Person

You are here: System Administration > Identity > Identity

Person

The Person administration maintenance document is used to establish and maintain user identity information to KIM (and by extension, to KC). Each Person document includes data about a user’s relationship with your institution as well as the roles and groups to which the person belongs. A person is a unique combination of an ‘entity ID’ and a ‘principal ID.’ The entity ID represents a person with a unique number, and the document associates the entity ID with the user's principal ID number and principal name (often referred to as a user name or user ID). When searching for or working with users in KIM, you usually reference either the principal ID or the principal name. A single entity ID can have multiple principals associated with it, but the base KC implementation of KIM assumes that each entity ID has only a single principal.

Initiation of the Person document is typically restricted to Technical Administrator or System Manager roles.

HRIS Integration: Your institution may choose to override parts of the Person document (especially affiliations and contact information) with data fed from an external human resources system. Therefore, editing entity data (such as entity ID, principal name, principal ID, password and tax ID number), contact and affiliation data would not be available for any role in the default role configuration. If you want to allow users to edit this data via the interface you will need to assign the ‘Modify Entity’ permission to the appropriate role.

Document Layout

The Person administration maintenance document includes four unique sections: Overview, Contact, Privacy Preferences, and Membership.

Figure 1148 Person Administration Maintenance Document Layout

Overview Section

The Overview section of the Person administration maintenance document identifies the person as a unique combination of entity and principal ID. It also allows you to assign a principal name and password, and to specify the type of affiliation with your institution, including a campus.

Figure 1149 Person Administration Maintenance Document – Overview Section Example

Table 796 Person Administration Maintenance Document – Overview Section Field Descriptions

Field	Description
Entity Id	Display-only. The unique ID number identifying this person in your database. An individual may have multiple principal IDs but only one entity ID. The base KC implementation assumes that each user will have only one entity ID and one principal ID. The system completes this entry automatically when you save or submit the document.
Principal Name	Required. Enter the user name by which this principal is to be identified. Must be lower case.
Principal Password	Optional. Enter the password for this principal ID. The display of your entry is masked for security.
Principal Id	Display-only. The unique ID number identifying this principal. Whereas Entity ID represents a unique person, principal represents a set of login information for that person. When selecting a person, you ordinarily reference his or her principal ID. The system completes this entry automatically when you save or submit the document.
Active	Check the box to indicate that this principal ID is active. Uncheck (clear) the box to indicate that this principal ID is inactive. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item.
Affiliations
Add / #	Displays sequential line item number for each table row in ascending, top-to-bottom order. Also serves as a line selection/addition row label.
Affiliation Type	Required. Select one of the following options from the list: Affiliate, Faculty, Graduate Student Staff, Medical Staff, Other Academic Group, Research Staff, Service Staff, Staff, Student, or Support Staff. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. When Support Staff is selected, the Employment Information subsection appears below the added line, which contains fields for specifying additional employee information.
Campus Code	Required. Select an option from the list. Typically, these appear with an abbreviation acronym followed by the full name of the campus (for example, KO-KOKOMO). Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection.
Default	Check the box to indicate that this affiliation is this principal's default association with your institution. Each principal must have at least one default affiliation. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item.
Actions	Click the add button to add your selection to as a row in the table below, which will become a numbered line item. Click the delete button to remove a previously-added line item row from the table. For more information about basic line item functionality, see “Common Line Item Operations” in Common E-Doc Operations.
Employment Information
Employee Id	Required. Type to enter an alphanumeric value to indicate the unique number assigned to the employee by your institution.
Primary	Indicates whether or not the Employee Id is primary in the case of multiple positions. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item.
Employee Status	Required. Select one of the following options from the list: Active, Deceased, On Non-Pay Leave, Status Not Yet Processed, Processing, Retired, or Terminated. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection.
Employee Type	Required. Select one of the following options from the list: Non-Professional, Other, or Professional. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection.
Base Salary Amount	Required. Type to enter a numeric value. The decimal point followed by two zeros will be automatically entered upon the add line item action.
Primary Department Code	Type to enter an alphanumeric value to indicate the number associated with the primary department in which the employee works.
Actions	Click the add button to add your selection to as a row in the table below, which will become a numbered line item. Click the delete button to remove a previously-added line item row from the table. For more information about basic line item functionality, see “Common Line Item Operations” in Common E-Doc Operations.

Contact Section

The Contact section of the Person administration maintenance document records the names, addresses, phone numbers and email addresses associated with this Person record. Any Person record can store multiple records for contact information of each type (name, address, phone number, and email address), with one value of each type identified as the default value for the Person record.

Figure 1150 Person Administration Maintenance Document – Contact Section Example

Table 797 Person Administration Maintenance Document – Contact Section Field Descriptions

Field	Description
Names
Name Type	Select the type of name to be added in this row. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection.
Title	Select the appropriate title for the name being added in this row. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection.
First Name	Type to enter the first name of the person for this record.
Last name	Type to enter the surname of the person for this record.
Suffix	Select an appropriate suffix option as necessary from the list. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection.
Default	Check this box to indicate that this Name record is to be used as the default for this person. Each Person record must have exactly one Name record identified as the default. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item.
Active	Check the box to indicate that this Name record is active. Uncheck the box to indicate that this record should be considered inactive. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item.
Actions	Click the add button to add your selection to as a row in the table below, which will become a numbered line item. Click the delete button to remove a previously-added line item row from the table. For more information about basic line item functionality, see “Common Line Item Operations” in Common E-Doc Operations.
Addresses
Address Type	Select one of the following options from the list: Home, Work, or Other. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection.
Line 1-3	Use lines 1,2 and 3 to enter the street address and any additional information such as building number, suite number, or P.O. Box number.
City	Enter the city associated with this address.
State	Select the state associated with this address from the list. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection.
Postal Code	Type to enter the postal code (or ZIP code) associated with this address.
Country	Select the country option associated with this address from the list. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection.
Default	Check this box to indicate that this Name record is to be used as the default for this person. Each Person record must have exactly one Name record identified as the default. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item.
Active	Check the box to indicate that this Name record is active. Uncheck the box to indicate that this record should be considered inactive. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item.
Actions	Click the add button to add your selection to as a row in the table below, which will become a numbered line item. Click the delete button to remove a previously-added line item row from the table. For more information about basic line item functionality, see “Common Line Item Operations” in Common E-Doc Operations.
Phone Numbers
Phone Type	Select one of the following options from the list: Fax, Home, Mobile, Other, Pager, or Work. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection.
Phone Number	Type to enter the telephone number that corresponds to your selection in the Phone Type field.
Extension	Type the extension number as necessary.
Country	Select the country option associated with this phone from the list. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection.
Default	Check this box to indicate that this Name record is to be used as the default for this person. Each Person record must have exactly one Name record identified as the default. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item.
Active	Check the box to indicate that this Name record is active. Uncheck the box to indicate that this record should be considered inactive. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item.
Actions	Click the add button to add your selection to as a row in the table below, which will become a numbered line item. Click the delete button to remove a previously-added line item row from the table. For more information about basic line item functionality, see “Common Line Item Operations” in Common E-Doc Operations.
Email Addresses
Email	Type to enter the e-mail address (for example, ‘name@domain.com’) for this person that corresponds to the Type field (Home, Work, Other).
Type	Select one of the following options from the list to specify the type of e-mail address: Home, Work, or Other. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection.
Default	Check this box to indicate that this Name record is to be used as the default for this person. Each Person record must have exactly one Name record identified as the default. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item.
Active	Check the box to indicate that this Name record is active. Uncheck the box to indicate that this record should be considered inactive. Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item.
Actions	Click the add button to add your selection to as a row in the table below, which will become a numbered line item. Click the delete button to remove a previously-added line item row from the table. For more information about basic line item functionality, see “Common Line Item Operations” in Common E-Doc Operations.

Privacy Preferences Section

The Privacy Preferences section of the Person administration maintenance document is used to suppress the display of fields on the Contact section.

No role in the base data configuration can modify this privacy preferences information. If you want this capability to be available via the user interface, you must assign the 'Override Entity Privacy Preferences' permission to a role.

Figure 1151 Person Administration Maintenance Document – Privacy Preferences Section Example

Check the box for each option to specify that the system is not to display this person’s information for this category, or clear the box to specify that this person’s information in this category will not be suppressed, and thus will be displayed on screens within KC.

Table 798 Person Administration Maintenance Document – Privacy Preferences Section Field Descriptions

Field	Description
Suppress Name	Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item.
Suppress Personal	Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item.
Suppress Phone	Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item.
Suppress Address	Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item.
Suppress Email	Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item.

Membership Section

The Membership section of the Person administration maintenance document is used to associate a person with groups and roles and, by extension, with KIM permissions and responsibilities. Assigning a person to a role is the most direct way to give a user KIM permissions and responsibilities.

Figure 1152 Person Administration Maintenance Document – Membership Section Example

The Membership section of the Person document is divided into four subsections: Groups, Roles, Delegations, and Delegation Member Qualifier. Delegations allow you to set a user as a primary or secondary delegate for a current member of a role. The delegate has the same permissions as the role member and is able to act on action requests generated for the role member by KIM.

When assigning some roles, you may need to supply additional qualifying values that further define this person’s assignment. For more information about role qualifiers, see “Role” on page 1279 in System Administration.

Table 799 Person Administration Maintenance Document – Membership Section Field Descriptions

Field	Description
Groups
Add / #	Displays sequential line item number for each table row in ascending, top-to-bottom order. Also serves as a line selection/addition row label.
Group	Enter the name of the KIM group you want to assign this person to. Click the lookup icon to search for and return the value to populate the box automatically, or if known, type the value in the box.
Namespace Code	Display-only. After you select a group to add this person to, the namespace code associated with the selected group is displayed. Click the lookup icon to search for and return the value to populate the box automatically, or if known, type the value in the box.
Name	After you select a group to add this person to, the name associated with the selected group is displayed. Click the lookup icon to search for and return the value to populate the box automatically, or if known, type the value in the box.
Type	After you select a group to add this person to, the type associated with the selected group is displayed.
Active From Date	If this user's assignment to this group is to be effective as of a certain date, enter that date here. Click the calendar icon to select, or type in mm/dd/yyyy format to populate the box with the desired date.
Active To Date	If this user's assignment to this group is to terminate as of a certain date, enter that date here. Click the calendar icon to select, or type in mm/dd/yyyy format to populate the box with the desired date. There is no way to delete a person's assignment to a group. To remove a person from a group, use this field to specify a date in the past.
Actions	Click the add button to add your selection to as a row in the table below, which will become a numbered line item. Click the delete button to remove a previously-added line item row from the table. For more information about basic line item functionality, see “Common Line Item Operations” in Common E-Doc Operations.
Roles
Role	Select the role you want to assign this person to. Click the lookup icon to search for and return the value to populate the box automatically, or if known, type the value in the box.
Namespace Code	Automatically populated based on your selection in the Role field (for example, KC-PD for Proposal Development).
Name	Automatically populated with the role name based on your selection in the Role field.
Type	Automatically populated based on your selection in the Role field.
Active From Date	If this user's assignment to this role is to be effective as of a certain date, enter that date here. Click the calendar icon to select, or type in mm/dd/yyyy format to populate the box with the desired date.
Active To Date	If this user's assignment to this role is to terminate as of a certain date, enter that date here. Click the calendar icon to select, or type in mm/dd/yyyy format to populate the box with the desired date. There is no way to delete a person's role. To remove a person from a group, use this field to specify a date in the past.
Actions	Click the add button to add your selection to as a row in the table below, which will become a numbered line item. Click the delete button to remove a previously-added line item row from the table. For more information about basic line item functionality, see “Common Line Item Operations” in Common E-Doc Operations.
Delegations
Role Member	Select the role and role member you want to add a delegation for. Click the lookup icon to search for and return the value to populate the box automatically, or if known, type the value in the box.
Active From Date	If this delegation is to be effective as of a certain date, enter it here. Click the calendar icon to select, or type in mm/dd/yyyy format to populate the box with the desired date.
Active To Date	If this delegation is to be terminated as of a certain date, enter it here. Click the calendar icon to select, or type in mm/dd/yyyy format to populate the box with the desired date. There is no way to delete a person's delegation. To remove a person from a group, use this field to specify a date in the past.
Delegation Type Code	Select either Primary or Secondary from the list. Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. This defines how the delegate will be able to access workflow action requests generated to the delegating role member. Options are 'Secondary' (the user must use the secondary delegate action list filter to view action requests) and 'Primary' (action requests will route directly to the delegate's action list).
Actions	Click the add button to add your selection to as a row in the table below, which will become a numbered line item. Click the delete button to remove a previously-added line item row from the table. For more information about basic line item functionality, see “Common Line Item Operations” in Common E-Doc Operations.
Delegation Member Qualifier
Unit Number	Enter the numeric value that uniquely represents the unit for the delegate.
Descends Hierarchy	Click within the checkbox to select the item. A check mark appears within the checkbox to indicate the item is selected. Click within the checkbox again to clear the mark and deselect the item.

Examples

Figure 1153 Person Administration Maintenance Document Example Values

Common Features

This administration maintenance document includes the following features that are common to most KC maintenance documents:

Table 800 Links to Common Maintenance Document Component Instructions

Common Maintenance E-Doc Component	Cross-Reference Links To Usage Instructions
Document Header	For more information, see “Header Area” on page 99 in E-Doc Fundamentals.
Document Overview Section	For more information, see “Document Overview” on page 103 in Common E-Doc Tabbed Sections.
Notes and Attachments Section	For more information, see “Notes and Attachments” on page 104 in Common E-Doc Tabbed Sections.
Ad Hoc Recipients Section	For more information, see “Ad Hoc Recipients” on page 106 in Common E-Doc Tabbed Sections.
Route Log Section	For more information, see “Route Log” on page 107 in Common E-Doc Tabbed Sections.
Action Buttons	For more information, see “Action Buttons” on page 81 in Selection, Entry and Action Tools.

Business Rules

• A person must have at least one affiliation.

• Each faculty or staff affiliation must have at least one Employment Information record associated with it.

• If a person has any faculty or staff affiliations then one Employment Information record must be marked as 'primary.

• Each person must have a default Name record in the Contacts section.

• Each affiliation must be associated with a campus.

• Each type of contact information can have only one record marked as the default.

Process

For information about searching for, initiating, editing, copying, submitting, saving, closing, canceling, and/or routing a maintenance document, see “Common Maintenance E-Doc Operations” on page 129 in the Overview section.

Routing

In the KC base data configuration, the KIM Person document does not route for approval. Typically, users with System Manager or Technical Administrator roles are permitted to initiate Person documents, and Workflow Administrators would approve the document prior to the KC process of updating the Person table.