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1. Departments, Teams and Sub-teams

Codes should be stable, short and unique within the agreed scope. Names can be refined later, but codes should not be casually reused because they form part of Position IDs and may be referenced in historical records. Department and team master tables with independent codes Example: department and team masters with independent codes. Organisation to department to team to sub-team mapping example Example: organisation → department → team → sub-team mapping. “00 / -” is used where no sub-team is required.

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2. Positions: Defining Position Name, Position Title and Level

Naming rule

Position Titles may be function-specific and the same title may appear at different levels. Use the Level / Grade - not the title - as the company-wide indicator of seniority.

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3. Forming Position ID

A Position ID should identify the seat, not the employee. A recommended fixed-format structure based on the uploaded workbook is:
  • Use fixed-width codes so that leading zeros remain meaningful and IDs are easy to scan.
  • The serial number identifies the individual seat when more than one position exists with the same organisation, department, team, sub-team and grade combination.
  • Never place employee name, employee ID, joining year or current manager name inside the Position ID.
  • Once a Position ID has historical usage, prefer end-dating/deactivating it rather than recycling it for a different structural seat.

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4. Handling Multiple Positions at the Same Level

Multiple positions at the same level are allowed and are often necessary. The level indicates comparable organisational seniority; the position name, title, function and serial number distinguish the seats. Likewise, the same Position Title may also appear at different levels when the roles differ in experience, scope or accountability. Example showing one CEO position at L91 and multiple CXO positions at L90 Example: one CEO at L91 and multiple CXO positions at L90. Each CXO seat has a different Position ID. Example showing multiple VP and other positions inside the Sales team, each with its own serial number Example: multiple L80 VP positions and multiple L70/L60 positions inside the same Sales team. Each seat is independently identified by its serial number.

Important

If the business needs three identical Sales Executive seats, create three positions (for example, serial 001, 002 and 003). Do not place three employees into one Position ID.

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5. Reports To — Building the Org Chain

Reports To should define the primary operational reporting chain between positions. It should remain stable even when employees change.