What applications are dependent on the HR Profile

[Dave65]

We are looking to delete the HR Profile from our contracting staff so they do not count on our applications licenses.
I am trying to determine what the negative side effects are if we do this, such as what parts of ServiceNow are dependent on the HR Profile.
I have not bee able to find this information in the HRSD documentation.

Thank you for your help!

[Sandeep Rajput]

@Dave65 

Yes, deleting HR profiles from the HR Profile table (sn_hr_core_profile) in ServiceNow can significantly impact the HR Service Delivery (HRSD) application. The HR Profile table is central to the HRSD module, and it holds critical employee-related information that is used across various HR processes. Here are some potential impacts:

1. Loss of Employee Data: Deleting HR profiles will result in the loss of associated employee data, including personal information, employment history, and other HR-related records.

2. Disruption in Workflows: Many HR workflows, such as case management, onboarding, and offboarding processes, rely on the HR Profile table. If profiles are deleted, these workflows may fail or be disrupted.

3. Inconsistent Reporting: Reports and dashboards that rely on HR profile data will be incomplete or inaccurate if profiles are deleted, leading to potential issues in HR analytics and decision-making.

4. Broken Relationships: The HR Profile table is often related to other tables like HR Cases, Tasks, and other HR records. Deleting a profile could break these relationships, causing orphaned records or data integrity issues.

5. Impact on HR Services: Any ongoing HR services tied to the deleted profiles could be impacted, leading to service delivery issues.

6. Compliance and Audit Concerns: Deleting HR profiles could lead to compliance issues, especially if the data is required for audits or legal purposes.

In general, deletion of HR profiles should be done with caution, and it's recommended to consult with your HRSD administrator or ServiceNow consultant before making such changes. If profiles need to be removed, consider deactivating them or archiving the data instead of deleting it.

[Dave65]

Sandeep
Thank you for your response.
It is my understanding that if you deactivate the HR Profile, you also deactivate the sys_user record as well which prevents the user from logging in.
What we are trying to do is to get the contractors off of the various licenses we have that they do not need to be on. They still need to have access to the system, just not as a user of an application.
In another post I read, it was suggested that instead the End of employment date be set to a date in the past and that would remove the user from the license(s).
I am still trying to find out how to get a list of the users who are on a given license. The license administration application doesn't let you get to that level. At least I was not able to find a way. I am an admin so I should have access to just about everything.

[Mark Small]

We're actually going through some clean up ourselves to get our HR license count down.

Here's the information we were given on how HR licenses are calculated:

HR license counts are not derived from roles like other subscriptions are, they are derived from the following query:

• This daily measurement is run on the [sn_hr_core_profile] table using the following criteria: 
  • User.Active is true
  • Employment start date at or before Today
  • OR .Employment start date is empty
  • Employment end date at or after Today
  • OR .Employment end date is empty

In our instance, we don't generate HR profiles for our Contingent Workers (Contractors), unless they are a people leader and have direct reports.   So your suggestion to enter an Employment End Date in the HR profile for those users that are contractors, that would remove them from the license count.  Just make sure you don't have any integrations that would blank that field out in the future.

[Dave65]

Mark
Thanks you for your advice.
I just did a search on our system for all of the references to the sn_hr_core_profile table and I was amazed at how many there were, including some of our own apps.

Dave