The AWARDS Employee Identifiers feature enables users to record employee IDs used in systems other than AWARDS or by outside agencies.  Within this feature employee identifier records can be entered, updated, and deleted.  Corresponding report data is accessible from the Employees ReportBuilder.

  TIP: Each employee's identifier records are also accessible via a tab on their Staff Information record.

Required Permissions

The Employee Identifiers feature is available to members of the "System Administrator" user group and to users with the following permissions:

Display Executive Administration Buttons (not required for members of most user groups, including "Executive" and "Direct Care" level groups or "Human Resources Staff")
Human Resources (ONE of three available - which of the three you have impacts your ability to work with the data found in the HR module; for more info, click here)

  NOTE:  Permissions are assigned using the Permissions Maintenance feature.  If you do not have access to that feature and need a permission listed here, please contact your supervisor or your local Help Desk for assistance.

Working with Employee Identifiers

To enter, update, or delete an employee identifier (ID) record, complete the following steps from the AWARDS Home screen:

1. Click Administration from the left-hand menu, and then click Human Resources.  The Human Resources fly-out menu is displayed.
2. Click Employee Identifiers.  The Employee Identifiers index page is displayed.
3. Click the Employee drop-down arrow and select the staff member for whom ID records are to be worked with.

  TIP: If the ID records to be worked with are for a former (terminated) employee, first click the Staff Archives toggle to the right of the employee selection option.

The index page is automatically refreshed to display any existing ID records for the selected employee.

4. At this time, complete one or more of the following tasks as needed:

   Add a new ID record - To do so, click the Add New Identifier icon from the action bar above the records table.  A new data entry page is displayed.  Configure the fields and options on this page as necessary, and then click Save.  The ID record is saved and a confirmation page is displayed.

  NOTE: The contents of the Identifier Type drop-down list are set using the ListBuilder's "Employee Identifier Types" record.

  NOTE: Only one ID record can be entered per client for each option in the Unique Identifier selection list.  In the event that a second record of the same type is entered, a pop-up error is displayed. 

   Update an existing ID record - To do so, click the record to be updated, or click the checkbox to the left of that record, and then click the Edit icon from the action bar above the records table.  A data entry page is displayed.  Make changes to the information on this page as needed, and then click Save.  The ID record is saved and a confirmation page is displayed.

  NOTE: The Unique Identifier drop-down list is customizable and is configured at the agency level.  The selections available here are those configured for your agency.

  NOTE: Only one ID record can be entered per client for each option in the Unique Identifier selection list.  In the event that a second record of the same type is entered, a pop-up error is displayed. 

   View or print an existing ID record - Click the checkbox to the left the record to be viewed or printed, and then click the View icon from the action bar above the records table.  A read-only version of the record is displayed and can be printed as needed using your browser's print option.

   Delete an existing ID record - Click the checkbox(es) to the left of the record(s) to be deleted, and then click the Delete icon from the action bar above the records table.  A confirmation message is displayed.  Click OK to proceed with the deletion.  The selected record(s) are deleted and the updated index is displayed.

   Return to the Employee Identifiers index - To do so, click the To Index icon from the action bar while working in an ID record to return to the index page.  You can also return to the index page at any time by clicking Client Identifiers from the breadcrumbs trail below the AWARDS navigation bar.

The process of working with employee identifier records is now complete.