To enter a new person:Use the People window to enter and maintain basic personal information for all person types, including employees and contingent workers.
Note: You can also use one of the template windows such as Entering Employees or Entering Contingent Workers to enter new people.
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 person:Set your effective date to the appropriate date for adding the person to the system. If you are entering an employee, this should be his or her hire date.
Enter the person's name and other details in the Name region.
Only the last name is required.
You can use the Salutation field to enter a title such as Mrs. or Mr. for the person.
You can use the Prefix field to enter the first part of the person's name, such as van der. In the case of someone whose last name is van der Zee, this enables you to sort by the last word of the name, that is Zee. If the whole name van der Zee is entered in the Last Name field, the name is sorted under van.
You can use the Title field to enter a professional title such as Doctor or Professor.
Note: The Hereditary Title, Previous Prefix, and Suffix fields are on the Further Name tab.
If you are entering data for an employee, you must enter the gender.
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.
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.
Entering Employee Information
Enter the following information if the person is an employee. Otherwise, proceed to step 6.
If necessary, change the Latest Start Date and Date First Hired fields.
The Latest Start Date field displays your effective date.
For employees who have previously worked for your enterprise, the Date First Hired field displays the start date of your employee's earliest, previous period of service. This date must be on or before the start date of the earliest period of service. The Date First Hired field is situated on the Benefits Tab.
If the latest start date and the date first hired are the same, when you amend the latest start date, the date first hired is set to the same date.
If you amend the latest start date to earlier than the date first hired, the date first hired is set to the same date.
Entering Identification Information
Enter the person's identification information in the Identification region:
Enter the person's Social Security Number.
If your enterprise 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 form the list.
Entering Personal Details
Enter details for the person as required in the Details at Birth tabbed region:
Enter a date of birth. You must do this before you can assign an employee to a payroll.
Enter information on the person's name at birth in the Last Name, Hereditary Title, and Prefix fields.
Enter additional birth information into the Town of Birth, Region of Birth and Country of Birth fields.
See:Entering Additional Personal Information
Multiple Person Records
If a person already exists on your application 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 is displayed that shows all the people who share the details.
If you have not entered either a first name or a date of birth then the list of values will display all the records that match the information you have entered.
Note: The list of values is only displayed if your system administrator has set the HR: Cross Business Group profile option to Yes.
Do one of the following:
If the person you are entering already exists, but in a different business group, 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 will be copied across to existing records in other business groups. If existing records have values for fields that have been left blank in the new record, then these values will be appear in the new record.
See: Person Record Synchronization for further information.
If the person already exists in your current business group then select that person from the list of values. The existing record is retrieved and the save you were trying to make is cancelled as you cannot have two records for the same person in one business group. 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 are either are in 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.
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.
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.