IDM RA Checklist for HR System#

Client Information Gathering Session Questions

System #

  • What is the name and version of the system you are using (i.e.: Oracle, SAP, PeopleSoft)?
  • (PS only) what version of PS Tools are you on?
  • (SAP only) are you currently using CUA?
  • What database and version does the system reside on?
  • What modules are you using? What version of each?
  • What operating system and version are you running?
  • What platform are the application servers?
  • Are you up-to-date on patches and fixes? (Last Patch Installed)
  • Are you using any type of authentication? If so, explain authentication type and process.
  • Have you customized any of the core tables? Explain.

Business Data#

  • Do you enter future dated transactions? If yes, when would a new hire be granted access to the system? When would a terminated employee need access revoked?
  • Do you make corrections to historical transactions?
  • What is the unique identifier in your system for employees and how is it created? (i.e.: employee number, system generated)
  • Is this unique identifier ever deleted or reused?
  • Can an employee have more than one unique identifier? (i.e.: can an employee be more than one employee type at the same time)
  • Can employees have more than one primary job record?
  • Do you have non-employees in your system? If yes, how are the identified?
  • How many active employees/non-employees to you have in your system?
    • Number of Employees
    • Number of Non-Employees
  • How are the following people handled
    • Retireies
    • Contractors
    • Vendors
  • Do you store employee email address in your system?
  • Do you store legal name and how is it formatted?
  • Do you store preferred name and how is it formatted?
  • Do you use extended characters when storing names (i.e.: hyphens, accents, umlauts)?
  • Do you use prefix and/or suffix names (i.e.: Dr, Jr, III)
  • Is there any way to derive employees network and application access requirements from your HR system?
  • Which of these basic employee fields are stored and maintained in your HR system and what is the format for each (i.e.: length = 8 numeric zero filled, length = 30 mixed open text)?
    • Employee Number
    • Last Name
    • First Name
    • Middle Initial / Name
    • Department Number
    • Department Description
    • Location Code
    • Location Description
    • Job Code
    • Business Title
    • Work Phone Number
    • Manager Employee Number
    • Manager Name
    • Email Address
    • Insert Other Fields Available
  • Is there any data available from other systems that you would want sent back and stored in your HR database? (i.e.: email address)
  • Are there any known data cleansing issues?

Processes#

  • What is your business process for a new hire?
  • What is your business process for a termination?
  • Is account access still required after an employee is terminated? (i.e.: manager access to email account)
  • What is your business process for a retiring employee?
  • When an employee retires is there any system access that they retain?
  • What is your business process for a rehire?
  • When an employee is rehired do they get their original unique identifier (employee number)?
  • What is your business process for a leave of absence?
  • What is your business process for a return from leave?
  • What is your business process for a transfer?
  • Do you use roles in your HR system for granting access?
  • How is security access handled in your system? Who maintains user access?
  • Do you have employee self-service?
  • Are there any batch jobs run for any of the business processes discussed?
  • Would it be possible to get queries or extracts from your database? If yes, please include table names and field headings. (Discuss data needed.)

Miscellaneous#

Are there any additional comments, risks, assumptions or issues that we should be aware of for this project?

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« This page (revision-3) was last changed on 10-Sep-2010 15:14 by jim