People and positions

A worker’s record connects the person to a position, department, location, manager, pay grade and payroll calendar. HR Business Partner maintains that record while the employee uses it as the anchor for time, leave, training and reviews. The Overview page shows a department distribution, filtered employee register and one-person detail, so HR Business Partner can start with the same person the downstream records reference.

For a new production worker, agree on the department and actual workplace before entering the employee. A position carries its job title, headcount, location and reporting position. The employee then points to the occupied position. This makes a planned opening distinguishable from a person who has started work.

• Structure. Departments, locations and job titles give HR Business Partner a consistent way to name where someone works and what seat they occupy.
• Person. The employee record stores the worker’s employment status, hire date, manager and payroll calendar alongside the organizational references.
• History. Employment history records dated hire, transfer, promotion, manager and compensation events with their earlier and later details.

An employment change should keep the earlier position and manager visible in history. If a worker moves from assembly to quality, HR Business Partner records the effective date and both sides of the move. The current employee and position records can then reflect the destination without hiding the earlier assignment.

Set a naming convention for employee IDs, department codes, position codes and location codes. Decide who maintains position capacity, who may change a manager and which dates control the employee’s active status. Map the payroll calendar by the legal entity, country and currency already held on the employee record. These choices affect every pay period and report that groups people by department.

The configured roles separate employee self-service from people record entry. HR Business Partner maintains people and positions; CHRO / VP People has oversight; Admin maintains broad configuration. Review that access against the actual team before importing sensitive person data.

Use a worker who changes department mid-month. Check the original employee ID, old and new position, manager, department and effective date. The receiving team should see the current assignment, while HR Business Partner can still trace the earlier event. Then open the same worker from the Overview register and compare the one-person detail with the dated history.

Repeat with a worker on leave. Their status should tell the team the current employment state without deleting their training, time or pay history. For a departure, record the termination date and preserve the prior employee and history records for review.

• Active employee register — Current workers with their department, position, location and manager in one working list.
• Open positions — Seats available for staffing, with their job title, department and headcount.

Follow a new worker in hiring and onboarding, then carry their hours through time to pay.