Effective-Dated Rows


Concept

During this topic we will review the categories of effective-dated rows.


Steps:

  1. Effective dating allows you to store historical data, see changes in your data over time, and enter future data. For example, you may want to track several events in the career of John Smith: when he was hired, transferred, and promoted. By inserting rows of data based on his employee ID, and significant dates, you can build a job history.

    Step 1

  2. A current row of data within CONNECT displays the most up-to-date information available, or what is currently affecting a change to the data.

     

    John Smith got married on September 12, 2007. Human Resources inserted a data row in his record that indicated a change of status from single to married, effective September 12, 2007. If you were to access John's record today, the current row would show September 12, 2007. Unless John has a status change in the future, September 12, 2007 will remain his current data row.

    Step 2

  3. Future rows of data are categorized as rows of data that have not yet taken effect. They are future transactions. If John had advised Human Resources of his wedding prior to the date of the event, a row could have been inserted with an effective date of September 12, 2007. Until the effective date passed, the row would remain in the system as future.

     

    Future rows can eliminate paperwork stored for future transactions and avoid potential loss of records.

    Step 3

  4. The last category, History, is fairly self-explanatory. History rows are what current and future rows eventually become.

     

    If John's marriage didn't work out and he got divorced, a row would be inserted to his status field indicating a divorce, with an effective date defined by John. The marriage date, which was the current row, would then become the history row.

     

    History rows enable you to maintain an accurate online history of your data. This data can then be incorporated into reports or viewed online.

    Step 4

  5. Actions determine the rows of an effective-dated table that can be retrieved or modified. The table below displays the categories of effective-dated rows, along with the action types and associated page actions used online to retrieve, insert, or update effective-dated rows.

     

    For example, you could click the Update/Display button to Retrieve the Current row and Insert a New Effective Date for the birth of John's new baby.

    Step 5

  6. Now that you have an understanding of row categories, you can view some of them online using CONNECT.

     

    Navigate to the Job Data page.

     

    Click the Main Menu button.

    Step 6

  7. Click the Workforce Administration menu.

    Step 7

  8. Click the Job Information menu.

    Step 8

  9. Click the Job Data menu.

    Step 9

  10. The search page for the Job Data component is displayed. A search page with Include History and Correct History check boxes displayed indicates that you are accessing effective-dated data. You can access a history row from the search page or from within the page. If neither history box is selected, the Update/Display option is the default.

    Step 10

  11. Click in the Last Name field.

    Step 11

  12. Enter "martin" into the Last Name field.

    Step 12

  13. Click the Search button.

    Step 13

  14. The Work Location page of the component is displayed. There are Effective-Date field on this page as well as in the Job Information page.

    Step 14

  15. Click the Job Information tab.

    Step 15

  16. Notice that there are two rows listed for the Job Information section. This is the current row of information.

    Step 16

  17. This employee has changed Job Information and we would like to see the history.

     

    Click the scroll bar to view the bottom of the page.

    Step 17

  18. Click the Include History action button.

    Step 18

  19. Notice that the scroll area now displays 1 of 3 between the scroll arrows.

    Step 19

  20. You are looking at the Future Job Information where a 05/01/2015 future effective date was entered.

    Step 20

  21. Also, notice Future is indicated for the attach Comments button.

    Step 21

  22. Click the Show next row link.

    Step 22

  23. Notice we are now viewing the Current Job Information. Notice the Effective Date is 04/01/2015.

    Step 23

  24. Click the Show next row link.

    Step 24

  25. Notice how now we are viewing the History (past) Job Information. Notice the Effective Date is 03/09/2015.

    Step 25

  26. You can use the First link to navigate back to the first record. Notice how it is displaying 3 of 3 records.

     

    Click the First link.

    Step 26

  27. Notice we are now in the 1 of 3 records and the Effective Date is now 05/01/2015.

    Step 27

  28. Click the Home link.

    Step 28

  29. Click the Sign out link.

    Step 29

You have successfully reviewed navigating through effective-dated rows and have seen how they are used within CONNECT. By using effective dates in relation to other fields, you can keep a chronological history of data within the system.

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