Create or modify an HR profile

Employees can directly edit some information in their HR profile, such as emergency contact information, but they are restricted from editing certain fields. If employees want to change information that they are restricted from editing, they must submit a general request to HR for the changes.

Before you begin

Role required: sn_hr_core.secure_info_writer, sn_hr_core.basic, or sn_hr_core.manager

About this task

The HR Administrator [sn_hr_core.admin] can configure which HR profile fields an employee can update. An update to information that the employee cannot change requires an HR employee information change request.
Note: Use the configurable white list to add fields that users can modify themselves. This whitelist is a system property and accessed by going to HR Administration > Properties. The list of fields appears as comma separated and called sn_hr_core.hr_profile_editable_fields.

To update the HR profile when an employee information change request is assigned to you, complete the following steps.

Procedure

  1. Navigate to HR Profile > HR Profiles.
    The HR Profiles list opens.
  2. Find the existing HR profile to update by selecting User from the HR Profiles list search menu, typing the name, and pressing Enter. Also, you can click a profile number to open a user profile.
    To create an HR profile, from HR Profiles click New and type the user name in the User field on the HR Profile New record form to create the profile. You cannot change the user name after an HR profile is saved.
  3. Click the profile number to open the user profile.
    The profile opens displaying populated name, manager, department, location, and contact fields from the user record.
  4. Complete or update the form with as much additional information as you have.
    Table 1. HR profile sections and related lists
    Section or related list Description
    Number The auto-assigned profile ID number, which cannot be changed.
    User The user associated with the profile. Click the Lookup using list icon and New to create a user.
    Prefix Click and select the personal title of the user.
    First name First name of the user, pulled from the user record.
    Middle name Middle name of the user, pulled from the user record.
    Last name Last name of the user, pulled from the user record.
    Gender Click and select the gender of the user.
    Active Check to indicate that the user is a current employee for your company.
    Date of birth Click the Select Date icon and select the birth date of the user.
    Place of birth Enter the location the user was born.
    Marital status Click and select the marital status of the user.
    Nationality Enter the nationality or nation in which the user is a citizen.
    Ethnicity Enter the ethnic group the user identifies with.
    Employment Information Information such as employment status and type of employment, employee number, and start and end dates.
    Employment start date For onboarding employees, click the Select Date icon and select the first day of employment.
    Employment end date For offboarding employees, click the Select Date icon and select the last day of employment.
    Employment type Click and select the employment type for the user.
    Probation period Enter the period the user is on probation.
    Probation end date Enter the date probation ends for the user.
    Employment status Click and select the status of employment for the user.
    Position Click and select the job title for the user.
    Department Click and select the department the user belongs to.
    Manager Click and select the manager the user reports to.
    Location Click and select the office location of the user.
    Location type Click and select the location type of the user to further define the location.
    Offboard type For employees offboarding, click, and select the type of employment termination.
    Notice period For companies that require notice before dismissing an employee. Enter the time period between receipt of the letter of dismissal and the end of the last working day.
    Employee number Enter the employee number of the user.
    Social Security number Enter the social security number of the user.
    Contact Information Information such as address, phone number, personal email address. Some field values are copied from the onboarding form or from Workday when that integration is being used.
    Employment History List of prior employers and dates of employment.
    Related Links:

    Show employee org chart

    Click to view the organization chart of the employee.
    View Manager Profile Click to view the HR profile of the manager of the employee.
    The following related lists are automatically populated. You can view records in the list, but you cannot enter new records from the related list.
    Beneficiaries A list of beneficiaries associated with the employee. Click New to create a beneficiary.
    Who is covered A list of people who are covered under the benefits for the employee.
    Emergency Contacts A list of the employee emergency contacts. One contact in the list is designated as the primary and others can be entered as alternates.
    Direct Reports List of the employees who report directly to the user.
    Colleagues List of other employees who have the same manager as the user.
    Cases Open HR cases for the user.
  5. Click Submit and return to the HR Profiles list page or Save and remain on the HR Profile form.
    Note: Some HR profile information, such as department, is synchronized between the User [sys_user] and HR Profile [hr_profile] records. Updating information in one record automatically applies the updates in the other record.