People and positions

An HR Business Partner opens a worker record after a staffing decision and ties it to a department, location, position and manager. The employee ID remains the reference point for leave, pay, reviews and training. A school replacing a departing teacher can keep the position open while the departing employee retains a separate employment history. The position describes the seat; the employee record describes the person occupying it.

The Employees screen groups the workforce by department and opens an individual detail beside the register. Use it to inspect the current population before changing assignments or planning a new hire. The HR Business Partner should agree who maintains department heads, pay grades and reporting lines. A change in a job title or salary should be recorded at the effective date in employment history so a later reviewer can understand the prior arrangement.

Position status distinguishes a planned seat from an open, filled, frozen or retired one. Employment status distinguishes an active person from someone on leave or terminated. Treat those as separate decisions. A teacher returning from leave may still occupy a filled position; a vacant position has no active incumbent by itself.

• Employee register. HR Business Partner checks the person’s status, department, manager and position before changing an employment record. The Employees page shows the same filtered staff population in its department distribution, detail and register.
• Seat and reporting line. Positions record a seat’s job title, location, pay grade and reporting position. An open seat can be prepared for hiring while its related employee record remains separate.
• Effective change. employment history ties a dated promotion, transfer or manager change to the employee. HR Business Partner records prior and new details so the next payroll or review period has a clear reference.

Agree who maintains department heads, position status and the employee’s manager. Match the job title and pay grade to a position before a Recruiter opens a requisition. Give HR Business Partner access to employee and employment history records; reserve wider administration for Admin. Establish how an effective change will be checked against the next pay period.

Take a staff transfer between departments. HR Business Partner opens the employee on the Employees page, checks the current manager and position, then records the transfer with its effective date and new position in employment history. Admin checks that the new seat is the intended one and that the prior position is handled separately. For a second case, try to assign a position with a different location than expected. Resolve that difference before changing the employee record. A later reviewer can follow the employee’s current assignment and the dated change without guessing when the transfer took effect.

• Active Employees — Shows the staff whose employment status is active, with their department, position and manager.
• Open Requisitions — Lets the hiring team check which approved openings have been marked open.

See the related process and the data model for the next handoff.