In Microsoft Dynamics 365 for Human Resources, date and time stamps are everywhere! The main reason for having changes in date and time stamps is to better manage change history should multiple updates occur in a single day. The Human Resources (HR) data model can be rather complex with Jobs, Positions and Position assignments having their own information maintained in the system working together. This is nothing to worry about as long as you understand how changes are captured, how they can be viewed, and what impact changes may have on your HR data and business processes. Once you understand this, you will see how having a robust HR data model brings more intelligence and the ability to track historic changes to your business.
Let us start with Jobs. Job in D365 HR can be understood as a definition of a role within a business holding the core information about the description of a job, what competencies are needed to fulfil the Job, what compensation level it belongs to which subsequently drives compensation rules and other crucial details not discussed in detail in this blog. Positions are associated with jobs when created in the system.
The purpose of this blog is to understand that every time a change is made in several fields in a Job record, the change is valid from the date and time the change is made and not from when the Job was first created i.e., the original information is not being overridden – it remains in the background as an expired version of the Job record which can be viewed in the changes history of that job. This does not apply to all fields, but it is good to know about the logic as it may not be immediately apparent if users are new to Microsoft Dynamics 365 Human Resources.
Let's use an example to perhaps paint a picture better:
There is an Account Manager Job created on 1/1/2020 with specific information – in this example, we see Description, Title and Full-time equivalent. We can see that the expiration date/time of this version is “Never”.
Note: The latest version of a Job record should always have an expiration recorded as “Never”. The standard logic does this automatically when changes are made directly in Microsoft Dynamics 365 Human Resources but keep this in mind especially if you migrate the data into the system. It is possible to find yourself in a situation where you open a Job record and it will not have any details displayed as they expired and there is no active version in place. For this reason, it is good practice to migrate in only active data, unless the history of the data is required for a specific reason.
Now, let's say that the Job description has changed to Account Manager EMEA. I have opened the Job record and simply changed the description.
You can see in the example below that because of this change, the old version automatically expired, and a new version was created (again, with the expiration as ‘Never’). If you do not want to jump between the old and new version to see what has changed, you can use the ‘View changes’ button to see what has changed exactly.
If the description change needs to be valid from the job’s original effective date instead of having a new version created (perhaps for reporting purposes or because the new description should have been in place from the Job’s effective date), you can change the description directly in the original version. This does however mean that the previous description is overwritten, and therefore no history of the change will be recorded. This area can be accessed by navigating to ‘Manage changes’ within the Job record.
When it comes to Position details and how changes are recorded, the logic is the same as can be found on the Job. However, positions have several additional areas tracked in Microsoft Dynamics 365 Human Resources. Imagine Positions as being seats needed to fulfil a Job – you can have as many Positions as you need, and these Positions are then assigned to Workers.
As can be seen in the example below, changes made to several Position details fields are being tracked in the same way where the original version is expired and the new one is created. When it comes to data migration, the same caution related to the expiration dates applies.
The additional tabs that are available on the position include:
Important: When dealing with data migration, these in-system rules are not always enforced on data import but may be surfaced later when the data is transacted on if the dates are not aligned.
This was a short overview diving into how using Microsoft Dynamics 365 Human Resources can be powerful when it comes to maintaining your HR data, offering a full history of changes and robust reporting. This can mean no more paperwork hidden in drawers or dealing with untraceable information.
If you want to learn more, do not hesitate to contact us!