- The user is given bio/demo data (name, address, emplid, national id, etc.)
- The user conducts a search/match in PeopleSoft.
- If the employee is in HRMS/SIS, emplID is recorded.
- If the person is not in HRMS/SIS, their information must be added via ADD NEW VALUE.
It is critical to avoid creating duplicate records for an individual if they already exist in PeopleSoft. Therefore, before entering information, conduct a Search/Match to see if the person already has an IU record. This is done by entering available data in the fields on which the system can search.
What constitutes a true match?
You must search on the Name and National ID or Name and Date of Birth. If your search results meet either of these two conditions, then you have a true match.
This is the "minimum data required".
The First Name and Last Name fields are typically the most frequently available/used; however, with common names additional information is helpful to shorten the list of records returned. For example, searching for JOHN SMITH will probably return scores of records. However, searching for JOHN SMITH with a city specified will result in a much shorter list.
- To search using the Name field, enter the Last Name and First Name together separated only by a comma (do not enter a space). For example, enter: Smith,John. The input is case-sensitive.
- A search can be narrowed by including the Middle Name or Middle Initial in the First Name field. For example when searching for Robert William Smith, Robert William can be entered into the First Name field.
- Enter as much data as you are provided. Then to avoid an unwanted level either remove a field of data or execute a specific Search level.
- If the first or last name has characters that could be interpreted in more than one way, either enter up to the point of the discrepancy or enter the possible combinations. For example, enter “Ni” into the Last Name field, for a last name of Nichaus or Niehaus when the third character is not clearly written on a paper form. Avoid using only one letter as the search will return tens of thousands of results which cause database errors.
- If the first name is a common nickname or if the first name has common nicknames, perform the search for all nicknames. For example for Elizabeth there is Liz and Beth and Elisabeth as well as Elizabeth.
- If you have a name and you are not clear which name is the first name and which is the last name, perform the search both ways. For example, suppose you receive a document where “Qian Jian” is entered as the name and you are not sure which name is the first name and which name is the last name. The best practice is to enter “Qian” as the First Name in one search and “Jian” as the First Name in the second search.
- If you are given a city that contains a space or other special characters, enter up to but not including the space or special character or try the possible combinations with or without the space or special characters. For example with the city of La Porte try LaPorte and La Porte and Laporte or just La.
- If an address can be written in more than one way, enter as much as you would like to search on. This is true for other fields as well (e.g. Last Name, City). E.g., if the address is 420 E 72 St 18K then it could also be 420 E 72nd St #18K.
- The Search/Match Result page can be used to visually compare data not matched. For example if there is a match on level 50 and the address was provided, the address can be used to narrow the records returned on the Search/Match Result page.
1. Follow the footpath to get to the Search Match screen and enter all available employee information in the appropriate fields.
Note: Use the tab key to move from field to field. One of the following must be entered in order to conduct a search: Campus ID, Last Name and First Name, or National ID.
Note: The Search/Match function will automatically execute search level(s) starting at the lowest level (Order Number 5) for which data has been provided, and will continue through each level for which data has been provided until a match is found or the end of the levels (Order Number 70) is reached.
2. Click on and the results will appear on the screen.
Note: National ID is blacked out in the example below.
If the system detects a possible match:
- Two rows are displayed for each possibility; the first row refers to the Preferred Name Type and the second row refers to the Primary Name Type.
- Review the list
of records to determine which might be a match.
What constitutes a true match? You must search on the Name and National ID or Name and Date of Birth. If your search results meet either of these two conditions, then you have a true match.This is the "minimum data required".
- Click on the Detail link to further verify if a record is a true match. This will take you to the Bio/Demo screen where you can view additional information about an individual record.
- If you do not find a true match, close the Bio/Demo screen, click on the tab, and conduct a new search. OR Close the Bio/Demo screen and follow the steps below under "If the System Does Not Detect a Possible Match" to add a new hire.
- If you determine that a record is a true match, close the Bio/Demo screen, and click on to have the system capture the ID and carry it to the next screen for you. Refer to the user guide for Hiring an Employee to complete the hire process. Note: If you need to update some of the employee's personal data, after clicking on , stop and refer to the user guide for Hiring an Employee.
IF THE SYSTEM DOES NOT DETECT A POSSIBLE MATCH:
Search/Match Results screen will appear with no data and you will need to begin a new search or add the person as a new hire.
- To begin a new search, click on , click on , and enter the new information in the appropriate fields.
- To add the person to the system as a new hire, click on . This will tell the system to create a new Employee ID for the new record you are creating.
- Follow the footpath to the Hire: Add a New Value screen and click on . This will take you to the Personal Data screen and allow you to create a new employee record. To continue, refer to the user guide for Hiring an Employee with no Existing University ID.