People and organization

An employee record holds the employing entity, country, department, location, position, manager and pay grade. HR Business Partner maintains these relationships so a person moving between teams has an understandable current assignment. The position carries its own job title, location and reporting position. A department can have a parent and a head. The structure gives a payroll reviewer and a hiring team the same answer about where a worker belongs.

• Identity. Capture a stable employee ID, work email, hire date, employment type and current status before dependent records are created.
• Structure. Attach the employee to a position, department, location, manager and pay grade that reflect the approved work arrangement.
• History. Record a dated hire, promotion, transfer, compensation change, manager change, leave of absence, termination or rehire event when the arrangement changes.

Decide which entity employs each worker and which country applies to their record. Review the available legal-entity choices against your own organization before placing a worker on a payroll calendar. Confirm who owns the department and location lists, how managers are assigned and when a position becomes filled or retired. Agree who may see salary and national identification data. Those values deserve narrower access than a team directory.

A security services employer may use departments to distinguish operating teams and office functions. A field worker can have a Field location type. Keep the employee’s home record aligned with the team’s separate work-assignment system.

Take a new hire whose offer has been accepted for an operations position. HR Business Partner confirms that the position is open, its department and location are correct, and the pay grade fits the approved offer. Create the employee with the hiring date, manager and employing entity. Record a Hire event with the effective date and the person who recorded it. Confirm the onboarding checklist refers to this employee before payroll places the worker on a calendar. A later transfer should add a Transfer event with the from and to positions, rather than silently erasing the prior assignment.

For an absence, the employee’s On Leave status can be seen alongside a dated Leave of Absence Start event. On return, record the corresponding return event and review the current manager and position. If employment ends, retain the employee and history records for review while updating the status and termination date.

• Active employees — Current people grouped by entity, department, position and manager for HR review.
• People on leave — The population whose employment status requires an absence follow-up.
• Open positions — Seats the hiring team can review before opening a requisition.

Follow hiring into employment and plan the first operating cycle.