Kevin_Bowen

CA Clarity Tuesday Tip - Hire Date, Termination Date – What they do!

Discussion created by Kevin_Bowen Employee on Apr 2, 2013
Latest reply on Apr 24, 2015 by Dale_Stockman
Hire Date, Termination Date – What they do!
Some organizations do not use or populate the resource Hire Date and/or Termination Date fields. The reason given is Human Resources is responsible for tracking resource hire and termination dates and Human Resources does not want this information made available to employees through a PPM tool.

The Hire Date and Termination Date fields provide a functional capability that is different than tracking when a person is hired and/or terminated. These two fields are used to place bounds on resource time related data. In other words, for each resource, the Hire Date field sets the earliest period for which time related data is generated and the Termination Date field sets the latest period for which time related data is generated. Time related data refers to things such as allocation and timesheets.

Given the above, a better name for the resource Hire Date and Termination Date fields might be “Start Generating Time Related Data Date” and “Stop Generating Time Related Data Date” which would indicate that these fields determine the beginning and stopping points for individual resource time related data and would also reduce the likely hood of people, including Human Resources, thinking that these fields are tracking the Hire and Termination date of resources.

A couple of specific examples will help to explain the above.

Example 1
A client keeps 12 months of timesheet time periods open: Jan1 to Dec 31. On June 12 an employee joins a department that uses Clarity and needs to start doing Clarity timesheets. If the Hire Date on this resource’s record is left blank then this employee will have access to timesheets belonging to time periods with dates ranging from Jan. 1 to Dec. 31. If the resource Hire Date is set to June 12 and the resource Termination Date is set to Oct. 30, then this resource will only have access to timesheets belonging to time periods with dates ranging from June 12 to Oct. 30.

Example 2
You are staffing a resource to a project for the next 10 months. The resource’s termination date is set to a date 6 months from now because this resource is going on maternity leave at that time. When you add the resource to the team page for the project, Clarity will staff the person up to the date specified in the resources termination date field. Without using the resource’s termination date field the resource would be staffed for the entire 10 months without any warning from Clarity.

Help the people reading this forum
Post comments explaining why your organization does or does not use the resource Hire Date and Termination Date fields.

Besides allocation and timesheets list the other resource time related data that is impacted by the resource Hire Date and Termination Date fields.

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