Add a Person of Interest (POI)

Purpose:  This Quick Reference Guide services two additions of the Person of Interest organizational relationship into ctcLink:

  1. Use the first section of this document: ADD A PERSON OF INTEREST (POI) to enter a person who is not an employee of the college.
    Audience:  Human Resources Specialist.
  2. Use the second section of this document to ADD AN EXTERNAL INSTRUCTOR/PERSON of INTEREST (POI) IN HCM to accurately record the Instructor of Record on each class within ctcLink for individuals not employed by your college.
    Audience:  Human Resources Specialist for institutions or programs that rely entirely, or in part, on instruction delivered by individuals who are not employees of the Washington State Community and Technical College system.

You must have at least one of these local college managed security roles:

  • ZC HR Employee Maintenance
  • ZZ HR Employee Maintenance
  • ZZ SS Workforce Administrator

ZD HCM SOGI - View SOGI role is required for users to view Pronouns and SOGI on the Personal Data page.
Access to Add/Update Personal Data Biographical fields are given though the other roles listed above.

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Organizations have relationships with a variety of people for a variety of reasons. ctcLink enables you to manage the data of those people with whom you have an Organizational Relationship. Organizational relationships for ctcLink fall into one of the two following categories:

  • Employee:  A person who is hired to provide services to the organization and has a legal employee relationship with the organization.
  • Person of interest (POI):  A person who is not an employee, but is of interest to the organization.
Add a Person of Interest (POI)

IMPORTANT:  Before you begin this process, be sure to perform the Search Match process to verify if the person has an existing Employee ID. Refer to the Run a Search Match QRG.

Add a Person

Navigation:   Workforce Administration > Personal Information > Add a Person

  1. The Add a Person page displays.
  2. The Person ID value will default to NEW.  Leave as is if the person does not have an existing EMPL ID based on your Search/Match results.
  3. If the person does have an existing EMPL ID found in the Search Match results, follow steps in the Adding a Job Instance section.
  4. Select Add Person.
Add a Person start page
  1. The Modify a Person page displays.
  2. On the Biographical Details tab, the Effective Date will default to Today's Date, change if applicable.  (This is the date the person will now exist in ctcLink,  or if there is a Job or Institute assigned to the person here).
  3. Select the Format Type from the drop-down menu and select English.
  4. Select the Add Name button.
Biographical Details Name section
  1. The Name pagelet displays.
  2. Then select the First Name field and enter appropriate values.
  3. Enter appropriate value in the Last Name field.
  4. Select the Refresh Name button.
  5. Select OK.
Name pagelet
  1. The Biographical Details tab displays with name.
  2. In the Biographic Information section, select the Date of Birth field and enter the appropriate information.  
  3. NOTE:  Leave the Birth State and Birth Location fields blank.  
  4. Birth Country auto populates to USA.
Biographic Information section
  1. In the Biographical History section, Gender and Orientation Details subsection, change the default value of the Legal Sex field from the default Unknown to  the employee's Legal Sex.
Modify a Person page Gender and Orientation Details section with Legal Sex field to be changed from the default value.

NOTE: If a user has the ZD HCM SOGI role and one of roles listed at the top of the QRG to Add/Update, then they will see a different layout on this page which displays the Pronoun and SOGI fields, as seen below.

Biographical History section showing the Gender and Orientation Details subsection only, including fields seen with ZD HCM SOGI role.
  1. In the National ID section, select Social Security Number for the the National ID Type.
  2. Enter the Social Security number into the National ID field.  

NOTE: For Persons of Interest (POI) who are non-paid employees, a process has been established that allows minimal information to be entered while still ensuring consistent application of an external instructor or volunteer. In these cases, college staff should complete the Biographical Details National ID (SSN) section using the placeholder value XXX-XX-XXXX. This consistent use of the National ID field ensures clean and accurate data across the system for POI’s.

There are two important exceptions to note:

  • Existing paid employees: If the individual is already a paid employee, do not create a second person record. Instead, add an additional organizational relationship for the “non-paid” role.
  • POIs who become paid employees: If a POI later becomes a paid employee, the placeholder SSN must be replaced with their correct legal SSN for payroll and job record purposes.
National ID section
  1. Select the Contact Information tab.
  2. The Contact Information page displays.
  3. In the Current Addresses section, select the Add Address Detail link.  
Contact Information tab current addresses
  1. The Address History pagelet displays.
  2. Select the Add Address link.
Add Adress link
  1. The Edit Address pagelet displays.
  2. Enter the Street Address on Address Line 1 (if there is a PO Box, you can enter it on Address Line 2).
  3. Enter the City.
  4. Enter the State.
  5. Enter the Postal (Zip) code.
  6. The County should auto-populate based on your address.
  7. If the system does not recognize the address it will list potential alternatives.  Select the Override Address Verification box to bypass.
  8. Select the OK button.
Edit Address page
  1. The Address History page displays with updated information.
  2. Select the OK button.
Address History updated
  1. The Contact Information tab displays.
  2. In the Phone Information section, enter the details regarding the phone details.
    1. Select the Phone Type from the drop-down menu.
    2. Enter the Telephone number.
    3. Enter an Extension (optional).
    4. Select the Preferred check box.
Phone Information section
  1. In the Email Address section, enter the details regarding the email account.
    1. Select the Email Type from the drop-down menu.
    2. Enter the Email Address.
    3. Select the Preferred check box.
Email addresses section
  1. Select the Regional tab.
  2. The Regional page displays.
  3. Select an Ethnic Group from the lookup icon.
  4. Select the Primary checkbox.
  5. In the Veterans section, select a Military Status from the drop-down menu.
  6. If you select a discharge related option, the system will require the Military Discharge Date.
  7. The option selected in Smoker History gets displayed on the Additional Information page in Employee Self Service (ESS > Personal Details > Additional Information).
  8. Select the Organizational Relationships tab.
Regional
  1. The Organizational Relationships page displays.
  2. Select the Select Checklist Code list.
  3. Select Person of Interest.
  4. Select Add Person of Interest.
  5. Select Add Relationship button.
Organizational Relationships tab
  1. The Job Data page displays.  
  2. On the Work Location tab, in the Work Location Details section, notice the Add Person of Interest is populated in the Action field.
Work Location tab
  1. You have successfully added a POI to Biographical Details.

IMPORTANT:  If information has been entered and saved for a person of interest before adding job data, you may search using the Add Employment Instance page.  Navigation:   Workforce Administration > Personal Information > Organizational Relationships > New Employment Instance

Add a Job Instance

You must have at least one of these local college managed security roles:

  • ZC HR Employee Maintenance
  • ZD Benefits Employee Data Inq
  • ZD HR Admin View Job Data
  • ZD HR Central Config VW
  • ZD HR Employee Maintenance VW
  • ZD HR Limited Person Job Info
  • ZZ FWL HCM Pay Process
  • ZZ HR Employee Maintenance
  • ZZ SS Workforce Administrator

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation:   Workforce Administration > Job Information > Job Data

  1. The Job Data search page displays.
  2. Enter Search Criteria and select the Search button.
  3. The Job Data page displays.
  4. In the Work Location tab, select Add Person of Interest from the Action drop-down menu.
  5. Select Reason code from drop-down menu.
  6. Enter Not Applicable under Job Indicator look icon.
  7. Select or enter the Establishment ID.
  8. Select the Job Information tab.
Work Location tab
  1. The Job Information page displays.
  2. Select the Supervisor ID lookup icon to select the supervisor for the new hire.
  3. Select the Empl Class drop-down menu and select the appropriate classification for the POI.
  4. Select the Payroll tab.
Job Information tab
  1. The Payroll page displays.
  2. Change the default of Payroll for North America to Other for Payroll system.

IMPORTANT:  In Person of Interest job data setup, you MUST select the Payroll System of Other from the drop-down selection.  This will cause the pay group field to be blank and prevent the employee data from pushing to Payroll.

Payroll tab
  1. The process to add a new employee as a person of interest is now complete.
  2. End of procedure.

In the event that the person of interest transitions to that of an employee, or vice versa where an employee transitions to be a POI, it is important to note that each person organizational instance of a Person of Interest and/or Employee is unique to the particular relationship with your college, and you will need to create an corresponding organizational instance as the situation demands. Further note that multiple organizational instances can exist if the situation demands, and also if one particular relationship terminates, then terminate the organizational instance that is not valid anymore.

Navigation for POI to Employee Organization Insurance:  Workforce Administration > Job Information > Add Employment Instance

Navigation for Employee to Person of Interest Organizational Instance: Workforce Administration > Job Information > Other Payee

Add an External Instructor/Person of Interest (POI)

Purpose:  Use this document to add external instructors to accurately record the Instructor of Record on each class within ctcLink for individuals not employed by your college.

Audience:  Institutions or programs that rely entirely, or in part, on instruction delivered by individuals who are not employees of the Washington State Community and Technical College system.

Add a Person of Interest (POI) - External Instructor

IMPORTANT:  Before you begin this process, be sure to perform the Search Match process to verify if the person has an existing Employee ID. Refer to the Run a Search Match QRG.

The Person Of Interest (External Instructor) may have been added in ctcLink through the Campus Solutions pillar.
This is a link to the QRG for that pillar as a reference:  Adding an External Instructor/Person of Interest (POI) in Campus Solutions

This makes it all the more important to perform the Search Match in HCM prior to adding a person. 

Add a Person

Navigation:   Workforce Administration > Personal Information > Add a Person

The Add a Person page displays.

  1. The Person ID value will default to NEW.  Leave as is if the person does not have an existing EMPL ID based on your Search/Match results.
  2. If the person does have an existing EMPL ID found in the Search Match results, follow steps in the Adding a Job Instance section.
  3. Select Add Person.
Add a Person - Person ID=NEW; Add Person button highlighted.

The Update Person Detail page, Biographical Details tab displays.

  1. The Effective Date defaults to Today's Date, change if applicable. This is the date the person will now exist in ctcLink.
  2. The Format Type defaults to English.
  3. Select the Add Name button.
Update Person Detail page - Biographical Details tab; Effective Date, Format Type and Add Name button highlighted.

The Add Name pagelet displays.

  1. Select the First Name field and enter the first name.
  2. Enter the appropriate last name in the Last Name field.
  3. Enter the Middle Name if applicable.
  4. Select the Refresh Name button. This provides a view of the various name formats used in ctcLink.
  5. Select the OK button.
Add Name page - English Name Format section.

The Biographical Details tab returns with the name displayed..

  1. In the Biographic Information section of the page, select the Date of Birth field and enter the birth date.
    This data is recommended and becomes very useful when using the Search/Match functionality in ctcLink.
  2. Birth Country auto populates to USA.
  3. Birth State and Birth Location fields are optional and can be left blank.
Biographic Information pagelet for Date of Birth.
  1. In the Biographical History section, Gender and Orientation Details subsection, change the value of the Legal Sex field from the default Blank to  the external instructor's Legal Sex.
  2. NOTE:  The (?) icon next to the Legal Definition of Sex explains the purpose of the field.
  3. The remaining fields in this section: Highest Education Level, Marital Status, Language Code, Alternate ID and Full Time Student, are not required.
Biographical History section - Gender and Orientation Details.
  1. Scroll down the page to the National ID section.
  2. Social Security Number populates for the the National ID Type.
  3.  Primary ID defaults to ON.
  4. Enter the Social Security Number into the National ID field.

NOTE: For Persons of Interest (POI) who are non-paid employees, a process has been established that allows minimal information to be entered while still ensuring consistent application of an external instructor or volunteer. In these cases, college staff should complete the Biographical Details National ID (SSN) section using the placeholder value XXX-XX-XXXX. This consistent use of the National ID field ensures clean and accurate data across the system for POI’s.

There are two important exceptions to note:

  • Existing paid employees: If the individual is already a paid employee, do not create a second person record. Instead, add an additional organizational relationship for the “non-paid” role.
  • POIs who become paid employees: If a POI later becomes a paid employee, the placeholder SSN must be replaced with their correct legal SSN for payroll and job record purposes.
National ID section for SSN.
  1. Select the Contact Information tab.

The Contact Information page displays.

  1. In the Current Addresses section, select the Add Address Detail link. 
Update Person Detail page - Contact Information tab to add address information.

The Address History pagelet displays.

  1. Effective Date, Country and Status fields default. Select the Add Address link.
Address History pagelet with Add Address button highlighted.

The Edit Address pagelet displays.

  1. Enter the Street Address on Address Line 1 (use Address 2 and Address 3 as required by Postal requirements).
  2. Enter the City.
  3. Enter the State.
  4. Enter the Postal (Zip) code.
  5. Postal and County should auto-populate based the address entered.
  6. NOTE: If the system does not recognize the address, it will provide a reason and list some potential alternatives.
  7. Select the OK button when all is accurate.
Edit Address pagelet to enter address information.

The Address History page displays with updated information.

  1. Verify the address that was entered and select the OK button if all is correct.
Update Person Detail page to verify address that was just entered.

The Contact Information tab returns. It is encouraged to have a phone contact and email contact for each person in the system .

  1. In the Phone Information section, enter the information regarding the phone details.
    1. Select the Phone Type from the drop-down menu.
    2. Enter the Telephone number.
    3. Enter an Extension (optional).
    4. Add a new row [+] if more phone types/numbers are provided.
    5. The Preferred check box defaults. When there are multiple entries, specify the Preferred choice.
  2. In the Email Address section, enter the details regarding the email account.
    You must add this Primary email address in the biographical area in addition to any other email addresses you may include. It does not need to be checked as Preferred, but should be entered as Campus.
    1. Select the Email Type from the drop-down menu.
    2. Enter the Email Address.
    3. Add a new row [+] if more email types/addresses are provided.
    4. The Preferred check box defaults. When there are multiple entries, specify the Preferred choice.
Contact Infornmation page for Phone and Email Addresses.

NOTE: The Regional tab is optional, the information is not required for an External Instructor. However, you can enter the data if you prefer.

  1. Select the Organizational Relationships tab.

The Organizational Relationships page displays.

  1. In the Choose Org Relationship to Add section of the page, select the Person of Interest check box.
  2. In the drop-down field, select Person of Interest.
  3. Empl Record field displays, populated with 0.
  4. Select Add Relationship button.
Update Person Detail page - Organizational Relationship tab to select Person of Interest.

The Job Data component - Work Location tab displays.  

  1. On the Work Location tab, in the left-side header area, notice Name and Organizational Relationship - Person of Interest is now displayed.
  2. In the center you can see this external instructor has received a HCM Employee ID with Empl Record 0.
  3. In the Work Location Details section, notice the Action field is populated with Add Person of Interest and Job Indicator is set to Primary Job.
Update Person Detail page - Work Location tab to enter the Action of Add Person of Interest.

You have successfully added a Person Of Interest (POI) to Biographical Details.

The next phase is to complete the process to identify this Person Of Interest as an External Instructor through Job Data.

Continue on to Adding a Job Instance in the next section.

Add a Job Instance

The key information that must be provided in Job Data for an External Instructor - Person Of Interest, is entering a specific Job Code (999999) and Empl Class (Ext Instr) to identify this POI as an External Instructor and finally turn off the payroll system.

It is possible to continue this process directly from the Add a Person procedure covered in the above section. You may recall that with Add Relationship (Step 39) in the Organizational Relationship tab above, the system returned with Job Data open at the Work Location tab for this Person of Interest. The Effective Date, Action and Job Indicator were also populated, as notated above in Step 41 and the associated image.

The Job Data component, Work Location tab displays.

  1. Verify the following information prior to moving on:
    1. In the header area, Name, Org. Relationship, Empl ID, Empl Record and Person of Interest.
    2. In the Work Location Details section, verify the Effective Date; and the Action field should be Add Person of Interest.
    3. The Reason field should be blank.
    4. The Job Indicator should be Primary Job.
  2. Select the Job Information tab.
Job Data compnent - Work Location page.

The Job Information page displays.

  1. For the Job Code field, enter or select 999999 - External Instructor.
  2. Confirm that the Regular/Temporary field status defaults to Temporary.
  3. Select the Full/Part field drop-down and select Part-Time from the list.
  4. Select the Empl Class drop-down menu and select Ext Instr for the POI.
  5. In the Standard Hours section:
  6. -  Standard Hours = 0.01  (The Standard Hours field will not accept 0, therefore enter 0.01)
  7. -  Work Period = W or as applicable
  8. -  FTE = 0
  9. Select the Payroll tab.
Job Data component - Job Information tab with job code to identify External Instructor 999999.

The Payroll page displays.

  1. Change the default of Payroll for North America to Other for Payroll system. The other fields remain blank.
  2. Select the Save button.

IMPORTANT:  In Person of Interest job data setup, you MUST select the Payroll System of Other from the drop-down selection. This will cause the Pay Group field to be blank and prevent the external instructor's data from pushing to Payroll.

Job Data component - Payroll tab with Payroll System field = Other.

The process to add a person of interest and then add the job characteristics to make this an external instructor in job data is now complete.

End of procedure.

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