On this page, you can create, maintain, or delete entries for people. On the edit mode of this page, fields that have the Field: Authorise icon denote fields that need to be authorized by the HR personnel if the details in the fields have been changed. The details will only be applied after the HR personnel have authorized the changes. For more information, see Overview of fields to be authorized.
Note:
The information in this document is applicable to product update 259 and higher. If you have versions lower than this, certain features explained here will not be applicable.
Keep in mind: All fields with the “!” icon are mandatory.
Keep in mind: This function is available only if you are maintaining an entry for a person.
Keep in mind: This function is available only if you are maintaining your own details.
The employment ID for a new entry will always be defaulted with the highest available number within the digit range of the number defined at the Value field for the resourcecodenextnumber setting at Modules ? System ? Setup ? Settings – General ? All.
The following scenarios will illustrate the logic in the generation of ID during the creation of an entry:
If the person with ID “82” is deleted, the number at the Value field will be automatically changed to “81”. When you create an entry for a person, the default ID will be “82”.
If the person with ID “50” is deleted, the number at the Value field will remain “82”. When you create an entry for a person, the default ID will be “83”.
If the number at the Value field is manually changed to “5”, the default ID for a new entry will be “9”.
If the number at the Value field is manually changed to “5”, and the person with ID “5” is then deleted, the default ID for a new entry will be “9”.
If the number at the Value field is manually changed to “6”, the default ID for a new entry will be “6”.
When you create an entry for a person, the default ID will be “999”.
When the person with ID “6001” is deleted, the number at the Value field will be automatically changed to “6000”. When the person with employment ID “6000” is also deleted, the number at the Value field will then be automatically changed to “82”. When you create an entry for a person, the default ID for a new entry will be “83”.
Click this to exit.
Click this to save the details of the person.
Click this to save the details of the person and create another person entry.
Note: This is available only if you are creating an entry for a person.
Click this to delete the person entry.
Note: This is available only if you are maintaining an entry for a person.
Click this to copy the details of the selected person to a new person. For more information, see Copying existing entries of people to new entries.
Click this to generate the Master Resource Schedule (MRS) of the selected person. For more information, see Generating MRS.
Click this to recode the person ID of the selected ID. For more information, see Recoding ID for people.
Click this to view the work schedule of the person.
Click this to change your password for the Exact Synergy login.
Note: This is available only if you are maintaining your own details.
Click Customise at the title bar to customize the information and layout of the information to be displayed in the edit mode of profile(s) of an employee (personal level), employees in the same division (division level), and all employees (corporate level). For more information, see Customizing information and layout in employee and applicant profiles.
On the left hand side of this section, you can add a picture or change the existing picture of the person by hovering your mouse over the picture, and then clicking Add picture or New picture respectively. To remove an existing picture, hover over the picture, and then click .
Note: The following file formats are accepted for the picture: BMP, DIB, JPG, JPE, JPEG, JFIF, GIF, PNG, SVG, TIF, and TIFF.
Type the ID of the person. By default, the ID will be automatically filled out in the box. To understand the logic in generation of the ID, see the Tips and tricks section.
Note: This information cannot be edited if you are maintaining an entry of a person.
Type the first name and the middle name of the person.
Type the last name of the person. This is mandatory.
Type the suffix of the person, if applicable. This suffix refers to the name that appears after the person's last name, such as Jr. or Sn.
Type the maiden name of the person, if applicable.
Type or select the job title code of the person. This is mandatory. For more information on job titles, see Overview of job titles.
Type or select the division code that the person belongs to. This is mandatory. Once you have selected a division, you can view the details of the division by clicking the name of the division displayed next to the box. For more information, see Viewing division cards.
Type the phone number and its extension of the person.
Type the mobile phone number and its extension of the person.
Type the e-mail of the person.
Type the first line of the address of the person.
Type the second line of the address of the person, if available.
Type the number and the zip code of the person's address.
Type the city of the person's address.
Type or select the state code where the person is from.
Type or select the country code where the person is from. This information is mandatory. For more information on countries, see Overview of countries.
Type the phone number of the person.
Type the mobile phone number of the person.
Type or select the account code to specify the creditor account of the person, and then click the Add button. To recode a creditor, click the Recode button. Note that the Recode button is applicable to only the creditors of the employee type, whose accounts can only be displayed via the account search in Exact Globe Next but not in Exact Synergy Enterprise.
Type the name of the person.
Select the payment type of the person. This payment type refers to the method of payment for the person.
Type or select the payment condition code and the currency code of the person. For more information on payment conditions and currencies, see Displaying payment conditions and Displaying currencies respectively.
Type the credit limit or the maximum amount of outstanding payment of the person and the default discount for the person.
Type the tax or VAT number of the person.
Type the social security number of the person. This only applies to the person who comes from countries that have social security number such as the United States and Germany.
This section is available if you have defined the free fields and customized the layout to include the free fields. For more information on defining free fields, see Overview of free fields. To include the Free fields section in the layout, click Customise at the title bar, and then select the Free fields check box.
Type the user name of the person. This is mandatory.
Select the title of the person. The gender of the person that corresponds with the title selected will be automatically filled in at Gender.
Type the initials of the person.
Select the gender of the person.
Type or select the language code to specify the language of the person.
Type or select the country code to specify the nationality of the person.
Type the place of birth and type or select the date of birth of the person.
Select the marital status and type or select the marital status date of the person.
Type the second user name of the person, which is used as a security login user name when the person approves the documents. The second user name filled in must be an existing user on the network.
Note: This is available only if the FDA (Security) check box under the Security section has been selected at Modules ? Documents ? Setup ? Maintenance ? Settings. For more information, see Setting up documents.
Select the job level of the person. The options that are available for selection at Job level is dependent on the job title selected.
Type the security level of the person. The default security level will be displayed next to this box. This is mandatory.
Type or select the ID to specify the manager of the person. This is mandatory. Click the name of the manager to view the details of the manager.
Type or select the ID to specify the assistant of the person.
Type or select the cost center code that the person belongs to. This is mandatory. Once you have selected a cost center, you can view the details of the cost center by clicking the name of the cost center displayed next to the box. For more information, see Creating and modifying cost centers.
Type or select the cost unit code that the person belongs to. For more information on cost units, see Overview of cost units.
Type or select the job group code of the person. This job group code refers to the job focus of the person. Alternatively, you can also type any focus of your own. For more information on job groups, see Overview of job groups.
Type the fax number of the person.
Type a valid Session Initiation Protocol (SIP) address for the person to log on to the Microsoft Office Communications Server (OCS). For more information, see Session internet protocol. This information is mandatory if you want to integrate Exact Synergy with OCS, whereby an indicator of the status of the person's logon status to Microsoft Office Communicator will be displayed at People in the General section of the people card. For more information, see Viewing personal cards.
Note: The SIP address can also be created by the administrator in the OCS. If the OCS presence check box in the Server section of HRM: Settings is selected, the Exact.Jobs.SysMaint background job will copy the SIP address of people with type Employee, Contractor, Student, and Tempo from the OCS into the people cards. For more information, see Defining HRM general settings.
Type the Skype ID of the person.
Type the MSN ID of the person.
Type or select the location code to specify the contractual location of the person.
Type or select the location code to specify the physical location of the person. Type the room of the person.
Type or select the time zone of the country where the person is located. This is mandatory.
Type the Internet Protocol (IP) address of the person's personal computer.
Type the ISP account of the person.
Select this check box to synchronize the calendar in Exact Synergy to the Microsoft Office Outlook calendar.
Select the type of employment of the person. You can select only one from the following options:
Type or select the start date of the employment of the person. This information is mandatory.
Type or select the contract end date of the employment of the person.
Type the end date of the employment term of the person.
Type the Full Time Equivalent (FTE) of the person. A person who works full-time has a FTE of 1.00 while a person who works part-time will have a pro-rated FTE. This information is mandatory.
Select this check box to block the person from accessing the Exact Synergy web portal.This check box is selected and disabled based on the following circumstances:
This check box will be enabled once the person is assigned a license role. You can then unblock the person by clearing the check box. For licenses with the option 508 (EBS model), the maximum number of unblocked users in Exact Synergy Enterprise is the total number of the Professional, Light, and Basic user roles in the license. For licenses without the option 508 (module-based), the maximum number of unblocked users in Exact Synergy Enterprise is the total number of the following license roles in the license:
Note: The change of the license option functionality is applicable only to the newly created licenses that are extended with the Basic user role. Existing licenses without the Basic user role will not be affected.
The status of the person will be displayed as Hired, Active, or Inactive. The status of the person is dependent on the start and end date of the employment of the person.
Select the rating and the previous rating of the person. These ratings are used as comparisons to assess the performance of the person.
Select the document ID to specify the document that lists the job description of the person.
This section is available only if you are maintaining a person entry. You can link one or more vacancies to this person. To view the vacancy linked to this person, click the description of the vacancy under the Vacancy column. If you select the check box next to the vacancy, a message “Synchronize: Vacancy – Data?” will be displayed. If you click OK, information of the vacancy will be transferred to the Organisation and Office sections of the person entry. Click Cancel if you do not want the vacancy information to be transferred to the person entry. Click the icon under the Action column to remove the linked vacancy from the person. If you want to link a new vacancy to this person, click Add.
Note: In the advanced competency mode, the active competence profile of the selected vacancy will be automatically copied to the person, based on the following rules:
Type any additional notes in the box provided. Click Timestamp to fill the person ID and current date and time in the box. To view the box in full screen, click Full screen.
This section displays the division(s) of the person. If the division is the main division of the person, will be displayed. Click Add to add another division for the person. For more information, see Creating and modifying people division.
Note: This section is available only if you have selected the People check box at Modules ? System ? Setup ? Central Master Data Management ? Settings. For more information, see Activating Central Master Data Management (CMDM) functions.