People and positions

HR Business Partner maintains the employee register and the positions people occupy. An employee belongs to a department and location, reports to another employee and may fill a position tied to a job title and pay grade. This structure gives the team a common starting point when someone moves internally. The Employees page shows workforce distribution by department, an individual employee detail and a filtered register. Those views help HR inspect the current population before changing a person’s record.

A position has its own status and headcount. A requisition refers to a position or job title when a hiring need is opened. A recruiter can see the request alongside the organization that would receive the person. The employee record remains the continuing person record after the recruiting work ends.

• Organization. Departments, job titles and locations supply the context for a position and an employee.
• Position. Position status and headcount show whether a seat is planned, open, filled, frozen or retired.
• History. employment history records a dated hire, promotion, transfer, manager change, compensation change or departure against the employee.

Choose the department and location values that HR will maintain, and confirm how positions relate to job titles and pay grades. Agree who may edit salary and national identity information. HR Business Partner has record entry on employees, employment history and positions; CHRO / VP People has oversight access. Admin can maintain the underlying settings. Review these boundaries with an employee and manager case before the team starts entering live records.

For an internal move, decide when HR records the new position and when the earlier assignment belongs in employment history. Keep the effective date and the from and to details together. A promotion has a different event type from a transfer, even when both change the seat. Use the record to explain the move later, rather than overwriting the employee’s current details without a dated event.

Suppose an active employee in one department applies for an open position in another. HR Business Partner checks the employee’s current position and manager, the new position’s department and status, and the proposed effective date. The recruiter follows the application in the recruiting pipeline. Once the organization confirms the move, HR records the employee’s new position and an employment history transfer with the earlier and new position references. The employee register then shows the current placement while history retains the reason and date of the change.

Also rehearse a position that is frozen and a manager change that takes effect later. The team should be able to identify which record is current, which record states the decision, and who is responsible for the correction if a source detail was entered incorrectly.

• Employees — The employee page shows the current filtered employee population and an individual detail.
• Open internal requisitions — HR can compare an open request with the department and position receiving the person.

Continue to internal recruitment and employee transition.