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09-07-10 Add a Person (POI Types Including Pre-Employment) - Workforce Administration Module Page 2 of 12
1.
WorkforceAdministration Personal Information
To begin, verify thatthe Person does notalready exist inHRMS Click on Search for
Matching Persons
Click on Search
2. Search Criteria page displays.
Enter name data insearch field of yourchoice; it isrecommended tokeep your search asbroad as possible.Ex: search by LastName only Ex of an inaccurate
search using both Firstand Last Name: ifsearching for ‘Mike’Buble, there will be noresults because thelegal/recorded name inHRMS would be‘Michael’ Buble
Name fields are CaseSensitive. Ex: Buble(not BUBLE or buble)
Note: If using SSN,enter numbers only,without dashes.
Using the National ID (SSN) may not provide any data for existing POIs who are not a Security Access POI.
8.9 HRMS Step by Step Guide
Navigate to search for matching persons.
Add a Person (POI Types Including Pre-Employment) - Workforce Administration Module
Note: The screen shots used in this guide may not be representative of your access.
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Click
3. Search Resultspage displays
When the person doesnot already exist,begin the Add aPerson process
Click on Add a Personin the left-handnavigational menu andcontinue to Step 4
Note: If person doesexist, regardlesswhether active orinactive, refer to step-by-step guide, Add (orAdd Additional) POIRelationship
4. Add a Person pagedisplays
Click on Add the Person
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5. BiographicalDetails pagedisplays
Effective datedefaults to currentdate; leave as is orchange to otherappropriate date.This date cannot befuture-dated. Ifsetting up the POIType of pre-employment, theactual date of hire willbe recorded in JobData via the AddEmployment Instanceprocess when readyto hire
Click
6. Edit Name pagedisplays
Enter nameinformation
Click toreturn to BiographicalDetails page
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7. BiographicalDetails pagerequired fields
Date of Birth
Gender
SSN/National ID isonly HRMS-requiredfor POI type 00015,“Security Access.”Enter numbers only,without dashes.(NOTE that campusoffices such as ITmay require SSN’sfor other POI types.)
Click on
8. ContactInformation pagedisplays
Click
9. Home AddressHistory pagedisplays
Click
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10. Edit Address pagedisplays
Enter address
Click and
then again
11. ContactInformation pagere-displays
If Mailing address isdifferent than Homeaddress, click + by
to add a record.
Select “Mailing” fromthe dropdown menuand then
Click on to addadditional phonenumbers Click the Preferred
box for the primarynumber (check onlyone) Enter email(s) such
as Home or Other Click on to add
additional emailaddresses If more than one
email entered, clickthe Preferred boxfor the primaryemail (check only
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one) Email Address –
Official: Required for all POI’s*
Click
*”Official” Email Address : This required email address is the official email for the university and by policy must be created by your campus IT department (not the affiliate department). After saving, contact your IT department and provide them with your new POI’s HRMS ID. The morning after the email has been created in the campus email directory, it will be loaded into HRMS and other University systems (e.g., SkillPort). After the “Official” email has been loaded, it will automatically default to ‘Preferred.’
12. Regional page
displays Ethnic Group is
required. Primary box will be checked automatically for first choice. For POIs, it is acceptable to select NSPEC - Chose not to Disclose If applicable, enter
additional ethnic groups by inserting a row A Military Status
must be chosen for each person in order to set the effective date for this section. Unless military status is known, choose “Not indicated”.
Click
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13. Dept Information/ Verifications page displays
Home Department
and Campus Box are required.
Click
14. Organizational Relationships page displays
NOTE: This tab is
only available in Add a Person.
Check Person of Interest box -- dropdown list will appear:
Select POI Type from
the drop-down list NOTE: Before
saving record, be sure that your Pop-up Blockers are off! See below. Go to Internet ‘Tools’ Select ‘Pop-up
09-07-10 Add a Person (POI Types Including Pre-Employment) - Workforce Administration Module Page 9 of 12
Blocker’ Select ‘Turn Off
Pop-up Blocker’
If not turned off,this POI entry willdefault to a statusof POI Unknown,and be visibleonly in Modify aPerson and POIwill not be addedto SkillPort. To fixthis, and finish thePOI entry, refer toAdd AdditionalPOI Relationshipstep-by-stepguide
For Security AccessPOI type (00015),warning re: need forSSN may appear –click OK or add SSNif needed. Enternumbers only,without dashes.
NOTE: Campusoffices, such as IT,may require SSN’sfor other POI types.
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15. Add Person ofInterest pagedisplays
SponsoringDepartment andCurrent Contact infodefault to info enteredto Add a Person;change if needed Effective date defaults
to effective dateentered on Add aPerson Biographicalpage (Step 5). Leaveas is Status defaults to ‘A’
(Active) Planned Exit date
defaults to one yearfrom the effectivedate. Change ifappropriate. Ex: POIwill be active for onlyone month – changethe Planned Exit dateto reflect only onemonth More Information
section: enteradditional informationas appropriate Click if
needed.
Click , then
on popup window. These pages MUST BE SAVED, regardless of whether any changes were made!
If not saved, thisPOI entry willdefault to a status ofPOI Unknown, andbe visible only in
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Modify a Person and POI will not be added to SkillPort. To fix this, and finish the POI entry, refer to Add Additional POI Relationship step-by-step guide
Returns to PersonalInformation –OrganizationalRelationships page.
Click and exit.
16. What happensnext?
If POI type selected isPre-Employment:Refer to AddEmployment Instancestep-by-step guidewhen ready to hire theperson. Remember toinactivate POIrelationship due to hire!
To add an additionalPOI type, refer to Addor Add Additional) POIRelationship step-by-step guide
To update or inactivatea POI relationship,refer toUpdate/Inactivate POIRelationship step-by-step guide
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17. To view Personsummary information, navigate to:
WorkforceAdministration
Personal Information
Search for POI
Person Org Summarypage displays
Add a Person (POI Types Including Pre-Employment) complete