Add External Personnel

This wizard is used to enter the external person's name, address and contact information. Before the information is entered, the system searches for any existing external personnel records, active or terminated using a combination of Date of Birth, Surname and or Former/Maiden names, before proceeding to enter external person details.

Prerequisites

Rules and Guidelines

  • By searching for existing records Preceda establishes a relationship between existing records and the new entry by using the Original ID Number.
  • Users must belong to a Security Profile to use this option.
  • Employees will only be viewed and accessed if they belong to the user's Security Profile.
  • If a user is not assigned to a Security Profile they will be unable to link to employees using this option.
  • The purpose of this option is to give users a Security Profile to link to employees they would not normally have access to.
  • Wild cards such as * etc cannot be used.
  • The following is checked when linked to an Original ID
  • Only one Active Employee ID can belong to a single site for the Original ID.
  • An Active Employee ID and Terminate Employee ID can belong to the same site
  • Multiple Active Employee ID's can belong across different sites.

  • Detect existing records (active and terminated) for an employee.

    Tip: Enter Date of Birth plus either the Surname or Former/Maiden Name to search for existing records (active and terminated) for an employee.

    To enhance your search, both Surname and Former/Maiden Names can be entered.

  • Select Start Wizard.

Field Information

Enter the employee's date of birth

Enter the employee's current Surname.

Enter the employee's Former Name or Maiden Name.

 

  • If information is not entered and Next>> is selected, the system will move to the Personnel Details window. 
  • If search criteria is entered, the wizard first checks the External Personnel file for a match and then the Employees file for a match.
  • If a match is found in either of the files, matching records will be displayed.
  • Check the matching record and select Next >>.

 

Base information, such as name and address details are recorded on this window.

Name, address and contact details are maintained on the Personal Details window. The Title, Surname and Other Names are the only compulsory fields.

This is the classification that identifies this external personal as either a volunteer, contractor etc.

If the external person is a contractor, the contracting company details can be recorded.

Comments about the external person is record for reference and reporting purposes only

 

Select Next >> to move to the Position & Roles window.

 

The position that this external person etc is to hold in the organisation.

Type or select a combination of level codes, that identifies the cost centre for this volunteer, contractor etc.

Level 1 Code must be entered.

When first setting up the External Person, the status is displayed as Active.

  • The Change Status button is used to deem this external person as Inactive.
  • The Inactive status would only be used in the Position & Roles window.

 

The date the External Person started with the organisation.

The service length is calculated and is displayed in the Position & Roles window.

The role that is held by this external person, this could be the role of Facilitator, Co-coordinator etc.

The start and end date for this role.

 

Select Next >> to move to the Emergency & Other Contacts window.

or

Select <<Back to move to the Personal Details window.

 

This window is displayed in two sections:

This first section nominates a single or primary contact person in the event of an emergency. This is where their Contact name, address and phone information are recorded. The relationship to the External Person is also recorded.

The second section of the window records the relationship between the External Person and anyone else in the current database.

Example: A volunteer at a school may also have a brother that is a teacher at the same school, therefore the relationship to the External Person becomes Brother.

 

Select Next >> to move to the Compliance & Training Details window.

or

Select <<Back to move back to the Position & Roles window.

 

This section collects and records any compulsory and non compulsory compliance information they may be required.

Compulsory Events

Information for a Compulsory Events must be entered, however information entered into the date fields are based on the setup of the event.

This field displays any compulsory events.

This field displays the Status associated to the Compulsory event.

This is the date of the event or training event based on the status, this could be a required field.

This is the date the compliance or training is due to expire; this could be a required field.

Comments about the Compliance can be recorded here.

Events that may be necessary to record for the external person can be entered in the Non Compulsory Events section of this window.

 

Select Next >> to move to the Notes window.

or

Select << Back to move back to the Emergency & Other Contacts window.

 

Pre defined Note Types are selected and recorded against the External Person.

Predefined Note Types entered from the Add External Personnel wizard.

This field displays additional information relating to the Note Type selected.

This is a date that could be relevant to the Note Type.

Comments about the Note Type.

 

Select Next >> to move to Process Start

 

This step will create a permanent record for this external person.

You may either enter an external Personnel ID Number or allow the system to generate an External Personnel ID Number.

 

Click Finish to create the new record and return to Start.

New External Personnel ID record will be linked to Employees with Employee Original ID xxxxxx.

Select Finish.

 

 

The window returns to the Search Criteria.