Need Urgent Help with Assigning Employee IDs for Our Manufacturing Departments!

Dear all,

We are from a manufacturing setup and are a little confused about assigning employee ID or employee codes for all departments. Can anyone provide samples of employee codes or employee ID numbers for a manufacturing setup? I need it urgently as we are arranging for the employee ID cards. Please help me in this regard.

We have the following departments: Accounts, Administration, Production, Purchase, Maintenance, Marketing, Electrical, HR, Despatch, General, etc.

I am expecting a quick reply from someone involved in the same sector. Thank you.

Oh God, what a silly question! Dear, you arrange as per your preference. First, assign a department code like for the HR department, the employee code will be hr0001, hr002, etc. Similarly, for the purchase department, use codes like pur001, pur002, etc. The codes should contain both characters and numbers. Hope this explanation helps you.

I have done it like that previously, but my management wants it different, my dear Rath_Ratikanta.

1) You can take a range of numbers from 100 and allocate the same to your employees based on their date of joining.

2) You can allocate the respective departments with some alphabets/numbers like HR-B/9.

3) You can allocate codes to the different grades followed by the employee number.
For example: Trainee - TR*, Executive - Ex*, Manager - M.

Regards,
Duke

Hi Duke,

If I allocate Trainee, Executive, or Manager differently, what should I do if those employees get promoted frequently? Is it appropriate to reallocate codes? Kindly suggest.

Mr. Vandesh,

I really think the employee code should have the following combination:

Year of Appointment
First Letter of the Department
First Letter of the Employee Name
Serial No. of Job Enrollment as per HR Records

For example, if Mr. Arun was recruited for the Production department in 2009 as the 5th person for that department, then the code will be APR09005 (A - PR - 09 - 005). The addition of the zero in the last 3 digits depends on your company size.

Hi,

See below for the list of abbreviations that correspond to the given categories:
- Accounts: AC001
- Administration: AD001
- Production: PR001
- Purchase: PU001
- Maintenance: MN001
- Marketing: MK001
- Electrical: EL001
- HR: HR001
- Despatch: DS001
- General: GE001

Following the provided list, the abbreviations are easy to identify. If you need further assistance, feel free to reach out.

Best regards,
Pradeep.

You can assign an Employee ID based on their joining date, starting from 0001 or 1000. It should be a four or five-digit series to establish commonality. In case your company decides to implement automation in the future, this approach will facilitate the process seamlessly.

For codes corresponding to different departments, allocate them a two-digit code such as 10, 11, 12, beginning with service departments like Accounts and progressing to Production. The sequence for assigning codes is flexible; you can choose any order as long as departments of the same type are grouped together for easier recall later on.

Vijay Kumar Singh

Dear venhadesh,

What Pradeepullanat had mentioned is fine. Again, there is not much methodology in preparing Employee Codes. Normally, it starts with the company name's diphthongs or the departmental abbreviations. Then, the numbers would start from 0001, 1000, 10000, 10001, etc.

It's a simple one, not a complex one...

Thank you.

I think to maintain uniformity, my company arranges for employees to be assigned codes based on their date of entry, which also affects payroll. The Human Manager Software typically generates the codes as programmed.

My company, Consolidated Breweries (Subsidiary of Heineken International), uses codes regardless of the department. Examples include CB0001, CB0010, CB01053, etc. (Note: "CB" represents Consolidated Breweries).

I hope you find this information useful.

Please start with 110001 onwards in sequential order based on the employee's date of joining. Please also follow the PF numbers according to the date of joining, starting from 1 to .......

Hi all,

Employee Code shall be given based on their dates of joining or seniority basis. It shall not be given department-wise, which would be a complexity one.

In case the company is an old one, give a cut-off date as 1-Apr-10, list out the employees as per their date of joining in sequential manner. Then you can give a code either from 101, 1001, or 10001.

It is suggested to give codification to all employees, though it is a multi-locational company, whether the recruitments take place centrally or not. We should get the data in such a way that the codes are given from one desk based on their respective dates of joining.

Regards,
vsure

Dear Mr. Venhadesh,

I think the employee code should be common for all, but you can differentiate between staff and operators.

For example:

Staff: 1100001
Operator: 5100001
(1 for Staff & 5 for Operators, 10 denotes the joining year)

Thank you.
T.S. Krishna Prasath

For department: First alphabet of your company name followed by the department in 3 letters.
Emp code: First alphabet of your company name + joining number + the year he joins.
Year of establishment of your organization.

If employee code is allocated department-wise, what happens if the employee's department changes tomorrow? Ideally, the employee ID should be a combination of his/her date/year of joining and the serial number entry in the organization.