9.2 Run a Search Match

Purpose: Use this document as a reference to search for an existing Employee ID (Empl ID); to avoid duplicate entries in ctcLink.

Audience: Human Resources Specialist

Search Match Functionality is used during the New Hire business process to verify an EMPL ID/SSN does not already exist in either the HCM or Campus Solutions environments prior to the Hire.

Therefore, it is important that you do not skip this search/match process in order to prevent multiple Empl IDs for one employee. Note that personal data is not visible for verification until after the Hire process has been completed.

Perform a Search/Match

Navigation: Workforce Administration > Personal Information > Search Match Internal/External

  1. The Search/Match Integrated search page displays.
  2. In the Search Type drop-down menu, select Person.
  3. In the Search Parameter lookup field, select PSCS_TRADTIONAL.
  4. Select the Search button.
  5. The Search Criteria page displays.
  6. Under the Search Result Rule section, in the Search Result Code field lookup, select the PSCS_TRAD_RESUL option. (1)
  7. Enter your search values in the following fields:
    1. First Name Search (2)
    2. Last Name Search (3)
    3. National ID       (4)

NOTE: You can search by entering the First Name and Last Name only OR the National ID only, but it is best to enter at least two Search Values in order to activate the Search button.

  1. Select the Search button. (5)
Search Criteria page highlighting Search Result Code, First name search, Last name search, National ID and the Search button.

Based on the Search Criteria Results, you will have two options:

Expand or collapse content No Match Found
  1. If a match is NOT found, a message box will appear stating: "Search Criteria did not return any results. Enter new or additional Search Criteria."
  2. Select the OK button.
  3. Search Match is complete.
  4. Navigate to the Add A Person page to begin new hire process. Refer to QRG titled Add an Employee, Volunteer or Person of Interest (POI) with a Job Instance.
Expand or collapse content Potential Match Found
  1. If a potential match IS found, the Integrated Search Results page will display.
  2. There are three tabs in the Search Results grid. The essential fields used to match data are divided between the three tabs.
    1. Results tab (default with grid and column headings) - has Empl ID (HCM Pillar)
    2. Results2 tab - National ID (SSN)
    3. Additional Information tab - UUID (Empl ID CS)
      1. Note: The "Person Organization Summary" link under the Additional Information tab links to HCM. This link is non-functional for staff who do not have access to employment records in HCM. HCM employment records are not necessary to run Search/ Match.
  3. Important to note in the first column of the Results tab are two potential buttons:
    1. Import - Indicates a match but not on the HCM side. Data exists in CS and can be imported into HCM.
    2. Carry ID - Indicates the person is already in HCM and has an Empl ID.
      1. Selecting the Carry ID button essentially places the Empl ID on a "clipboard" so when you navigate from here to another component or page with Empl ID on the search criteria, ('Modify a Person' for example), it populates that field.
Integrated Search Results page with multiple rows of possible matches

With the default grid, the essential data fields to match are not on the same tab. For example, Empl ID (HCM Pillar) is on the Results tab, National ID (SSN) is on the Results2 tab and UUID (Empl ID CS) is on the Additional Information tab. The user is able to select the Grid Action Menu (grid icon below Search Results) to personalize the results display into a more logical column order.

  1. Select the Grid Action Menu icon and then select Personalize from the list.
  2. After the Grid Customization pagelet displays, select the Copy Settings option from the three links near the bottom of the pagelet.
  3. The Copy Settings pagelet then displays.
  4. In the Settings to Copy field, use the lookup icon and select EMPLID HCM CS SORT ORDER from the list.
  5. Select the OK button.
Grid Customization pagelet followed by the Copy Settings pagelet with predefined settings order selected.
  1. The Results tab now displays the possible match rows in a more logical order making it easier to view the critical data.
  2. Data column order begins with EMPLID (HCM Pillar) | UUID (EMPLID CS) | National ID | Date of Birth | First Name | Middle Name | Last Name.

In this example, National ID (SSN) was not listed in the search criteria page. Therefore, there happens to be several rows of people matching what was entered. It is important to be certain you are selecting the right individual. If provided with the original search criteria, the results lists would have been filtered down to the one unique match.

Integrated Search Results page with the personlized settings applie to show critical information together, rather than separate tabs.
  1. Locate the person that matches the SSN you are looking for.
  2. Select the Import button for the identified person.
  3. A message displays indicating a new ID will be created in the HCM database and associated with the Universal ID listed.
  4. Select the Yes button to continue.
  5. A new message displays a short time later indicating the information has was successfully imported.
  6. Select the OK button to continue.
  7. Navigate to the Add Employment Instance page to continue the new hire process.
  8. The imported data already displays on some of the related fields.
  9. Refer to the Add an Employee, Volunteer or Person of Interest (POI) with a Job Instance QRG and follow the instructions for Step 3 - Add a Job Instance to complete the employee's job data.

Procedure to Force the Data Sync

Critical Step: Ensuring Personal Data Sync to Financial Systems (FS)

This step is mandatory for any new employee record whose EMPLID begins with '2'. These records originate in CS and, while Search/Match moves the data to HCM, it does not automatically trigger the sync to FS.

Failing to complete the procedure to force the data sync (below) will result in the employee's personal data being missing in FS, causing numerous finance and payroll issues.

Immediately after completing the Search/Match process and hiring the employee in HCM:

  1. Use the navigation: Workforce Administration > Personal Information > Modify a Person to navigate to the Modify a Person page in HCM.
  2. Locate a non-critical field that can be temporarily edited, such as the Email Address field.
  3. Make a minor, benign change to the field (e.g., add a temporary character like 'x' to the end of the email address, or select a different value in a non-critical drop-down).
  4. Click Save on the page. ****
    • This first save action registers a change in HCM.
  5. Immediately revert the field to its correct, original state (e.g., remove the 'x' from the email address).
  6. Select Save on the page a second time.
    • This second save action forces the system to initiate the person_basic_sync process, which transmits the required personal data from HCM to FS.

The employee's personal data should now be correctly available in Financial Systems.

End of procedure.

Video Tutorial

The video below demonstrates the process actions described in steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial via Panopto

View the external link to Run a Search Match. This link will open in a new tab/window.

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