Employee Maintenance - General

This section includes selected basic employee information. It also allows the user to navigate between employee records by using the arrows in the upper part of the screen.
Data which appears under this particular tab include:

WIN: It stands for World Identification Number, and it is automatically assigned to the employee as soon as the new hire process is completed. Every company employee worldwide is identified with a unique WIN.
IPS is the WIN-generator for all international employees.
Alternate Id: It is a particular local identification number. This field may appear blank since almost all company offices only use the system-generated WIN as the primary employee identification number. IPS does not allow duplication of employee IDs, so it is necessary to keep in mind that new hire IDs should have not been previously issued to any other current or former employee in any local or international database. In the event any local user attempts to assign an employee Alternate ID which is already in use, the system will give a warning message and the record will not be updated, even if the intended ID is being used in another country.
Please contact ips.support@xerox.com for assistance.

This field allows up to seven characters. Employee IDs may include letters and/or numbers. This is not a case-sensitive field. Users may enter uppercase or lowercase letters. However, all letters in employee IDs will always be shown in uppercase once the employee record is stored.
Candidate Id: This is a number which is generated when the Hiring Process is completed. The number is intended to identify each applicant before actually being hired. Field is not mandatory, so if the local HR representative does not enter this figure, the field will appear blank.
Basic Personal Information
First Name: It is the employee given name. Field allows up to 15 alphanumeric characters.
Middle Name: If employee has a second or middle name, this is the field where it has to be entered. If employee does not have middle name, this field may be left blank.
Last Name: It is the employee surname or family name. Field allows up to 15 alphanumeric characters.
Second Last Name: In some countries, people have a second last name to honor the mother’s name. If employee has a second or middle last name, this is the field where it has to be entered. If employee does not have a middle name, or second last name, the fields may be left blank.
Local Full Name: IPS administrators can make this field available upon user request. This field allows user to enter employee name using special local language characters, like those in China, Korea or Japan. If available, field is not considered as mandatory, and may therefore be left blank.
In company offices located in the aforementioned countries, Employee First, Middle or Last Name may refer to the actual employee "jap name", which is a variation of the individual original, legal name, using western alphabet characters.
Local Full Name is therefore intended to show the individual legal name in the country of origin/residence.

NOTE: The employee names (First, Middle, Last, Second Last) cannot be updated via Global Updates because it is understood that, like any employee name or last name, they are correctly entered at the time of adding or rehiring the employee.
However, if necessary, IPS administrators may run a massive update in attention to a local site HR officer request. Once the field is populated, the data will be included in all user-customizable reports, like those generated using the "Employee Request Data" option.
Birth Date: Date format must be MM/DD/YYYY. Use display calendar to set date.
Place Of Birth: It is the employee’s place of origin, or hometown. Use commas to separate city or town, province or state. Field allows up to 50 alphabetic characters.
Place of Birth (country): It is the employee country of origin. Select it from drop down menu.
Current Citizenship 1: It is the status of belonging to a particular nation by origin, birth, or naturalization. Select country from drop down.
Current Citizenship 2: Some employees may have dual citizenship. Use drop down menu to select country second citizenship. Field may be left blank if employee holds only one citizenship.
Ethnicity Code: It refers to employee racial group. Use drop down menu to select code: White, Black, Hispanic, Asian, or Amerindian. User may also select the option Not Specified, as it is the default value.
Use the respective codes when uploading by file.
1. - White
2. - Black
3. - Hispanic
4. - Asian
5. - Amerindian
Z - Not specified
Gender: Select Male or Female. Male is set as default value.
Email Address: Enter a valid and unique email address. It must contain the "@" symbol. Field allows up to 39 alphanumeric characters. This field does not have a specific domain validation.
Hierarchy

Please note all fields appear grayed-out. In order to edit employee data, click on Go to Organizational and Supervisor Change.
Region: It is a three to four-character code which refers to a specific region in the globe. Region codes are not based on any particular issue or subject, and have been previously determined by company chief officers.
Country: It refers to the international two-letter code to identify a specific nation (for further information, consult ISO 3166-1).
Location Code: In most cases, it refers to the international three-character airport code of the city where the company office is located. When two or more offices co-exist in the same site, there could be more location codes listed, and those would make reference to alternate airport codes. Nevertheless, there could be cases where location codes are not related to any particular airport code.
Business Group: Company labor is grouped different big groups. For example: BPS, CORP, GSG, ITO, etc.
Business Unit: It refers to the labor type performed within the Business Group.
Line of Business: It refers to the labor type performed within the Business Unit.
SBU: It is usually related to the name of a particular copmany client.
In some cases, SBU can be referred as MULT due to the fact that employees perform work for multiple clients. In some other cases, it could have different names.
Entity Code: It is a financial four-number key that is associated with a particular company legal entity in each country. Normally there is one entity code by country, but in some countries where two or more Business Units exist, there could be two different entity codes in use. Examples of Entity codes : 6530 for Brazil, 7640 for Guatemala, 6516 for India BPS/ITS/CORP.
Default Cost Center: It is the General Ledger Account where employee pay will be charged.
Add additional Cost Centers: User may click on this option to see an expanded Cost Center menu:
- Second Cost Center: In some cases employee pay could be split into two different GL accounts.
- Third Cost Center: In some cases employee pay could be split into three different GL accounts.
- Fourth Cost Center: In some cases employee pay could be split into four different GL accounts.

NOTE: Use the field % on the right of Cost Center to specify the percentage of employee pay that must be charged to that particular account.
Operations Structure

This refers to the organizational hierarchy according the FEPS, which is different from the common HR hierarchy. Information shown under this section inlcudes:

Company Code: It is a two to four-character code to identify the country, or the physical place where employee office is located.
Division: It refers to the specific level of organization where the employee Strategic Business Unit belongs.
SBUID: It is a two to four-character code to identify a Strategic Business Unit.
Location: It usually makes reference to the city or state where the local office is. It can also refer to a certain working group.
Team: It is the name of the employee regular working group, and it is usually determined by a local SBU Manager or Supervisror.

IPS Hierarchy is managed and updated by the HRIS team. Email HRIS@xerox.com for assistance or clarification regarding employee hierarchy.

Adding Employee photo

Once a new employee has been added in the system, the user has the option of adding the employee picture to the record.

Take employee picture and use employee WIN to name image file. Digital photo may be saved as a .jpg, .bmp or .png type. For example: 99999999.jpg Please keep in mind that file size must not exceed 300 kbs.
Save image file in user hard drive.
Search for employee record, and locate the "Picture File Location" field (right side of screen).
Click on "Browse" button to search for image file.
Locate image file and click on "Open".
Make sure the file path is added in the Picture File Location field.
Click on "Change" button (bottom left).
Message "Employee record has been updated" will appear on top right of screen.
Employee photo will be displayed.

Notes:

Organizational structures (hierarchies) must be first created in both FEPS and IPS so the user can see them in the system.
In case the desired hierarchy cannot be seen, please address this issue to ips.support@xerox.com.