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Maintain Identity Information#

The Maintain Identity Information (IEID) form holds an employee's non date-sensitive information that is used to uniquely identify them in the organization and to the government (i.e. gender, birth date, legal name and identification).

Identity is one of the mandatory pieces of information created for an employee when they are hired into the organization. An employee must have an identity record. The initial identity record is created by the Establish Personal Profiles (IEHR) and Quick Hire (IEQH) screens.

Only primary legal name is stored on the identity record.

Identity data is stored in the P2K_HR_IDENTITIES table.

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Identity tab#

Photo#

File

This field holds the name for the file containing the employee's picture. This file can only be provided in JPG/JPEG, GIF or PNG formats. The file must be located in the directory identified in the preference setting (in the IMST screen) for EMP IMAGE FLDR. This directory, if specified by directory (i.e. C:\Pictures) is based upon the application server. This directory may also be specified by universal network connection (UNC) descriptor (i.e. ProdServer\Pictures) as long as the application server process has access to this folder. If there is no photo file provided, or the file name is invalid, then the file DEFAULT.JPG, in this same directory will be used. This field will default as ‘default.bmp’

Identification#

Person Code

This field holds the unique code or number assigned to this employee by the organization (i.e. employee number, personal ID number, badge number). This code may be auto-generated by the system when the employee is added, in addition, it may be changed with no loss of information or integrity. Person_Code is assigned on the IEHR form.

Gov’t Code Origin

This field indicates the country associated with the government code provided. Setting this variable to USA or Canada will result in the government code being formatted accordingly (999-99-9999 for the USA and 999-999-999 for Canada)

SSN

U.S.A.: This field displays the employee’s Social Security Number (SSN). Canada: This field displays the employee’s Social Insurance Number (SIN).

Gov’t Code Verified

If this toggle is ON, the government code has been verified. If this toggle is OFF, the government code has not been verified.

Salutation

This field uses the usual forms of address (i.e. Ms, Mr., Dr, etc.).

First Name

This field displays the first name legally used by the employee.

Middle Name

This is the employee's middle name or initial(s).

Last Name

This is the legal surname of the employee, as specified on their SSN/SIN card.

Rank

This field shows any name extension (i.e. Jr., Sr., III etc.) the employee may have.

Drivers License

This field holds the employee’s driver’s license number.

Demographics#

Date of Birth

This is the date of birth of the employee (used for tax and benefit purposes).

Age

This field shows the age of the employee in years. Age is calculated by by the system and cannot be updated.

Birthplace

This field indicates the employee's place or country of birth.

Gender

This field indicates whether the employee is male or female. The value is entered on the IEHR form, but may be changed.

Original Ethnicity

This field displays the employee’s original ethnicity.

CDN Ethnicity

This field displays the employee's Canadian Ethnicity as defined in a lexicon list.

US Race

This field displays whether an employee is Hispanic/Latino or Not Hispanic/Latino.

US Ethnicity

This field displays the employee's US Ethnicity as defined in a lexicon list.

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Self Service Access tab#

User Profile

This is a user name that the employee is assigned, for access to Self Service modules.

Person Code / First Name /Last Name

These fields identify the employee by their employee number and name.

Current Email

The employee’s email address will be displayed in this field.

PIN Changed By

This field displays the employee or user who changed the PIN. PIN_Number_Changed_By is system updated.

PIN Changed On

This date is the last time the employee changed their PIN. PIN_Number_Changed_Date is system updated.

Access Key

This field provides an alternative method for logging into Self Service if the system is so configured. The value in this field will be the key value (AKA user name) used in the login screen instead of the person code and last name.

Access Start / End Date

These dates indicate the time frame for which the employee has access.

Last Good Access

The date the employee last successfully logged in.

Logins To Date

This field indicates the number of logins the employee has made.

Force Password Change on Next Login

If this toggle is on, the employee must change their password when they next log on.

Set/Reset Password

This button allows you to reset an employee’s password.

Reactive

If the employee has lost access to the system, this button allows you to reactivate their account.

Access Status

This field indicates if the employee has access to the system.

Failed Attempts

The number of failed login attempts the employee has made is recorded here.

Password Has Been Set

If this toggle is checked, the password has been set.

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Logs tab#

This is used by UEMAIL, it tracks all the emails and their attachments sent to an employee using this facility. It can also be used by clients to manually key in things they want to track/log with or without attachments.

Date/Time

This is the date/time that this record was created, either from an email that was sent using the UEMAIL function or from a record that was manually keyed by the user.

Log Type

This field identifies how this Log record was created.

Category

This is a user-defined field that uniquely identifies the category to which the log record belongs. This field is for information purposes only and has no functionality behind it. There is only one supplied option (Not Specified) to select from; however, users can create new lexicon values accordingly.

Current Email

The employee’s email address will be displayed in this field.

Description

The description of the record being added. If this is a record from the UEMAIL, this field will be the from the ‘Subject’ line of the email or was manually keyed by the user.

Log Text

This field is a text field and if the record is from the UEMAIL, this field will be the ‘body’ of the email or was manually keyed by the user.

Date/Time

This is the date/time that this attachment was added to this record from an email that was sent using the UEMAIL function or from a record that was manually keyed by the user.

Attachment

This field holds the name of the file that is to be attached to the log record.

Description

This field is a more descriptive text that describes the attachment file.

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Notes #

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