The Person administration maintenance document is used to establish and maintain user identity information to KIM (and by extension, to KC). Each Person document includes data about a user’s relationship with your institution as well as the roles and groups to which the person belongs. A person is a unique combination of an ‘entity ID’ and a ‘principal ID.’ The entity ID represents a person with a unique number, and the document associates the entity ID with the user's principal ID number and principal name (often referred to as a user name or user ID). When searching for or working with users in KIM, you usually reference either the principal ID or the principal name. A single entity ID can have multiple principals associated with it, but the base KC implementation of KIM assumes that each entity ID has only a single principal.
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Initiation of the Person document is typically restricted to Technical Administrator or System Manager roles. |
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HRIS Integration: Your institution may choose to override parts of the Person document (especially affiliations and contact information) with data fed from an external human resources system. Therefore, editing entity data (such as entity ID, principal name, principal ID, password and tax ID number), contact and affiliation data would not be available for any role in the default role configuration. If you want to allow users to edit this data via the interface you will need to assign the ‘Modify Entity’ permission to the appropriate role. |
The Person administration maintenance document includes four unique sections: Overview, Contact, Privacy Preferences, and Membership.
Figure 1459 Person Administration Maintenance Document Layout
The Overview section of the Person administration maintenance document identifies the person as a unique combination of entity and principal ID. It also allows you to assign a principal name and password, and to specify the type of affiliation with your institution, including a campus.
Figure 1460 Person Administration Maintenance Document – Overview Section Example
Table 903 Person Administration Maintenance Document – Overview Section Field Descriptions
Field |
Description |
Entity Id |
Display-only. The unique ID number identifying this person in your database. An individual may have multiple principal IDs but only one entity ID. The base KC implementation assumes that each user will have only one entity ID and one principal ID. The system completes this entry automatically when you save or submit the document. |
Principal Name |
Required. Enter the user name by which this principal is to be identified. Must be lower case. |
Principal Password |
Optional. Enter the password for this principal ID. The display of your entry is masked for security. |
Principal Id |
Display-only. The unique ID number identifying this principal. Whereas Entity ID represents a unique person, principal represents a set of login information for that person. When selecting a person, you ordinarily reference his or her principal ID. The system completes this entry automatically when you save or submit the document. |
Active |
Check the box to indicate that this principal ID is
active. Uncheck (clear) the box to indicate that this principal ID is
inactive. Click within the checkbox |
Affiliations | |
Add / # |
Displays sequential line item number for each table row in ascending, top-to-bottom order. Also serves as a line selection/addition row label. |
Affiliation Type |
Required. Select one of the following options
from the list: Affiliate,
Faculty, Graduate Student Staff, Medical Staff, Other Academic Group,
Research Staff, Service Staff, Staff, Student, or Support Staff. Use the
drop-down
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Campus Code |
Required. Select an option from the list.
Typically, these appear with an abbreviation acronym followed by the full
name of the campus (for example, KO-KOKOMO). Use the drop-down |
Default |
Check the box to indicate that this affiliation is this
principal's default association with your institution. Each principal must
have at least one default affiliation. Click within the checkbox |
Actions |
Click the add
|
Employment Information | |
Employee Id |
Required. Type to enter an alphanumeric value to indicate the unique number assigned to the employee by your institution. |
Primary |
Indicates whether or not the Employee Id is primary in
the case of multiple positions. Click within the checkbox |
Employee Status |
Required. Select one of the following options
from the list: Active,
Deceased, On Non-Pay Leave, Status Not Yet Processed, Processing, Retired,
or Terminated. Use the drop-down |
Employee Type |
Required. Select one of the following options
from the list: Non-Professional, Other, or
Professional. Use the drop-down |
Base Salary Amount |
Required. Type to enter a numeric value. The decimal point followed by two zeros will be automatically entered upon the add line item action. |
Primary Department Code |
Type to enter an alphanumeric value to indicate the number associated with the primary department in which the employee works. |
Actions |
Click the add
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The Contact section of the Person administration maintenance document records the names, addresses, phone numbers and email addresses associated with this Person record. Any Person record can store multiple records for contact information of each type (name, address, phone number, and email address), with one value of each type identified as the default value for the Person record.
Figure 1461 Person Administration Maintenance Document – Contact Section Example
Table 904 Person Administration Maintenance Document – Contact Section Field Descriptions
Field |
Description |
Names | |
Name Type |
Select the type of name to be added in this row.
Use the drop-down |
Title |
Select the appropriate title for the name being added
in this row. Use the drop-down |
First Name |
Type to enter the first name of the person for this record. |
Last name |
Type to enter the surname of the person for this record. |
Suffix |
Select an appropriate suffix option as necessary from
the list. Use the drop-down |
Default |
Check this box to indicate that this Name record is to
be used as the default for this person. Each Person record must have
exactly one Name record identified as the default. Click within the
checkbox |
Active |
Check the box to indicate that this Name record is
active. Uncheck the box to indicate that this record should be considered
inactive. Click within the checkbox |
Actions |
Click the add
|
Addresses | |
Address Type |
Select one of the following options from the
list: Home, Work,
or Other. Use
the drop-down |
Line 1-3 |
Use lines 1,2 and 3 to enter the street address and any additional information such as building number, suite number, or P.O. Box number. |
City |
Enter the city associated with this address. |
State |
Select the state associated with this address from the
list. Use the drop-down |
Postal Code |
Type to enter the postal code (or ZIP code) associated with this address. |
Country |
Select the country option associated with this address
from the list. Use the drop-down |
Default |
Check this box to indicate that this Name record is to
be used as the default for this person. Each Person record must have
exactly one Name record identified as the default. Click within the
checkbox |
Active |
Check the box to indicate that this Name record is
active. Uncheck the box to indicate that this record should be considered
inactive. Click within the checkbox |
Actions |
Click the add
|
Phone Numbers | |
Phone Type |
Select one of the following options from the
list: Fax, Home, Mobile,
Other, Pager, or
Work. Use the drop-down |
Phone Number |
Type to enter the telephone number that corresponds to your selection in the Phone Type field. |
Extension |
Type the extension number as necessary. |
Country |
Select the country option associated with this phone
from the list. Use the drop-down |
Default |
Check this box to indicate that this Name record is to
be used as the default for this person. Each Person record must have
exactly one Name record identified as the default. Click within the
checkbox |
Active |
Check the box to indicate that this Name record is
active. Uncheck the box to indicate that this record should be considered
inactive. Click within the checkbox |
Actions |
Click the add
|
Email Addresses | |
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Type to enter the e-mail address (for example, ‘name@domain.com’) for this person that corresponds to the Type field (Home, Work, Other). |
Type |
Select one of the following options from the list to
specify the type of e-mail address: Home, Work, or Other. Use the drop-down |
Default |
Check this box to indicate that this Name record is to
be used as the default for this person. Each Person record must have
exactly one Name record identified as the default. Click within the
checkbox |
Active |
Check the box to indicate that this Name record is
active. Uncheck the box to indicate that this record should be considered
inactive. Click within the checkbox |
Actions |
Click the add
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The Privacy Preferences section of the Person administration maintenance document is used to suppress the display of fields on the Contact section.
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No role in the base data configuration can modify this privacy preferences information. If you want this capability to be available via the user interface, you must assign the 'Override Entity Privacy Preferences' permission to a role. |
Figure 1462 Person Administration Maintenance Document – Privacy Preferences Section Example
Check the box for each option to specify that the system is not to display this person’s information for this category, or clear the box to specify that this person’s information in this category will not be suppressed, and thus will be displayed on screens within KC.
Table 905 Person Administration Maintenance Document – Privacy Preferences Section Field Descriptions
Field |
Description |
Suppress Name |
Click within the checkbox |
Suppress Personal |
Click within the checkbox |
Suppress Phone |
Click within the checkbox |
Suppress Address |
Click within the checkbox |
Suppress Email |
Click within the checkbox |
The Membership section of the Person administration maintenance document is used to associate a person with groups and roles and, by extension, with KIM permissions and responsibilities. Assigning a person to a role is the most direct way to give a user KIM permissions and responsibilities.
Figure 1463 Person Administration Maintenance Document – Membership Section Example
The Membership section of the Person document is divided into four subsections: Groups, Roles, Delegations, and Delegation Member Qualifier. Delegations allow you to set a user as a primary or secondary delegate for a current member of a role. The delegate has the same permissions as the role member and is able to act on action requests generated for the role member by KIM.
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Table 906 Person Administration Maintenance Document – Membership Section Field Descriptions
Field |
Description |
Groups | |
Add / # |
Displays sequential line item number for each table row in ascending, top-to-bottom order. Also serves as a line selection/addition row label. |
Group |
Enter the name of the KIM group you want to assign this
person to. Click the lookup |
Namespace Code |
Display-only. After you select a group to add this
person to, the namespace code associated with the selected group is
displayed. Click the lookup |
Name |
After you select a group to add this person to, the
name associated with the selected group is displayed. Click the lookup |
Type |
After you select a group to add this person to, the type associated with the selected group is displayed. |
Active From Date |
If this user's assignment to this group is to be
effective as of a certain date, enter that date here. Click the
calendar |
Active To Date |
If this user's assignment to this group is to terminate
as of a certain date, enter that date here. Click the
calendar
|
Actions |
Click the add
|
Roles | |
Role |
Select the role you want to assign this person
to. Click the lookup |
Namespace Code |
Automatically populated based on your selection in the Role field (for example, KC-PD for Proposal Development). |
Name |
Automatically populated with the role name based on your selection in the Role field. |
Type |
Automatically populated based on your selection in the Role field. |
Active From Date |
If this user's assignment to this role is to be
effective as of a certain date, enter that date here. Click the
calendar |
Active To Date |
If this user's assignment to this role is to terminate
as of a certain date, enter that date here. Click the calendar
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Actions |
Click the add
|
Delegations | |
Role Member |
Select the role and role member you want to add a
delegation for. Click the lookup |
Active From Date |
If this delegation is to be effective as of a certain
date, enter it here. Click the calendar |
Active To Date |
If this delegation is to be terminated as of a certain
date, enter it here. Click the calendar
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Delegation Type Code |
Select either Primary or Secondary from the list.
Use the drop-down |
Actions |
Click the add
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Delegation Member Qualifier | |
Unit Number |
Enter the numeric value that uniquely represents the unit for the delegate. |
Descends Hierarchy |
Click within the checkbox |
Figure 1464 Person Administration Maintenance Document Example Values
This administration maintenance document includes the following features that are common to most KC maintenance documents:
Table 907 Links to Common Maintenance Document Component Instructions
Common Maintenance E-Doc Component |
Cross-Reference Links To Usage Instructions |
Document Header |
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Document Overview Section |
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Notes and Attachments Section |
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Ad Hoc Recipients Section |
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Route Log Section |
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Action Buttons |
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• A person must have at least one affiliation.
• Each faculty or staff affiliation must have at least one Employment Information record associated with it.
• If a person has any faculty or staff affiliations then one Employment Information record must be marked as 'primary.
• Each person must have a default Name record in the Contacts section.
• Each affiliation must be associated with a campus.
• Each type of contact information can have only one record marked as the default.
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For information about searching for, initiating, editing, copying, submitting, saving, closing, canceling, and/or routing a maintenance document, see “Common Maintenance E-Doc Operations” in the Overview section. |
In the KC base data configuration, the KIM Person document does not route for approval. Typically, users with System Manager or Technical Administrator roles are permitted to initiate Person documents, and Workflow Administrators would approve the document prior to the KC process of updating the Person table.