To enter a new applicant:Use the People window to enter and maintain basic personal information for all person types, including:
Applicant information
Employee information that does not require a Request for Personnel Action (RPA) form
Information about external people such as contractors or volunteers, or about contingent workers
Note: If you are entering information for a contingent worker, you can also use the Entering Contingent Workers template.
The minimum information to enter for all categories of people is name and action type. In addition, for employees you must enter gender, employee number, if your enterprise uses manual number entry and date of birth (for assignment to a payroll).
Your localization may require additional mandatory information for a person. See: Entering Additional Personal Information
To enter a new applicant:If the Find Person window opens, choose New.
Set your effective date to the appropriate date for adding the person to the system. If you are entering an applicant, this should be the date the application was received.
Note: By setting the effective date, you also ensure that Special Information and Extra Information required to process an Appointment action is in the database when you process the action.
Enter the person's name and other details in the Name region.
Only the last name is required.
Use the Last Name field to enter all the parts of a person's last name that you want to appear in the Last Name field of an RPA. You can include names separated by a space or an apostrophe, such as de Rosa or D'Angelo.
If an applicant's last name includes a prefix and suffix, enter this information in the Last Name field.
The RPA and NPA display the person's last name in the appropriate sequence: prefix, last name, and suffix. The last name and suffix are separated by a comma; for example, Van Wood Jr.
Note: When you enter the person's suffix in the first name field, make sure you include a comma and a space before the suffix.
Last names are listed alphabetically and by case. For example, the last name 'Young' precedes the last name 'de Rosa.'
You use the Title field to enter a title such as Mrs. or Doctor for the person.
Select the gender, Male, Female or Unknown Gender, from the list.
Select an action type, for example Create Applicant, in the Action field and select a person type from the list of values. The person type you select displays immediately in the Person Type for Action field before you save it. If only one user person type exists for the action type, a list of values is not displayed and the user person type displays automatically in the Person Type for Action field.
Note: When you appoint someone with an RPA, the system changes the person type Applicant to Employee.Ex-Applicant. If you terminate that person with an RPA, the person type changes to Ex-Employee.Ex-Applicant.
Note: If you enter a person as a contingent worker who has a previous person type, you can choose to revert the contingent worker back to the previous person type by using the Cancel Placement action.
You create user person types in the Person Types window. If you want to change a person type to another person type with the same system person type you must use the Person Type Usage window.
See: Changing Person Type Usage and Deleting OAB Person Type Usage
You must now save the action type you selected before you can view it in the Person Types field.
Do not enter or update an employee's hire date in the Latest Hire Date or Date First Hired fields.
Caution: When you update an Appointment RPA, the application automatically enters the Hire Date fields based on the appointment's effective date. If you change an employee's hire date using the Hire Date fields you risk corrupting that employee's record.
If your agency uses a manual number generation scheme, enter an employee, applicant or contingent worker number. If your enterprise uses automatic number generation (including Use Employee Numbering for contingent workers) the employee, applicant or contingent worker number automatically displays when you save your entries in this window.
Note: If you query a person who has a combination of employee, applicant and contingent worker numbers the employee number is displayed in the Number field. If the person does not have an employee number but has a contingent worker number and an applicant number the contingent worker number is displayed. However, you can choose to view any of the identification numbers held for a person by selecting them from the list.
Enter the person's social security number in the Identification region.
If your organization uses manual number entry, enter an employee or applicant number. If your organization uses automatic number generation, the employee or applicant number automatically displays when you save your entries in this window.
Enter details for the person as required in the Personal tabbed region:
If the person is an Applicant and you are going to appoint that person to a position, you must enter his or her date of birth.
Enter additional birth information into the Town of Birth, Region of Birth and Country of Birth fields.
If the Work Telephone field is displayed, enter the person's work telephone number. Otherwise, use the Phone Numbers window to enter this information.
In the Status field, select the person's marital status.
If your data already includes a person with the same national identifier, or with the same surname and a first name and date of birth that is either the same or not entered, then a list of values shows all the people who share the details.
Note: People who are only entered with a person type of Other, that is someone external to your enterprise, are not shown in this list.
If you have entered neither a first name nor a date of birth, then the list of values displays all the records that match the information you have entered.
Note: The list of values displays only if your system administrator has set the HR: Cross Business Group profile option to Yes.
Do one of the following four tasks:
If the person you are entering already exists, but in a different business group, then select that person from the list of values. The person you are entering is saved in your current business group and linked to the existing person record to indicate they are the same person. If your application has person synchronization enabled, then the personal information entered for the new person is copied across to existing records in other business groups. If existing records have values for fields that the new record leaves blank, then these values appear in the new record. See: Person Record Synchronization
If the person already exists in your current business group then select that person from the list of values. The application retrieves the existing record and cancels the save you were trying to make, as one business group cannot contain two records for the same person. Close the new record and scroll down to display the existing record.
Note: You cannot link to any entry in the list of values marked with an asterisk as these either belong to your business group, or are linked to a person in your business group.
If the person already exists in TCA, but not in HRMS, then select that person from the list of values. The person you are entering is saved in your current business group and linked to the existing person record to indicate they are the same person. The information held for the person in TCA is updated with that entered in HRMS. See: People in a Global Enterprise
If the person you are entering does not match any of the records displayed, then select No Match in the lookup. Your new person record is saved.
For employees and applicants, choose the Employment tabbed region. Your Oracle localization team may have created extra fields in the protected descriptive flexfield in this region.
For employees and applicants, choose the Address tabbed region and enter a primary address. (All employees must have a primary address.)
Note: The start date of the employee's primary address should be the same as or earlier than the new hire date. This preserves the integrity of the employee's records.
See: Entering People's Addresses at Sites without Oracle Payroll, Entering People's Addresses at Sites with Oracle Payroll
Enter Special Information details as required.
Click Special Information, select the Special Information type from the list, click the Details field and complete the requested fields.
Enter Extra Information details as required.
The application defaults person Extra Information to minimize data entry, such as the citizenship code, handicap code, veterans information, and so on. To enter additional information, choose the Others button, select the Extra Information type from the list, click the Details field and complete the requested fields.
Save your work.
What's Next?:Optionally, you can enter additional information for people in the tabbed regions. See: Entering Additional Personal Information
Note: The Background Information, Medical Information, and Rehire Information tabbed regions appear only if your system administrator has enabled them for you.