Background documentationILM Information for HRPA_FMLYM

 

The following information is relevant for the definition of ILM policies for HRPA_FMLYM.

ILM Object

You create policies and rules for HRPA_FMLYM for the related ILM object HRPA_FMLYM using the Retention Management functions (transaction IRMPOL) of SAP Information Lifecycle Management (ILM).

Object Category and Policy Category

You define policies in the SAP Business Suite object category (OT_FOR_BS) with the Retention Rules policy category (RTP).

Condition Fields and Time Bases

To define retention rules, you can use the following condition fields and time bases (start time for determining the retention period).

Available Condition Fields

Condition Field

Description

Comment

EMPLOYEE_STATUS

Employment Status

Indicator for an Employee's Employment Status:

  • 0 Employee is not with the company

  • 1 Employee is with the company but the employment status is inactive

  • 2 Retiree

  • 3 Active

FAMILY_MEMBER_TYPE

Subtype

Subtype of infotype 0021, from which the data is destroyed

MOLGA

Country Grouping

Country for the personnel number to which the data records to be deleted belong

Available Time Bases and Time Offsets

Time Base

Description

Comment

Time Offset

HCM_END_OF_RECORD

End of Data Record

HCM_TERMN_DATE

Leaving Date of Employee

Relevant time base for rules about data for employees who have left (see Note)

Note Note

The time base Leaving Date of Employee is needed for technical reasons so that you can delete the data records with the oldest date as the end date.

These types of data records cannot be selected for data destruction until the employee has left the company. Use the time base Leaving Date of Employee to define a retention rule with which you can delete all of data records for an employee who has left the company after a specified retention period has elapsed.

End of the note.

Example Example

All of the data about family members has to be deleted for all active employees in Germany one year after the validity of the data record has ended. The corresponding retention rule in the application ILM Policies and Rules is as follows:

Policy: HRPA_FMLYM

Employment Status

Country Grouping

Minimum Retention Period

Maximum Retention Period

Unit for Retention Period

Time Base

3

DE

1

1

Year

End of Data Record
End of the example.
Determination of the Start Time of the Retention Period

For example, if you have entered the time base Leaving Date of Employee with the time offset End of Year, the system determines the specific date on which the employee left the company during rule evaluation. Then the system uses the time offset on the determined date. This means that the retention period starts at the end of the year in which the employee's leaving date lies.

More Information

General Principles and Recommendations for Using Rules in IRM