User Profile Vs HR Profile Vs Employee Profile

[ASHU_1]

Can someone explain me each of these feature, comparison and differences between them. starting with why do they exist, what is their purpose? 

[John Zhang1]

HR profile is full data of employee, which contains sensitive data as well like salary, SSN and ER data.   All HR profile data will come from HCM system *Workday, Oracle and SuccessFactors etc) through the integration flow into ServiceNow.   HR profile is HR core scope supporting all HR COEs and their HR services, but Employee profile is global scope only contain Employee basic information like employee Bio.  Since HR profile is the core of employee data so ServiceNow never allow UI directly access to this table and using decoupling design to referencing data to HR profile.   Another reason only two fields (Employee start date and end date) are referenced from HR profile, but also many user data fields populated from user table by referencing, that is why SN is using the employee table to get most employee data from both user and HR profile tables.

I hope I answered your questions.

[JamesEcoStratus · Accepted solution]

Hi, based on my understanding of your question from your provided information, see my answer below.

ServiceNow offers various profile-related features designed to serve different purposes within an organization. These features aim to centralize and manage user-related information effectively.

Here's an explanation of each feature, their purposes, and the key differences between them:

1. User Profile:
• Purpose: The User Profile in ServiceNow primarily focuses on IT users, such as employees who use IT services and require an IT account.
• Why It Exists: The User Profile manages IT-specific information, including user access, permissions, roles, and IT-related attributes.
• Key Functions:
• Manages login credentials.
• Controls access to IT services and applications.
• Assigns IT roles and permissions.
• Tracks IT-specific activities and interactions.
2. HR Profile:
• Purpose: The HR Profile is designed to manage employee-specific information related to human resources, including personal details, employment history, and benefits.
• Why It Exists: It exists to centralize and streamline HR-related processes, such as onboarding, offboarding, benefits management, and employee record-keeping.
• Key Functions:
• Stores employee personal information (e.g., name, contact details).
• Manages employment details (e.g., job title, department).
• Facilitates benefits administration (e.g., health insurance, retirement plans).
• Supports HR processes like hiring, promotions, and terminations.
3. Employee Profile:
• Purpose: The Employee Profile offers a broader view of an individual, encompassing IT and HR-related aspects of an employee's profile.
• Why It Exists: It provides a comprehensive overview of an employee's information, helping organizations manage IT and HR aspects effectively.
• Key Functions:
• Combines IT and HR data for a holistic view of the employee.
• Enables efficient onboarding and offboarding processes.
• Supports IT access management while ensuring HR compliance.
• Enhances the overall employee experience.

Key Differences:

• User Profile vs. HR Profile: The User Profile primarily focuses on IT-related information, while the HR Profile concentrates on HR-specific details. The User Profile deals with access and permissions, while the HR Profile handles personal and employment data.
• HR Profile vs. Employee Profile: The HR Profile is tailored to HR processes, while the Employee Profile provides a more comprehensive view, including IT access and HR data. The Employee Profile bridges the gap between IT and HR functions, offering a holistic view of the employee's profile.
• User Profile vs. Employee Profile: The User Profile is centered on IT management, while the Employee Profile encompasses IT and HR aspects. The User Profile is primarily used for access control, while the Employee Profile supports broader employee lifecycle management.

In summary, these profile-related features in ServiceNow serve distinct purposes within an organization. The User Profile focuses on IT access and permissions, the HR Profile manages HR-related data, and the Employee Profile offers a comprehensive view combining IT and HR information to streamline employee management processes. The choice of which profile to use depends on your organization's specific needs and the level of integration required between IT and HR systems.

Good Luck!

James @Ecostratus

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[Anurag Tripathi]

Hi James,

Very well written.

You should put this in a blog and publish it on the community.

[JamesEcoStratus]

Hi Anurag,

Thank you for your positive feedback on my response. 

Your suggestion to turn this information into a blog post for the community is much appreciated. It's a great idea, and I'll certainly explore the possibility of sharing this information more widely.

Best regards,

James

[Anurag Tripathi]

Feel free to reach out if You need any help.