Employee lifecycle

Employee records hold the person, position, department, location, manager, employer, country, hire date, termination date and employment status. Positions hold the planned seat, job title, department, location, capacity and status. Employment history records effective hire, promotion, transfer, compensation, manager, leave and termination events. This is the operating context behind a workforce snapshot’s population and movement measures.

HR Business Partner (HRBP) owns these records. A current employee view should reflect the latest effective change, while earlier history remains available to explain a past as-of result. A transfer made today does not rewrite the unit assigned for an earlier reporting cut. Agree how department and location changes map to reporting units before comparing those cuts.

• Person. Keep a stable employee identity and the dates that frame employment.
• Seat. Connect the person to the appropriate position, department and location.
• Event. Record the effective lifecycle change with its from and to context.

The employee status may be Active, on leave, Terminated or Rehireable. Employment history identifies the event type and its effective date. A person on leave remains distinct from someone who has terminated; agree the reporting population before interpreting either status as headcount. Requisition and offer records can explain how a planned seat became a hire, but the employee record and history establish the workforce event.

Set the organization, department, location and position definitions first. Decide who records a change, when an effective date becomes authoritative and how an incorrect historical event is corrected. Make the employment population and cutoff rule explicit for every workforce report. The available employee fields include sensitive identity, birth and salary details; give each role only the information required for its work.

The HR Business Partner (HRBP) can manage employees, positions and employment history. CHRO / VP People reads enterprise employee and history records. Recruiter and Hiring Manager have narrower access to employee and position context. An Employee role has own-scope read access to employee information. Review permissions for each reporting cut before using a shared snapshot screen.

Choose a person who transferred after the last snapshot date. Compare the effective transfer history with the employee’s current department and position. The earlier snapshot should remain anchored to its original unit and date. Prepare a new snapshot for the current reporting cut, then inspect whether a new hire or separation count is appropriate. A transfer is an organizational movement; it should not be described as a hire simply because a new department now owns the record.

• Workforce snapshot board — Reporting cuts grouped by their progress through review.
• Published snapshots — Dated results to compare after employee changes.

See Employee movement before Workforce snapshot review.