Introduction
IDs are the cornerstone of Jenzabar CX. Your database contains a unique ID record for every entity with whom your institution has a relationship. Entities include individuals (e.g., students and faculty), but also include schools, churches, foundations, organizations and vendors.
This section describes how you can work with IDs within HR Administration Performing a Query
The first step in processing any individual through the Human Resources Administration
application is to retrieve the individual’s records. You retrieve the desired records by performing a query.
The system supports the following ways to perform a query from a program screen (e.g., from the Employee Information screen):
• Entering the search criteria in the ID Information region, and then pressing <Enter>.
• Clicking the ID Lookup button to display the ID Lookup screen.
Direct Querying in the ID Information Region
To retrieve an individual’s records using the ID Information Region on a program screen:
1. Enter the query information (ID number, name, or social security number) in the ID Information region of a program screen.
2. Press <Enter>. Depending on the results of the query, one of two results will occur:
• If only one ID satisfies your search criteria, the program screen will fill with information about the selected individual.
• If more than one ID satisfies your search criteria, the ID Lookup window will appear, and the ID List grid will contain all the IDs that meet your search criteria. This can occur, for example, when you perform a name search for a name that appears more than once in your database.
3. If the ID Lookup window appears, click on the desired ID, and then click OK. The ID Lookup window disappears, and the program screen from which you initiated the query displays information about the selected ID.
See also:
Querying in the ID Lookup Screen Querying in the ID Lookup Screen
Jenzabar recommends you use the ID Lookup feature to retrieve the records you need to process. This feature is available from every program screen that has an ID Lookup button in the ID Information region.
To use ID Lookup:
1. Click ID Lookup. The ID Lookup screen appears.
2. Enter the search criteria you want to use. You can enter data in any of the white boxes on the screen (any grayed boxes are inactive).
3. Click Query. The results of the query appear as follows:
• If only one ID satisfies your search criteria, the ID Lookup screen will fill with information about the selected individual. Click OK. The ID Lookup window disappears, and the program screen from which you initiated the query displays information about the selected ID. Your query is complete.
• If more than one ID satisfies your search criteria, the ID List grid region will contain all the IDs that meet your search criteria. This can occur, for example, when you perform a name search for a name that appears more than once in your database. Go to step 4.
4. Click on the desired ID, and then click OK. The ID Lookup window disappears, and the program screen from which you initiated the query displays information about the selected ID. Your query is complete.
See also:
Direct Querying in the ID Information Region Adding IDs
With the appropriate permissions, you can use Human Resources Administration to add or update ID information. When you add an ID in Human Resources Administration, you automatically create accompanying Profile records (profile_rec) and Employee records (hremp_rec) in your database.
To add an ID:
1. Access the Employee Information screen.
2. Click Add. The screen changes to Add status.
3. Enter as much information as you can about the individual, clicking through the tabs on the screen. Note that you are required to enter at least a name and a city.
4. When your data entry is complete, click Commit. The ID information is added to the database, and the ID number, name, and social security number fills the ID region of the Employee Information screen.
See also:
Tips for Adding IDs Tracking Applicants
Hiring Employees from an Applicant Pool Tips for Adding IDs
When you add IDs, note:
• Depending on the preferences you have defined, you can commit or cancel your work using the <Enter> or <Esc> key and/or bypass the prompt that confirms you want to commit or cancel.
• When you add an ID, you must then associate the employee with a job assignment, compensation, benefits, and any other data you want to track.
• You can also add IDs through the applicant hiring process. When you use the applicant hiring process, you automatically associate the employee with a job assignment.
• The only required fields for ID records are the name and the state.
• When you enter a social security number for an ID, note that it will be stored in the database in accordance with the mask you define in the Configuration table. For example, if your Configuration table entry is set up to mask a social security number as 999.99.9999, a number entered as 123456789 will enter your database as
123.45.6789. Make sure you mask your social security numbers in the same format in which they are stored from other Jenzabar CX entry programs.
Updating IDs
With the appropriate permissions, you can use Human Resources Administration to update ID information. This information is stored within the ID records (id_rec), Profile records (profile_rec) and Employee records (hremp_rec) in your database.
To update an ID:
1. Access the Employee Information screen.IDH_PEmployeeInformationScreen 2. Perform a query to locate the ID you want to update.
3. Place your cursor in the field you want to change.
4. Change the field value, and then repeat step 3 for all the fields that require updates. When your data entry is complete, click Commit. The ID information is changed in the database.
See also:
Adding IDs Using Privacy Codes
Human Resources Administration recognizes the use of the privacy codes that are incorporated in various components of Jenzabar CX. Fields designated as private (i.e., should not be divulged according to your institution’s policies) are flagged with the standard symbol of a red circle with a line through it:
To use privacy codes:
1. Make sure the Privacy table (priv_table) and the Privacy Field table (privfld_table) are set up as required for your institution’s policies. The Privacy table defines codes and names for each code, and the Privacy Field table associates columns from various tables with each code.
2. Add IDs or query and retrieve existing IDs using the Employee Information screen.
3. On the Other Information tab of the Employee Information screen, specify the desired Privacy code. When you commit your changes, the system will mark each private field with the red circle symbol.
See also:
Adding IDs
SECTION 2 - USING THE HR ADMINISTRATION SCREENS Overview
Introduction
This section shows each screen and window you use in HR Administration and provides explanations for each of their fields.
Organization
The screens, windows, fields, and commands are listed in alphabetical order (unless otherwise noted) so you can locate the information quickly.
Screen Differences
All screens in HR are a standard format, produced using the Visual Basic development tool.
Customizations for individual needs are maintained on the secondary tabs that exist on most program screens.
Privacy Code Feature
Some screens in the HR product contain the Privacy code feature. The Privacy code indicates the field or group of fields containing information that an employee does not want released. These fields are flagged with the following symbol in the Employee Information screen.
Examples of privacy codes are:
• ADDR - Address fields
• BRTH - Birthdate fields
• PHONE - Telephone fields