How Do You Code Employee Data in a New HR System? Seeking Insights on Digit Usage

We are implementing a new consolidated HR system into a group of companies. I would like to know how you code employee data in the master data. Could you provide details on the number of digits used and the meaning of each digit?

Best regards,
Anha

The digit of a numeric value depends on the strength of your company and group companies. What is the attrition rate? How much will be the inflow population?

You can place the first two digits as an alphabet or numeric value for identifying the company, followed by the employee level (managerial level 1, administrative level 2, technical level 3, worker level 4, etc.). Further, as per your employee turnover, you can assign a 5 or 6 digit 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

State-of-the-art HR systems like 'EmpXtrack' make it easy to configure without much codification and with system-generated employee numbers.

Dear Anha,

The digit of a numeric value depends on the strength of your company and group companies. What is the attrition rate? How much will be the inflow population? You can place the first 2 digits as an alphabet or numeric value for identifying the company, followed by the employee level (managerial level 1, administrative level 2, technical level 3, worker level 4, etc.). Based on your employee turnover, you can assign 5 or 6 digits of a numeric value for each employee. The same number can be used for your biometric attendance as well as processing their salary/wages.

Dear Bhashkar,

Thank you. We have 4000 employees and 25 companies. We considered using a company code in the first 2 digits, but we have employee rotation between group companies. In this case, a company code in the employee number means nothing. Now I am thinking to use the following. The first 4 digits are the year and month of enrollment, and the next 4 digits are just consecutive numbers.

Regards.

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.

Employee Coding System for Multiple Companies

For your 25 companies, assign letters from A to Z, rather A to Y. Next, sequence the employees as per their date of joining, like A00001, i.e., A plus 5 digits. First, list all employees in order of seniority, i.e., date of joining, and in the prior column, give 00001. This method should make it easier to keep track of employees with respect to their seniority in the concerned organization.

My company is a small IT company, and we have followed the employee code format as ES000x-mmddyy. The first two alphabetical digits denote the name of the company, followed by four digits representing the serial number of the employee's joining, and then the month, date, and year of joining. It does not disclose the cadre of the employee. Since your company is quite large, you may need to modify it depending on your desired parameters.

Thank you.

Thank you. We have 4,000 employees and 25 companies. We considered using company code in the first two digits, but we have employee rotation between group companies. In this case, the company code in the employee number means nothing. Now I am thinking to use the following: the first four digits are the year and month of enrollment, and the next four digits are just consecutive numbers.

In this case, you must follow a block numbering system, or the number must be allotted by the corporate office centrally. By typing the number itself, the database must show the division of the company. In case of any change, the change must be informed to the code number allotting office so that they can update the data in the corporate office itself. Before transferring the employee from one division to another, all the payment, allowance, and leave details are to be updated, and then it should be transferred to the new division of the company.