Workforce records

HR Manager maintains the employee record as the shared starting point for hiring, leave, payroll, performance and training. A person has an employee identifier, hire date, employment type, entity, country, department, position, location, manager and payroll calendar. The position has its own job title, department, location, headcount and status. That distinction helps the team discuss an open seat without treating a candidate as an employee.

An employee can move departments or managers while their identity remains stable. HR Manager records the effective event in employment history, including the former and new position or manager where applicable. People Manager can then review the staff in their area against the current department and position. Payroll Specialist uses the assigned payroll calendar and entity when preparing the next period.

• Employee identity. Check the employee identifier and work email before starting a new record or attaching later transactions.
• Organization. Keep departments, locations, positions and pay grades current so hiring and payroll refer to the same operating structure.
• Lifecycle. Record hire, promotion, transfer, manager change, leave of absence and termination as dated events.

Agree who may edit salary, national identity and employment status, and who can see those values in daily work. Map each entity and country to the right payroll calendar. Define how a person changes position when a department transfer and pay change take effect on different dates. Decide whether a contractor appears in the same reporting population as a full time employee; the employment type can distinguish them.

The Admin sets up the reference records, while HR Manager controls person changes. Review active and retired positions before moving employees into the system. A position marked open does not by itself create a job requisition, so the hiring team should decide when to open one.

Consider a technician who moves from one site to another after completing a controlled training module. HR Manager checks the employee’s new location, department and manager, then records a dated transfer event. Training Coordinator checks the assignment’s organization and site code against the planned work. Payroll Specialist checks the employee’s payroll calendar for the next period. Each owner has a specific record to inspect, rather than relying on an email about the move.

If the manager changes during the transfer, record the former and new manager on the history event. People Manager can verify that the active employee list reflects the current manager. Keep the older event for the audit trail, even when the employee’s current position is updated.

• Active employees — Current staff with their department, position, location and manager for daily follow-up.
• Open requisitions — Seats the hiring team has opened after checking the position structure.

Follow a new hire through recruiting and onboarding. Review recurring manager decisions in leave and time. Use the data model when planning migration.