New HR Executive Seeking Advice on Assigning Employee ID Numbers – Any Suggestions?

Hi everyone!

I have joined an IT firm as an HR Executive. I want you to assist me in assigning ID numbers to employees. You can let me know any format. I hope to hear from you soon.

Regards,
SABEETA MUSHTAQ

Hi Sabeeta,

Please tell me the details about what you exactly want so that I can help you.

Regards,
Anand

Hi Sabeeta,

I am herewith attaching the format. You can assign e-codes manually. For example, you can start e-codes from 10001.

Reply.

Regards, Anand

Hi,

There are so many ways to prepare the code, but the simplest and most common method is to give them numbers like 101, 102, and so on. Alternatively, you can create codes by using the company's initial letter, followed by the department's initial letter, and then the employee number. However, this approach may lead to confusion when a new employee joins the company.

For example, if the company name is MATRIX and the department is HR, you can create the code as MAT/HR/101 or MATHR102.

Regards,
Priyanka

Hi Sabeetha,

The best way would be as what was suggested by Priyanka, because you have mentioned that yours is an IT company. If it's a small company, then the chances of the company growing are high. Also, it would help you to maintain the headcount, attrition, etc., if you have the employee code in the format of a number. But it's completely under your discretion.

Regards,
Roopa

Hi Sabeetha
It's little easier. It can be done like this
XXX06070045 – this will be the employee's code who will be joining. XXX is the short name of the org, like INFY/WPR/TCS etc. 06 is the month of joining (as we write in the date format), 07 is the year of joining, 0045 in the number allotted to that employee. If its in the month of July, then it will be XXX07070045.
You can decide about the digits to be in the serial no. I have just given you an example of four digits.
Regards
Srinivas.

Hi Sabeeta,

First, you can allot an ID number to current employees according to your convenience, based on the date of joining (in ascending order) of current employees. You can select numeric digits prefixed with alphabets (optional), taking into consideration the size of your organization. For example, in an organization (ABC) with 200 employees, ID numbers can be allotted as <ABC>10001 to <ABC>10200.

Subsequently, new employees will be allocated ID numbers in continuation of that series. The employee who joins first should be assigned the ID number first, and once an ID number is assigned to a particular employee, it cannot be allocated to any other employee in the future.

Regards,
Anuj

Hi Sabeeta,

You can issue ID numbers department-wise as well. For example:

1. Employee in Sales Department ID starts from 1XXXX.
2. Employee in Accounts Department ID starts from 2XXXX.
3. Employee in Service Department ID starts from 3XXXX.
4. Employee in HR Department ID starts from 4XXXX.

You can follow a similar pattern to issue IDs for other departments as well. For instance, if Sunil joins the company as a Sales Representative, his ID will be 10001.

I believe this is a simple and easy method for issuing Employee IDs.

Regards,
Anand

Hi Sabeeta,

I would prefer the format Srinivas put. But I wouldn't put the date of joining the company in the ID. If you are going to use an HR software, it should be easy for you to generate a code by assigning certain parameters like Company ID, department, type of employee (contract, permanent, lease, etc.), M/F, level, etc. So you need to have codes for all the above parameters.

The format could be:
- Company ID: AAA
- Dept ID: 00
- M/F: 1/2
- Emp-type: 00
- Level: 00
- Number: 00000

For a male employee ID - AAA|00|1|00|00|00000
It may look difficult at the beginning, but when you mechanize the HR reporting based on various parameters, it will be easy. Hope you understand my view.

If you need any more info, please feel free to get in touch through sreedhar2005@gmail.com.

Regards,
Sreedharan

Hi Sabeeta,

In case you have various departments, you can assign codes depending on the domain of the department. For example, if you have a Java team, you can use the code "JV" and number it from 001. The name of the company can also be coded. For instance, if the company's name is X Technologies, you can encode it as XJV001. This code can be interpreted as X for the company's name, JV for the Java team, and 001 as the employee code.

I hope this explanation will be helpful to you. Good luck.

Joylyn

Dear friends,

Hi, can anyone help me by providing an article about a dispute settled between workmen and the management? Secondly, what are the requirements for forming a union in the company, and is it mandatory to be associated with outside trade unions?

Regards,
Rajesh

I was laid off in February 2007 and am seeking a good assignment in HR & P&A, preferably in Goa or elsewhere. Kindly assist as needed.

Rajesh Shrivastav

Hi Sabeeta,

Enclosed is the Numero Eleven method by which you can generate an employee number. Hope you will find it useful.

Best regards,
Raj Sekhar

Dear Sabeeta,

I would suggest that you should start the Employee ID Number from a specific number and go by increasing it without reassigning it to anyone in the company. For instance, it is assumed that your company would not exceed 3000 non-officer staff.

Then, consider taking 3000 as a constant for the officer grade and increment onwards. For example:
3001 - Miss. Sabeeta Mushtaq (Managing Director)
3002 - Mr. ____________ (D. M. D.)
3003 - Mrs. ____________
and so on.

For non-officer grade, begin with "0001" and increase in sequence:
0001 - Mr. ___________
0002 - Mr. ____________
0352 - Mr. ____________

I hope this solution solves the problem, or you can draw inspiration from it.

Regards,

Zafar
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