HR - Maintain Person Data - Contact Information

GENERAL DESCRIPTION:

This procedure contains information for the HR professional on maintaining the contact information tab on the person data record. On this page, you may add or update mailing addresses, phone information, and email addresses. You may also enter a future dated change.

PROCESS CONSIDERATIONS:
  • The employee may update his/her home address through self service. See HR - Employee Self Service - Change Addresses.
  • It is possible to update the Business email address on this page; however, there is a nightly batch job from the Person Hub which populates the business email address and marks it as preferred. If the Person Hub email address is different from what is in the field, then the program will overwrite the value with what is in the Person Hub. Each campus is responsible for maintaining its employee business email address in its campus email system. This is the only way HRS will be updated with business email addresses. 



PROCEDURE STEPS:

To Add an Additional Address

  1. Navigate to Workforce Administration>Personal Information>Modify a Person.

  2. Click the Contact Information tab.

  3. Click on the plus sign to add another row.

  4. Select the desired address type from the drop-down list.

  5. Click Add Address Detail hyperlink.

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  7. Click Add Address hyperlink. The Edit Address page will appear.

  8. Add the address details.

  9. Click OK

  10. Review the new address, and click OK.

  11. Repeat to add additional addresses.  Click Save.



To Update Phone Number and/or Email Address

  1. Navigate to Workforce Administration>Personal Information>Modify a Person.

  2. Click the Contact Information tab.

  3. To add the initial phone number, select the phone type from the drop down menu

  4. Enter the Telephone number.  If entering more than one phone type, the preferred check box must be checked. To add additional phone types and numbers click on the plus button.

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  5. Enter an email address. The business email type will be automatically populated from the Person Hub. The preferred check box will always be checked for the business email address type.  To add an additional email address click on the plus button.

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  6. Click Save.


To Update an Address

  1. Navigate to Workforce Administration>Personal Information>Modify a Person.

  2. Click the Contact Information tab.

  3. Click the View Address Detail hyperlink.

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  4. Click the plus sign to add a new effective dated row.

  5. Enter the effective date for the address change. It may be the current date or a date in the future. 

  6. Click on the Add Address hyperlink.

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  7. On the Edit Address page enter the new address. The address cleansing will present valid address options. Enter the correct information.

  8. Click OK and return to the Address History page.

  9. Click OK.

  10. Click Save.



To Inactivate Address Types

  1. Navigation: Workforce Administration>Personal Information>Modify a Person.

  2. Enter employee information (ie EmplID, Name, Last Name, etc.)

  3. Click Search.

  4. If necessary, select employee from list.

  5. Click the Contact Information tab.

  6. Click the View Address Detail hyperlink.

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  7. Click the plus sign to add a row.

  8.  Select the magnifying glass navigation by status.
  9. Select Inactive.

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  11. Click OK.

  12. Click Save.



ADDITIONAL RESOURCES:

Related KBs:

Related Links:

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Keywords:address change phone email address home address mailing address business address business address home email change maintain contact contact information maintain information update   Doc ID:17784
Owner:Tami E.Group:Human Resource System (HRS)
Created:2011-04-01 18:00 CSTUpdated:2017-11-28 13:48 CST
Sites:Human Resource System (HRS)
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