How To Fix HRPSGB_HER204 - HESA PERSON Record Validation Check &1 failed

SAP Error Message - Details

• Message type: E = Error

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

• Message number: 204

• Message text: HESA PERSON Record Validation Check &1 failed

What causes this issue?

The employee has had a PERSON record created that fails one of the
validation checks below;

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

Code,,Sev,,No.,,Abbrev,,Description
26852,,99 ,,1,,RECID,,This field must contain 04025.
26853,,99,,2,,INSTID,,The field must contain a valid current HESA HE
institution identifier (see Appendix 1).
26854,,99,,3,,STAFFID,,Characters 1 and 2 of this field must be numeric
or XX.
26855,,99,,3,,STAFFID,,Characters 3 to 6 of this field must be ((a
current or historic HESA HE institution
identifier plus
1000) or (if characters 3 and 4 are 00 then 5 and 6 must be
numeric)).
26856,,99,,3,,STAFFID,,Characters 7 to 12 of this field must be numeric.
26857,,99,,3,,STAFFID,,Character 13 of this field must pass the checksum
test given in the coding manual.
26858,,99,,3,,STAFFID,,This field must not contain all zeroes.
26859,,99,,4,,BIRTHDTE,,This field must contain a date in the format
YYYYMMDD, or be 99991231 or
19010101.
26860,,99,,4,,BIRTHDTE,,If BIRTHDTE<>99991231 or <>19010101 then
BIRTHDTE must be before 19890801.
26861,,99,,4,,BIRTHDTE,,If BIRTHDTE<>99991231 or <>19010101 then
BIRTHDTE must be after 19140731.
26862,,99,,5,,GENDER,,This field must contain a valid code.
26863,,99,,6,,NATION,,This field must contain a valid code (see Appendix
2) with the exception of 5826,
6826, 7826
and 8826.
26864,,99,,7,,ETHNIC,,This field must contain a valid code.
26865,,99,,7,,ETHNIC,,If this institution is English, Welsh or Northern
Irish then this field must not be 13.
26866,,99,,7,,ETHNIC,,If this institution is English, Welsh or Scottish
then this field must not be 14.
26867,,99,,8,,NATID1,,This field must contain a valid code.
26868,,99,,8,,NATID1,,If this institution is Welsh then this field must
not be X.
26869,,99,,8,,NATID1,,If NATID2=B,E,I,O,S or W then this field must not
be X,R or U.
26870,,99,,8,,NATID1,,If this institution is English, Scottish or
Northern Irish then this field must be X.
26871,,99,,9,,NATID2,,This field must contain a valid code.
26872,,99,,9,,NATID2,,If this institution is English, Scottish or
Northern Irish then this field must be X.
26873,,99,,9,,NATID2,,If NATID1=X, R or U then this field must be X.
26874,,99,,10,,DISABLED,,This field must contain a valid code.
26875,,99,,11,,DATEFHEI,,This field must contain a date in the format
YYYYMMDD, or be 99991231.
26876,,99,,11,,DATEFHEI,,If this field<>99991231 then the date in this
field must be before or equal to 31st July
of the
reporting period.
26877,,99,,11,,DATEFHEI,,If this field<>99991231 (and BIRTHDTE
<>99991231) then the date in this field must
be after
the date returned in BIRTHDTE.
26878,,99,,12,,PREVEMP,,This field must contain a valid code.
26879,,99,,13,,PREVHEI,,This field must contain a valid code or XXXX or
4001 (see Appendix 3)
26880,,99,,14,,HQHELD,,This field must contain a valid code.
26881,,99,,15,,ACCDIS1,,This field must contain a valid JACS code or
XXXX.
26882,,99,,15,,ACCDIS1,,If HQHELD is 31,32,97,98,99 or XX then this
field must be XXXX.
26883,,99,,16,,ACCDIS2,,This field must contain a valid JACS code or
XXXX.
26884,,99,,16,,ACCDIS2,,If ACCDIS1=XXXX then this field must be XXXX.
26885,,99,,16,,ACCDIS2,,If HQHELD is 31,32,97,98,99 or XX then this
field must be XXXX.
26886,,99,,17,,REGBODY,,This field must contain a valid code.
26887,,99,,18,,ABLWELSH,,This field must contain a valid code.
26888,,99,,18,,ABLWELSH,,If this institution is English, Scottish or
Nothern Irish then this field must be X.
26889,,99,,19,,DATELEFT,,This field must contain a date in the format
YYYYMMDD.
26890,,99,,19,,DATELEFT,,This field must contain a valid date between
YYYY0731 (where YYYY is the starting year of the previous return) and
YYYY0731 (where YYYY is the ending year of the current return)
(inclusive) or
99991231
26891,,99,,19,,DATELEFT,,If LEDEST=01-15, 21,22,31 or 99 then this field
must not be 99991231.
26892,,99,,19,,DATELEFT,,If this field <> 99991231 (and DATEFHEI
<>99991231) then the date in this field must
be equal
to or after the date returned in DATEFHEI.
26893,,98,,20,,LEDEST,,This field must contain a valid code.
26894,,98,,21,,RESACT,,This field must contain a valid code.
26895,,99,,22,,UOA,,,,This field must contain a valid code.
26896,,99,,22,,UOA,,,,If RESACT=1 or 2 then this field must not be XXX.
26897,,99,,23,,TOTSAL,,This field must contain a seven digit number.
26898,,99,,23,,TOTSAL,,This field must contain 9999999.
26899,,99,,12,,PREVEMP,,If PREVHEI<>XXXX then this field must be 01 or
21.
26900,,99,,13,,PREVHEI,,If PREVEMP = 02-15, 99 or XX then this field
must be XXXX.
26901 99 ,,24,,DISABLED1,,This field must contain a valid code.,,
26902 99 ,,25,,DISABLED2,,This field must contain a valid code.,,
26903 99 ,,25,,DISABLED2,,This field must be coded XX when DISABLE1 = 00
or 97.

System Response

EITHER incorrect data has been stored in the HESA infotypes, by the
incorrect maintenance of the customising tables that relate to the error
in question or the HESA return has incorrectly generated the person
record.

How to fix this error?

If you can resolve this problem by correcting the employees master data
then do so.
If you cannot resolve this problem by correcting the employees master
data then please raise a customer message referencing the specific code
that has failed. In this case, it is likely that this is due to a fault
in the logical design of the HESA return and not necessarily the
employee's data.

Procedure for System Administrators

Error message extract from SAP system. Copyright SAP SE.

Smart SAP Assistant

• What is the cause and solution for SAP error message HRPSGB_HER204 - HESA PERSON Record Validation Check &1 failed ?

  The SAP error message HRPSGB_HER204 indicates that there is a validation issue with the HESA (Higher Education Statistics Agency) PERSON record in the SAP system. This error typically arises during the process of submitting or validating HESA data, which is essential for compliance with reporting requirements in the UK higher education sector.
  Cause:
  The error message "Record Validation Check &1 failed" suggests that a specific validation rule has not been met for the HESA PERSON record. Common causes for this error include:
  
  Missing or Incorrect Data: Required fields may be empty or contain invalid data. This could include fields like personal identifiers, demographic information, or enrollment details.
  Data Format Issues: The data entered may not conform to the expected format (e.g., date formats, numeric values).
  Business Rules Violations: The data may violate specific business rules defined by HESA, such as age limits, enrollment status, or course details.
  Configuration Issues: There may be issues with the configuration of the HESA reporting module in SAP.
  
  Solution:
  To resolve the HRPSGB_HER204 error, follow these steps:
  
  
  Review the Error Message: Check the specific details of the error message to identify which validation check has failed. The "&1" in the message will typically indicate the specific field or rule that is causing the issue.
  
  
  Check Data Completeness: Ensure that all required fields in the HESA PERSON record are filled out correctly. Pay special attention to mandatory fields.
  
  
  Validate Data Formats: Verify that the data entered adheres to the required formats. For example, ensure that dates are in the correct format (DD/MM/YYYY) and that numeric fields do not contain invalid characters.
  
  
  Consult HESA Guidelines: Refer to the latest HESA data collection guidance to ensure compliance with all reporting requirements and business rules.
  
  
  Use SAP Validation Tools: Utilize any built-in validation tools or reports in SAP to identify and correct data issues before submission.
  
  
  Configuration Check: If the issue persists, check the configuration settings for the HESA reporting module in SAP. Ensure that all settings align with the current HESA requirements.
  
  
  Seek Support: If you are unable to resolve the issue, consider reaching out to your SAP support team or HESA support for further assistance.
  
  
  Related Information:
  
  HESA Reporting: Familiarize yourself with the HESA reporting requirements and guidelines, as they provide essential information on what data needs to be collected and reported.
  SAP Notes: Check for any relevant SAP Notes that may address known issues or provide updates related to HESA reporting.
  Training and Documentation: Ensure that staff involved in data entry and reporting are adequately trained on HESA requirements and the SAP system.
  
  By following these steps, you should be able to identify and resolve the cause of the HRPSGB_HER204 error message effectively.