Boss2966
Industrial Relations
NK SUNDARAM
Soft Skill Trainer / Hr Consultant - India
B K BHATIA
Director Of Company
+2 Others

Dear all,
We are implementing new consolidated HR system into group of companies.
I would like to know how do you code employee code in master data.
How many digits and the meaning of each digits.
Best regards,
Anha
Dear Anha
The Digit of numeric value depends on the strength of your company and Group companies. What is the attrition rate, How much will be inflow population.
You can place first 2 digit alphabet or numeric value for identifying company, followed by employee level (managerial level 1, administrative level 2, technical level 3, worker level 4, etc and further as per your employee turnover you can fix 5 or 6 digit of numeric value for each employee.
The same number can be used for your biometric attendance as well as processing their salary / wages.
Which HR Software are you implementing? Normally, the implementation experts should provide this guidance.
State of the art HR systems like 'EmpXtrack' make it easy to configure without much of codification & with system generated employee numbers.
Dear Bhashkar,
Thank you. We have 4000 employees and 25 companies. We considered using company code in the first 2 digits, but we have employee rotation between group companies, in this case company code in the employee number means nothing. Now I am thinking to use following. First 4 digits are year and month of enrollment, and next 4 digits are just consecutive numbers.
If your alphanumeric number goes beyond 8 or 9 digits, it will be difficult to remember and also one small error may lead to other confusions... For your 25 companies, give A to Z, rather A to Y. next, sequence the employees as per their date of joining like A00001 ie A plus 5 digits. First list all employees in order of senior ie date of joining and in the prior column, give 00001.. It should be easier to keep track of employees with respect to their seniority in the concerned organisation...
Hello,
My company is a small IT company and we have followed the employee code as ES000x-mmddyy where first two alphabetical digits denote name of company followed by 4digits of serial number of joining the employee and then month, date and year of joining. It does not disclose the cadre of the employee. Since your company is quite large one, you may need to modify it depending upon your desired parameters.
In this case, you must follow block numbering system or the Number must be allotted by the corporate office centrally. By typing the number itself the data base must show the division of the company and in case of any change, the chance must be informed to the code number allotting office, so that they can change the data in the corporate office itself.
Before transferring the employee from one division to another, all the payment, allowance, leave details are to be updated and then it should be transferred to the new division of the company.
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