Use the People window to enter and maintain basic personal information for all person types, including employees and contingent workers.

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). All other personal information is optional.

   To enter a new person:

1. 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.

2. Enter the person's name and other details in the Name region.

   Only the last name is required.

   • You can use the Title field to enter a title such as Mrs. or Doctor 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 Suffix field to hold part of the last name, such as Junior or II. This enables the suffix to be reported on separately, as required in some government-mandated reports.

3. In the US, you must select the gender, Male, Female or Unknown Gender, from the list. In the UK, if you are entering an employee you must enter their gender.

4. Select an action type, for example Create Applicant, in the Action field and select 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.

   1. If necessary, change the Latest Start Date field.

      • 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.

      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.

      Note: In the US, before making a change to a latest hire date already entered for an employee, ensure that the start date of the employee's primary address is the same as or earlier than the new hire date. This preserves the integrity of the employee's tax records.

      Entering Identification Information

      Enter the person's identification information in the Identification region:

      1. If your enterprise uses the national identifier, use the National Identifier field to enter the numero securite social. This number relates directly to an employees personal information.

         • The first digit represent the gender.

         • The second and third digits represent the year of birth.

         • The fourth and fifth represent the month of birth.

         • The sixth and seventh represent the region or country of birth.

         Oracle HR automatically validates these parts of the National Identifier against the gender, date of birth, region and country of birth fields. If these fields are completed, the corresponding parts of the National Identifier must match. When you complete a field, you must enter the corresponding digit in the National Identifier. An X is not a valid input.

         Attention: The National Identifier is often entered in stages as personal information for the employee becomes available. You enter an X for each of the missing digits and replace the last two digits of the numero securite social with XX. This stops the validation of the number and Oracle HR will not produce an error message.

      2. 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 Personal tabbed region:

         1. To assign an employee to a payroll, you must enter his or her date of birth.

         2. Enter additional birth information into the Town of Birth and Country of Birth fields. If the person is a French national then also enter their department of birth.

         3. If the Work Telephone field is displayed, enter the person's work telephone number. Otherwise, use the Phone Numbers window to enter this information.

         4. Enter the date of first entry for people born outside of France.

         5. In the Status field, select the person's marital status.

         6. Select the employee's nationality.

         7. In the Registered Disabled field, you can select whether your employee or applicant is:

            • registered disabled

              • not registered disabled

              • partially disabled

              • fully disabled

              Note: Whether employees are fully or partially disabled affects benefits eligibility calculations.

              In the US, the Americans with Disabilities Act (ADA) Report includes employees set up as registered disabled, partially disabled and fully disabled.

         8. Save your work.

            Multiple Person Records

            1. 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, 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 will be copied across to existing records in other business groups. If existing records have values for fileds that have been left blank in the new record, then these values will be 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 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.

            What 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.