Employee information management (born HR)

Our Employee Information Management solution includes an SharePoint team site, private to the HR team, set up to contain employee information that is managed by the HR team. This includes employee-specific documents such as passport image, CV and employment contract, as well as employee attributes such as date hired, manager, department, and contact information. Employee attributes can be set up to synchronize with Entra ID (aka Azure Active Directory) so that the HR team can be assured that user attributes are published to Microsoft 365 profiles without needing to liaise with the IT department.

The Employees list contains employee attributes such as date hired, manager, job title and so on. As part of the employee onboarding process, a new record is added to the Employees list automatically, after which the HR team will maintain this information until the employee is offboarded. The use of a SharePoint list provides features like versioning, and easy customization. Selected columns from the Employees list can be synchronized to the People Directory that is accessible to everyone.

The People Directory list provides a mobile-friendly way to find employee contact information quickly. The list is typically set up on the main intranet site and selected data from the Employees list on the HR site is synchronized to it. Each item in the People Directory list is displayed as a card, with the full list filtering capabilities enabled. 

When a new item is added to the Employees list, a folder in this document library is created in which to manage the employee’s documents. At the same time, a link to the folder (see Docs column above) is updated on the Employees list so that the folder can be navigated to quickly from the list.

Azure Entra ID (aka Azure Active Directory) is where information about employees, such as job title, manager, department, and mobile phone, would normally be managed by a Microsoft 365 administrator in coordination with HR staff.

Our HR system however provides the capability to establish a synchronization process between employee information (maintained in the Employees list) with Entra ID user attributes. For example, it is possible for HR staff to maintain job title, manager, and other employee attributes - and have this automatically synced to Entra ID so that HR staff do not need to manually coordinate with IT staff each change to employees’ attributes.