Creating Applicant and Employee Records

The chapter provides an overview of creating applicant and employee records, lists common elements, and discusses how to:

Enter data to create new applicant records.
Match applicants and employees to customers and job orders.
Hire applicants.
Maintain employee and contractor records.
Collect employee quality feedback information.
View employee history.

Understanding Applicant and Employee Record Creation

You should be aware of the following Staffing Front Office processing rules for creating applicant and employee records:

You can only enter individuals into Staffing Front Office as applicants.
After you enter an individual into the system, you can convert them to an employee or contractor (non-employee) using the Applicant pages.
Once you enter applicants into the system, you can search for candidates whose skills match open customer orders and place them on assignments.
You cannot place an applicant on a temporary assignment, however, until the applicant goes through the hire process and is in the system as either an employee or a contractor.

Note. If you have Pay/Bill Management installed without Staffing Front Office, you still use the Applicant component to add employees to use in temporary orders. The individual (as a resource) must first be added as an applicant and then hired.

Common Elements Used in This Chapter

Assignments	Current or past placements for an employee or contractor.
Contractor	Individual who is associated with a third-party vendor and who can be placed on assignments.
Non-Employee	An individual, such as an outside contractor, who may not be directly employed by your company but who may be working on assignments filled by your company.

Entering Data to Create New Applicant Records

This section describes the direct data entry process for creating applicant records. A customer service representative completes the pages with information supplied by applicants. Once complete, a recruiter or supervisor can add additional information, like responses to interview questions, and move to other related pages from within the application by clicking the links on the various pages.

Applicants or customer service representatives, on behalf of the applicant, can use the pages in the self-service component to apply to the organization. The self-service component can be configured to show or hide the applicable pages.

This section discusses how to:

Enter contact information.
Enter personal information.
Enter job information.
Enter application information.
Enter resume information.
Enter qualifications information.
Enter prior work experience information.
Enter reference information.
Enter recruiting source information.
Collect additional information using forms.
Reset applicant status.

Pages Used to Create Applicant Records

Page Name	Object Name	Navigation	Usage
Contact Information	FO_APP_PERS_DATA1	Staffing, Resources, Applicants, Applicants	Enter contact information.
Personal Data	FO_APP_PERS_DATA2	Staffing, Resources, Applicants, Applicants, Personal Data	Enter personal information.
Job Data	FO_APP_JOB_DATA	Staffing, Resources, Applicants, Applicants, Job Data	Enter job information.
Application	FO_APP_AVAIL	Staffing, Resources, Applicants, Applicants, Application	Enter placement information.
Resume	FO_APP_RESUME	Staffing, Resources, Applicants, Applicants, Resume	Attach resume, or enter resume text.
Additional Attachments	FO_AP_ATTACH	Click the Additional Attachments link on the Resume page.	Attach additional items to the resume.
Qualifications	FO_APP_QUALIFS	Staffing, Resources, Applicants, Applicants, Qualifications	Add and update a range of qualifications.
Competencies	FO_APP_COMPS	Click the Update Competencies link on the Qualifications page.	Add and update qualifications competencies.
School Education	FO_APP_SCHOOL	Click the Update School Education link on the Qualifications page.	Add and update schooling qualifications.
Professional Education	FO_APP_EDUC	Click the Professional Education link on the Qualifications page.	Click the Update Professional Education link on the Qualifications page. Add and update professional education qualifications.
Licenses/Certificates	FO_APP_LIC	Click the Update Licenses link on the Qualifications page.	Add and update license and certification qualifications.
Languages	FO_APP_LANG	Click the Update Languages link on the Qualifications page.	Add and update language qualifications.
Memberships	FO_APP_MEM	Click the Update Memberships link on the Qualifications page.	Add and update membership qualifications.
Honors and Awards	FO_APP_HON	Click the Update Honors and Awards link on the Qualifications page.	Add and update honors and awards qualifications.
Test Results	FO_APP_TEST	Click the Update Test Results link on the Qualifications page.	Add and update test results qualifications.
Prior Work	FO_APP_PRIWRK	Staffing, Resources, Applicants, Applicants, Prior Work	Enter prior work experience information.
References	FO_APP_REF	Staffing, Resources, Applicants, Applicants, References	Enter reference information.
Source	FO_APP_SRC_DATA	Staffing, Resources, Applicants, Applicants, Source	Enter source information.
Forms	FO_APP_FORMS	Staffing, Resources, Applicants, Applicants, Forms	Collect information about the applicant or employee.
Forms	FO_APP_FORM_DTL	Click a View Form link on the Forms page. Click the Add New Form button on the Forms page.	View and enter new forms and form details.
Reset Status	FO_APP_RESET_STAT	Staffing, Resources, Applicants, Applicants, Reset Status	Reset applicant status from Hire Pending to Active.

Entering Contact Information

Access the Contact Information page.

Once you create and save the applicant record, the system automatically assigns the next applicant number in the sequence to the applicant. If the applicant becomes an employee, the system assigns an employee ID.

Warning! Although you can override the automatic numbering feature, we recommend that you either use the feature as designed or assign applicant ID numbers manually, but not both.

Applicant Status

Available statuses are:

Applicant:

Applies to those individuals converted from a pending status or entered directly into the Applicant pages. This resource is only visible through the Applicant pages.

Employee and Non-Employee:

Apply to those individuals who have been hired. These resources are only visible through the Employee pages.

Status Codes

Available status codes are:

Active:

Applies to those individuals who should be currently considered for placement. This resource is only visible through the Applicants pages.

Hired:

Applies to those applicants who have been converted to either an employee or a non-employee. This resource is only visible through the Employees pages.

Hire Pending:

Applies to those applicants who are in the process of being converted to either an employee or a non-employee. In an integrated environment (where you have both Staffing Front Office and Pay/Bill Management installed), this could mean that the application messages are still being processed between the databases. This resource is only visible through the Applicants pages.

Invalid:

Applies to those individuals who should not be considered for placement for one reason or another. This resource is only visible through the Applicants pages.

Applicant (Pending):

Applies to those individuals entered through self-service. This status is only visible through the Applicants pages.

Hire Applicant as Employee

Enter the Hire Date and click this button to hire the applicant as an employee.

Note. This button is only available if the applicant has a status of Active.

Hire Applicant as Non-Employee

Enter the Hire Date and click this button to hire the applicant as a non-employee (or contractor).

Note. This button is only available if the applicant has a status of Active.

Make Applicant Invalid

For individuals with an Active or Applicant Pendingstatus, click this button to change the status to Invalid. Once clicked, this button is unavailable and the Make Applicant Valid button becomes available.

Make Applicant Valid

For individuals with an Applicant (Pending) or Invalidstatus, click this button to change the status to Active. Once clicked, the button becomes unavailable, but two buttons to hire the applicant, as well as theMake Applicant Invalid button, become available.

Contact Information

Enter the Effective Date for the person information. Complete all the Person Name fields for which you have information.

If the applicant has a mailing address that is different from their home address, click the Mailing Address link, and then enter the mailing address.

Note. Because HRMS does not provide the Use Home Address as Mailing functionality, the system creates two addresses in HRMS during the hire process: one for home and one for mail. Once the employee is hired, the system hides the Mailing Address link and the Use Home Address as Mailing field to avoid conflicts with data changes in HRMS. Users must click the Edit Address button on the Employee page to view addresses in HRMS.

The Country field is automatically populated from the user's personal preferences. You can change it. Other address fields may change depending upon the country selected.

Phone Numbers, Email Addresses, and Web Addresses

Complete the group box fields for which you have information.

Entering Personal Information

Access the Personal Data page.

Personal Information

Complete this section only if you are hiring the applicant and the person will be paid through the company payroll system. Complete all the payroll fields for which you have information.

Date of Birth	Enter the applicant's date of birth. Note. If you add someone under age 16, the system displays a warning message when you save the record.
Birth Country	Enter the applicant's birth country.
Birth State	Enter the applicant's birth state. Note. Birth Country and Birth State are required if you are using PeopleSoft HRMS and entering a candidate with a national ID country of France or Belgium; otherwise they are optional.
Gender	Select the applicant's gender.
Country	Enter the country that issued the applicant's national ID.
National ID Type	Enter the type of national ID issued to the applicant.
National ID	Enter the applicant's national ID number. For example, for the United States it would be the person's Social Security Number. If a national ID is not entered for the applicant, the system displays a warning message. National ID is required when an applicant is hired
Primary ID	Select this check box to indicate this is the primary ID for the applicant.
Ethnic Group, Visible Minority, Marital Status, and Military Status	If your organization is subject to U.S. Affirmative Action or Equal Employment Opportunity laws and regulations, select the applicant's ethnic group. This may be required for reporting purposes. Selections include: American Indian/Alaska Native Asian Black/African American Hispanic/Latino Native Hawaiian/Oth Pac Island(native Hawaiian or other Pacific islander) Not Specified White If the applicant's Country (national ID country) is CAN, select a value in the Visible Minorityfield. Selections include: Black Chinese Filipino Indo-Pak(Indonesian Pakistani) Japanese Korean SE Asian(southeast Asian) W.Asn,Arab(west Asian, Arab) Other Not Visible If your organization does VETS-100 reporting, enter a selection in the Military Statusfield in the Status and Eligibility group box: Actv Resv(active reserve) Inactv Resv(inactive reserve) No Mil Svc(no military service Not Indic.(not indicated) Other Vet(other veteran) Retired Viet Vet(Viet Nam veteran)
Eligible to Work in U.S.	Select this check box if the applicant can prove he or she is eligible to work in the United States.
Highest Education Level	Enter the level that is most closely associated with the highest educational level that the applicant has achieved.
Citizenship (Proof 1) and Citizenship (Proof 2)	Enter the types of proofs of citizenship, such as DRIVER LIC (driver's license) or PASSPORT.
I9 Date Completed	Enter the date when the identifying documents required under the Immigration Reform and Control Act are provided by the applicant.
Alt Doc Expiration (alternate document expiration)	Enter the date the employee's employment eligibility verification documentation expires. This field pertains to an employee's eligibility to work, and is applicable for both citizens and non-citizens.
Person Type	This is used by the HRMS system to determine how to process the individual. This information is only necessary if the applicant is being converted to an employee in the HRMS system. Selections include: Applicant Cobra Part (Cobra participant) GP Dep/Ben(global payroll dependent/beneficiary) Independnt(independent contractor) Leased Wrk (leased worker) Non HR EE (non-HR administered employee) Other NEE (other non-employee) Pen Payee (pension payee) Stock NEE (stock non-employee) Suc Candid (succession candidate) TLContrctr Time and Labor contractor TempWorker (temporary worker) Training
High Profile Candidate	Select this check box to indicate that the applicant is an exceptional candidate for placement on job assignments.

Ownership Information

Vendor ID and Vendor Location	If this applicant is a contractor, enter the vendor information for this applicant.
Priority Code	Select a priority that represents the applicant's status in terms of their ability to fill a job order. The system administrator can define the selections that appear in this drop-down list box.
Commissions	Enter the User ID and the Percentage of the earned commission each user will receive. The commission percentages that you enter must add up to 100. Select thePrimary User ID check box to indicate the user who will be primarily responsible for the applicant.
Branches	Enter the Branch and the Percentage of the earned commission each branch will receive. The commission percentages that you enter must add up to 100. Select thePrimary Branch check box to indicate the branch that manages the applicant.

Entering Job Information

Access the Job Data page.

Note. You do not need to enter information in most of these fields until you are about to hire the applicant. Many of the values on this page can populate by default based upon user preferences. Your system administrator can set up the defaults.

Job Information

Company	Enter the company with which the applicant or employee is associated. If a company is associated with a department, the company value will populate by default when the department is entered.
Previously Employed by Company	Select this check box if the applicant or employee was previously employed by the company.
Business Unit HR	Enter the HRMS business unit for this applicant.
Payroll System	Enter the payroll system that your organization that will use to process payroll, such as NA Payroll(North American Payroll) or Global Pay.
Department	Enter the department for this job.
Pay Group	Enter the pay group under which you want to classify the applicant or employee. Pay groups are associated with companies.
Location Code	Enter the location where the applicant or employee will be employed.
Employee Type	Enter the type that best represents the employee or applicant, such as Hourly or Salaried. This value may populate by default when you enter the pay group.
Job Code	Enter the job code most closely associated with the duties being performed by the applicant or employee.
Global Pay Group	If the applicant is paid using global payroll, enter a global pay group. Note. This field appears only if Pay/Bill Management is installed. This field is required if you select Global Pay as the Payroll System value.
Benefit Program	Enter the benefit program under which the applicant or employee will be covered.
Tax Location Code	Enter the tax location from which the applicant or employee will be paid.
Regulatory Region	Enter the regulatory region under which you want to classify the applicant or employee.
Workgroup	Enter the workgroup under which you want to classify the applicant or employee for Time and Labor. This field appears only if Pay/Bill Management is installed.
Taskgroup	Enter the task group under which you want to classify the applicant or employee for Time and Labor. This field appears only if Pay/Bill Management is installed.
Labor Agreement	Enter an entry from the available options. Values originate in HRMS application and are linked to a country. Note. This field appears only if Pay/Bill Management is installed.
Employee Classification	Enter a classification for the employee, such as Apprentice, Consultant, or Contractor.

Salary Compensation

Comp Rate Code (compensation rate code)	Enter the code that represents a pay component that will be used to calculate the employee's pay in the payroll system. For Staffing Front Office, this is normally the code associated with the employee's base pay.
Compensation Rate	If the employee is to be paid a base salary, enter an amount in this field. If the employee is paid hourly per assignment, this data is entered on the assignment (or agreement item). In such cases, leave this field blank.
Currency Code	Enter the currency in which the employee will be paid.
Frequency	Select the frequency at which the employee's compensation rate is stated, such as Hourly, Monthly, or Weekly.
Annual Rate	Displays the employee's annual rate of pay based on the entries in the Salary Compensation fields.

Entering Application Information

Access the Application page.

Availability

Placement Type	Select the type of placement that the applicant prefers, such as Career or Temp.
Application Date	Select the date that the applicant applied with your organization. The default value for this field is the current date.
Desired Start Date	Select the first date that the applicant is available for an assignment.
Last Date Available	Select the last date that the applicant is available for an assignment. Note. The availability dates on this page are not affected by assignment status. You can search for and make offers to all active applicants and employees, even if they are already on assignment.
Full/Part-Time	Select Either, Full-Time, or Part-Time.
Assignment Duration	Select the duration of the assignment that is preferred by the applicant, such as Long Term,Moderate, orShort Term.
Notice Required	Select the type and length of notice that the applicant prefers when the employer terminates her or his assignment.
Desired Hours Per Week	Enter the number of hours per week that the applicant wants to work.
Overtime OK?	Select this check box if the applicant will work overtime.
Layoff/Recall	Select this check box if the applicant will work in a situation where there has been a layoff or recall.
Full-Time Student	Select this check box if the applicant is a full-time student.
Desired Work Days	For each day of the week, select the shift that the applicant wants to work: First Shift, No Shift, Second Shift, or Third Shift. Note. After you select a shift for Monday, you can use the Replicate icon to copy the same shift selection to Tuesday through Friday.

Geographic Preferences

Location 1and Location 2	Enter the top two locations preferred by the applicant.
Geographic Preference	Enter the region preferred by the applicant.

Travel

Willing to Commute, Willing to Relocate, Willing to Travel, and Willing to Travel Overnight	Select the Willing to Commute check box and then enter the number of Travel Minutes and Maximum Travel Distance that the applicant is willing to commute. Select Kilometers or Miles. SelectWilling to Relocate if the applicant is willing to relocate to secure a position. SelectWilling to Travel if the applicant is willing to travel, and enter the maximum Percentage Travel to which the applicant is willing to commit. SelectWilling to Travel Overnight if the applicant is willing to travel overnight.
Transport Availability	Select the availability of transportation used most often by the applicant.
Home Airport	Enter either the name of the airport or the abbreviation of the airport nearest the applicant, such as SFO, JFK, or CHI.
Restrictions	Enter any restrictions that the applicant may have regarding travel.
Comments	Enter any comments that you may have regarding the applicant's capacity for commuting or overnight travel.

Minimum Acceptable Pay Rate

Enter the minimum amount of pay for which the applicant is willing to work.

Amount	Enter the minimum pay amount that the applicant will accept.
Currency Code	Enter the currency to use when calculating the annual rate.
Pay Frequency	Select the frequency that the amount represents. For example, an hourly rate, a monthly rate, or an annual rate. The frequency will also affect how the annual rate is calculated.
Annual Rate	Displays the annual rate of pay that the applicant or employee wants to be paid. The system uses the frequency table and assumes full-time employment when calculating the annual rate. The system calculates it based upon the amount and the frequency.

Entering Resume Information

Access the Resume page.

Applicants and employees can submit multiple resumes, each of which focuses on different skills and strengths. They can also include samples of their work, letters of reference, or documents explaining special circumstances, such as medical requirements. You associate multiple documents to one person, as well as track multiple documents for individual applicants or employees, by assigning a unique file name to each resume.

The Verity index creation occurs more rapidly when information has been pasted into the Resume Text field, as opposed to the information being in an electronic attachment.

Language Code	Enter the language in which the resume is composed.
Resume Text	Paste the body of the resume here.
Add Resume Attachment	Click to browse for and attach additional resume items.
Additional Attachments	Click to attach items to the applicant in addition to the resume.

Entering Qualifications Information

Access the Qualifications page.

This page displays a variety of qualification information about the applicant. You can add or update information for each of the categories in the first eight group boxes by clicking the respective update link and accessing specific update pages. For the last two categories—Jobtitles and Lines of Business—you can look up and add the information directly from the Qualifications page.

Competencies

Click the Update Competencies link. From the Competencies page (FO_APP_COMPS), enter the Competency Descriptionor a partial description, and click Search for the competency that you want to add. Select the check box for the Competency you want to add, and then click the Select button to add it to the Competencies group box at the bottom of the page. Select Proficiency and Interest Level from the drop-down list boxes. Enter the applicant's relevant information in the Year Acquired, Year Last Used, and Years of Work Experience fields. Repeat these steps to add additional competencies. When all the competencies are listed, click the OK button to add the list to the Qualifications page.

School Education

You can make multiple entries for each applicant, as well as add or delete a school. Staffing Front Office does not deliver the entries for the School Code field. Your system administrator must provide these during implementation. Staffing Front Office does deliver the values for the School Type and Level Achieved fields. Your system administrator, however, can modify them during implementation to reflect your requirements.

From the update page, enter the Country, School Type, Date Acquired, Average Grade, School Code, School Name, State, Area of Study, and Grade values, and then click the OK button to add the information to the Qualifications page.

School Type	Enter the type of school. Note. If school types have been entered into the system, but none appear when you search with the Lookup icon, you must add a TableSet ID matching the country.
Level Achieved	Enter the highest level of study achieved.
Date Acquired	Select the date that the applicant received the degree.
Average Grade	Enter the applicant's average grade using one decimal place, for example 4.0.
Completed	Select if the applicant completed the grade level.
School Code and School Name	Select the school that the applicant attended. Note. When you select a value from the School field, the description appears in place of the School Name field. If the school you are looking for is not on the list, enter the school name directly in the School Name field.
Country andState	Enter the information for the school.
Area of Study and Grade	Enter the subject area in which the applicant studied, and his or her grade point average.

Professional Education

From the update page, enter degree, major, and school information, and then click the OK button to add the information to the Qualifications page.

Degree	Enter the degree the applicant earned.
Date Acquired	Select the date that the applicant received the degree.
Average Grade	Enter the applicant's average grade using one decimal place, such as 4.0.
Graduated	Select if the applicant graduated from the degree program.
Major Code and Major	Select the subject in which the applicant majored. If you select a value, the description appears in place of the Major field. If the correct value does not appear in the major list, you can enter the major in the Major Code field.
School Code and School Name	Enter the school that the applicant attended. Note. When you enter a value from the School Code field, the description appears in place of the School Name field. If the school you are looking for is not on the list, enter the school name in the School Code field.
Educator	Enter the name of the educator.
Country and State	Enter the information for the school.

Licenses

From the Licenses/Certificates update page (FO_APP_LIC), enter license, issue date, expiration date, and location information, and then click the OK button to add the information to the Qualifications page.

License or Certificate Code	Select the license or certificate code. If the code is missing, your System Administrator can add it to the system. The Description field is automatically populated.
Issue Date	Enter the date the license/certificate was issued.
License/Certification Number	Enter the license/certificate number.
Issued By	Enter the group that issued the license/certificate.
Expiration Date	Enter the expiration date of the license/certificate.
License Verified and Renewal in Progress	Select these check boxes to indicate the status of the license/certificate.
Country and State	Enter the information for the license/certificate.

Languages

From the update page, enter language and proficiency information, and then click the OK button to add the information to the Qualifications page.

Language Code	Select the appropriate language code. The Description field is automatically populated.
Native Language,Translator, and Teacher	Select all check boxes that apply
Speak, Read, and Write	Select the proficiency for each of these categories.
Evaluation Date	Enter the date on which the language proficiency was evaluated.

Memberships

From the update page, enter organization and mandate information, and then click the OK button to add the information to the Qualifications page.

Organization	Select the organization of which the applicant is a member. The Description field automatically populates.
Membership Date	Enter the date on which the applicant began his or her membership.
Mandate	Enter the mandate or purpose of membership.
Mandate Position	Enter the mandate position
Mandate Begin Date and Mandate End Date	Enter the begin and end dates of the mandate.

Honors and Awards

From the update page, enter award and grantor information, and then click the OK button to add the information to the Qualifications page.

Honor or Award	Select the honor or award.
Grantor	Enter the grantor of the award.
Issue Date	Enter the date the honor or award was issued.

Test Results

From the update page, enter test and score information, and then click the OK button to add the information to the Qualifications page.

Test and Test Description	Select the test from the predefined list. The Description field is automatically populated.
Test Date	Select the date that the test was administered.
Test Score	Enter the score that the applicant earned on the test.
Passed Test	Select this check box if the applicant or employee achieved a passing score on the test.

Job Titles

For each Job Category entry you add, enter a Job Title Code.

Note. The PeopleSoft system delivers an index of job categories and job titles at the time of installation. You may want to delete this list from the database, in all or in part, and use a job title index that meets your unique business requirements. If you are not satisfied with the job titles and job categories that are available to you, consult with your system administrator.

Lines of Business

Enter as many Lines of Business entries as appropriate.

Entering Prior Work Experience Information

Access the Prior Work page.

Start Date and End Date	Select the dates that the applicant started and ended work for the employer.
Currency Code	Enter the currency in which the applicant or employee was paid.
Ending Pay Rate	Enter the applicant's rate of pay when the job ended.
Pay Frequency	Select the frequency at which the applicant's pay rate is stated. This field is used to calculate the applicant's annual rate of pay.
Annual Rate	Displays the applicant's annual rate of pay based on their ending pay rate and the pay frequency.
Employer	Enter the employer name in the Employer field. If the employer is a customer of the staffing company, then enter the relevant information in the Customer SetID and Customer ID fields.
Country, City, State, and Telephone	Enter this information for the employer.
Job Description	Enter a brief description of the duties and responsibilities that are associated with the position. This is a free-form field. You can cut and paste descriptions directly into the field.
Ending Job Title	Enter the applicant's job title when he or she left the job.
Supervisor	Enter the name of the applicant's supervisor.
Termination Code	Select the entry that most closely describes the reason that the applicant separated from the employer.
Would Return to Employer	If the applicant or employee previously worked for an employer , and he or she would work for the employer again through your staffing organization, select this check box.
Customer SetID and Customer ID	Select the customer setID and customer for whom the applicant worked. If you select a customer ID, the customer name appears in the Employer field. If you do not select a customer ID, you can enter the name of the employer in the Employer field. Note. If you select a customer ID but then change the value in the Employer field, the system sets the Customer ID field to blank when you save the page.
Email Address	Enter the email address of the employer. Click Send E-mail to compose and send an email to the selected email address. Note. When entering a new email address, you must save the page before clicking theSend E-mail icon.
Company URL	Enter the website address that is associated with the employer. This is useful when you want to contact an employer to verify credentials on an applicant record. Click the URL button to launch a new browser window and display the website associated with the address entered in the field. Note. When entering a new website address, you will need to save the record before using the URL icon.
Full/Part Time	Select either Full-Time or Part-Time.
Comments	Enter comments about the applicant's job at the listed employer.

Entering Reference Information

Access the References page.

References

Reference Number	The system generates this number automatically.
Date Contacted and Reference Type	Enter the date you obtained the reference information and a reference type: Personal, Professional, or Both.
Reference Name and Title	Enter the reference's name and his or her title. If the reference is a supervisor from a prior employer that was used on the Prior Work page, his or her name displays in the prompt list. If the reference is not from the prior work page, you can enter the name directly in the field.
Employer	Select a previous employer. The values for this field come from the Employer field on the Prior Work page. If the reference is not from a previous employer, you can enter the employer name directly in the field. Note. If you add employers in the Prior Work page, you must save the applicant before you can see the employers on the References page.
E-mail Address	Enter the email address of the reference. Note. When entering a new email address, you must save the page before using theSend E-mail icon.
User ID	Enter the user ID of the person performing the reference check. By default, the system displays the user ID of the person entering the information.
Generate Reference Email	Click this button to send a pre-formatted letter to the email address that is listed for the contact. Your system administrator can modify the letter for your specific requirements using Crystal Reports.
Comment	Enter any comments that you have about the applicant's reference information.
Telephone, Phone Extension, and Country	Enter the telephone number and phone extension of the reference, and enter the country and other address information as well. Note. The address-related fields change depending on the country selected.

Reference Form

Form Type	Select the type of form that you want to add to the Reference page. The system is delivered with the form type REFR (references).
Reference Check By	Select Customer, Recruiter, or Third-Party Service to indicate how the reference was checked.
SetID	Select the setID from which to draw the Form Code. This is usually an organizational unit of your company, such as corporate headquarters or a branch.
Form Code	Select the form that you want to add to the page. For example, you can track the applicants' answers if you do multiple or different kinds of interviews. Selecting a specific form code returns a specific set of questions. Forms are defined by the system administrator. To make any changes to the list of available forms or to the content of the forms, consult with your system administrator.

Entering Recruiting Source Information

Access the Source page.

Recruiting Sources

Recruit Source Category	Enter the category of the recruiting source. Examples include personal referrals, job fairs, and newspaper ads.
Recruiting Source ID	Enter the specific name or number for the recruiting source. This can be any relevant name or number.
Recruiting Source	Enter a recruiting source. For example, if the source category is a newspaper ad, select the name of the newspaper as the source. If the name of the source is not available from the prompt table, enter it directly into the field.
Ad ID (advertisement ID)	Enter the specific advertisement name or number for the recruiting source. This can be any relevant name or number.

Application/Resume Source

Source and Date Received	Select the method by which you received the applicant's application or resume, such as Email or Web, and the date you received it.
Referring Name	Enter the name of the person referring the applicant. The entry in this field can be other applicants or employees already in the system. If the person is not in the system, you can manually type in their name. Note. If you manually enter a name, it must be in PeopleSoft format: lastname,firstname with no spaces in between (for example, Smith,Jane).
Specific Source	Enter the source that is associated with your entry in the Source field. For example, if you selected Direct Hire as the source, enter the name of the recruiter who first spoke with the person.
Comment	Enter any comments related to how the applicant found out about your company or a specific position.

Collecting Additional Information Using Forms

Access the Forms page.

Most of the form setup activity occurs during implementation of the system. The PeopleSoft system delivers the following form types for the Applicant and Employee form pages: Employee Credit Information, Employee General Information, Employee Interview Worksheet, Employee License Information,and Interview Summary General.

You can select forms that include basic questions related to the application process. You can select multiple forms to track the employees application process. You define the form codes for these form types during implementation. To make any changes to the list of available forms or to the content of the forms, consult with your system administrator.

Click a View Form link to view details of a particular form.

To collect additional information about the applicant:

Click the Add New Form button to enter a new Form Type, SetID, Form Code, and Date. Each form has a different set of questions or fields. It is up to your organization to decide what information should be contained in these forms. Complete all the fields for which you have information.

Click the Form Summary link to return to the forms summary display.

Resetting Applicant Status

Access the Reset Status page.

Click the Reset button to reset an applicant's status from Hire Pending back to Active. The button will only be available if the applicant's status is Hire Pending.

Matching Applicants and Employees to Customers and Job Orders

The Verity Opportunity Search feature enables you to search on orders, customers, and contacts.

Once you establish applicants, employees and customers in your database, you can match the skills and job titles of applicants and employees to the skills and job titles being requested by your customers and contacts.

This section discusses how to view skills and job title matches of applicants and employees for customer, contact, and resource requests.

Page Used to Match Skills and Job Titles

Page Name	Object Name	Navigation	Usage
Matches found for <employee name>	FO_REVERSE_MTCH	Click an Opportunity Search link from any of the pages in the Applicants component.	View skills and job title matches.

Viewing Matches

Access the Matches found for <employee name> page.

After you display an applicant or an employee record and click the Opportunity Search link, the system attempts to match the skills and job titles of the candidate with the skills and job titles being requested by your contacts, by customers, or by orders that have been placed.

If there is a match, the system displays the names of the contacts. You can then click the View link on the line for the match to access the contact's record, the customer's record, or the order record and learn more about the types of job titles and skills they are requesting.

Hiring Applicants

Once you decide to hire an applicant as an employee or contractor, you must obtain certain information before you can place that employee on an assignment.

This section discusses how to hire an a applicant as an employee or a non-employee.

Note. If you integrate HRMS and Pay/Bill Management with your Staffing Front Office application, employees are hired into your HRMS system. You can continue to access employees from Staffing Front Office, but the system will direct you to HRMS when you need to update an employee's personal and job related data.

If you have Pay/Bill Management installed without Staffing Front Office, you must use the Applicants component to add your staffing employees. Only the Contact Information, Personal Data, and Job Data pages will be visible.

If you create a new employee in HRMS through the Administer Workforce component and enter a national ID, the system also stores the national ID in Staffing Front Office. If you attempt to hire that person through Staffing Front Office, the system validates the uniqueness of the national ID and checks for duplicates.

Warning! If you are using both the Staffing Front Office Applicant component and the HR Recruit Workforce component to hire employees, the applicant ID (APPLID) autonumbering ranges for both applications must not overlap.

Page Used to Convert Applicants to Employees

Page Name	Object Name	Navigation	Usage
Contact Information	FO_APP_PERS_DATA1	Staffing, Resources, Applicants, Applicants	Enter contact information, and hire applicants as employees or non-employees.

Converting Applicants to Employees

Access the Contact Information page.

Enter the Hire Date.

Click the Hire Applicant as Employee button or the Hire Applicant as Non-Employee button.

Note. When you convert an applicant to an employee, the system assigns an employee ID number.

Warning! If you integrate HRMS and Pay/Bill Management with your Staffing Front Office application, staffing non-employees should only be added through Staffing Front Office—not from HRMS.

Maintaining Employee and Contractor Records

This section presents an overview of maintaining employee and customer records and discusses how to:

Update emergency contact information for active and inactive employees.
Update tax information for active and inactive employees.

Understanding Employee and Contractor Record Updating

If you are using both Staffing Front Office and Pay/Bill Management, you must enter candidates as applicants in Staffing Front Office and then they hire them into HRMS as employees. Prior to being assigned to an order, the applicant must have a valid employee ID, as determined by HRMS.

Once the applicant becomes an employee, you can access employee data from Staffing Front Office. Use your HRMS application to update personal and job-related information. If you are using Staffing Front Office only, candidates are hired through the Staffing Front Office system, and all updating is done within Staffing Front Office.

Once you establish an employee or contractor in the system, you can use the pages in this section to periodically update information as needed.

The pages in the Employee component are nearly identical to the pages in the Applicant component, except for the Emergency Contacts page and the Tax Data page, which do not appear in the Applicant component. For a description of the Emergency Contacts page and the Tax Data page, refer to the following section. For descriptions of the other pages in the Employee component, refer to the descriptions of the pages in the Applicant component.

Note. Any employee that you enter directly into your HRMS application will not be available for assignment and update in Staffing Front Office unless you have made them eligible for Staffing Front Office.

Pages Used to Maintain Employee and Contractor Records

Page Name	Object Name	Navigation	Usage
Emergency Contacts	FO_EMERG_CNTCT	Staffing, Resources, Employees, Employees, Emergency Contacts	Enter emergency contact information for employees.
Tax Data	FO_EMP_TAX_DATA	Staffing, Resources, Employees, Employees, Tax Data	Enter tax information for employees.

Updating Emergency Contact Information for Active and Inactive Employees

Access the Emergency Contacts page.

Note. This page is applicable to Staffing Front Office standalone implementations only. If you have Pay/Bill Management installed, this page is not visible.

Contact Name	Enter the full name of the emergency contact.
Relationship to Employee	Select a description that most closely matches the emergency contact's relationship to the employee, such as DPDaughter (domestic partner daughter), F Son (foster son), Roommate, Rec Child (recognized child)
Same Address as Employee	Select to indicate that the emergency contact lives at the same address as the employee.
Primary Contact	Select to indicate that the emergency contact is the main contact for this employee.
Same Phone as Employee	Select to indicate that the emergency contact has the same phone number as the employee.
Additional Phone Numbers	Click this link to enter additional phone types and phone numbers for the contact.

Updating Tax Information for Active and Inactive Employees

Access the Tax Data page.

Note. This page is applicable to Staffing Front Office standalone implementations only. This page is informational only. There are no processes that utilize this data.

Select the Distribution Mail Option used to distribute paychecks.

Federal Tax

FWT Marital Status (federal withholding tax marital status)	Select a withholding tax status: Married or Single.
FWT Allowances	Enter the number of allowances the employee claims.
FWT Additional Amount	Enter the additional amount of tax the employee wants withheld.
FWT Estimated Amount	Enter the estimated amount of tax the employee wants withheld.
FWT Additional Percentage	Enter the additional percentage of tax the employee wants withheld.
EIC Status (earned income credit status)	Select the earned income credit status: Mar Spc (married without spouse filing),Married(married, both spouses filing),N/A (not applicable), or Single (single, or head of household).

W2 Information

Statutory Employee	Select to indicate employee is statutory and therefore can report income and expenses as a business. For example, someone who works at home.
Legal Representative	Select to indicate the employee has legal representation / is a legal representative.
Deceased	Select to indicate the employee has died.
Retirement Plan	Select to indicate the employee has a separate retirement plan.
Deferred Compensation	Select to indicate the employee has deferred compensation. Deferred compensation provides the employee an opportunity to voluntarily shelter a portion of his or her wages from federal income taxes while saving for retirement to supplement social security and pension benefits. Under such plans, federal income tax is not due on deferred amounts or accumulated earnings until the employee receives a distribution (payment) from their account.
Household Employee (942)	Select to indicate the employee will do such things as care for children, clean homes, cook, or provide other personal services, usually within a household.

Medicare Qualified Govt Emp

Select the Medicare Qualified Gov't Emp (Medicare qualified government employee) check box if the employee qualifies for Medicare coverage.

State Tax

Enter information similar to that you entered for federal tax, including the following:

SWT Marital/Tax Status (state withholding tax marital tax status)	Select Married or Single.
Special Tax Status	Select a special status: Exempt, Maintn Grs (maintain taxable gross), N/R Alien (non-resident alien), or None.
Resident	Select this check box if the employee is a resident of the State entered.

Local Tax

Enter information similar to that you entered for federal and state tax, including:

LWT Marital/Tax Status (local withholding tax marital tax status)	Select Married or Single.
Auto Calculate	Select this check box to indicate if the taxes will be automatically calculated. This is an informational field only.

Collecting Employee Quality Feedback Information

Use the Employee Feedback page to collect feedback from your employees about their employment experiences with your customers. This enables you to collect valuable information from employees that can be used by your staffing organization to improve the way business is conducted.

This section discusses how to enter employee feedback information.

Page Used to Collect Employee Feedback Information

Page Name	Object Name	Navigation	Usage
Employee Feedback	FO_EMP_QUAL_FDBK	Staffing, Resources, Employees, Provide Employee Feedback	Collect feedback from employees about their experiences with customers.

Entering Employee Feedback Information

Access the Employee Feedback page.

Enter the specific form that you want to use in the Form Code field.

The system re-displays the page with a set of fields that you can then fill in. Each form has a different set of questions or fields. It is up to your organization to decide what information should be contained in these forms.

Fill in all the fields for which you have information.

Viewing Employee History

This section presents an overview of employee history and discusses how to:

View employee history.
View employee history detail.

Understanding Employee History

The Review History page contains a record of the critical transactions that have transpired between you and your customers with regard to a particular employee. It includes data primarily from the agenda and assignment pages, because these pages generate the most transactions between your customers and your staffing service. You can, however, save many other types of records and events to the database and retrieve them through the normal search process.

The system generates a history item when a user completes an agenda item and clicks the Add History button. The system also generates a history item in real time after a user completes certain assignment functions, rather than generating the item when they schedule it as an agenda item.

Pages Used to View Employee History

Page Name	Object Name	Navigation	Usage
Review History	FO_HISTORY	Staffing, Resources, Employees, Review Employee History	View the assignment history for an applicant or employee.
History Detail	FO_HISTORY_DTL	Staffing, Resources, Employees, Review Employee History, History Detail	View the assignment history detail.

Viewing Employee History

Access the Employee History page.

To view additional detail for a particular transaction, click its View History button.

Viewing Employee History Detail

Access the Employee History Detail page.

The layout of the history page is the same for all types of history records. Blank fields do not have any association to the history event.

Applicant Status	Available statuses are: Applicant: Applies to those individuals converted from a pending status or entered directly into the Applicant pages. This resource is only visible through the Applicant pages. Employee and Non-Employee: Apply to those individuals who have been hired. These resources are only visible through the Employee pages.
Status Codes	Available status codes are: Active: Applies to those individuals who should be currently considered for placement. This resource is only visible through the Applicants pages. Hired: Applies to those applicants who have been converted to either an employee or a non-employee. This resource is only visible through the Employees pages. Hire Pending: Applies to those applicants who are in the process of being converted to either an employee or a non-employee. In an integrated environment (where you have both Staffing Front Office and Pay/Bill Management installed), this could mean that the application messages are still being processed between the databases. This resource is only visible through the Applicants pages. Invalid: Applies to those individuals who should not be considered for placement for one reason or another. This resource is only visible through the Applicants pages. Applicant (Pending): Applies to those individuals entered through self-service. This status is only visible through the Applicants pages.
Hire Applicant as Employee	Enter the Hire Date and click this button to hire the applicant as an employee. Note. This button is only available if the applicant has a status of Active.
Hire Applicant as Non-Employee	Enter the Hire Date and click this button to hire the applicant as a non-employee (or contractor). Note. This button is only available if the applicant has a status of Active.
Make Applicant Invalid	For individuals with an Active or Applicant Pendingstatus, click this button to change the status to Invalid. Once clicked, this button is unavailable and the Make Applicant Valid button becomes available.
Make Applicant Valid	For individuals with an Applicant (Pending) or Invalidstatus, click this button to change the status to Active. Once clicked, the button becomes unavailable, but two buttons to hire the applicant, as well as theMake Applicant Invalid button, become available.