The HR team site, private to the HR team, is set up to contain information about each employee. This includes employee documents such as contracts and passport images, as well as employee attributes such as date hired, manager, job title, department, and mobile phone number.
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.
When a new item is added to the Employees list, a folder in this document library is created for the employee’s documents to be managed. 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.
Microsoft 365 Active Directory (AD) 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 Active Directory 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 AD so that HR staff do not need to manually coordinate with IT staff each change to employees’ attributes.