Step 4: Key basic demographic Person data


Key Social Security Number.
Key First, Middle, and Last Names plus Suffix.
First Name and Last Name are the only mandatory fields.
Key a Title only when it is not Mr., Mrs., Miss, or Ms.
Key Known As.
Key Residential Address.
Road names or street names.
Capitalize the first letter of Street Name.
Key Phones Numbers and Phone Locations.
Key Race and Gender.
Use the ‘F8=Lookup*’ key if you need to lookup codes.

The basic demographic data includes Social Security Number, Names, Residential Address, Phones, Race, and Gender data. Only
the First Name and Last Name are mandatory.

.
Person Number 240 Status Active SSN 240-12-3456 V
Name * Mr___ Robert____________ Dalton____________ Cox_______________ * _____
Known As Dalton____________ Maiden Name __________________
Addr 211_____ Glen_Oaks_Road___________ ______ ______________________________
City/St/Zip * Charlotte___________ * NC 28270_____ V Mailing? + _ Short + _
Phone(s) 1 704-374-1750 * W_ 2 704-564-3593 * H_ 3 ____________ * __
Race/Sex * W_ * F Birth Data + _5/31/1981 V _15
.

Key Social Security Number
Although SSN is not a mandatory field, agency workers should make every possible effort to determine and include the Social Security Number in the record. 

If the SSN is already defined for another Person, the program will present a red warning message. The message is impossible to miss. Check the SSN keyed, correct it, resolve the problem immediately. Do not simply ignore the message.

Key Full Name
The full name is the First Name, Middle Name, Last Name, and Suffix. Key the values according to the standards defined by the agency. The program will accept a minimum of the First and Last Name.

Cox & Company strongly recommends that the agency define standards for keying Name and Address data. We suggest that the standards include: 1) upper and lower case, 2) no special characters in the names, and 3) full name with no abbreviations.

Because titles should be changed when a woman marries or divorces, Cox & Company recommends that Title values be limited to those that are professional or honorary, such as 'Dr', 'Rev', or 'Hon'. Position the cursor on the field and press F8=Lookup to show the valid choices. The program will not accept values not defined in the Standard Codes.

Key Known As
This field stores the nickname or familiar name. For example, 'Bob' is a shortened or familiar variation 'Robert'. Always key the given name as the First Name and the nickname into the Known As field. Known As is used in the lookups.

Key Maiden Name
Maiden Name is the wife's last name before marriage.

Key Residential Address
The format of the Residential Address is Street Number, Street Name, Apartment or Unit Number, and a Second Address Line. The value keyed here should be the address of the Person's residence, not the mailing address. Unless the agency standards dictate otherwise, do not key the mailing address into the field. Note that data converted from the EIS system may contain a Post Office Box type address in the Residential Address fields -- the conversion program does not know the difference.

Cox & Company recommend that you use no abbreviations in addresses. 

If the Persons you are adding live at the same address, pressing F7 will retrieve the address of the Person previously added or changed.

Use the ‘F8=Lookup*’ key to display City Names defined as Standard Codes. The program does not validate the City Name keyed by a worker but using this function may save keystrokes.

.........................................
: CS4110-S Lookup Standard Code 
: S_Code__Code_Description______________ 
: _ 1 Charlotte 
: _ 2 Davidson 
: _ 3 Matthews 
: _ 4 Pineville 
: _ 5 Huntersville 
: _ 6 Cornelius 
: 
: 
: Key any char to select a Code. F3=Exit 
: 
:........................................

Key Phone Numbers and Phone Locations
Key up to three Phone Numbers. Be sure to key the type of number that it is -- ie, home, work, facsimile, or can be reached. Use the F8 key to display the choices.

Key Race and Gender
The program will not accept values not defined in the Standard Codes. Position the cursor on the field and press F8=Lookup to show the valid choices. 

Assign SIS Number
You can assign a SIS number from the list assigned to your agency by pressing the F22 key.

Press Enter
The program will validate and edit the data keyed but does not save it until you press F13=Update. "Validate" means check the data against tables or logic inside the program. "Edit" means reformat dates and dollar amounts with the proper special characters.

Save the data
Press F13=Update to save the data you have keyed.