The Employee Master Database (EMD) keeps 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 Vertaccount.
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. This ensures that critical employee data is centralized, structured, and easily accessible for HR, operations, and reporting needs.
EMD is organized into sections to make information easier to find and update. Grouping data like personal details, employment history, team assignment and compensation information helps keep records clear and consistent.
| Sections | Description | Actions |
|---|---|---|
| VA Personal Records (VA-P) | This module contains the employee’s personal information. It is the first module completed by HR during the onboarding process. | When an employee is onboarded, HR encodes their basic information such as legal name, birthdate, age, gender, address, contact details, and emergency contact. A profile picture is also uploaded for visibility. |
| Employee Employment Records (EE-R) | This module contains the employee’s employment information for Vertaccount. It is also where HR encodes government‑issued identification details into the system. | Employment information such as employee ID, start date, company, shift, and work arrangement is encoded after completing the VA‑P entry. Government‑issued IDs such as BIR, SSS, PhilHealth, and Pag‑IBIG are also recorded here. |
| Cohort Management (EE-C) | In this module, we manage all teams and sub‑teams within the Vertaccount organization. | New teams or sub‑teams are created in this module. It is also where we manage teams in cases of mergers, transfers, or dissolution. |
| Employee Assignment (EE-A) | This module manages how employees are assigned to teams and outlines their specific roles within the Vertaccount organization. | Employees are assigned to their respective teams in this section and designated as either members or leaders. This is also where updates for team transfers or additional team assignments are managed. |
| Employee Compensation & Employment Type Management | This module manages an employee’s job title and compensation package. It also tracks promotion, regularization, and other salary adjustments. The data maintained here is used to generate employee growth reports, providing insights into career progression and compensation development within Vertaccount. | In this module, we encode the employee’s job title and employment type. The employee’s compensation package—including basic pay, de minimis benefits, allowances, and other compensation—is also recorded here. In addition, we update employee records when there are regularizations, promotions, or salary adjustments. |
| Date Exception Report | This module is where we can generate 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 | This 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, Company Directory 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 Vertaccount’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 Vertaccount engages with a new employee, changes occur in an existing employment contract, or an employee disengages from Vertaccount. 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 Vertaccount 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.