In this article, we will explore the options to modify the Person Number after the employee gets hired. There could be instances where we want to change the Person Numbering sequence and we need to know how to do it.
Table of Contents
Introduction to Person Number
The Person Number is used to identify all people in the Enterprise, be they Employees, Contacts, Contingent Workers, or Pending Workers. The person number is mandatory and Global. It doesn’t change even if a person transfers between Legal Employers.
It should be distinguished from the Worker Number which is optional and held on the Work Relationship. This is provided mainly to support EBS customers (when interfacing with or migrating to Fusion HCM), who use the Employee Number which is held at the Business Group Level (roughly equivalent to the Legal Employer).
Setting up the Person Number Generation Method
As it is a global attribute, the Person Number Generation Method is defined at the Enterprise Level in the Manage Enterprise HCM Information user interface.
It has 3 settings:
Manual
Automatic Upon Final Save
Automatic Prior to Submission
The Manual method allows the user to specify what the person number is when the person is created.
I.E. During the Hire Process.
It can also be changed in the Manage Person UI. Using the Manual method means that alpha characters can be used.
The Automatic Prior to Submission method creates and displays person numbers when users navigate from the Identification page to the Person Information page when adding person records. This can lead to gaps, however. Particularly if the user cancels the transaction partway through.
The Automatic Upon Final Save method doesn’t generate a person number until a transaction has been committed and gone through the
approval process successfully. This method should avoid gaps in person numbers.
The Automatic Prior to Submission method is the default method of person number generation.
Both Automatic methods generate a numeric person number from a sequence, PER_NUM_1_DYD, where 1 is the enterprise_id
It is possible to change the Person Number Generation Method at any time. Changing the method must be done with caution and coordination with the application users because it will impact the user interface. It is recommended not to hire people while correcting the person number and your generation method is Automatic and requires switching to Manual. If the method is changed from Automatic to Manual to perform a person number correction, it is critical to note the specific method before the change since there are two Automatic methods and once the correction is completed it should be set back to the original method. It may also be necessary to update the Initial Person Number to ensure no conflict will occur with future person numbers.
If the Person Number Generation Method is set to manual, a Person Number region is displayed on the Manage Person. This region allows for the person number to be corrected. Correction to the person number will correct the person number for every date-effective update, for the duration of the person. This ensures that a person will always have one person number to uniquely identify them and that a person is not referenced using different person numbers over time.
If using HCM Data Loader to correct the person number, the Person Number Generation Method must be set to Manual which is consistent with the user interface behavior. To correct the person number, supply either the source key, Oracle Fusion GUID, or Oracle Fusion surrogate ID to reference the record to correct. The user key alone cannot be supplied, as the person number is the user key.
If a correction is done to a person number, the Update Person Search Keywords process should be run at the completion of the correction so that when searching for a person using the person number in the Keywords field the person can be found. When a person number is corrected, the employment terms assignment number, assignment number, payroll relationship number, payroll assignment number, and payroll terms number linked to this person number will also be corrected accordingly.
For person number, there is an Initial Person Number field in the Manage Enterprise HCM Information UI. So if the generation method is automatic you can enter a value here and on submit, the sequence, PER_NUM_1_DYD, will be altered. The value entered will be the next number used. You can reset this at any time but be sure to enter a value higher than the maximum number already used.
You can run this sql in BI Publisher to find the maximum sequence number used.
For numeric person numbers:
Select max(to_number(person_number)) from per_all_people_f;For alpha numeric person numbers:
select length(person_number),max(person_number) from per_all_people_f
group by length(person_number);Person Numbers for Contact Records
In Fusion HCM, Person numbers for contacts are generated automatically through the Automatic Prior to Submission method, irrespective of the enterprise settings, and there is only one sequence for all types of people. There are no plans to change this.
If customers want to maintain a different numbering sequence for Employees and Contacts, one way of doing this is to manually enter Person Numbers for Employees, and have person numbers for Contacts generate from a higher range of numbers by setting the Initial Person Number value.
Set as Follows:
a) Set Person Number Generation to Manual in Manage Enterprise HCM Information page
b) Set Initial Person Number to the starting number of the range to be used for Contacts. (Must be higher than a number already used, or to be used by Employees)
HR specialists can correct the automatically generated person numbers for contacts on the Manage Person page if the Person Number Generation Method is manual.
Steps to change the Person Number Generation method to Manual
1. Navigate to setup and maintenance and search for “Manage Enterprise HCM Information“
2. Then do an edit -> Correct, and set the Person Number Generation Method to “Manual“
3. Then navigate -> Person management -> and search for the employee that you want to change the person number
4. Select the person and open “Manage Person” UI for this employee
5. Under the legislation info region, you should see the person number region. Then you can edit the person number there and change it to a person number that you want to use.
6. Then submit the change.
7. After you manually change the person number for this employee, you need to go back to “Manage Enterprise HCM Information” and do another edit -> correct and change the person number generation method to the one that you normally use.
NOTE: Since this is an enterprise-level change, there should be no new persons hired while the above steps are being performed. Setting the method to manual (Step 2) will force users to enter a person number instead of generating one. So, please resume adding person only after the generation method has been reverted back to the one used normally
HDL way to modify the Person Numbers
If you face any challenges in finding the person in person management search or unable to change the person number through UI then kindly make use of HCM Data Loader using Source Keys. Person Number Generation Method should be set to Manual to use the HDL option.
Below is the example changing the person number from 1111 to a dummy value 2222.
METADATA|Worker|SourceSystemId|SourceSystemOwner|EffectiveStartDate|EffectiveEndDate|StartDate|PersonNumber|ActionCode
MERGE|Worker|300000096429517|FUSION|2017/10/27|4712/12/31|2017/10/27|2222|HIREAnother Sample:
METADATA|Worker|PersonId|PersonNumber|EffectiveStartDate|EffectiveEndDate|StartDate
MERGE|Worker|300000008551581|327527|2014/06/18|4712/12/31|2014/06/18- PersonNumber will be the new Person Number
- PersonId will be the surrogate key for the existing Person
- Source key information is available in HRC_INTEGRATION_KEY_MAP table.
- Input EffectiveStartDate and StartDate as person’s hire date in yyyy/mm/dd format. This information is available in PER_ALL_PEOPLE_F table.
SQL Query to generate the HDL format for set of employees
select * from (
select 'METADATA|Worker|PersonId|PersonNumber|EffectiveStartDate|EffectiveEndDate|StartDate' data_row, 1 seq from dual
UNION
select ('MERGE|Worker|' || papf.person_id || '|' || decode(papf.person_number,'123','987','234','876','345','765') || '|' || to_char(papf.effective_start_date,'YYYY/MM/DD') || '|' || to_char(papf.effective_end_date,'YYYY/MM/DD') || '|' || to_char(papf.start_date,'YYYY/MM/DD')) data_row, 2 as seq
from per_all_people_f papf
where person_number in ('123','234','345')
) order by seq asc;This query will generate the HDL file that needs to be run to modify the Person Numbers.
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