explicit search) option has been added to the search function.
Your action
You do not have to take any action.
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