Party Critical Data Change Processing

The Party Critical Data Change Processing business feature in Open Cloud MDM allows for the review and approval of changes to specific data elements that are defined as critical before committing those changes to a party's record. Critical data elements are typically those that are sensitive, important, or require special attention due to their significance. Here's a description of this feature along with some example use cases:

Description of Party Critical Data Change Processing:

  • Critical Data Elements: Critical data elements are user-defined attributes within a party's record that are considered sensitive or vital. By default, certain data elements are predefined as critical. For a Person object, these may include Last Name, First Name, Gender, Date of Birth, Social Security/Social Insurance number, and Address. For an Organization object, critical elements may include Organization Name, Tax Identification Number, and Address.
  • Pending Changes: When Party Critical Data Change Processing is configured and a change transaction is initiated that involves critical data elements, the system does not immediately update the party's record. Instead, a record of the Critical Data Change request is created, and its status is set to "pending."
  • Pending Indicator: The party record will have a "pending Critical Data Change" indicator set to "Y" when there are pending critical data change requests. This indicator prevents further actions such as collapsing, splitting, or additional critical data changes until all pending changes are resolved.
  • Unique Identifier: Each Critical Data Change request can consist of multiple changes to critical data elements that may belong to more than one business object. Each change is assigned a unique identifier, allowing for individual handling of changes within the same transaction.
  • Handling Multiple Changes: If a single update transaction involves changes to multiple critical data elements that belong to the same business object, those changes must be processed as a whole and cannot be dealt with separately. For example, if a transaction includes changes to Gender and Date of Birth, both belonging to a Person object, they must be considered together, while other changes to, say, Business Address, can be handled separately.
  • Fine-Grained Update: Party Critical Data Change Processing also applies to fine-grained update party transactions, such as updating a person's name, organization name, party address, or party identification. These changes can trigger the critical data change processing if they involve critical data elements.

Example Use Cases:

  • Identity Verification: In financial institutions or identity verification processes, changes to critical data elements such as Social Security Numbers or Tax Identification Numbers require careful review and approval. Party Critical Data Change Processing ensures that such changes are not immediately applied without validation.
  • Legal Compliance: To comply with legal or regulatory requirements, organizations may need to track changes to critical data elements like Gender or Date of Birth. Pending changes can be reviewed for accuracy and compliance before updating the party record.
  • Customer Records: In a customer relationship management system, changes to customer names or addresses, especially in the case of mergers or acquisitions, may need to be reviewed to ensure data accuracy and consistency.
  • Healthcare Records: In healthcare systems, changes to patient information such as date of birth or address may impact billing or medical records. Pending changes allow for careful verification before updating patient records.
  • HR and Employee Records: HR departments may use this feature to review changes to employee data, especially for sensitive information like Social Security Numbers or addresses.
  • Audit Trail: Critical data change processing also serves as an audit trail, providing a record of all changes to critical data elements, ensuring data accountability and transparency within the system.

Party Critical Data Change Processing in Open Cloud MDM is a feature designed to ensure that changes to critical data elements are reviewed and approved before being committed to a party's record. It finds applications in scenarios where data accuracy, compliance, and data sensitivity are crucial.

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