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HR Core Business 2020-10 EN

18-09-2020 15:07 (Bijgewerkt op 31-01-2022)
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Unique Personal ID and person conversion

Why

When using generic APIs, such as Identity and Access Management, Medical Leave Management and Medical Leave Management 2.0, the use of the Unique Personal ID (UPI) is mandatory. It ensures that unique persons and associated employees are identifiable in interface applications and services. The UPI field is available for specifying this ID, and now a new level in the HR Core Business structure has been introduced to link employees.

An example of a person’s structure with associated employees:

pastedimage1600416656755v1.png

How

Employee > Employee > Employees
Employee > Person > Person

When you use either of the above solutions, the UPI must be specified as part of the implementation process. The UPI is used to create unique persons. This requires a conversion, which ensures that the personal data at the employee’s level is synchronized and included at the person’s level.

The Person Data 2020-10 document – available in the community – contains the data that is made available to interface applications at the person’s level and is used for synchronization.

Your action

Before synchronization commences, the Unique Personal IDs must haven been specified. The data of the employee with the most recent employment must be current.

New

Reference to the employee’s associated person

Why

With the application of UPI and the introduction of the Person level in the HR Core Business structure insight into the employee’s relation with the person is required. 

How

Employee > Employee > Employees

The Employees screen now includes the Person field that shows the reference. This field cannot be modified.

The reference is displayed when the new Person level has been activated. This new level will be rolled out in phases and where required – initially for clients who will start using Identity and Access Management or Medical Leave Management 2.0.

Your action

No action is required.

Modified and Improved

UPI uniqueness check based on BSN

Why

As an organization may have multiple employees with the same last name and date of birth, the UPI uniqueness check must take place using the BSN (Citizen Service Number). The BSN may be used under certain conditions. The BSN may not be used as a result or search field.

How

Employee > Inflow/Outflow > Create Employee
Employee > Inflow/Outflow > Create Employee with Profile Group
Management > Data exchange > Modify UPI

When an employee’s Unique Personal ID (UPI) is entered, a check is performed to determine if the UPI is already in use. If it is, the BSN of the existing employee with the existing UPI must match the BSN+UPI combination of the new employee. The last name and date of birth must still be checked.

Your action

If you want to change or enter the UPI to indicate that the same personal data applies to multiple employees, the BSN, last name and date of birth of these employees must match.

Auto-population of Unique Personal ID (UPI)

Why

When entering a new employee, the user must determine whether that employee should be linked to another employee with the same personal data through a Unique Personal ID (UPI).

When the user specifies a different UPI for an employee (where an employee with the same personal data already exists), this will result in a new unique person; that person cannot be linked to the existing employee. This situation is now prevented through auto-population of a UPI based on the BSN (if the BSN is already known by the client).

How

Employee > Inflow/Outflow > Create Employee
Employee > Inflow/Outflow > Create Employee with Profile Group

When specifying the BSN of a new employee, the system checks if that BSN is known by the client and auto-populates the Unique Personal ID field with a suggested value. If the intention is to create a new person by entering a new employee, the suggested UPI can be overwritten. This is not yet possible for self service or import. 

Your action

The UPI is auto-populated based on the BSN+UPI combination already available in the application. We therefore recommend making sure the current BSN+UPI combinations are correct.

Autogeneration of Unique Personal ID

Why

In order to be able to automatically fill in the unique personal ID (UPI) with the employee code or with an automatically generated UPI, new control data is available. With this you can set that the UPI is automatically filled with the employee code or with a number that is automatically generated, whether or not based on a serial number. If you have the UPI generated automatically, you can choose whether you want to supplement the automatically generated number with leading zeros and if so, up to what maximum length.

Hoe

Settings > Data entry > Configuration UPI

As of this release, the Configuration UPI screen has been added to the Settings > Data entry menu. When entering a new employee, the UPI is filled in based on the settings recorded in this screen.

 

Veld / optie Toelichting
Fill UPI with
  • Employee code
    Select this if you want the employee code to be entered automatically when entering a new employee as a UPI.
    Please note that when using the employee code, this can lead to unique UPIs per employee, while some employees should receive the same UPI in order to identify them as the same person.
  • Auto generate
    Choose this if you want the application to automatically generate a UPI.
    Once you select Auto Generate, you will see the fields described below for capturing some of the properties of the auto-generated UPI.
Sequence number

Enter a sequence number, if you want the UPIs that the application generates automatically, are based on this sequence number + 1, this sequence number +2, etc.

You will only see this field if you have selected Auto generate in the Fill UPI with field.

Leading zeros

Place a check mark here if you want the automatically generated UPI to be supplemented with leading zeros up to the maximum length you specify at Total length.

As soon as you put a check mark here, you will also see the fields Total length and Preview.

Total length

Enter the total length of the UPI, i.e. how many characters it may contain.

If the option Leading zeros is checked, the application fills the automatically generated UPI with leading zeros up to the maximum length.

Please note that we advise not to use UPIs longer than 15 characters.

This field is only visible if you have checked the Sequence number option.

Preview

Here you can see an example of the UPI based on the settings you have entered in the screen.

This field is only visible if you have checked the Sequence number option.

Your action

If you want to have the UPIs generated automatically within your organization, record the desired settings as described above.

Location description, Identity and PingID added to person synchronization

Why

As part of the synchronization process of the personal data of an employee at the person’s level, the following data has been added:

  • Location description
  • Postal address location description
  • Identity and PingID

This means that the values specified in these fields are also stored at the person and other employees linked to this person.

How

Employee > Employee > Employee address details
Employee > Employee > Employee (supplementary)

Once the new Person level is in use, this data is made available at the person’s level. This means that the data is made available when data of a person is retrieved. The values of other linked employees with the same personal data, linked to the same person, are also updated.

Your action

When the Person level is used, we recommend ensuring that the above fields contain current values. These values are also synchronized with the person and the other linked employees.

Publishing Date : 9/18/2020

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