Type: System Enhancements ID Number: SE 93. Subject: Changes to Employee Address Screens. Date: June 29, 2012

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1 Type: System Enhancements ID Number: SE 93 Date: June 29, 2012 Subject: Changes t Emplyee Address Screens Suggested Audience: Human Resurce Offices Details: On July 14, 2012, Peple First will implement majr system enhancements that affect hw emplyee cntact infrmatin is managed in the Peple First system. These system enhancements are being made t the emplyee address screens within Peple First and will include the fllwing changes: There will be a new "Cntact Infrmatin" screen. Refer t the "Cntact Infrmatin" sectin fr specific details and functinality f the new screen. A new link titled "Cntact Infrmatin" will be added t the "My Quick Links" sectin n the Hme Page. The current "Create Hme Address" link, in the "My Tasks Due" sectin n the Hme Page will be re-titled "Maintain Cntact Infrmatin." When emplyees select the "Maintain Cntact Infrmatin" task, they will be taken t the new "Cntact Infrmatin" screen t create a hme address. The hme and mailing address screens are being eliminated. Hme and mailing addresses will nw be part f the new "Cntact Infrmatin" screen. The Hme Address and Mailing Address links will be remved frm the Persnal Infrmatin drpdwn menu and the "My Quick Links" sectin n the Hme Page. Refer t the "Hme Address Details Sectin" and "Mailing Address Details Sectin" fr additinal changes being made t the address screens. The "Temp Address" is being remved. This address type will n lnger be valid in the Peple First system. The "Temp Address" link will be remved frm the Persnal Infrmatin drpdwn menu. A new emplyee "Ntificatin Address" is being created and will be lcated in the "Cntact Infrmatin" screen. Refer t the "Ntificatin Address Details Sectin" sectin fr specific details and functinality f the new address type. 1

2 Cntact Infrmatin Overview Sectin Within the Cntact Infrmatin screen (Screensht 1), the Overview sectin will shw each address type (i.e., Hme Address, Mailing Address, and Ntificatin Address). The "Address Type", "Effective Date", "End Date", "Address", "City", "State", and "ZIP Cde" fr each active address recrd will display in the Overview sectin. Only active address recrds will be presented in the Overview sectin. Histrical address recrds can be viewed in the Details sectin fr each address type. If there is nt an active address recrd, the sectin will shw blank fr that address type. The "Address" clumn will cmbine and display "Address Line 1" and "Address Line 2" f the emplyee's address. The "City", State", and "ZIP Cde" clumns are nt valid fr the Ntificatin E- mail Address; n data will be presented in these clumns. The "Menu" buttn will return the emplyee t the Emplyee Infrmatin page and will return a user cmpleting n behalf f anther user t the My Direct Reprts page. The "New" buttn will allw the emplyee t create a new address recrd. When the "New" buttn is selected, withut an address type being selected in the Cntact Infrmatin Overview sectin, users will be presented with a drpdwn menu that will allw them t select an address type (i.e., Hme Address, Mailing Address, r Ntificatin Address). Once the address type is selected, the emplyee will be presented with the applicable Details sectin t create the address. When an address type is selected in the Overview sectin, and then the "New" buttn is selected, the emplyee will be presented with the applicable Details sectin t create the address. Screensht 1 - Cntact Infrmatin Screen Hme Address Details Sectin T view an active Hme Address recrd, select "Hme Address" in the Overview sectin in the "Cntact Infrmatin" screen. Once the address is selected, the Hme Address Details sectin (Screensht 2) will be presented. New messaging is being added t the "Hme Address" recrd t infrm users f the address pririty rder fr mailing purpses. 2

3 The message will read: "Yur current mailing address will be used fr mailed crrespndence. It there is n active mailing address, then the hme address will be used." The "Effective Date" and "End Date" fields will n lnger be pen fr editing. When the Hme Address recrd is being edited (by selecting the "Edit" buttn) r a new address is being created (by selecting the "New" buttn), the "Effective Date" will default t the current date, and the "End Date" will default t An "Address Line 2" field has been added t the "Hme Address" recrd. This field can be used t capture the emplyee's apartment number, building number, etc. The "C/O" field has been remved. Enhancements have been added t nly require emplyees t enter "Address Line 1" and "ZIP Cde." The entry in the "ZIP Cde" field will systematically ppulate the City, State, and Hme Cunty fields. This enhancement will prevent emplyees frm entering invalid infrmatin fr these address fields. In the rare situatin where an emplyee lives in a ZIP Cde that has multiple cities r cunties, the emplyee will select the apprpriate City and/r Cunty in the drpdwn menus fr these fields after entering a ZIP Cde. Emplyees will als have the ability t prvide a secnd line t their addresses, as well as a primary and an alternate phne number. The "Cuntry" field will default t the United States and is nt editable. Emplyees with a freign hme address (utside f the United States) must call the Peple First service center t mdify their address. A new checkbx feature that allws emplyees t cpy their hme address t their mailing address will be added t the "Hme Address" details sectin. The text next t this checkbx will read: "Check here if yu wuld als like t use this as yur mailing address." This checkbx will nly display when the "Edit" buttn has been selected. When the emplyee selects the checkbx, a new mailing address recrd will be created using the infrmatin entered in the hme address. The "Effective Date" f the new mailing address will be the current date, and the "End Date" will be If the emplyee has an existing mailing address (befre the checkbx is selected), that address will be end dated as f the previus day. The "Histry" buttn will display the histrical hme address recrds fr the emplyee. The histrical address recrd will be presented in a table frmat; it will nt lk like the actual "Hme Address" recrd. Each histrical recrd will shw the "Effective Date", "End Date", "Address" (with Address Line 1 and Line 2 cmbined), "City", "State", "ZIP Cde", "Cunty" (hme cunty), "Primary Phne Number" and "Alternate Phne Number". 3

4 Screensht 2 - Hme Address Details Sectin Mailing Address Details Sectin T view an active Mailing Address recrd, select "Mailing Address" in the Overview sectin f the "Cntact Infrmatin" screen. Once the address is selected, the Mailing Address Details sectin (Screensht 3) will be presented. New messaging is being added t the "Mailing Address" recrd t infrm users f the address pririty rder fr mailing purpses. The message will read: "Yur current mailing address will be used fr mailed crrespndence. It there is n active mailing address, then the hme address will be used." The "Effective Date" and "End Date" fields will n lnger be pen fr editing. When the Mailing Address recrd is being edited (by selecting the "Edit" buttn) r a new address is being created (by selecting the "New" buttn), the "Effective Date" will default t the current date, and the "End Date" will default t An "Address Line 2" field has been added t the "Mailing Address" recrd. This field can be used t capture the emplyee's apartment number, building number, etc. Enhancements have been added t nly require emplyees t enter "Address Line 1" and "ZIP Cde." The entry in the "ZIP Cde" field will systematically ppulate the City and State fields. This enhancement will prevent emplyees frm entering invalid infrmatin in these address fields. In the rare situatin where an emplyee lives in a ZIP Cde that has multiple cities r cunties, the emplyee will select the apprpriate City and r Cunty in the drpdwn menus fr these fields after entering a ZIP Cde. Emplyees will als have the ability t prvide a secnd line f address, as well as a primary and alternate phne number. The "Cuntry" field will default t the United States and is nt editable. Emplyees with a freign hme address (utside f the United States) must call the Peple First service center t mdify their address. The "Histry" buttn will display the histrical mailing address recrds fr the emplyee. 4

5 The histrical address recrd will be presented in a table frmat; it will nt lk like the actual "Mailing Address" recrd. Each histrical recrd will shw the "Effective Date", "End Date", "Address" (with Address Line 1 and Line 2 cmbined), "City", "State", and "ZIP Cde". Screensht 3 - Mailing Address Details Sectin Ntificatin Address Details Sectin A new "Ntificatin Address" is being implemented. The "Ntificatin Address" will be used t cmmunicate key (e.g., pen enrllment) infrmatin t emplyees. Emplyees will als have the ptin t select t cntinue t receive currently mailed crrespndences (e.g., Benefits Cnfirmatin Statement) thrugh the United States Pstal Service. T view an active Ntificatin Address recrd, select "Ntificatin Address" in the Overview sectin n the "Cntact Infrmatin" screen. Once the address is selected, the Ntificatin Address Details sectin (Screensht 4) will be presented. A message will be included n the "Ntificatin Address" recrd that explains hw the ntificatin address will be used. Emplyees wh prvide a ntificatin address will receive additinal cmmunicatins frm Peple First fr key events, such as Open Enrllment, that are nt sent t emplyees thrugh the United States Pstal Service (fr example, s letting them knw that Open Enrllment has begun r that it is almst ver). An additinal message will be included n the "Ntificatin Address" recrd that explains that nly the address entered is subject t public recrds. It s imprtant t nte that all addresses, whether wrk r persnal, are subject t public recrds. Emplyees shuld carefully cnsider which address t use (wrk r persnal). Emplyees are slely respnsible fr maintaining their address and ensuring that it is current/up t date. If the emplyee uses a wrk address and changes jbs (fr example, a mve frm ne agency t anther), then the emplyee wuld need t update the ntificatin address with Peple First. 5

6 A checkbx feature is being included that allws the emplyee t als elect t cntinue t receive mailed crrespndence thrugh the United States Pstal Service. When emplyees select the checkbx, they will als cntinue t receive cmmunicatins that are sent thrugh the United States Pstal Service t their mailing address in additin t electrnic cmmunicatins (via ). The "Effective Date" and "End Date" fields will nt be pen fr editing. When the Ntificatin Address recrd is being edited ("edit" buttn selected) r a new address is being created ("new" buttn selected), the "Effective Date" will default t the current date and the "End Date" will default t Emplyees that elect t enter a ntificatin address will be required t re-enter the address t ensure it was entered crrectly. A "Stp " buttn will be presented when an active Ntificatin Address is being viewed. The buttn will nt be displayed if the emplyee des nt have a Ntificatin Address. If the "Stp " buttn is selected, the emplyee will be presented with a warning message asking them if they are sure they want t stp their Ntificatin Address and warning them they will nt receive sme cmmunicatins. The "Histry" buttn will display the histrical ntificatin address recrds fr the emplyee. The histrical address recrd will be presented in a table frmat; it will nt lk like the actual "Ntificatin Address" recrd. Each histrical recrd will shw the "Effective Date", "End Date", and "Address". Screensht 4 - Ntificatin Address Details Sectin 6

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