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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

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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