Date of Birth
Enter the employee's date of birth
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.
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.
Date of Birth
Enter the employee's date of birth
Surname
Enter the employee's current Surname.
Former/Maiden Name
Enter the employee's Former Name or Maiden Name.
Personal Details
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.
Classification
This is the classification that identifies this external personal as either a volunteer, contractor etc.
Contracting Company
If the external person is a contractor, the contracting company details can be recorded.
Comments
Comments about the external person is record for reference and reporting purposes only
Select Next >> to move to the Position & Roles window.
Position & Roles
Position
The position that this external person etc is to hold in the organisation.
Level Codes
Type or select a combination of level codes, that identifies the cost centre for this volunteer, contractor etc.
Level 1 Code must be entered.
Status
When first setting up the External Person, the status is displayed as Active.
Start Date
The date the External Person started with the organisation.
Service Length
The service length is calculated and is displayed in the Position & Roles window.
Role
The role that is held by this external person, this could be the role of Facilitator, Co-coordinator etc.
Roles Start and Finish Date
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.
Emergency & Other Contacts
This window is displayed in two sections:
Emergency Contact
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.
Relationship and Other Contact
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.
Compliance & Training Details
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.
Event
This field displays any compulsory events.
Status
This field displays the Status associated to the Compulsory event.
Event Date
This is the date of the event or training event based on the status, this could be a required field.
Expiry Date
This is the date the compliance or training is due to expire; this could be a required field.
Compliance Comment
Comments about the Compliance can be recorded here.
Non Compulsory Events
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.
Notes
Pre defined Note Types are selected and recorded against the External Person.
Note
Predefined Note Types entered from the Add External Personnel wizard.
Information
This field displays additional information relating to the Note Type selected.
Date
This is a date that could be relevant to the Note Type.
Comment
Comments about the Note Type.
Select Next >> to move to Process Start
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.
Please complete the form below to give us feedback. If you need any assistance with this functionality, please contact Preceda Support.
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Version 15.3.01 Preceda Knowledge Base
For feedback and comments, please contact your Systems Administrator or Account Manager. |
 Getting Started
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 About the Knowledge Base |
