Workforce Management Quick Start Guide

Overview

The Workforce Management Schema follows a person-centric design where Employee and Contractor objects serve as the central entities. All other object types either describe the organizational context (Department, Location, Role) or represent resources assigned to people (IT Asset, Software Access, Skills, Certifications).

Who Is This For?

• HR Operations Teams managing employee lifecycle from onboarding through offboarding
• IT Service Managers handling equipment provisioning and access management
• Learning and Development Teams tracking skills and certifications
• Department Managers overseeing team composition and resource planning
• Compliance Officers ensuring certification requirements are met

What You Get

• Complete visibility into what resources each person has
• Rapid offboarding through single-point queries
• Skills gap analysis at department and organization levels
• Compliance tracking for role-based certification requirements
• Asset lifecycle management tied to employment status

Schema Architecture

Object Type Hierarchy

Tier 1 - Organizational Structure:
  Department (contains employees)
  Location (where employees work)
  Role (positions employees fill)

Tier 2 - Competency Definitions:
  Skill (competencies that can be acquired)
  Certification (professional credentials)

Tier 3 - People:
  Employee (full-time/part-time staff)
  Contractor (external consultants)

Tier 4 - Person-Specific Records:
  Employee Skill (skill assignments with proficiency)
  Employee Certification (certification records with dates)
  IT Asset (equipment assigned to person)
  Software Access (application access grants)
  Emergency Contact (emergency information)

Reference Types

Key Object Types

Employee

The Employee object type is the central entity in the Workforce Management schema. Employee records serve as the foundation for the entire employee lifecycle, from onboarding through offboarding, and link to all assigned resources.

Contractor

Contractors have distinct lifecycle management needs including contract end dates, company affiliations, and different access levels. The End Date attribute is critical for triggering offboarding automation.

Employee Certification

Tracks professional certifications with issue dates, expiry dates, and certificate numbers. Enables compliance tracking and renewal management with automated alerting at 90, 60, and 30 days before expiry.

Employee Lifecycle Management

Onboarding Process

1. Employee Record Creation - Create Employee object with Status = Active
2. IT Asset Provisioning - Create IT Asset records for laptop, monitor, peripherals
3. Software Access Provisioning - Create Software Access records based on Role and Department
4. Skills and Certifications - Create Employee Skill records from self-assessment
5. Emergency Contact Collection - Create Emergency Contact record(s)

Offboarding Process

1. Initiate Offboarding - Set Employee Status = Terminated
2. Software Access Revocation - Set Status = Revoked for each access record
3. IT Asset Recovery - Set Status = Available when recovered
4. Data Archival - Archive employee records per retention policy

Useful AQL Queries

Find active employees without department

objectType = "Employee" AND Status = "Active" AND Department is EMPTY

Find certifications expiring in 90 days

objectType = "Employee Certification" AND Status = "Active" AND "Expiry Date" < now(90d) AND "Expiry Date" > now()

Find terminated employees with active access

objectType = "Software Access" AND Status = "Active" AND Employee.Status = "Terminated"

Find assets assigned to terminated employees

objectType = "IT Asset" AND Status = "Assigned" AND "Assigned To".Status = "Terminated"

Find contractors past end date

objectType = "Contractor" AND Status = "Active" AND "End Date" < now()

Best Practices

HRIS Integration

Employee records should sync from your HR system of record (Workday, SAP SuccessFactors, BambooHR):

• Employee ID as the integration key
• One-way sync from HRIS to Assets (HRIS is authoritative)
• Status changes trigger asset/access workflows

Certification Tracking

For role-based certification requirements:

• Define required certifications per role in Role descriptions
• Set up expiry alerts at 90, 60, and 30 days
• Store Certificate Number for verification

Data Privacy (GDPR)

• Emergency contacts deleted immediately upon termination
• Employee core records retained 7 years for legal compliance
• Annual verification prompt for emergency contacts