HCM: Historical and Future Dated Transactions

HCM Historical Transactions

HCM displays an employee's job history as rows of data, one on top of the other. The way to tell the difference between them is by the Effective Date and the Action/Reason used on each row.

In order to speed loading time, HCM default is to bring up only current and future rows when you access a record. To see historical rows, click the Include History button at the bottom of the screen.

The default view is to see one row at a time, but if you have clicked the "INCLUDE HISTORY" button at the bottom of the page, you can see all the rows that have occurred on that job record. If you are in the "View One" mode (default), the system displays them one at a time and you can use the yellow Forward and Back arrow/triangle buttons to go back to each row. The "View All" link will displays all rows on one page, and you can use the scroll bar to look through them.

To correct a current row (the last row entered, not counting any pending Future rows) or a history row, you will need to request a deletion by HCMhelp. The row can be reentered with correct information. If effective date is several rows in the past, you may need to delete and reenter all of the rows that have occurred since that date. Please send an email to hrmshelp@berkeley.edu with the person's full name, id #, which job record you are on and the effective date & action of the row you wish deleted.

Future Dated Rows

A Future Dated row means the effective date of the row is greater than today's date.

Since HCM allows you to add multiple future dated rows, it's important to find a balance between entering too many and not enough. HCM requires you to keep all transactions in chronological order, so if you enter an action that is far in the future, you need to keep track of it in case it changes or doesn't happen. A personnel action taking effect before one future row and after another needs to be entered in between the two rows. Also remember that an intervening action, such as a Pay Rate Change, may affect future rows above that action, and you will need to change all subsequent future rows as well.

Certain future dated rows will be held by the system and passed to the PPS (Payroll) system over a few days - depending on the actions. For example a leave row is entered. Then a future dated Return from Leave row. Then a 2nd Leave row. The system will pass one row each night because PPS can only handle one leave change per night. The same occurs for Terminations and Rehires.

Most future dated rows pass to PPS the night they are entered but do not "take effect" until that happens. So a Termination row with next months date on it will be ready to go on that date but will not Terminate/Separate that person until that date occurs.

Correcting Future Rows

The only way to correct a future row is to delete it, using the Minus (-) button on the Work Location tab, and then clicking SAVE. Then you can replace it with a new row (if needed). When you delete a future row far enough in the future, the row is removed and the action never takes place. However, be aware that if you delete a future row too close to a Payroll cycle, the information may have already been set up for the payment pre-list. If the Payroll cycle has already closed, deleting the transaction in HCM will not change the payment pre-list, and you will most likely need to contact Payroll as well to stop or change the action if it has an effect on that month's pay (example: on March 27, after the payroll has been calculated for March, you delete a March 29th Termination).