Adding applicant master information

Shortcut/mask: HRAPAM

Use the Applicant Master (HRAPAM) window to add and track the name, address, and general information for applicants. Since an applicant can apply for multiple positions, position-specific information is not added using this window.

The Applicant Master window contains the following tabs:

• Primary
• EEO
• Qualifications
• Education
• License/Cert
• Skills
• Experience
• Work History
• References
• Requirement Scores
• Tests
• Physical & Chemical
• Interviews
• Notes

Follow these steps to add a new applicant record:

1. Open the window by typing HRAPAM in the Search field and pressing Enter.
2. Select Add (+).

3. Complete the following fields on the Applicant section:

   • Entity ID: Select the entity for the applicant from the drop-down list. The entity ID is used in many ways, including identifying the security clearance. You define entity IDs on the Payroll Entity Definition (PYUPGN) window.
   • SSN: Type the applicant’s Social Security number. You can type up to 10 characters in this field.
   • Status: Select the status from the drop-down list. This is a required field. In Update mode, this field is read-only and cannot be edited. It displays the overall status of the applicant, such as "Active" or "Inactive." This is a application-generated field from the Applicant Master window and is based on the Applicant ID field. This validates to code ID APPLICANT_STAT in the HR Codes (HRTBCE) window .
   • Generate ID: Select the method for creating the employee ID. You can choose to manually type the employee ID, auto-generate it, or use the Social Security number.
   • Applicant ID: Type the applicant's new employee identification number. The value in this field is created based on the value you type the Generate ID field. All employee IDs, regardless of entity ID, must be unique in Human Resources (HR) and Payroll (PY). Select the ellipsis (...) to use the lookup or generate the applicant ID.
   • Type: From the drop-down list, select the type of position the applicant is applying for. This field is used if the applicant is applying for a position that is in a grouping different from his or her primary type of interest. This field validates to the code ID APPLICANT_TYPE in the HR Codes (HRTBCE) window.
   • First Name: Type the applicant's first name. You can type up to 20 characters. This is a required field.
   • Current Employee: Select this check box if the applicant is a current employee.
   • Former Employee: Select this check box if the applicant is a former employee.
   • Middle Name: Type the applicant's middle name. You can type up to 20 characters. This field is optional.
   • Employee Begin: Select the date the applicant's previous employment with your organization started. This field is only accessible when you select the Current or Former Employee check box.
   • Employee End: Select the date the applicant's previous employment with your organization started. This field is only accessible when you select the Current or Former Employee check box.
   • Last Name: Type the applicant's last name. You can type up to 20 characters. This is a required field.
   • Relative Employed: Type the employee ID of a currently employed relative, if applicable. Select the Lookup to search for the employee ID.
   • Salutation: Select the salutation you want to use, such as Sir or Madam.
   • Suffix: Select the name suffix, such as "Jr," if applicable.
   • Info Updated from Employee Record: This is a read-only field and the check box is selected if the applicant information has been updated from the Employee Master (HREMEN) window using the Update Applicant Info utility under Tools in the side panel.

4. Complete the following fields in the Primary Tab:

   • Address 1 and 2: Type the applicant’s address.
   • City: This field is application-derived based on the zip code typed. You can also manually select a value in this field. You can type up to 28 characters.
   • Zip Code: Type the applicant’s zip code. Select the Lookup to search for the zip code. The City and State fields are populated based on the zip code you type. This field validates to the Person Entity Zip Code (PEUPZP) window.
   • State: This field is application-derived based on the zip code typed. You can also manually select a value in this field.
   • Zip Ext: Select the zip code extension.
   • County: Select the county code for this applicant.
   • Country: By default, "USA" displays in this field. You can also manually select the applicant's country of residence in this field.
   • Phone Code (1-3): Select the phone code from the drop-down list. For example, select CL for cell phone. You can associate three different phone codes, numbers, and extensions for this applicant.
   • Phone (1-3): Type the phone number for this applicant.
   • Extension (1-3): Type the phone
   • Email: Type the applicant's e-mail address.
   • Misc 1-4: These are four eight-character miscellaneous user-defined fields where you can add additional information.
   • Action: Select the action you want to perform or the purpose for typing or modifying the record. This is a required field and it validates to the code ID ACTION_CODE in the HR Code (HRTBCE) window.
   • Comments: Type notes describing this change.

5. Complete the following fields in the EEO tab:

   • Birth Date: Select the applicant’s date of birth from the drop-down calendar.
   • Over 40: This is a read-only field. This check box is selected based on the applicant's date of birth specified.
   • Gender: Select the applicant's gender from the drop-down list.
   • Ethnicity: Select the applicant’s ethnicity from the drop-down list.
   • Marital Status: Select the applicant’s marital status from the drop-down list.
   • Disabled: Select this check box if the applicant qualifies as disabled.
   • VA Disability: Select the Veterans Administration disability code from the drop-down list. This code indicates what type of disability the applicant has.
   • Action: Select the action you want to perform or the purpose for typing or modifying the record. This is a required field and it validates to the code ID ACTION_CODE in the HR Code (HRTBCE) window .
   • Comments: Type notes describing this change.
6. Select the Qualifications tab to display the subtabs.

7. Use the Education tab to add and track an applicant's educational level and background. The information on this tab is used to determine whether the applicant meets the minimum requirements for the position. Complete the following fields on the Education tab:

   • Degree: Select the degree code that represents the degree earned or being earned by the applicant. This is a required field. The possible values are restricted to those defined in the HR Non-Entity Specific Codes (HRTBHR) window, where the code ID is DEGREE_CODE.
   • Issue Date: Select the date the degree was issued or awarded.
   • Pending: Select this check box to indicate that the degree is pending completion.
   • Major: Select the applicant's major or special area of education. This field validates to the HR Non-Entity Specific Codes (HRTBHR) window, where the code ID is MAJOR_CODE.
   • Major Description: Type a description of the applicant's major. If you type a code other than 00 in the Major field, the description field fills in the code description from the HR Non-Entity Specific Codes (HRTBHR) window. If you type 00, you must type the description manually.
   • Minor: Select the applicant's minor or second special area of education. This field validates to the HR Non-Entity Specific Codes (HRTBHR) window, where the code ID is MINOR_CODE.
   • Institution: Select the institution code associated with this degree. You can select the Lookup to search for the institution. This field validates to the HR Non-Entity Specific Codes (HRTBHR) window, where the code ID is INSTITUTION_CODE.
   • Inst Desc: Type the description of the institution. If in the Institution field, you type an institution code other than 00, the description field fills in the code description from the HR Non-Entity Specific Codes (HRTBHR) window. If you type 00, you must type the description manually.
   • Type: Select the type of units. For example, select S for semester or Q for quarter. 
   • Credits: Type the number of credits earned toward the degree or educational goal.
   • GPA: Type the grade point average (GPA) associated with the degree.
   • Misc 1-5: Type any miscellaneous information associated with the degree.
   • Action: Select the action or purpose for typing or modifying a record. This is a required field. The possible values in the drop-down are restricted to those defined in the HR Non-Entity Specific Codes (HRTBHR) window, where the code ID is ACTION_CODE.
   • Job Posting: If the employee was hired through Applicant Online, the job posting for the position filled displays here.
   • Comments: Type notes about the applicant's education in this field.

8. You use the License/Cert tab to add and update licenses and certifications associated with an applicant. Complete the following fields in the Licenses/ Cert tab:

   • License/Cert Type: Type the type of license or certification. Select the Lookup to search for the license or certificate type. This is a required field that validates against the HR Non-Entity Specific Codes (HRTBHR) window, where the code ID is LICN/CERT_TYPE.
   • Issue Date: Select the date the license was issued.
   • Expiration Date: Select the expiration date of the license.
   • Registration State: Select the state code that represents the state in which the license was registered. The possible values are restricted to those defined in the Nucleus Common Codes (NUUPCD) window, where the code category equals PEST.
   • License Number: Type the applicant's license number.
   • Registration ID: Select the registration ID for the license.
   • Verification Date: Select the date the license or certification was verified.
   • STATE 1: This is a special user-defined field. The field validates against the HR Non-Entity Specific Codes (HRTBHR) window, where the code ID is LICNCERT_STATE1. 
   • TYPE1: This is a special user-defined field. The field validates against the HR Non-Entity Specific Codes (HRTBHR) window, where the code ID is LICNCERT_SPECFLD and the code value equals TYPE1. 
   • CHANGED: This is a special user-defined field. The field validates against the HR Non-Entity Specific Codes (HRTBHR) window, where the code ID is LICNCERT_SPECFLD and the code value is CHANGED.
   • Action: Select the action or purpose for typing or modifying a record. This is a required field. The possible values in the drop-down are restricted to those defined in the HR Non-Entity Specific Codes (HRTBHR) window, where the code ID is ACTION_CODE.
   • Verified: This is a read-only field and represents the date that a HR staff member verified the record in the Human Resource (HR) staff view of the Applicant Online application.
   • Comments: Type any comments associated with the entry.

9. Use the Skills tab to add and update the skills associated with an applicant. Complete the following fields on the Skills tab:

   • Skill: Select the applicant's skill required or desired for the requisition. Applicants associated with the skill are considered more qualified. This field validates to the HR Non-Entity Specific Codes (HRTBHR) window, where the code ID is SKILL_CODE.
   • Experience: This is a free-form text field, and you can type data to represent years of experience or anything else you choose to specify. This field is used to indicate whether the source of the skill is derived through experience. 
   • Education: This is a free-form text field, and you can type data to represent years of education. This field is used to indicate whether the skill is derived through education. 
   • Action: Select the action or purpose for typing or modifying a record. This is a required field. The possible values are restricted to those defined in the HR Non-Entity Specific Codes (HRTBHR) window, where the code ID is ACTION_CODE.
   • Job Posting: If the employee was hired through Applicant Online, the job posting for the position filled displays here.
   • Verified: This field displays the date on which the information has been verified through the Applicant Online (AO) application.
   • Comments: Type any notes associated with the entry.

10. Use the fields in the Experience tab to add and track certificated and classified years of service or experience. Complete the following fields on the Experience tab:

    • Experience Type: Select the type of experience to be recorded. This field validates against the HR Non-Entity Specific Codes (HRTBHR) window, where the code ID is EXPERIENCE_CODE. The Experience tab on the Education and Skills (HREMES) window has this same fields and when an applicant is hired, the applicant's information transfers to the Education and Skills window.
    • Add to Total Code: Indicate whether the line item is to be added to the total field. This validates to the application static codes. The value in the In-House field displays in the Total Certified field when you select the option "CERT" and "CEDT" in the Add to Total Code field. The value in the Pre-Employment field displays in the Total Certified field when you select the option "CERT" and "CEPE" in the Add to Total Code field.
    • Applied Date: Select the applied date.
    • Pre-Emp Years: Type the pre-employment years to be recorded.
    • In-House Years: Type the in-house years to be recorded.
    • Begin Date (1-2): Select up to two miscellaneous begin dates.
    • End Date (1-2): Select miscellaneous end dates.
    • Value (1-5): Type any miscellaneous values. Values 1-3 have 2 decimal place precision and 4- 5 are 5 decimal place precision.
    • Total Value (1-5): This field displays the totals of all records per applicant for each of the associated Value fields.
    • Certified: This field displays the total years of in-house experience when the experience type is "certificated."
    • Classified: This field displays the total years of in-house experience when the experience type is "classified."
    • Grand: This field calculates and displays the total years of experience for all entries in the In-House and Pre-Employment fields.
    • In-House: This field calculates and displays the total years of experience for all entries in the In-House field.
    • Misc: Type any miscellaneous experience information.
    • Misc Code (1-2): Type any miscellaneous codes. Miscellaneous code 1 contains eight characters and miscellaneous code 2 is four characters.
    • Action: Select the action or purpose for typing or modifying a record. The possible values are restricted to those defined in the HR Non-Entity Specific Codes (HRTBHR) window, where the code ID is ACTION_CODE.
    • Job Posting: If the employee was hired through Applicant Online, the job posting for the position filled displays here.
    • Verified: This field displays the date on which the information has been verified through the Applicant Online (AO) application.
    • Comments: Type any notes associated with the entry.

11. Use the fields in the Work History tab to add and track the applicant's work history, such as previous employer, previous employer address, etc. Complete the following fields on the Work History tab:

    • Employer: Type the name of the previous or current employer.
    • Address: Type the address of the previous or current employer.
    • City: This field is application-derived based on zip code. This field can also be manually typed. This field validates to the Person Entity Zip Code (PEUPZP) window.
    • State: This field is application-derived based on the zip code typed. This field can also be selected manually. This field validates to the Nucleus Common Codes (NUUPCD) window.
    • Zip: Type the zip code and the extension of the previous employer. This is a required field. Select the Lookup to search for the zip code. The City and State fields are populated with the city and state associated with the zip code you select. This field validates to the Person Entity Zip Code (PEUPZP) window.
    • Zip Ext: Type the zip code extension.
    • Phone: Type the phone number with extension, if available.
    • Extension: Type the phone extension.
    • Position Held: Type the position held by the applicant. This is a required field.
    • Type: Select the type of work performed. This field validates to HR Non-Entity Specific Codes (HRTBHR) window, where the code ID is WORK_TYPE.
    • Employed Dates: Type the dates of the applicant's previous or current employment.
    • Supervisor: Type the supervisor's name.
    • Reason for Leaving: Select the applicant's reason for leaving the previous job. This field validates to the HR Non-Entity Specific Codes (HRTBHR) window, where the code ID is REASON_FOR_LEAVE.
    • Last Annual Salary: Type the applicant's last annual salary amount.
    • Full or Part Time: Select F to indicate the applicant was employed full time or P to indicate part time employment. 
    • Job description: Type the type of duties the applicant performed or performs in the job.
    • Misc 1-4: Type any miscellaneous information pertaining to the record.
    • Action: Select the action or purpose for typing or modifying a record. This is a required field. The possible values are restricted to those defined in the HR Non-Entity Specific Codes (HRTBHR) window, where the code ID is ACTION_CODE.
    • Job Posting: If the employee was hired through Applicant Online, the job posting for the position filled displays here.
    • Comments: Type any notes associated with the entry.

12. Use the References tab to add and track the reference information provided by the applicant. Complete the following fields on the References tab:

    • First Name: Type the reference person's first name.
    • Last Name: Type the reference person's last name.
    • Title/Description: Type the reference person's title or description.
    • Relate Code: Select the relation code. This field indicates how the reference person knows the applicant. This field validates against the HR Non-Entity Specific Codes (HRTBHR) window, where the code ID is RELATIONSHIP_CD.
    • Years Known: Type the number of years the applicant and the referring person have known each other.
    • Email: Type the reference person's e-mail address.
    • Phone: Type the phone number and extension of the applicant's reference.
    • Extension: Type the phone extension number of the applicant's reference.
    • Action: Select the action or purpose for typing or modifying a record. This is a required field. The possible values are restricted to those defined in the HR Non-Entity Specific Codes (HRTBHR) window, where the code ID is ACTION_CODE.
    • Job Posting: If the employee was hired through Applicant Online, the job posting for the position filled displays here.
    • Verified: This field displays the date on which the information has been verified through the Applicant Online (AO) application.
    • Comments: Type any notes associated with the entry.

13. Complete the following fields on the Requirement Scores tab:
14. Requirements: Select the name of the requirement. You can select more than one requirement. The options for this field come from the HR Non-Entity Specific Codes (HRTBHR) window and the code ID is APPLICANT_REQUIREMENT.
15. Min Passing Score: This field displays the minimum score that is required by applicants to be considered qualified for a position.
16. Applicant Score: Type the applicant's test score.
17. Requirement Date: Select the date the requirement was exercised, accomplished, or completed.
18. Administered By: Select the employee ID of the person who administered the test. Select the Lookup to search for the employee ID. This field validates to the Employee Master (HREMEN) window.
19. Position Type: This is a application-derived value based on the requisition. The position type is used to establish generic categories for postings and requisitions. For example, "CERT" (Certified) and "CLAS" (classified).
20. Position Status: This field displays the application-derived position or requisition status. 
21. PCN: This field displays the position control number (PCN) associated with the requisition, posting, or eligibility list. This number is application-derived based on the requisition.
22. Position: This field indicates a position associated with the PCN and it is application-derived based on the requisition. 
23. Action: Select the action or purpose for typing or modifying a record. This is a required field. The possible values are restricted to those defined in the HR Non-Entity Specific Codes (HRTBHR) window, where the code ID is ACTION_CODE.
24. Job Posting: If the employee was hired through Applicant Online, the job posting code for the position filled displays here.
25. Comments: Type any notes associated with the entry.

14. Complete the following fields in the Tests tab:

    • Test: Select the type of test. This field validates against the HR Non-Entity Specific Codes (HRTBHR) window, where the code ID is APPLICANT_TEST.
    • Test Date: Select the date the test was administered.
    • Weight: Type the weight of the test.
    • Score: Type the applicant's test score.
    • Possible Score: Type the maximum score for the test.
    • Passing: Type the minimum passing score.
    • Passed: This field is application-derived. The check box is selected based on the score and the passing score.
    • Percent: This is a application-derived value based on the score and possible score.
    • Modified %: This field is application-derived and displays the modified percentage.
    • Action: Select the action or purpose for typing or modifying a record. This is a required field. The possible values are restricted to those defined in the HR Non-Entity Specific Codes (HRTBHR) window, where the code ID is ACTION_CODE.
    • Job Posting: If the employee was hired through Applicant Online, the job posting for the position filled displays here.
    • Comments: Type any notes associated with the entry.

15. Complete the following fields in the Physical & Chemical tab:

    • Record: Type the assigned record number for the entry.
    • Contact Person: Type the name of the contact person.
    • Phone Code: Select the phone code from the drop-down list.
    • Phone: Type the phone number of the contact person associated with this test.
    • Extension: Type the phone extension for the test contact person.

16. Complete the following fields on the Physical subtab:

    • Type of Test: Type the type of physical test performed.
    • Test Date: Select the date when the physical test was conducted.
    • Case: Type the case number.
    • Cost: Type the cost of the test.
    • Phys Comments: Type any specific comments associated with the physical test. 
    • Notification Date: Select the date the applicant was notified of the test results.
    • Results Received: Select this check box if the physical test results have been received.
    • OK: Select this check box to indicate that the applicant passed the test.
    • Action: Select the action or purpose for typing or modifying a record. This is a required field. The possible values are restricted to those defined in the HR Non-Entity Specific Codes (HRTBHR) window, where the code ID is ACTION_CODE.
    • Job Posting: If the employee was hired through Applicant Online, the job posting for the position filled displays here.
    • Comments: Type any notes associated with the entry.

17. Select the Chemical subtab and complete the following fields:

    • Type of Test: Type the type of chemical test performed.
    • Test Date: Select the date when the chemical test was conducted.
    • Case: Type the case number.
    • Cost: Type the cost of the test.
    • Chem Comments: Type any specific comments associated with the chemical test.
    • Notification Date: Select the date the applicant was notified of the test results.
    • Results Received: Select this check box to indicate that the chemical test results have been received.
    • OK: Select this check box to indicate that the applicant passed the test.
    • Action: Select the action or purpose for typing or modifying a record. This is a required field. The possible values are restricted to those defined in the HR Non-Entity Specific Codes (HRTBHR) window, where the code ID is ACTION_CODE.
    • Job Posting: If the employee was hired through Applicant Online, the job posting for the position filled displays here.
    • Comments: Type any notes associated with the entry.

15. Use the Interviews tab to track specific interview data such as whether the applicant has a reference check, completed transcripts, etc. Use this tab to track more information about an interview. Complete the following fields on the Interviews tab:

    • Job Posting: Select the posting or requisition number associated with the applicant on the Posting Information (HRAPPS) window. This is a required field. The drop-down displays a listing of requisitions for which the applicant has applied. The possible values are restricted to those defined in the Posting Information (HRAPPS) window.
    • Ready for Interview: Select this check box if the applicant is ready to interview.
    • Interview Date: Select the date of the interview.
    • Ready Date: Select the date the applicant is ready to interview. The current date automatically populates the field if the Ready for Interview field is selected.
    • Interview Rating: Select the interview rating associated with the applicant. This field validates against the HR Non-Entity Specific Codes (HRTBHR) window, where the code ID equals INTERVIEW_CODE.
    • Placement File Rating: Type the placement file rating.
    • Interviewed By: Select the ID of the employee who interviewed the applicant. Select the Lookup to search for the employee ID. This field validates against the Employee Master (HREMEN) window.
    • Initials: Type the interviewer initials.
    • Comments: Type any miscellaneous information associated with the interview record.
    • Transcripts: Select this check box if the applicant has submitted transcripts.
    • Information Sheet: Select this check box if an information sheet has been completed.
    • Placement File: Select this check box if the applicant has all required materials for the placement file.
    • License: Select this check box if a license check has been completed.
    • Formal Application: Select this check box if the applicant completed a formal application.
    • Criminal History: Select this check box if the applicant has completed a criminal history check. 
    • Reference: Select this check box if a reference check has been conducted.
    • Misc 1-8: Type any miscellaneous information associated with the interview. The field tags are client-defined.
    • Action: Select the action or purpose for typing or modifying a record. This is a required field. The possible values are restricted to those defined in the HR Non-Entity Specific Codes (HRTBHR) window, where the code ID is ACTION_CODE.

16. Complete the following fields in the Notes tab to record miscellaneous notes about the position:

    • Notes: Type any additional information you want to add to this record.
    • Action: Select the reason for typing or modifying a record. This field validates to code ID ACTION_CODE in the HR Code (HRTBCE) window.
    • Job Posting: Select the job posting code for the position this applicant applied for.

17. Select Save Changes or press Enter when your entries are complete.

    Result: You have added a new applicant record for reference in the Finance application.

Related Information:

• Defining Requisitions (HRAPRD)
• Associate an applicant with a position or requisition (HRAPPS)
• Setting up position control number and position code definitions (HRTBPC)
• Assigning benefits to an employee (HRPYBE)
• Setting up the employee master file (HREMEN)