Administrator Topic

Use Cases - Effective Dating

Creating a new user record will generate an effective dated timeline of the user which enables administrators to make changes that are effective on a past date or a future date. When creating a new user record or initializing an existing user's timeline, the system will apply default values for fields that have no values.

  • Past Effective Date - When a user record change has a past effective date, the change is effective within the system as of the specified date in the past. For example, an employee is moved to the Sales division on 2014/03/01. The change is not made in the system until 2014/06/01, but the administrator sets the effective date for the change to 2014/03/01. The user record reflects that the employee has been in the Sales division since 2014/03/01.
  • Future Effective Date - When a user record change has a future effective date, the change is effective within the system as of the specified date in the future. For example, an employee is given a promotion on 2014/06/01, but the promotion will not be effective until 2014/07/01. The administrator modifies the user's record on 2014/06/01 and sets the effective date for the change to 2014/07/01. The user record will reflect the user's non-promoted position until the effective date of 2014/07/01, at which point it will reflect the user's new position.

Use Case 1: Backdated Change

On 2015/03/01, Kyle Sherman modifies Colin's Position and Location, and the changes are effective as of 2014/10/01.

The following table shows the historical data on the user record and the effective date of the data prior to the change:

First Name Division Location Effective Date
Colin Sales France 2014/09/01
Colin Sales United States 2014/11/01
Colin Product United States 2014/12/01

The following table shows the historical data on the user record and the effective date of the data after the change:

First Name Division Location Effective Date
Colin Sales France 2014/09/01
Colin Service London 2014/10/01
Colin Service London 2014/11/01
Colin Product London 2014/12/01

The following table displays the entries that are added to the user's Modification History section:

Effective Date Change Date Field Modified Field Type Changed From Changed To Changed By
2014/10/01 2015/03/01 Division User standard field Sales Service Sherman, Kyle
2014/10/01 2015/03/01 Location User standard field France London Sherman, Kyle

The following table displays the entries that are available in the user's Effective Dated Records section:

Date Effective Status Changed By Options
2014/09/01 Complete Rob Mullen Edit
2014/10/01 Complete Kyle Sherman Edit
2014/11/01 Complete Rob Mullen Edit
2014/12/01 Complete Rob Mullen Edit

Use Case 2: Future Effective Change

On 2015/03/01, Frank Jones modifies Colin's Location, and the changes are effective as of 2015/08/01.

The following table shows the historical data on the user record and the effective date of the data prior to the change:

First Name Division Location Effective Date
Colin Sales France 2014/09/01
Colin Sales United States 2014/11/01
Colin Product United States 2014/12/01

The following table shows the historical data on the user record and the effective date of the data after the change:

First Name Division Location Effective Date
Colin Sales France 2014/09/01
Colin Sales United States 2014/11/01
Colin Product United States 2014/12/01
Colin Product Australia 2015/08/01

The following table displays the entries that are added to the user's Modification History section:

Effective Date Change Date Field Modified Field Type Changed From Changed To Changed By
2015/08/01 2015/03/01 Location User standard field United States Australia Jones, Frank

The following table displays the entries that are available in the user's Effective Dated Records section:

Date Effective Status Changed By Options
2014/09/01 Complete Rob Mullen Edit
2014/11/01 Complete Rob Mullen Edit
2014/12/01 Complete Rob Mullen Edit
2015/08/01 Scheduled Frank Jones Edit, Cancel

Use Case 3: Effective Record is Modified

On 2015/03/01, Jim Tillman modifies Colin's effective dated record from 2014/11/01.

The following table shows the historical data on the user record and the effective date of the data prior to the change:

First Name Division Location Effective Date
Colin Sales France 2014/09/01
Colin Sales United States 2014/11/01
Colin Product United States 2014/12/01

The following table shows the historical data on the user record and the effective date of the data after the change:

First Name Division Location Effective Date
Colin Sales France 2014/09/01
Colin Marketing Canada 2014/11/01
Colin Product Canada 2014/12/01

The following table displays the entries that are added to the user's Modification History section:

Effective Date Change Date Field Modified Field Type Changed From Changed To Changed By
2014/11/01 2015/03/01 Division User standard field Sales Marketing Tillman, Jim
2014/11/01 2015/03/01 Location User standard field United States Canada Tillman, Jim

The following table displays the entries that are available in the user's Effective Dated Records section:

Date Effective Status Changed By Options
2014/09/01 Complete Rob Mullen Edit
2014/11/01 Complete Rob Mullen, Jim Tillman Edit
2014/12/01 Complete Rob Mullen Edit

Use Case 4: Scheduled Effective Change is Cancelled

On 2015/03/01, Frank Jones modifies Colin's Location, and the changes are effective as of 2015/08/01.

On 2015/03/06, Rose Tutor cancels Colin's future effective change that was scheduled for 2015/08/01.

The following table shows the historical data on the user record and the effective date of the data prior to the change:

First Name Division Location Effective Date
Colin Sales France 2014/09/01
Colin Sales United States 2014/11/01
Colin Product United States 2014/12/01
Colin Product Australia 2015/08/01

The following table shows the historical data on the user record and the effective date of the data after the change:

First Name Division Location Effective Date
Colin Sales France 2014/09/01
Colin Sales United States 2014/11/01
Colin Product United States 2014/12/01

The following table displays the entries that are added to the user's Modification History section. Frank Jones' modification remains in the section, and Rose Tutor's cancellation of the change is added, which effectively reverses Frank Jones' modification.

Effective Date Change Date Field Modified Field Type Changed From Changed To Changed By
2015/08/01 2015/03/01 Location User standard field United States Australia Jones, Frank
2015/08/01 2015/03/06 Location User standard field Australia United States Tutor, Rose

The following table displays the entries that are available in the user's Effective Dated Records section. Frank Jones' future effective dated record is removed.

Date Effective Status Changed By Options
2014/09/01 Complete Rob Mullen Edit
2014/11/01 Complete Rob Mullen Edit
2014/12/01 Complete Rob Mullen Edit

Use Case 5: User's First Effective Record is Modified

On 2015/03/01, Kyle Sherman modifies Colin's first effective dated record, and the changes are effective as of the original creation date.

The following table shows the historical data on the user record and the effective date of the data prior to the change:

First Name Division Location Effective Date
Colin Sales France 2014/09/01

The following table shows the historical data on the user record and the effective date of the data after the change:

First Name Division Location Effective Date
Matt Sales France 2014/09/01

The following table displays the entries that are added to the user's Modification History section:

Effective Date Change Date Field Modified Field Type Changed From Changed To Changed By
2014/09/01 2015/03/01 First Name User standard field Colin Matt Sherman, Kyle

The following table displays the entries that are available in the user's Effective Dated Records section:

Date Effective Status Changed By Options
2014/09/01 Complete Rob Mullen, Kyle Sherman Edit

 

Last Published: 9/10/2021 If you have feedback or suggestions for an Online Help article, please select this link. © 2021, Cornerstone OnDemand