People and positions

HR Business Partner records each employee against a department, location, position, manager and payroll calendar. The employee status tells the team whether a person is active, on leave or no longer employed. Position status separately tells HR whether a seat is planned, open, filled, frozen or retired. That distinction matters when a worker changes jobs while the original seat remains available.

• Source record. Keep the employee identifier, current position and department linked.
• Decision point. HR Business Partner checks the effective date and old and new position before updating Employees.
• Outcome. Retain employment history with the prior manager, position and salary.

A location change and a position change are different decisions. Review the effective date, old and new position, manager and salary in employment history before changing the employee record. Departments can have a parent and a head; positions can report to other positions. Keep both chains current so an open position and the person eventually filling it appear in the right part of the organization.

Agree which HR Business Partner changes employee assignments and when Admin updates reference records. Reconcile department, location, position and manager links before importing employees. Set a historical cutoff for dated change events.

Use a transfer from one department to another as the rehearsal. Confirm the employee stays the same person, the earlier position and manager remain in the history, and the new department and position appear on the current record. Check that a frozen destination seat is not treated as an open seat. The CHRO / VP People should be able to review the employee population without editing the underlying transaction.

The team should compare the source and outcome records rather than relying on a status label alone. The next owner can then see what changed, when it took effect and which record to investigate if a detail disagrees. Keep an exception visible until its owner resolves it.

Before the first change, reconcile the employee identifier with the existing worker record. Check that a person assigned to a position is counted in the expected department and location. A manager link points to another employee; a position reporting line points to another position. Review both before publishing an organization view. When a person leaves, the employment event and current status should agree on the effective date, while earlier events stay in the history.

• Active employees — Employees with current department, location, position and manager links.
• Open positions — Seats available for a new assignment.

Follow employee changes and recruitment and hiring.