CA State - UEID Matching Process Overview - Genius Enterprise Legacy/Custom

The Unique Employee Identifier (UEID) is crucial for ensuring that users within a department are accurately tracked for training purposes. The system allows departments to verify and pair employees with their UEID to synchronize training data with the statewide employee database. This process helps streamline training records, ensuring that all training completions are correctly reported.

Every department needs to undergo several steps outlined by the CalHR team during the onboarding call with the state, to configure the access for the employee data. This step is critical for the pairing to work. 

• Unpaired learners will not have their training completions reported to the CalHR database, Enterprise HR (EntHR), which can affect training records and certification tracking.
• Tracking training records: Once paired, all training data is tracked under the employee’s unique UEID, which is used as the statewide identifier for all state employees.

User Login and Identity Verification Process

Step 1: User Login and Registration Initiation

• The process begins when a user logs into Genius using their Network Access (SSO) credentials.
• The system checks whether the user’s UEID has already been paired.
  • If the UEID is paired, the user is automatically redirected to the Learner Dashboard for training access.
  • If the UEID is not paired, the user proceeds with the identity verification process.

Step 2: Identity Verification

Once the UEID pairing status is verified, the user must complete identity verification:

• The system prompts the user to enter their Position Number and Birth Year for HR database matching.

• The system checks for a single possible match:
  • No Match Found: Then the Error is logged into system and email is sent to the dedicated admin account. 
  • Single Match Found: The user is successfully matched with their UEID, and the system updates their profile.
  • Multiple Matches Found: If multiple possible matches are found, the system adds the First Name and Last Name to the search criteria to help clarify and narrow down the match.

Once the pairing is successfully completed, future logins will not require re-verification or re-pairing. The learner is able to proceed to the assigned courses or the course catalog located on the Learner Dashboard regardless of the successful pairing. The learner will keep seeing the verification screen if the pairing is not successful until it's resolved. 

• If the department is not yet integrated with EntHR database, then the UEID pairing process cannot happen. The records of the Department are matched with the EntHR provided records.

Manually Managing UEID pairing on the Administrative Side

To ensure the accuracy and continuity of the pairing process, administrators have access to tools that allow them to intervene when necessary:

• Manual Pairing: Admins can manually pair a learner by adding the UEID to their profile under Learner > CalHR Information.

Only UEID is available for the update. Other profile fields are updated by the integration. In case where the employment data is incorrect, the agency should reach out to the Enterprise HR representative outlining the concern. Fields like Classification title, Position number or Appointment date can take up to 30 days to get updated.

• Correcting Incorrect Pairings: If a UEID is paired incorrectly, admins can remove the incorrect pairing from the learner's profile by clicking the 'Remove Association' button on the CalHR Information page. Once removed, the learner’s profile will be eligible for auto-pairing during their next login.
• New State Employees: UEID assignments for new employees can take up to one full pay period. The UEID is assigned by the State Controller Office.
• Employees Transferring Between Departments: For employees transferring between departments, the transfer and synchronization process may take 30-45 days for records to update and be available for pairing.
• Local Logins: Local logins are not required to pair with UEID, so accounts that are not connected to the departmental network/SSO, will not be seeing the pairing screen.

These timelines are important for administrators to communicate with new employees and ensure that they are aware of when they can expect their UEID pairing to be completed.

System administrators can review the list of all the pre-matched learners based simply on the first and last names available in the Genius system and EntHR provided records.

• Report is located in the Administration > Match EntHR Learners

This report should be used for informational purposes only. The system may show false positives due to similar first/last name combinations or the use of nicknames or display names instead of the proper legal names in the system.

If any affiliation is not required to undergo the UEID pairing process, then the system admins need to work with the implementation manager to explore the ways to achieve this.