Organization and employee records

An organization is easiest to understand when its people and seats agree. The employee record identifies the current department, position, location and manager. Departments carry a parent relationship, while positions carry their own reporting relationship. Together those references give the people team a way to inspect both the employee chain and the intended position structure.

The Employees page starts with workforce distribution by department, then keeps the filtered register and employee detail close to the same population. HR Business Partner can follow a person from the register into their current position and manager. CHRO / VP People can review the structure across teams without changing source records.

• People. Keep employee identity, employment type and status on the employee record.
• Organization. Maintain department parents and position reporting links alongside the manager on each employee.
• History. Record a manager change, transfer or promotion as a dated employment history event.

Agree who maintains a department and who may change a reporting line. A department head is a person reference; a position’s reporting line points to another position. Those answers can differ during vacancies or a move. Decide which relationship the team will use for a specific question before drawing conclusions from a span count.

Settle the handling of employees marked Active, on leave, Terminated and Rehireable. A status filter changes the workforce population shown on the Employees page. Agree the cutoff for a department review and the approach to people whose position or manager has just changed.

Take an employee moving from one department to another. Check the current employee detail, the destination position and its reports to link. Record the Transfer event with its effective date and from and to position. Then inspect the filtered register and the manager references for the affected employees. A prior employment event should remain available to explain why the current structure changed.

Repeat with a manager change that leaves the position intact. That case checks whether the team is relying on Employees.Manager or Positions.reports to for its day-to-day answer. Review the result with the HR Business Partner before sharing a manager span report.

• Active employee register — Check the current person, department, position and manager in the Employees page.
• Employee status board — Compare active, on-leave and rehireable people without mixing their statuses.
• Open positions — Review planned and unfilled seats against the current employee assignments.

See the hiring and reporting process and prepare implementation.