People and positions

HR Business Partner maintains the employee record that the rest of the HRMS uses. The record carries the person’s employment type, status, legal entity, country, position, department, location, manager, pay grade and payroll calendar. A position is a separate seat with its own job title, department, location and reporting position. This distinction lets the team see an open seat before a person fills it and retain the position when the person leaves.

For a contractor joining an operations team, HR Business Partner records Contractor as the employment type and assigns the right entity and calendar. The same employee record can then appear in weekly time, leave, learning and pay processes. HR Business Partner should check the manager and location before other teams begin their work because those choices shape approvals and operational reporting.

• People. The employee register holds identity, employment status, manager, entity and payroll context.
• Seats. Positions connect job titles, departments, locations and pay grades to planned or filled headcount.
• History. Employment history records dated hires, transfers, compensation changes, leave events and separations.

Decide which legal entity owns each employee and which calendar applies to their pay. Review the existing entity and country values with Payroll Admin before imports. Agree who may edit salary and pay grade, how manager changes are recorded, and which historical dates matter. Use a consistent employee identifier across incoming records so a person’s timesheets, statements and reviews remain attached to the right employee.

Departments carry a cost center and may have a parent department. Locations can be office, remote, field or hybrid and can point to a tax jurisdiction. Map the actual operating structure before loading active workers. A position should have a job title, department and location that match how the company reports headcount. HR Business Partner can then distinguish a vacant position from a missing employee assignment.

Choose one worker who changes manager and one worker who leaves. Review the employee’s current manager, position, entity and status. Record the dated manager change or termination in employment history, including the prior and new manager where relevant. Check that the employee detail and workforce list show the intended current state while the earlier event remains visible. Ask Payroll Admin to confirm that the employee’s calendar and entity still point to the right pay process.

For a new hire, verify the offered position before making the employee record active. The recruiting team should be able to trace the offer to its application, while HR Business Partner can trace the employee to the position and reporting line. Use the same case when rehearsing onboarding and the first pay period.

• Active workforce — Current employees with their entity, employment type, position and manager.
• Contractor workforce — Contractor records with payroll calendar and current status.
• Open positions board — Seats grouped by their planned, open or filled state.

Follow the employee time to pay process and the hire to onboarding process. Agree access before loading sensitive employee data in roles.