Approach to duplicate employees
Duplicate employees arise when active employees are overlooked in the employee lists or when employees have been marked as Inactive and therefore no longer appear on the employee lists. If an employee cannot be found, it is often easier for users to add the employee than to double check whether the employee has perhaps already been added before and is marked as Inactive. User group filters on employees can also contribute to this problem.
The solution is twofold:
- We have to correct the duplicates that have already been added; and
- We have to prevent duplicates from being added in the future.
The problem with the existing duplicates is that some Tasks / Issues / Risks may be assigned to the original employee and others may be assigned to the duplicate. The first step in correcting the duplicates is to first ensure all items on the system are assigned to the same employee record. The easiest way to do this would be to edit one of the employee records and put a 1 at the end of the person’s first name:
Then go to the Task >> List page, Issue >> List page and Risk >> List page and filter the page to show the items assigned to the duplicate employee (in this example, the employee with the 1 at the end of his name). Edit these records and assign them to the employee without the 1.
You can then edit the duplicate employee’s record and mark them as Inactive, causing them to be hidden from all employee lists.
If the employee in question is a user in PPO, you will have to check the user record for the employee to ensure it is linked to the correct (original) employee.
- Limit the users in terms of who has access to load employees. For some organisations it would be viable to only allow the PPO Administrators to load employees. The administrator can then ensure the employee they are creating is not a duplicate, before continuing. If the employee does exist, but as an Inactive employee, the PPO Administrator should rather mark the employee as Active, than create a duplicate, active employee.
- We can implement a custom validation that prevents users from adding a second employee with the same e-mail address. This validation rule is run across Active and Inactive employees, and searches whether the employee’s email address you are trying to add is unique. If it is unique, the system will allow the new employee to be added. If it is not unique, the system will prompt you to search for the employee under the Inactive employees and mark them as Active. This would prevent duplicate employees from being added.