[sims] Deleting Employee records

[mjk]

Sorry for such a basic question, but I can't see where I delete old employee records from SIMS after staff have left.

[forkies]

Routines -> Staff -> Delete Staff. Or something along those lines.

 

Double check with HR about retention periods of records.

[mjk]

Thank You

[Edu-IT]

Are you not just wanting to disable their accounts?

 

Its 6 years from leaving date, from memory, before you should remove HR files.

[mjk]

Are you not just wanting to disable their accounts?Its 6 years from leaving date, from memory, before you should remove HR files.

 

Some of ours have been there over 15 years !

Out of interest, where did you get the 6 year figure and why do you suppose this is so long ?

[pete]

^ Finance retention is typically 7yrs/current year +6yrs.

 

Limitation Act 1980 section 2 states personnel file should be retained for 6yrs after employment ends.

Records held under Retirement Benefits Schemes (Information Powers) Regulations 1995 = 6yrs+current

Accidents = 6-12yrs (depending on nature of accident)

Child Protection allegations against a staff member = 10yrs or normal retirement age, whichever is longer.

 

Why yes, I have been working with the IRMS Toolkit a lot recently.

[bobsmith]

be warned that you can only actually delete them from staff if they never had any data stored against them.

 

So in practice it's virtually impossible to delete anyone!

[Edu-IT]

be warned that you can only actually delete them from staff if they never had any data stored against them.

 

So in practice it's virtually impossible to delete anyone!

I thought this was the case but wasn’t 100% sure.

 

Although then I do wonder how that complies with only keeping data for retention period.

[FN-GM]

Quite handy this has come up. Some prat In the past has created test / dummy staff on a SIMS installation for a school that has just joined our MAT.

[forkies]

You can delete staff even with data against them, it just requires a bit of fiddling and manually deleting other data. The “delete staff” options tells you we’re all the data is that needs removing first.

If you can’t get anywhere then you can always make a list of staff and ask Capita to write a site specific patch to do it.

[bobsmith]

You can delete staff even with data against them, it just requires a bit of fiddling and manually deleting other data. The “delete staff” options tells you we’re all the data is that needs removing first.

If you can’t get anywhere then you can always make a list of staff and ask Capita to write a site specific patch to do it.

Well you'll probably have to contact Capita for a patch everytime then, since you can't delete the login audit trail and that is the show stopper.

 

Who writes this software?!

[matt40k]

ask Capita to write a site specific patch to do it.

Are these patches chargeable?

[Esteban_Child_of_the_Sun]

If you want to delete staff who have a login you just need to merge them (after deleting all their data that you can) with another member of staff who has a login too. I've done it for dozens of staff records at once, usually merging them into our support account or the head teacher's account in SIMS. The notes from Capita aren't exactly intuitive as we've had to piece together dozens of documents and KB articles to figure out how to deal with duplicate people and getting rid of old people in SIMS.

[bobsmith]

@Esteban more details please? This would be really handy - I've not seen anything on this before!

[Esteban_Child_of_the_Sun]

Assuming you are not using Dinner Money (as that adds an extra level of complication), you need to manually remove any information from the staff record you wish to delete, then alter the name of the record to be the same as the record you wish to merge it with (another option to merging with a current user is to rename them all DoNotUse and merge them all in to 1), put zz in front of the forename of the record you wish to delete then run patch 18632 (there are instructions and a DBDiagnosis script to go with that patch that I'd reccomend using). Make sure you get the 15/01/2018 version of the patch which is available on SOLUS3

If the person you are trying to get rid of has more roles than staff and user then there are other patches/procedures you can go through to remove these roles.

Edited February 9, 2018 by Esteban_Child_of_the_Sun

[Disaster]

Are you not just wanting to disable their accounts?

 

Its 6 years from leaving date, from memory, before you should remove HR files.

 

Sorry to drag up an old thread, but how do you just disable them?

I'm having the same issue as someone else whereby the If the Service Agreement box is filled in, even with an end date and and end date in Employment Dates, their accounts are still active.

 

Cheers

[AlanD]

Sorry for such a basic question, but I can't see where I delete old employee records from SIMS after staff have left.

 

I'm pretty certain you should never be deleting such data. An employer might at some time in the future be asked - by tax office - or professional teacher bodies for example - whether or not someone had worked at the school - what dates, and other other information. It may be that such data should and couple be archived and possibly made accessible only via an additional password, but I wouldn't expect it to be possible to expunge their records.

[Esteban_Child_of_the_Sun]

It's down to each school's data retention policy. If they have their ex-employee pay details stored in their finance system then they may take the decision that they don't need to know that a particular teacher marked a register 20 years ago and thus delete them from SIMS.