Overview
This job aid shows you how to:
Add a POI process flow
Important: Before you start
Have the following information ready. Do not create a person record unless you have the following information:
- Last name
- National ID (Social Security Number or other)
- Date of birth (day and month)
Complete a CSU ID Search
To avoid duplicate entries, confirm the person does not already exist.
Step 1: Navigate to CSU ID Search page.
Menu > CSU ID Search.
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Step 2: Enter the search criteria.
- Empl ID
- National ID
- Date of Birth
- First Name
- Last Name
Search tips:
- Search first by National ID (Social Security Number in USA). You need all nine digits for the search.
- Search by Last name if you do not have National ID.
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Step 3: Click Search. The page displays the search results.
Step 4: Confirm that the person is not in the search results.
- If the search displays results, ensure that it is not the same person. If it is a match, stop. Do not create a duplicate record.
- If there is no match, proceed to Add a POI.
Add a POI
Add a Person
Step 1: Navigate to the Add a Person component.
Menu > Workforce Administration > Personal Information > Add a Person
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Step 2: Click Add Person. Leave the Person ID NEW. When you save the person’s record, a new Empl ID is generated.
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The Biographical Details page opens.
Complete the Biographical Details page
Step 1: Click Add Name.
The Name window opens.
Step 2: Complete the English Name Format section:
- Name Prefix
- First Name
- Middle Name
- Last Name
- Name Suffix
First and last names are required fields.
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Step 3: Click OK. The Name window closes.
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Step 4: Confirm that the Biographical Details page displays the name correctly.
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Step 5: In the Biographical Information section, enter Date of Birth.
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Step 6: In the Biographical History enter the Effective Date.
- Effective Date is required.
- Other fields are optional.
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Step 7: Complete the National ID section:
- Country
- National ID Type
- National ID
Guidelines
- These values are required.
- Enter the Social Security Number without dashes. The system adds the dashes.
- If you do not have a this information, stop this process and do not save.
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Complete the Contact Information page
Address, email address, and phone are not required, but recommended.
Step 1: Click the Contact Information tab.
Step 2: On the Contact Information page, click Add Address Detail.
- Address is not required, but recommended.
- The Address History page opens.
Step 3: On the Address History page, click Add Address.
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The Edit Address page opens.
Step 4: On the Edit Address page, enter the person’s address.
- Address 1
- City
- State
- Postal (zip)
Guidelines
- Only Address 1 is used for entry into PIMS.
- CalPERS allows only 30 characters.
Step 5: Click OK.
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Step 6: On the Address History page, verify the address is displayed and the status is A (active).
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If the address is not correct, click Add Address to change it.
Step 7: Click OK.
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Step 8: Complete the Phone Information section:
- Phone Type
- Telephone (number)
- Extension
Phone number is not required, but recommended.
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Step 9: Complete the Email Addresses section:
- *Email Type
- Email Address
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Add an Organizational Relationship
Step 1: Click the Organizational Relationships tab.
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Step 2: Complete the Organizational Relationships page:
- Select Person of Interest.
- Select the type of POI relationship.
- Click Add Relationship.
- The Add a POI Relationship page opens.
Add a POI Relationship
Step 1: On the Add a POI Relationship page, complete the Security Data section. The following fields are required:
- Effective Date
- SetID
- Department
Guidelines
- You must select a SetID to open the Departments lookup.
- Location is optional.
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Step 2: Complete the Person of Interest History section:
- Planned Exit date (required)
- Reports to (optional)
- Title
- More Information (optional)
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New POIs are added as Active (Status: A) and remain active until the Planned Exit date is reached. POIs are automatically set to inactive after the Planned Exit date.
Step 3: Click OK.
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You return to the Organizational Relationships page.
Step 4: Click Save.
The new POI is saved.
Add a POI relationship to an existing person
Step 1: Navigate to the Add a POI Relationship component.
Menu > Workforce Administration > Personal Information > Organizational Relationships > Add POI Relationship
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Step 2: Add the POI Relationship:
- Enter the Empl ID of the person.
- Select the Person of Interest Type.
- Click Add Relationship.
Guidelines
- If you do nto know the Empl ID, click the Magnifying Glass icon to use other search criteria and Advanced Lookup.
- The Add a POI Relationship page opens.
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Step 3: On the Add a POI Relationship page, complete the Security Data section:
- Effective Date
- SetID
- Department
Guidelines
- Department is a required field. You must select a SetID to open the Departments lookup.
- Location is optional.
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Step 4: Complete the Person of Interest History section:
- Planned Exit date (required)
- Reports to (optional)
- More Information (optional)
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New POIs are added as Active (Status: A) and remain active until the Planned Exit date is reached. On that date, the POI automatically becomes inactive.
Step 5: Click Save.
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The POI relationship is saved.
Maintain a POI Relationship
Users can see any POI in the CSU system, regardless of campus.
Step 1: Navigate to the Maintain POI component.
Menu > Workforce Administration > Personal Information > Organizational Relationships > Maintain POI Relationship
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Step 2: Enter the search criteria for the person.
Step 3: Click Search.
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If the search returns one result, the Maintain POI Relationship page opens. Otherwise, click a record to open it.
Step 4: Click the Plus (+) button to add an effective-dated row.
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- There is no active/inactive status for security data. Security is determined by the most current Effective Date for the Security Access Type (POI Department).
- If the Effective date is in the future, then the value will not be available to be secured until it becomes current.
Step 5: Verify that you are viewing the new effective-dated row.
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The new effective-dated row is inserted as number 1. Older rows are numbered 2 or more. Confirm that the Effective Date in the Security Data section matches the Effective Date row in the Person of Interest History.
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Step 6: Complete the Security Data section:
- Effective Date (required)
- SetID (required)
- Department (required)
Guidelines
- Use the Plus button to add more rows, if needed.
- Note that POI Department and Location rows are swapped.
- Location is not required.
Step 7: Complete the Person of Interest History section
- Planned Exit date (required)
- Reports to (optional)
- More information (optional)
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Step 8: Click Save.
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The POI relationship is saved.
End of Article.
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