EmpowHR: Section 15 - Person Model

Add a Person

The Add a Person component allows the user to add people in EmpowHR. It will enable the user to add people with jobs (employees, contingent workers, and persons of interest with job data), as well as persons of interest without job data. A person identification (ID) is assigned automatically, which allows EmpowHR to generate IDs sequentially as new people are added.

Note: Prior to adding a new person, the user should verify whether the person being added exists in the system. For more information on performing this task, see Search for Matching Persons.

To Add a Person:

1. On the EmpowHR Main Menu page, select the Workforce Administration menu group.
2. Select the Personal Information menu.
3. Select the Biographical menu item.
4. Select the Add a Person component. The Add Person tab is displayed.

   

5. Complete the field as follows:

   Field	Description/Instruction
   Person ID	Populated with the system-assigned ID when you are adding a new person. The value will display as New until the record is saved.

6. Click the Add the Person link. The Add a Person page - Biographical Details tab is displayed.

   

7. Complete the fields as follows:

   Field	Description/Instruction
   Person ID	Populated with the system-generated Person ID.
   Name	Description/Instruction
   *Effective Date	Required field. Enter the effective date of the action or select a date by clicking the calendar icon. The date entered or selected will be populated in the Personnel Action Request (PAR) section.
   *Display Name	Required field. Populated with data entered from the Add Name link. See field instructions for Add a Name. The name entered on this link will be populated in the PAR section. Note: The Add a Name link becomes the Edit Name link if the person’s name has been added.
   Biographic Information	Description/Instruction
   *Date of Birth	Required field. Enter the person’s date of birth or select a date by clicking the calendar icon. The calculated age is displayed to the right of the field. If this field is left blank, a warning message appears when the record is saved. This information is used to calculate a person’s age in some tasks, such as the expected retirement date, based on the person’s age. The date entered or selected will be populated in the PAR section.
   Years	Populated based upon data entered on the *Date of Birth field.
   Months	Populated based upon data entered on the *Date of Birth field.
   Date of Birth Re-enter	Reenter the date of birth entered on the previous field. If you leave this field blank, an error message will appear.
   Birth Country	Enter the birth country or select a country by clicking the search icon. Based on the selected country, the system may display additional fields. The birth country entered or selected will be populated in the PAR section.
   Birth State	Enter the birth State or select a State by clicking the search icon. The birth State entered or selected will be populated in the PAR section.
   Birth Location	Enter the birth location. Usually a city, town, or village. The birth location entered will be populated in the PAR section.
   Biographical History	Instruction
   Date	Required field. Enter the effective date or select a date by clicking the calendar icon.
   *Gender	Required field. Select the applicable gender from the drop-down list. Valid values are Male, Female, and Unknown. The gender selected in this field will be populated in the PAR section.
   National ID	Description/Instruction
   Country	Populated with USA.
   *National ID Type	Required field. Defaults to the SSN and cannot be changed.
   *National ID	Required field. Enter the SSN. The SSN entered here will be populated in the PAR section.
   National ID Re-enter	Reenter the SSN.
   Primary ID	Check this box if this ID is the person’s primary ID. If this is the only data row for this person, the box is checked by default.
   *Country of Citizenship	Required field. Enter the three-position country code or click the search icon to search for the applicable country.
   Emergency Response Official	Check this box if the person being added is an emergency response official. The system defaults to blank.
   Notes	Enter any notes, if applicable.

8. Select the Contact Details tab. The Add a Person page - Contact Details tab is displayed.

   

9. Complete the fields as follows:

   Field	Description/Instruction
   Person ID	Populated with the system-generated Person ID.
   Current Addresses	Description/Instruction
   Address Type	Select the type of address that appears in this row. The field is populated with Home for the first address entered. Click + to select additional address types and add additional addresses. Note: The data entered for the home and mailing address for Federal employees will be populated in the PAR section.
   As Of Date	Populated with the information entered from the Add Address Detail link. See field instructions for Add Address Detail.
   Status	Populated with the information entered from the Add Address Detail link. See field instructions for Add Address Detail.
   Address	Populated with the information entered from the Add Address Detail link. See field instructions for Add Address Detail.
   Add Address Detail	Click this link to display the Address History page to add/edit any address information. For more information, see Add Address Detail.
   Phone Information	Instruction
   *Phone Type	Required field. Select the applicable phone type that corresponds with the telephone number. Select Main to designate a phone number as the individual’s primary contact number. The phone type selected in this field will be populated in the PAR section.
   Telephone	Enter the telephone number. The telephone number entered in this field will be populated in the PAR section.
   Extension	Enter the extension if applicable. The extension data entered here will be populated in the PAR section.
   Preferred	Check this box if this is the person’s preferred phone number. If this box is checked, it will be populated next to the applicable phone information in the PAR section.
   Email Addresses	Instruction
   *Email Type	Required field. Select the email type from the drop-down list. Click + to select additional email address types and add additional email addresses.
   *Email Address	Required field. Enter the email address.
   Preferred	Check this box if this is the person’s preferred email address.

10. Select the Organizational Relationships tab. The Add a Person page - Organizational Relationships tab is displayed.

    

    At this point, you must establish the organizational relationship of the new person. To establish the organizational relationship, see Establishing an Organizational Relationship.

    At this tab, the following options are available:

    Step		Description
    Check the Employee box	Establishes an employee relationship. For more information, see Employee.
    Check the Contingent Worker box	Establishes a contingent worker relationship. For more information, see Contingent Worker.
    Check the Person of Interest box	Establishes a person of interest relationship. For more information, see Person of Interest with Job Data or Person of Interest without Job Data.

    Note: If a person is created in EmpowHR and saved at this point without clicking Add the Relationship, the data will not be saved and an error message will appear instructing the user to complete the organizational relationship.

11. Click Add the Relationship. The person's relationship to the organization is added.

    At this point, the following options are available:

    Step	Description
    Click Save	Saves the record.
    Click Notify	Notifies the next individual in the workflow.
    Click Previous Tab	Views the data on the previous tab.
    Click Next Tab	Views the data on the next tab.
    Click Add	Returns the user to the applicable page to add data.
    Click Update/Display	Returns the user to the applicable page to update the data entered.
    Click Include History	Includes historical data.
    Click Correct History	Returns the user to the applicable page to correct history data.