People and positions

The employee record is the point of reference for leave, time, pay, reviews and learning. HR Business Partner maintains the employee’s identifier, work email, hire date, employment type, department, location, manager, position and pay grade. The Employees page lets the team inspect workforce distribution by department and then open an individual employee detail from the same filtered population.

Positions represent seats. Each position links a job title, department, location, pay grade and reporting position. Its headcount and status tell HR whether that seat is planned, open, filled, frozen or retired. A pay grade carries the currency and the minimum, midpoint and maximum salary. That gives the owner a concrete range to inspect when reviewing an offer or compensation change.

• Organization. Departments have codes, parent departments, cost centers and department heads; locations identify office, remote, field or hybrid work.
• Position. Job titles and pay grades describe the seat separately from the employee assigned to it.
• Employee history. Employment History records a dated hire, promotion, transfer, compensation change, manager change, leave of absence or termination.

A department move should be understandable from both the current employee detail and the dated history. For example, when an employee transfers from one department’s open position into another, HR records the effective date, previous and new position, relevant manager and recorder in Employment History. The team can inspect the resulting employee assignment without losing the event that explains it.

Agree the employee identifier, department code, position code and grade code before importing people. Decide who maintains the department tree and which HR Business Partner can change employee assignments. Set a review practice for pay grade edits because the grade range is consulted during offer review. Map the country, entity, currency and location values to the agency’s actual organization before loading employees.

Take a position marked Open in an agency department, with a job title and pay grade attached. Assign the selected worker through the employee record, then record the hire or transfer in Employment History. Check that the employee detail shows the intended department, position, manager and grade. Inspect the earlier history and the position’s current status. If the proposed compensation exceeds the range, route the case to the person responsible for the exception before accepting it.

• Active employee register — A filtered register of active people with department, position, grade and manager visible together.
• Positions to fill — Open positions grouped around the seat, job title and department the team needs to staff.
• Employees — Workforce distribution by department and an individual employee detail from the live register.

Follow recruitment into the employee record and review employee changes.