How To Fix HRPSGB_HER123 - Pers.no &1 was returned with a different staff ID in the previous year

SAP Error Message - Details

• Message type: E = Error

• Message class: HRPSGB_HER - HR PS GB Higher Education Messages (USS, HESA etc)

• Message number: 123

• Message text: Pers.no &1 was returned with a different staff ID in the previous year

What causes this issue?

Personnel number &V1& has staff ID &V2&, but was returned last year
with staff ID &V3&.

System Response

The data can be interfaced.

How to fix this error?

Please check this year's data and previous year's data.
The HESA staff ID cannot change. Either last year's staff ID was
entered incorrectly or the staff ID was changed in the system.
The staff ID that was send in the previous year is stored in infotype
HESA Submitted Data (0616).
It is possible that the previous year's data was entered manually into
the system, because it was created in a different system that year
("data migration").

Procedure for System Administrators

The system issues an error message and will not allow you to continue with this transaction until the error is resolved.

Error message extract from SAP system. Copyright SAP SE.

Smart SAP Assistant

• What is the cause and solution for SAP error message HRPSGB_HER123 - Pers.no &1 was returned with a different staff ID in the previous year ?

  The SAP error message HRPSGB_HER123 indicates that there is a discrepancy in the staff ID associated with a personnel number (Pers.no) when comparing data from the current year to the previous year. This typically occurs in the context of HR data management, particularly when dealing with employee records and their historical data.
  Cause:
  
  Data Migration Issues: If there has been a migration of data from one system to another, it is possible that the staff ID was not correctly mapped or transferred.
  Manual Changes: Changes made manually to the personnel records or staff IDs can lead to inconsistencies, especially if the changes were not properly documented or communicated.
  Duplicate Personnel Numbers: If there are duplicate personnel numbers in the system, it can lead to confusion regarding which staff ID is associated with which record.
  Incorrect Data Entry: Errors during data entry can result in mismatched staff IDs for the same personnel number across different years.
  
  Solution:
  
  Data Verification: Check the personnel number in question and verify the staff ID for both the current and previous years. Ensure that the data is consistent and correct.
  Correct Mapping: If the issue arose from a data migration, ensure that the mapping of personnel numbers to staff IDs is correct. You may need to consult with your IT or data migration team.
  Update Records: If discrepancies are found, update the records to ensure that the staff ID is consistent across the years. This may involve correcting the staff ID in the previous year's records.
  Consult Documentation: Review any documentation related to changes in personnel records to understand if there were any legitimate reasons for the change in staff ID.
  SAP Support: If the issue persists and cannot be resolved internally, consider reaching out to SAP support for assistance. They may provide insights or tools to help resolve the discrepancy.
  
  Related Information:
  
  Transaction Codes: You may need to use transaction codes like PA20 (Display HR Master Data) or PA30 (Maintain HR Master Data) to view and edit personnel records.
  Audit Trail: Check the audit trail of changes made to the personnel records to identify when and how the staff ID was changed.
  HR Reports: Utilize HR reporting tools within SAP to generate reports that can help identify discrepancies in staff IDs across different periods.
  User Roles: Ensure that the users who are making changes to personnel records have the appropriate roles and permissions to avoid unauthorized changes.
  
  By following these steps, you should be able to identify the cause of the error and implement a solution to resolve it.