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Workforce Management Governance Guide

Enterprise governance playbook for workforce data including GDPR compliance, data privacy rules, HR-specific ownership models, certification tracking governance, and access review processes.

📖 20 min read 📋 Governance v1.0 💼 Pro Tier

Data Privacy Compliance

Workforce data governance requires heightened controls due to the sensitive nature of employee personal information. The data in this schema includes personally identifiable information (PII), employment records, certification credentials, and emergency contacts.

GDPR Compliance Framework

Object Type Lawful Basis Justification
Employee Contract performance Necessary for employment relationship
Contractor Contract performance Necessary for engagement relationship
Employee Skill Legitimate interest Workforce planning and development
Employee Certification Legal obligation / Contract Compliance requirements, employment terms
Emergency Contact Legitimate interest Employee safety, duty of care

Data Subject Rights

Right Implementation
Right to Access (Art. 15) Export employee record and related objects on request
Right to Rectification (Art. 16) HR processes update request and corrections
Right to Erasure (Art. 17) Delete after retention period; retain for legal obligations
Right to Data Portability (Art. 20) Export in machine-readable format

Data Retention Policy

Data Type Active Retention Post-Termination
Employee core data During employment 7 years (legal requirement)
Certification records During employment 7 years (compliance)
IT Asset assignments During assignment 3 years (audit)
Software Access logs During access 3 years (security)
Emergency contacts During employment Immediate deletion

Workforce Data Ownership Matrix

Employee Object Type

Aspect Owner Details
Data Steward HR Director Accountable for employee data accuracy and privacy
Source System HRIS Workday, SAP SuccessFactors, BambooHR
Update Authority HR Operations HR processes updates from employees and managers
Archive Authority HR Director + DPO Joint approval for data retention decisions

IT Asset Object Type

Aspect Owner Details
Data Steward IT Asset Manager Accountable for asset inventory accuracy
Source System ITAM system, procurement Asset management systems
Update Authority IT Asset Management Record asset lifecycle events

Data Quality Rules

Employee Data Quality

Rule Validation Priority
Email format valid Standard email regex Critical
Employee ID unique No duplicates in schema Critical
Active employee has Department Status = Active requires Department High
Terminated employee has no Active access Status = Terminated check Critical

Certification Compliance Rules

Rule Validation Priority
Expiry Date calculated correctly Issue Date + Validity Period High
Active certification not expired Expiry Date check Critical
Certificate Number populated For compliance-required certs High

Review Cadences

Weekly Operations

Activity Owner Day
JML operations review HR Operations Lead Monday
Contractor end date review Procurement Tuesday
Access provisioning backlog IT Service Manager Wednesday
Data quality report HR Operations Friday

Monthly Reviews

Activity Owner
Workforce Data Governance Committee HR Director
Certification expiry report L&D Manager
Asset assignment audit IT Asset Manager
Access review preparation IT Security

Quarterly Reviews

Activity Owner
Access certification (privileged) IT Security + Managers
Privacy compliance review DPO
Emergency contact verification HR Operations
Skills assessment cycle L&D + Managers

RACI Matrix for JML Operations

Onboarding (Joiner)

Activity HR Ops Manager IT Service L&D
Employee record creation R C I I
IT asset provisioning I C R I
Software access provisioning I A R I
Skills assessment C C I R

Legend: R = Responsible, A = Accountable, C = Consulted, I = Informed

Offboarding (Leaver)

Activity HR Ops Manager IT Service IT Security
Termination notification R A I I
Status change to Terminated R I I I
Software access revocation I I R A
IT asset recovery I C R I
Emergency contact deletion R I I I

Governance Checklist

Weekly (30 min)

  • Review JML pipeline status
  • Check contractor end dates approaching
  • Clear access provisioning backlog
  • Run data quality checks

Monthly (2 hours)

  • Run certification expiry report
  • Skills coverage analysis
  • Asset assignment audit
  • Prepare access review lists

Quarterly (Half day)

  • Complete access certification
  • Privacy compliance review
  • Emergency contact verification
  • Department data validation
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