People records

The Employees page gives HR Business Partner a department distribution, an employee detail and the live register drawn from the same population. Begin with the employee identifier, work email, hire date, employment type and status. Then place the person in a department, location, position, pay grade, payroll calendar and reporting line. The choices matter downstream: recruiting opens seats against positions, pay runs follow calendars, and managers need a clear reporting line when leave and timesheets arrive.

A position is the seat, while an employee is the person occupying it. Job titles define family, level and exempt status; pay grades carry a dated salary band. Departments have parent departments, cost centers and a head. Locations carry country and tax-jurisdiction links. Agree which team maintains each reference before loading employees. A manager change or transfer should be dated in employment history so today’s register can be read alongside the path that led there.

• Organization. Admin maintains departments, locations, titles, positions and pay grades so HR can assign people to valid seats.
• Employee. HR Business Partner maintains the person, employment type, active status, manager and current assignment.
• History. A hire, promotion, transfer, pay change, leave of absence, return or termination receives an effective date and the old and new details that apply.

Choose employee identifiers and the legal entity and currency values used in the register. Decide who can see salary and national identity data, and check that an ordinary Employee account cannot edit another person’s record. Map imported positions to departments and locations before importing people. A position with no matching department or a person with the wrong payroll calendar creates downstream cleanup at the first pay cutoff.

For a transferred worker, record the new position and manager with the effective date. Keep the prior salary and manager on the history event. If the transfer is future dated, compare the event date with the register before changing today’s assignment. HR Business Partner should make the change; CHRO / VP People reviews the resulting workforce picture.

Take a worker moving from one department to another. Verify the original employee identifier stays the same, the position and manager in the register reflect the agreed effective date, and the history row retains the former and new values. Open the Employees page and compare the department distribution with the employee detail. Then check the pay grade and calendar before the next payroll period. A corrected effective date should be reviewed with payroll because an earlier pay run may already have used the former assignment.

• Active employee register — Current people by department, position and manager for daily HR work.
• Workforce status board — Active, on-leave and rehireable employees grouped by status.

Follow requisition to employee when a new worker joins, then time to pay for the first operating period.