Overview
This job aid shows you how to:
- Add a person profile
- Add licenses and certifications
- Update licenses and certifications
- Add a degree
- Add a major to a degree
Person Profiles track an employee’s Licenses, Certifications, and Education. Other pages of the Person Profile are not used.
Add Person Profile
Step 1: Navigate to Person Profiles.
Menu > Workforce Development > Profile Management > Profiles > Person Profiles
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Step 2: Open the Add a New Value tab.
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Step 3: Click Add.
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Step 4: Create the Person Profile:
- Enter the Empl ID
- Select Person from the Profile Type menu.
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- The Person Profile page opens.
- If the Person Profile already exists, an error message opens. A person can have only one profile.
Step 5: Click Save.
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You have created a profile person for this employee.
Add licenses and certifications
Use the Qualifications page to add new licenses and certifications.
Step 1: Navigate to Person Profiles.
Menu > Workforce Development > Profile Management > Profiles > Person Profiles
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Step 2: Enter criteria, the click Search.
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If the search returns only one profile, the Person Profile component opens. Otherwise, select a person to open the page.
Step 3: Open the Qualifications page.
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Step 4: Scroll down the page, then click Add New Licenses and Certifications.
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The Add New Licenses and Certifications page opens.
Step 5: Enter the item details:
- *Issue Date
- *License
- *Status – Active
- Expiration Date
- License Number
- Issued By
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Fields marked with an asterisk are required.
Step 6: Click OK.
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The license is added to the profile.
Step 7: Click Save.
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The profile is saved with the new qualification.
Update licenses and certifications
Use the Qualifications page to update existing licenses and certifications.
Step 1: Navigate to Person Profiles.
Menu > Workforce Development > Profile Management > Profiles > Person Profiles
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Step 2: Enter criteria, the click Search.
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If the search returns only one profile, the Person Profile component opens. Otherwise, select a person to open the page.
Step 3: Open the Qualifications page.
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Step 4: Scroll down the page, then Click the license to update.
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Step 5: Click the Plus button to add a new row.
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Step 6: Enter the item details:
- *Issue Date
- *Status – Active
- Expiration Date
- License Number
- Issued By
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- IMPORTANT: Do not set the previous row to Inactive. Setting the row to Inactive clears the Expiration Date field. Expiration Dates cannot be left blank.
- Fields marked with an asterisk are required.
Step 7: Click OK.
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The license is added to the profile.
Step 8: Click Save.
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The profile is saved with the new qualification.
Add a degree
Record degree information on the Education page.
Step 1: In the Person Profile component, open the Education page.
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Step 2: Click Add New Degrees.
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The Add New Degrees page opens.
Step 3: Complete the following fields:
- *Date Acquired
- *Degree
- Major Code
- *Status – Active
- School Code
- Graduated check box
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- Fields marked with asterisks are required.
- School code: Use the magnifying glass icon to look up the school code. Enter 999999 for a foreign institution, or 888888 if the institution is not listed. You can also leave this field blank.
- Major Code: This field is not required, but if you add a degree without a major, you cannot add the major later without deleting the degree.
- Graduated: Check this box when applicable to ensure the degree is included on reports.
Step 4: Click OK.
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The degree is added to the person profile.
Step 5: Click Save.
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The person profile is saved.
If you add a degree that is higher than the previous degree, you must also go to Modify a Person and update the Highest Education Level field.
Add a major to a degree
A major cannot be added to an existing degree. If the employee has a degree to which you want to add a major, you must delete the degree and recreate it with the major.
Step 1: In the Person Profile component, open the Education page.
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Step 2: Verify there is no major code.
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- If you need to copy the degree information, continue to step 3.
- If you have all the degree information, skip to step 6.
Step 3: Open the degree to copy the information.
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Step 4: Copy the existing information:
- *Date Acquired
- *Degree
- *Status – Active
- School Code
- Graduated
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Step 5: Click Cancel.
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Step 6: Delete the degree.
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Click the Trash icon.
Step 7: Click OK.
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Step 8: Click Save.
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The person profile is saved.
Step 9: Re-add the degree. Use the procedure: Add a degree and the degree information that you obtained.
If you add a degree that is higher than the previous degree, you must also go to Modify a Person and update the Highest Education Level field.
End of Article.
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