Synchronisation and Employment Terminations: What Happens to Person Records and User Access in Pure?Synchronisation and Employment Terminations: What Happens to Person Records and User Access in Pure?

What

When a member of staff leaves your institution and becomes a former employee, what happens to their person record in Pure and their user access?

How

When a staff member is made ‘former’ in a client-side HR system, this will also be reflected in Pure when the synchronisation data gets pushed to Pure.

When altered staff data is synched to Pure, persons are then ‘retired’ with end dates added to their organisation associations. If they no longer have any active organisation associations in Pure, the Person Maintenance job locks the associated user account, preventing former employees from accessing Pure.

It is recommended that former persons are kept in Pure with all their content, as it is important from an Institutional reporting perspective to be able to track back all the researchers and the work they did while employed at your institution.

Some clients remove their staff from their HR source instead of assigning an end date to the employment when leaving the Institution. If a former staff member is no longer present in the synchronisation data being pushed to Pure, this is handled by the synchronisation jobs as follows:

• If a person is removed from the synchronisation source data in the Configurable Person Synchronisation Job the person record will be kept in Pure, but decoupled from the synchronisation and Pure will retire the person by adding end dates on the person's organisation affiliations – the end date(s) applied will be the date the job decoupled the person from the synchronisation, as there is no data on this person in the synchronisation data. The person is now ‘retired’ and marked with a ‘former’ label in Pure.
  • As mentioned previously, once a person is no longer active (retired/former) the Person Maintenance job will lock the associated user too.
• If the user is also removed from the synchronisation source data for the Configurable User Synchronisation job, the user record will either be decoupled from the synchronisation and the account will get locked by the Configurable User Synchronisation Job ** or the user record will be deleted entirely from Pure (it depends on the chosen retire strategy, which can be configured in the Configurable User Synchronisation Job in Pure).
  • If the user record is only locked and decoupled from the synchronisation, you can still delete the user record manually in Pure should you wish to. This can be done in bulk as well.

Should you also be using the Configurable Supervisor Synchronisation Job, when a Supervisor/Person is retired or removed from the HR system this is handled as follows: 

• If a supervisor becomes former and decoupled from the ** Configurable Person Synchronisation Job, the Configurable Supervisor Synchronisation Job will still be able to synchronise supervisor relations between a student and the former supervisor, if the synchronisation student data pushed to the Configurable Supervisor Synchronisation Job contains the required supervisor information. 
• As long as you can synchronise information that a former supervisor is an internal supervisor to a student, the supervisor relations data on the former supervisor/person record and the student record will remain unchanged in Pure.

Running HR-specific jobs in the right order 

To make sure each job can find references to other HR-content in Pure, we recommend that these jobs run in a certain order:

1. Configurable Organisation Synchronisation
2. Configurable User Synchronisation
3. Configurable Person Synchronisation
4. (Configurable Supervisor Synchronisation - optional, depending on whether you have supervisor data to synchronise into Pure)
5. Person Maintenance Job (system job)

Make sure they are scheduled so each can complete its run before the next starts. Please visit Running the Configurable Synchronisation Jobs in the Right Order for more information on why we recommend this order.