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Employee Records

Fabio Cerullo

I'm thinking about the best way to have a system in place where we could host all employee details and also manage user access requests in a single HR database.

For example: Employee A joins the company and the hiring manager submits an issue with all relevant details including the user access requests (e.g. user needs access to systems X & Y). Then issues are generated to relevant system owners so that user gets access to system X & Y.

HR needs to look at the trail of events and also all the employee records such as an HR database. We also need to be able to submit additional user requests for that particular user which I believe JSM could be used for that.

My question is, is it possible to have a central HR database where all employee records are hosted and handle requests that affect those records? What is the best strategy to implement this? We have JIRA, Confluence and JSM at the moment.

Thanks
Fabio

Comments

Prabhu Palanisamy {Onward}

HI @Fabio Cerullo - Here are some high-level thoughts that you can consider for your requirements.

System of Records - This is your HRIS system. Serves as the source of truth for employee records, organizational data, and other HR-related information.
System of Work and Collaboration - JSM.
Manages tasks, approvals, and inter-departmental activities. Provides a self-service and Support portal for the organization.
System of Content/Knowledge - Confluence. Acts as the central repository for HR policies, orientation materials, and other knowledge assets.

Integrations:

HRIS -> JSM: Realtime or near realtime integration will automate HR workflows such as onboarding, offboarding requests. Based on your requirements, you can pull relevant HR fields and map them to custom fields or request types within JSM.
Assets in JSM: This is a great feature to import all the HR related datasets. Employee data (Name, Manager, title, start date etc), Organization data (Department, Cost Center, Group) and then link to hardware/software and other assignments.

When you have the above, you will be able to accomplish your use cases. e.g when an employee opens a request, you will be able to get all the details about the employee from Assets and based on the request you can pull/push data to HRIS from JSM.

Hope this helps.

Fabio Cerullo

hi @Prabhu Palanisamy _Onward_ thanks for your response.

Is it possible to have an HRIS system in Atlassian (either JIRA, Confluence or JSM)?

Prabhu Palanisamy {Onward}

Building an HRIS native to JSM is a complex activity and I'd not recommend doing it. Depending on the size of your organization and region there are several HRIS apps that you can choose from. I'd suggest taking a look at those apps before building anything custom.

Lisa Forstberg_o85gu4

Hi @Fabio Cerullo

Question is if you have Jira Service management premium? Premium is bundled with Assets which is exactly what you describe; a database within Jira :-) Here you can create and design your own HR database and link objects (employee records) to issues in Jira (events)

Look into if your company have an AD /User directory of some sort. It can be google workspace, Entra ID (aka Azure AD), Okta. Also your company might use Jamf, Intune or Snipe for storing accesses, licenses, devices etc. These sources tend to also have an "employee record".

So the risk is that you will have all these different databases with similar data in them. Instead of duplicating the information use addons on the marketplace to sync the data (on an interval of your choice) from different sources into Assets so they can be used in the employee events in Jira.

all the best

Lisa

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