The Employee Master Database (EMD) helps keep all employee information in one place. It’s designed to make employee records easier to manage, ensure consistency across systems, and maintain accurate and traceable data throughout an employee’s tenure in the company.
EMD manages records of employees, including essential details such as personal information, employment history, and related company data. It consolidates each employee’s personal and professional details—covering items like full name, address, birthdate, employment start and end dates, job title, and company assignment. This ensures that critical employee data is centralized, structured, and easily accessible for HR, operations, and reporting needs.
The EMD is organized into three main sections: the VA Personal Records (VA-P), Employee Employment Records (EE-R) and the Cohort & Employee Assignment Forms (EE-C).
- The VA Personal Records (VA-P) display a list of all individuals’ personal and static information, with options to search, add, view, update, disable, and reactivate records.
- The Employee Employment Records (EE-R) display a list of active and inactive employment records, with options to search, add, view, update, and disable employee employment entries.
- Cohort & Employee Assigned Forms (EE-C) display a list of VA teams and employee team assignments, with options to search, add, view, and update team memberships.
- Employee Compensation & Employment Type Management Main View displays a list of employee compensation records and employment type classifications. It provides options to search, add, view, update, and disable compensation entries, as well as manage employment type categories.
- Date Exception Report module generates a list of records where employee dates (e.g., employment start and end date, assignment date, cohort assignment start/end date) contain exceptions or inconsistencies. It provides options to export exception reports for further analysis. This module helps administrators quickly identify and resolve discrepancies in employee timelines, ensuring compliance and data accuracy across HR systems.
- Employee Reports & Analytics module displays a list of employee-related reports and analytics, with options to generate and export data. It includes key reports such as the Employee Master List and Employee Growth, providing insights into workforce composition, expansion trends, and organizational demographics. This module supports HR teams in monitoring employee records, tracking growth patterns, and making data-driven decisions.
Who are the Users of the EMD?
EMD Users are members of VA’s Human Resources (HR) department. These users are responsible for managing employee records, onboarding, offboarding, and contract-related HR documentation.
Access to EMD is restricted to authorized HR personnel only.
Refer to the user permissions page for details of access control.
When is EMD used?
EMD is used whenever VA engages with a new employee, changes occur in an existing employment contract, or an employee disengages from VA. All such changes must be entered in the EMD to ensure accurate and up-to-date employee records.
Examples of usage include:
- New hire onboarding and contract creation
- Updates to employee roles, responsibilities, or compensation
- Recording contract amendments or extensions
- Documenting employee resignations or terminations
Why does EMD exist? (Why is it so important?)
EMD acts as the central and official repository of all employee contracts, HR-related agreements, and critical employee data across the VA group of companies. It is designed to manage detailed employee records, including cohort assignments, compensation, and growth tracking, ensuring a comprehensive view of each employee’s journey within the organization.