Run the Ex-Employees Report/Purge Process to remove from database all data related to separated or ex-employees. Run this program first to identify records of separated or ex-employees and then purge the data associated with such employee records.

Prerequisite: Before you run this process, ensure that the GHR: Allow Ex-Emp Purge Profile option value is set to Yes.

See: User Profiles

The Ex-Employees Report/Purge Process:

• Identifies person records with the person type of ex-employee or ex-contingent worker. Removes all information related to ex-employees from the Benefits and Oracle Federal HR tables.

• Retains the name of the ex-employee, if the ex-employee is identified as a contact or dependent for any active person record.

• Retains the name of the ex-employee in historical hierarchy records and approval data. For example, if the separated employee was previously a manager in the assigned organization, then the organization hierarchy history reflects the person name as of the historical date. Similarly, if the separated employee was an approver or requestor on any personnel action or performance related documents, then the separated employee's name is not removed from those historical records of active employees.

Run the process from the Submit Request window.

   To run the Ex-Employees Report/Purge process:

1. Select Ex-Employees Report/Purge in the name field. The Parameters window appears.

2. In the Retention Period (No.of Years) field, enter the number of years for which you want to retain the ex-employees' data. The value must be in the numeric format, for example, 5. The data retention period is based on US Federal legislative or US Federal business requirement. The application uses the combination of the value in this field, effective date of the employee's termination (month and year) and the system date on which you run the process to report or purge data of separated employees. For example, the system date is 01-JAN-2013 and the retention period value is 5. The application checks for records of separated employees prior to January, 2008 to report or purge data.

3. Select any one of the options:

   • Purge: Application removes data of separated employees based on the retention period parameter value.

   • Report: Application generates a report on the data separated employees based on the retention period parameter value.

4. Click OK and then Submit.

5. Navigate to the View Requests window to view the details of your request. The process log contains the record identification of each record that is reported or purged.