Recording personal information

Ensure that you are in the “Select Employee” page.

To select through direct entry

Enter the complete code of the employee in the “Employee Code” field.
Select the “Record Personal Information” hyperlink beside the employee code field.
The system displays the “Record Personal Information” page.

To select through search criteria

Use the search facility to fetch the required record in the multiline.
Select the data hyperlink on the name of the required employee.
The system displays the “Record Personal Information” page.
The system displays the following details at the top of the page.

Employee Code Setup Unit	The organization unit in which employee code parameters are defined for the login organization unit. Tell me more
Date Format	The date that is applicable to the login user. More Details.
Employee Code	The unique employee code and name of the employee. The system displays the value selected in the “Select Employee” page.
Employee Type	The type of the employee’s job. The employee type indicates whether the selected employee is a regular employee or has been hired on contract for a limited period or is a consultant.
Photo Location	The path of the file where the employee’s photograph s stored. Click the Browse pushbutton besides this field. The “Choose File” dialog box appears. Select the image file, which holds the Employee’s photograph.

Viewing Effective Dates

You can use the “Access Data History” group box to view the effective dates of the previous versions of the contact information record.

Effective From

The date from which the personal information record has come into effect. For a new personal information record, the value entered for the Confirmation Date will be defaulted as the Effective From date. If the record has been modified one or more times using the “Update” option, the New Effective From date and time provided during each modification will be displayed as the Effective From value for the particular record. The New Effective From date and time provided during the latest modification will be displayed as the Effective From date for the current version of the record.

Effective To

The date till which the personal information record will be valid. For a new personal information record, the Effective To field will be blank. If the record has been modified one or more times using the “Update” option, the system closes the existing record with the Effective To value as one minute previous to the New Effective From date and time specified during each modification. Hence, the Effective To value for any record will be one minute prior to the New Effective From value of the succeeding version of the record. The Effective To value for the latest version of the record will be blank.

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.

Note: By default, for a new military information record, the fields and drop-down list boxes will be blank. For an existing record, the system displays the values specified previously. You can make the necessary changes.

Title	The title which you can use for the employee, for example, “Mr”, “Ms”, and “Dr”. Select the required value from the drop-down list box.
Employment Status	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 surname 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”.
Legal Name	The legal name of the employee.
Country	The name of the country to which the employee belongs. Choose the required option from the drop-down list box. By default the system displays “India” in this field.

State	The name of the State to which the employee belongs to in the country specified. By default the system displays “Andhra Pradesh” in this field.
NRIC or FIN Number Format	The format of the NRIC or FIN Number.
NRIC or FIN Number	The NRIC or the FIN Number of the employee.
SIN	The Social Personal Number of the employee. For countries other than the U.S. the system will display the equivalent personal title for which you must enter the value.
Date of Birth	The date of birth of the employee.
Hire Date	The date on which the employee was hired.
Confirmation Due Date	The date on which the employee's job will be confirmed.
Rehire Date	The date and time on which the employee was rehired if the employee quit and rejoined.
Actual Confirmation Date	The date and time on which the employee has been confirmed. You can specify this detail in case of the employee’s confirmation being postponed or advanced by owing to administrative or performance related reasons. For example, if an employee’s confirmation date is specified as 06.11.02, it may be postponed till a later date or advanced by to an earlier date.
Separation Date	The date on which the employee quit the Organization. The suffix “AN” is displayed if the employee quits the organization in the afternoon. The suffix “FN” is displayed when the employee quits in the forenoon.
Gender	The gender of the employee, whether male or female. Select the required option from the drop-down list box.
Ethnicity	From the drop-down list box, select the ethnic identity of the employee, for example, Asian, Caucasian, African.
Marital Status	The marital status of the employee, for example, Married, Single, or Divorced. Choose the required option from the drop-down list box.
Nationality	From the drop-down list box, select the nationality of the employee.
Religion	From the drop-down list box, select the religion of the employee.

It is mandatory to provide at least one emergency contact information. Use the corresponding fields in the “Emergency Contact Information” group box below to enter the details.

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.

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.
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.

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 effective from value. The system opens a new record effective from the new effective from value specified.

Specify the following.

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.

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

Page objective

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