Recording personal information

Use this page to record the personal information of the employee selected in the “Select employee” page.

Ensure that you are in the “Select Employee” page.
Select the “Record Personal Information” hyperlink beside the employee code field.

The “Record Personal Information” page appears

The system displays the following at the top of the page:

Date & Time Format

The date and time that is applicable to the login user.

Specify the following in the “Employee Details” group box:

HR Set Up Unit	The HR setup unit applicable to the login employment unit.
Employee Code	The unique employee code and name of the employee. The system displays the value selected in the “Select Employee” page.

Viewing Effective Dates

You can use the “History Details” group box to view the effective dates of the previous versions of the record.

Effective From	The date from which the personal information record has come into effect.
Effective To	The date till which the personal information record is valid.

Select the “Previous” pushbutton to view the effective dates of the previous version of the record.
Select the “Next” pushbutton to view the effective dates of the next version of the record.

Entering Personal Information

You can record the following personal information details of the employee in the “Personal Information” group box:

Employee Type	Select the type to which the selected employee belongs, from the drop-down list box.
Company	The company to which the employee belongs.
Title	The title pertaining to the employee, for example, “Mr”, “Ms”, and “Dr”. Select the required value from the drop-down list box. Mandatory.
Employment Status	The status of the selected employee. If the employee has been hired, the system displays the value as “Current”. If the name of the employee has been removed from the records of the employer, the system displays the value as “Terminated”.
First Name	The first name of the employee.
Middle Name	The middle name of the employee
Last Name	The last name of the employee.
Known As	The name by which the employee is usually known as. For example, an employee by name Carolyn, might generally be known as “Lynn”.

Note: The first name you enter for the employee will be defaulted in this field, if you do not enter any value

Date of Joining	The date and time at which the employee joined the organization.
Application Reference Number	The application reference number of the employee.
Country	The name of the country to which the employee belongs. Choose the required option from the drop-down list box. Mandatory.
State	The name of the State to which the employee belongs to in the country specified. Mandatory.
SSN	The Social Security Number of the selected employee.
SIN	The Social Personal Number of the employee.
Date of Birth	The date of birth of the employee. Mandatory.
Confirmation Due Date	The date and time on which the employee is supposed to be confirmed. The confirmation date and time must not be prior to the date of birth and the hire date.
Actual Confirmation Date	The date and time on which the employee has been actually confirmed.
Retirement Date	The date on which the employee retired from the organization.
Gender	The gender of the employee, whether male or female. Select the required option from the drop-down list box.
Ethnicity	The ethnic identity of the employee, for example, Asian, Caucasian or African. Choose the required option from the drop-down list box.
Marital Status	The marital status of the employee, for example, Married, Single, or Divorced. Choose the required option from the drop-down list box.

It is mandatory to provide at least one emergency contact information. You can specify the emergency contact information in the “Emergency Contact Information” group box:

1. Name

The name of the first contact person.

Note: It is mandatory to enter the name of at least one emergency contact person.

Relationship with Employee	The relationship of the contact person with the employee, for example, Mother, Father, Spouse, or Son. Choose the required option from the drop-down list box.
Phone	The phone number of the first contact person. Mandatory.

Note: It is mandatory to enter the phone number of at least one emergency contact person.

Mobile	The mobile phone number of the first contact person.
2. Name	The name of the second contact person.
Relationship with Employee	The relationship of the contact person with the employee, for example, Mother, Father, Spouse, or Son. Choose the required option from the drop-down list box.
Phone	The phone number of the second contact person.
Mobile	The mobile phone number of the second contact person.

To enter comments

Select the Book icon beside the “Comments” field. The system displays a dialog box containing the comments that were entered previously, if any.
You can view, modify or delete the content.
Select the “OK” pushbutton to save the details and return to the previous page.
Select the “Cancel” pushbutton to return to the previous page without saving the details entered.

Modifying the record

You can modify an existing personal information record using either the “Correct” or “Update” modification options. If you select the “Correct” option, the system modifies the record without changing the effective dates. If you select the “Update” option, you are to provide a new effective “From date and time”. The existing record will become ineffective from one minute prior to the new value. The system opens a new record effective from the new effective “from value” specified.

Specify the following in the “Modification Details” group box:

Modification Option	Select the required modification option, either “Correct” or “Update” from the drop-down list box.
New Effective From	Enter the date and time from which a new version of the record must be created, with the modifications you made.

You can enter any comments pertaining to the above information in the “comments” field:

Comments

The comments you want to enter about the personal information.

To enter comments

Select the Book icon beside the “Comments” field. The system displays a dialog box containing the comments that were entered previously, if any.
You can view, modify or delete the content.
Select the “OK” pushbutton to save the details and return to the previous page.
Select the “Cancel” pushbutton to return to the previous page without saving the details entered.

To save the details

Select the “Save” pushbutton to save the details entered.

To proceed carry out the following:

Select the “Edit Employee Assignment” link at the bottom of the page to modify regular employee assignment.
Select the “Edit Non Regular Employee Assignment” link at the bottom of the page to modify the non-regular employee assignment.
Select the “User Employee Mapping” link at the bottom of the page to map the user and the employee.
Select the “Record Qualification Information” link at the bottom of the page to record the qualification information of the employee.
Select the “Record Employee Skill Information” link at the bottom of the page to record the employee skill details.
Select the “Record Employee Certificate Information” link at the bottom of the page to record the employee certificate details.
Select the “Record Employee License Information” link at the bottom of the page to record the employee license details.
Select the “Record Identification Information” link at the bottom of the page to record the identification information of the employee.
Select the “Record Information on Family Members” link at the bottom of the page to record the information relating to the family members of the employee.
Select the “Record Language Proficiency Information” link at the bottom of the page to record the language proficiency information of the employee.
Select the “Record Contact Information” link at the bottom of the page to record the contact information of the employee.

The following details are displayed in the “Record Statistics” group box:

Created by	The name of the person who created the personal details
Created date	The date on which it was created
Last modified by	The name of the person who modified the personal details of the employee.
Last modified date	The date on which the personal details were last modified.