User Support / Quick Reference Guide
Person of Interest - Academic Case Tracking Prehire
1. / In order to track someone being considered for hire through the Case Tracking system, they must first have a POI – Academic Case Tracking POI identity in HCM. To create a POI (Person of Interest record) for someone who has no previous relationship with UC Berkeley and has no previous records in HCM follow these steps.Log into HCM (The Human Capital Management) and click theWorkforce Administration link.
2. / Click the Personal Information link.
3. / Click the Add a Person link.
4. / On the Biographical Details screen, you will enterinformation in limited sections.
Some information is not required for non-employee relationships and will be left blank, such as BELI information and form signature dates.
If the individual is hired later, you will attach an Employment “Instance” (job) to the Person which will create an Employee relationship. The individual will then have multiple relationships. At that time, you would also complete any Personal Information required for an Employee record to pass to the Payroll system.
5. / Click in the Effective Datefield and enter as appropriate.
(For example, the start of the academic year).
6. / Click theAdd Name link.
7. / Click the First Namefield and enter as appropriate.
8. / Click theLast Namefield and enter as appropriate.
9. / Click the OK button at the bottom of the screen.
10. / Click in the Date of Birthfield and enter as appropriate.
11. / Select the appropriate Gender from the drop-down list.
12. / Click theHighest Education Leveldrop down arrow.
13. / Select theHighest Education Levelfrom the drop down list.
For example, select
14. / Note on Citizenship and Citizenship Status
Information on Citizenship is not required for POI_Academic Case Tracking type. Departments do not enter this information.
The only time Citizenship information would need to be entered is when the VSPA office creates a POI-VSPA type and the person is on a J Visa with a Sevis number.
15. / The Social Security Numberis not requiredfor Person of Interest - Case Tracking at this time.
If the individual is hired later, this would be one of the fields that would need to be updated in order to become an employee.
16. / We have finished the Biographical Details page.
Click theContact Information tab to go to the next page.
17. / Click in theHome Departmentfield and enter as appropriate.
18. / Address is optional. If you have an address for the person, it is helpful to enter it. Click Add Address Detail link.
19. / Click in theAddress field and enter as appropriate.
20. / Click in theCityfield and enter as appropriate.
21. / Click in theStatefield and enter as appropriate.
22. / Click in the Postalfield and enter as appropriate.
23. / Click theOK button to proceed to the next screen.
24. / Review the Address History screen to make that you have entered correctly.
On Address History screen, click the OK button.
25. / The Contact Information screen appears.
Email address and Phone number are optional fields, but if you have the information it is helpful to record it in case it is needed and to shorten the amount of updates needed if the person is hired as an employee.
26. / Select a Phone Type from the drop-down list.
For example, select Home.
27. / Click in theTelephonefield and enter as appropriate.
28. / Select an Email Type from the drop-down list.
For example,selectHome.
29. / Click in theEmail Addressfield and enter as appropriate.
30. / Click the Demographic Details tab.
31. / If you have the information for the person, select one or more choices in the Ethnicity & Race section at the top of the page.
32. / Further down the page, select one choice from the Ethnic Group drop-down list.
For example,select
33. / Disability and Military Statusinformation can also be entered, if applicable.
34. / Eligibility Details
Eligibility data (BELI information and other immigration/form signature dates)will be blank as they are not relevant for Person of Interest relationships.
If the individual is hired later, this is one of the pages you will need to complete in order to add the “relationship” of Employee.
35. / Depending on the size of your screen, you may need to click the “arrow/triangle” icon to expand your tab choices, so that you can proceed to the next screen - Organizational Relationships.
36. / Click theOrganizational Relationships tab.
37. / On the Organizational Relationships page,click the box next to the appropriate Organizational Relationship.
(Employee;Contingent Worker;Person of Interest.
In this example, check the box next toPerson of Interest.
38. / The Person of Interest drop down list appears. Select as appropriate. Note: Most departments will only have once choice: Academic Case Tracking Rehire
Select:
39. / Note: If you do not complete the Person ofInterest Relationship and save, the system will create a Person of Interesttype of "unknown" instead.
ClicktheAdd the Relationshipbutton to save the record and move to the next section.
40. / Once the Person of Interest relationship is saved,the(Add Person of Interest)screen will display.
For example, this screen will displaythe Person of Interest Type: Academic Case Tracking Rehire and a person ID number 012######.
41. / Check the Effective Date of the Case Tracking Prehire. Change the Effective Date if different from the default.
42. / Click in the Departmentfield and enter as appropriate.
43. / Planned Exitdateshould be one year from the Effective Date. Enter accordingly.
For example, if someone is being tracked for the academic year, their effective date would be 7/1/11 and theplanned exit daywould be7/1/12.
44. / Click theOKbutton to save the Person of Interest -Academic case tracking prehire.
We have now completed the transaction for a Person of Interest - Academic Case Tracking - Prehire.
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Date Created: 4/14/2009