MAINTAIN IDENTITY INFO (USING PA'S)#
The Maintain Identity Info screen allows you to maintain identity information using a personnel action.
Maintain Identity Info data is stored in the P2K_SA_PERSONNEL_ACTIONS and P2K_HR_IDENTITIES tables.
Personnel Action Request#
- PA #
- This field displays the PA which will maintain the identity information.
- Takes Effect
- The date the PA takes effect will be displayed in this field.
- Change Reason
- This field provides the reason for the data change.
- Initiate PA
- This button will allows you to initiate a Personnel Action for the employee in focus.
- Cancel PA
- This button allows you to cancel the PA by pressing this button, once pressed the status will change to 'Cancelled'.
Photo#
- Photo Location
Identification#
Demographics#
- Age
- Submit PA
- This is an action button which allows you to submit the PA for review. When pressed a dialog will appear asking you to verify the changes by pressing OK or Cancel. The status of the PA will then change to 'Submitted'.
- Process PA
- This is an action button which will update the employee's records with the changed detail of the PA. The status of the PA will be updated to 'Completed'.
Identity tab#
Photo#
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. Photo_Location is a 50-character alphanumeric optional field. 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 a 16-character alphanumeric mandatory field 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). Government_Code is a 16-character alphanumeric mandatory.
- 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. Govt_Code_Verified is an optional toggle field you may manually fill
- Salutation
- This field uses the usual forms of address (i.e. Ms, Mr., Dr, etc.). Salutation is an optional fixed lexicon (X_SALUTATION) that you may use to look up the value.
- First Name
- This field displays the first name legally used by the employee. First_Name is a 50-character alphanumeric mandatory.
- Middle Name
- This is the employee's middle name or initial(s). Middle_Name is a 50-character alphanumeric optional field.
- Last Name
- This is the legal surname of the employee, as specified on their SSN/SIN card. Last_Name is a 50-character alphanumeric mandatory.
- Rank
- This field shows any name extension (i.e. Jr., Sr., III etc.) the employee may have. Rank is an optional fixed lexicon (X_RANK) that you may use to look up the value.
- Drivers License
- This field holds the employee’s driver’s license number. Drivers_License is a 30-character alphanumeric optional field.
Demographics#
- Date of Birth
- This is the date of birth of the employee (used for tax and benefit purposes). Birth_Date is a mandatory date you must manually enter or use the calendar (F9) for any date changes that may occur.
- 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. Birthplace is a 50-character alphanumeric optional field.
- Gender
- This field indicates whether the employee is male or female. Gender is a mandatory field. The value is entered on the IEHR form, but may be changed.
- Ethnicity
- This field displays the employee’s ethnicity. Ethnic is an optional field tied to the fixed lexicon X_ETHNIC.
Self Service Access tab#
- User Profile
- This is a user name that the employee is assigned, for access to Self Service modules.
- 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 employer’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.
