How To Fix HRPSGB_HER216 - HESA PERSON Record Validation Check &1 &2 &3 failed

SAP Error Message - Details

• Message type: E = Error

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

• Message number: 216

• Message text: HESA PERSON Record Validation Check &1 &2 &3 failed

What causes this issue?

The employee has had a PERSON record created that fails one of the
validation checks below:
Entity Fieldname Nr Description
Person ABLWELSH 1 Person.ABLWELSH must not exist for
institutions in England, Scotland or Northern Ireland.
Person ABLWELSH 2 Person.ABLWELSH must exist for providers in
Wales where any (Contract.ACEMPFUN = 1 or 3 and Contract.TERMS = 1 or 2)
Person ACTCHQUAL 1 Person.ACTCHQUAL must exist for providers in
England, Wales and Northern Ireland where any (Contract.ACEMPFUN = 1 or
3) and (Contract.TERMS = 1 or 2).
Person ACTCHQUAL 2 Only one occurrence of Person.ACTCHQUAL = 02,
03, 04 or 05 can apply at a given point of time.
Person ACTCHQUAL 3 Where there is more than one occurrence of
Person.ACTCHQUAL they must not be identical.
Person ACTLEAVE 1 Person.ACTLEAVE must exist where
Person.DATELEFT is not null and (Contract.TERMS = 1 or 2) and (no
Contract.RESCON = 8) where any Activity.ACTSOC begins with 1, 2 or 3
Person ACTLEAVE 2 Person.ACTLEAVE must not exist where
Person.DATELEFT is null.
Person BIRTHDTE 1 Person.BIRTHDTE must exist where any
Contract.TERMS = 1 or 2.
Person BIRTHDTE 2 Person.BIRTHDTE must exist where any
Contract.TERMS = 3 and Contract.ACEMPFUN = 1, 2, 3, or 9.
Person BIRTHDTE 3 Where Person.BIRTHDTE exists then must be
before (Y1-15)-08-01
Person BIRTHDTE 4 Where Person.BIRTHDTE exists then must be
after (Y1-91)-07-31
Person CLINARD 1 Person.CLINARD must exist where any
Contract.CLINICAL = 1.
Person CLINARD 2 Person.CLINARD must not exist where all
Contract.CLINICAL not equal to 1.
Person CURACCDIS 1 Person.CURACCDIS must exist where any
(Contract.ACEMPFUN = 1, 2 or 3) and Contract.TERMS = 1 or 2
Person CURACCDIS 2 Person.CURACCDIS must not exist where all
Contract.ACEMPFUN = 4 or 9
Person CURACCDIS 3 Where there is more than one occurrence of
Person.CURACCDIS they must not be identical.
Person DATEFHEI 1 Person.DATEFHEI must exist where any
Contract.TERMS = 1 or 2.
Person DATEFHEI 2 Person.DATEFHEI must be null where
ReasonForNull = 1.
Person DATEFHEI 3 Where Person.DATEFHEI is null ReasonForNull
must equal 1.
Person DATEFHEI 4 Where exists Person.DATEFHEI must be before
Y2-08-01
Person DATEFHEI 5 Where exists Person.DATEFHEI must be after
Person.BIRTHDTE.
Person DATELEFT 1 Person.DATELEFT must exist where all
(Contract.TERMS = 1 or 2 and all Contract.ENDCON are not null) and all
Contract.RESCON not equal to 1 or 2.
Person DATELEFT 2 Person.DATELEFT must not exist where all
(Contract.TERMS = 1 or 2 and Contract.ENDCON are null).
Person DATELEFT 3 Where exists Person.DATELEFT must be equal
to or after Person.DATEFHEI.
Person DATELEFT 4 Person.DATELEFT must be between (Y1)-07-31
and (Y2)-07-31 (inclusive)
Person ECRSTAT 4 Person.ECRSTAT should not exist where
Person.DATEFHEI greater than '(Y1)-10-31'
Person ETHNIC 1 For institutions in England and Wales
Person.ETHNIC must not equal 13, 14 or 19.
Person ETHNIC 2 For institutions in Scotland
Person.ETHNIC must not equal 10 or 14.
Person ETHNIC 3 For institutions in Northern Ireland
Person.ETHNIC must not equal 13 or 19.
Person LOCLEAVE 1 Person.LOCLEAVE must exist where
Person.DATELEFT exists and (no Contract.RESCON = 8) and any
Contract.TERMS = 1 or 2 and any Activity.ACTSOC begins with 1, 2 or 3.
Person LOCLEAVE 2 Person.LOCLEAVE must not exist where
Person.DATELEFT does not exist.
Person LOCLEAVE 3 Person.LOCLEAVE must not exist where
Person.DATELEFT exists and any Contract.RESCON is coded 8.
Person NATIOND 1 Person.NATIOND must exist for institutions
in Wales.
Person NATIOND 1 Person.NATIOND must exist for providers in
Wales
Person NATIOND 2 Person.NATIOND must not exist for
institutions in England, Scotland and Northern Ireland.
Person NATIOND 3 Where there is more than one occurrence of
Person.NATIOND they must not be identical.
Person PREVEMP 1 Person.PREVEMP must exist where
(Contract.TERMS = 1 or 2) and any Activity.ACTSOC begins with 1, 2 or 3.
Person PREVEMP 2 Person.PREVEMP must not equal 05 or 06 where
Person.DATEFHEI >= 2012-08-01.
Person PREVEMP 3 Person.PREVEMP must not equal 20 where
Person.DATEFHEI is after 2014-07-31
Person PREVHEI 1 Person.PREVHEI must exist where
Person.PREVEMP = 01 and any Activity.ACTSOC begins with 1, 2 or 3.
Person PREVHEI 2 Person.PREVHEI must not exist where
Person.PREVEMP not equal to 01 or 21.
Person REGBODY 1 Person.REGBODY should only exist where there
is a Contract.CLINICAL = 1, 2, 3, or 4 or there is a Contract with (any
Activity.CCENTRE = 109 and Contract.ACEMPFUN = 1, 2, or 3 and
Contract.TERMS = 1 or 2).
Person REGBODY 2 Person.REGBODY should only exist where there
is a Contract.CLINICAL = 1, 2, 3, or 4 or there is a Contract with
(anyActivity.CCENTRE = 109 and Contract.ACEMPFUN = 1, 2, or 3 and
Contract.TERMS = 1 or 2).
Person REGBODY 3 Where there is more than one occurrence of
Person.REGBODY they must not be identical.
Person REGBODY 4 Person.REGBODY (must equal 01 or 02) where
any Contract.CLINICAL = 1.
Person REGBODY 5 Person.REGBODY must equal 06 where any
Contract.CLINICAL = 2.
Person REGBODY 6 Person.REGBODY must equal 07 where any
Contract.CLINICAL = 3 .
Person RELBLF 1 For institutions in England and Wales
Person.RELBLF must not equal 04, 05, 06, 07, 08 or 09.
Person RELBLF 2 For institutions in Scotland
Person.RELBLF must not equal 03, 06, 07 or 08.
Person RELBLF 3 For institutions in Northern Ireland
Person.RELBLF must not equal 03 or 04.
Person STAFFID 1 No two records can have the same
Person.STAFFID
Person STAFFID 2 Person.STAFFID must not contain all
zeroes.
Person STAFFID 3 Characters 3 to 6 of Person.STAFFID must
be in the range 0000-0099 or 1001-1211 excluding 1005, 1093, 1094, 1130,
1166 and 1183.
Person STAFFID 4 Character 13 of Person.STAFFID must pass
the checksum test given in the coding manual.

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

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_HER216 - HESA PERSON Record Validation Check &1 &2 &3 failed ?

  The SAP error message HRPSGB_HER216 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 &2 &3 failed" suggests that one or more fields in the HESA record do not meet the required validation criteria. The placeholders &1, &2, and &3 usually represent specific fields or validation checks that have failed. Common causes for this error include:
  
  Missing or Incorrect Data: Required fields may be empty or contain invalid data.
  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 for HESA reporting.
  Inconsistent Data: There may be inconsistencies between related fields or records.
  
  Solution:
  To resolve the HRPSGB_HER216 error, follow these steps:
  
  
  Identify the Failed Checks: Review the error message closely to identify which specific checks (represented by &1, &2, &3) have failed. This information is crucial for troubleshooting.
  
  
  Check Data Entries: 
  
  Go to the relevant HESA data entry screens in SAP and verify that all required fields are filled out correctly.
  Ensure that the data entered adheres to the expected formats and values.
  
  
  
  Consult HESA Guidelines: Refer to the latest HESA data collection guidelines to ensure compliance with the reporting requirements. This may include checking for mandatory fields and valid value ranges.
  
  
  Run Validation Reports: Use any available validation reports or tools within SAP to identify and correct data issues before submission.
  
  
  Correct Data: Make the necessary corrections based on your findings and re-run the validation process.
  
  
  Test Submission: After making corrections, attempt to submit the HESA data again to see if the error persists.
  
  
  Related Information:
  
  SAP Notes: Check SAP Notes for any known issues or patches related to HESA reporting and the specific error message.
  HESA Documentation: Review HESA documentation for detailed information on data requirements and validation rules.
  SAP Community: Engage with the SAP Community or forums for insights from other users who may have encountered similar issues.
  
  If the problem persists after following these steps, consider reaching out to your SAP support team or a consultant with expertise in HESA reporting for further assistance.