Offboarding Process. Bizagi Suite

Transcription

1 Offboarding Process Bizagi Suite

2 Offboarding Process 2 Table of Contents Offboarding Process... 3 Process Elements... 6 Receive Resignation/ Termination Letter... 6 Voluntary Resignation?... 8 Create Termination Plan... 8 Execute Activities before Termination Date Wait for Termination Date Check list to collect company property Exit Interview Remove /Disable User from Company s IS Legal Actions for Termination Create Termination Pay Update Payroll Performers... 23

3 Offboarding Process 3 Offboarding Process Version: 1.0 Author: Bizagi Process Modeler The departure of an employee within a company is a natural process of the employee's work cycle. This can be caused either by the employee s resignation or a company induced termination and generates a lot of work for the Human Resources Area. Bizagi offers a new template called the Offboarding Process to assist companies in this process. The process helps the Human Resources Area to execute all the activities needed for the departure of an employee, such as stopping payroll, benefits and security access, and collecting the company s property, etc. The Offboarding Process can be expensive and time consuming whereby it is necessary to coordinate different people inside and outside the organization. For this reason the process includes a to-do list that aids the Human Resources Area in performing the activities at the appropriate time. It is very important to efficiently offboard employees; a good departure process will avoid legal problems and maintain a good image of the company.

4 Offboarding Process 4 Objectives The Employee Termination process aims to help the departure of an employee. The process focuses on helping the different areas involved in the Offboarding process to perform the activities at the appropriate time so the company can avoid legal problems and cost overruns by not performing the activities at the appropriate time. Automation Scope Bizagi s Employee Termination Process is designed to help the departure of employees. The process begins when a boss receives a resignation or decides to dismiss an employee. It continues until the employee has received his or her termination pay. The process covers: Remove or disable access permissions to folders, servers, etc. Manage the disenrollment of the employee from different entities. Create a Severance Package for the employee. Collect the company s property. Global Forms 1. Name: Offboarding_Global_Form : Global Form

5 Offboarding Process 5 Prototype:

6 Offboarding Process 6 Process Elements Receive Resignation/ Termination Letter Each time that an employee leaves the company or his/her contract must be terminated, a new case of Offboarding needs to be created. The first activity of the process is Receive the Resignation/Termination Letter. This is performed by the employee s boss. It is necessary to include the reason for termination, termination date and resignation letter (if applicable). If it is a voluntary resignation the boss can create an activity plan to be executed for the employee before his or her departure. If it is a company induced termination the boss can edit a template of the Termination Letter. Allocations Condition Always A Head of a department that needs to create a new case of offboarding Forms 1. Name: frm_receive_resignation/_termination_letter : Principal Activity Form

7 Offboarding Process 7 Prototype: Actions Type On Enter Sets Case Creator as current assigned and Date of Request as today. On Save Generates the Termination Letter Template, the letter will be available on the form to be edited by the boss. On Save If the Onboarding process was used for the entry of the future ex-employee, the two cases are related. That way the Offboarding Process can access information such as access granted to the

8 Offboarding Process 8 company s systems and items provided during the onboarding process. On Enter Sets the access rights that need to be canceled or disabled. If the process is related to Onboarding, the information is loaded, if not the information is loaded from a parameter table. Voluntary Resignation? The gateway validates the type of termination and decides what the next activities to be performed are. Gateways Resignation /Laid Off: No matter for what reason the employee leaves the company, the Human Resources area needs to manage the activities for the employee s departure, for this reason, it is always necessary to perform the Create Termination Plan task. Resignation: If the employee voluntarily resigned, his or her boss can create an activity plan to do before departure. If it is the case, the process continues with the Execute Activities Before Termination Date task. Create Termination Plan When an employee leaves the company it is necessary to perform different activities in different areas. A Human Resources analyst must decide what activities are needed to be performed. For example the analyst can choose the entities to which the employee must be disenrolled from. Finally, if the company offers a severance package to the employee, the analyst must create it.

9 Offboarding Process 9 Allocations Condition Always An analyst from the Human Resources Area Notify assignment Yes Forms 1. Name: frm_create_termination_plan : Principal activity form

10 Offboarding Process 10 Prototype:

11 Offboarding Process 11 Actions Type On Enter Sets the Social Security Issues that need to be managed for the employee s exit. On Enter On Enter On Exit Sets the legal documents needed for the contract termination. Sets the Company properties. If the process is related to Onboarding, the information is loaded from the onboarding data model, if not the information is loaded from a parameter table. Removes the Social Security Issues that were not selected. Execute Activities before Termination Date If the boss has created an Activity Plan for the employee s departure in the Receive Resignation/ Termination Letter task, the employee must complete all the activities before the termination date. The task includes a check list where the employee marks each activity after it has been performed. Allocations Condition Always The employee who is leaving the company Notify assignment Yes

12 Offboarding Process 12 Forms 1. Name: frm_execute_activities_before_termination_date : Principal Activity Form Prototype: Wait for Termination Date A timer event is set to wait for the Termination Date to perform the next activities. Check list to collect company property Before the employee leaves the company, he or she should return all the elements provided by the organization, such as computer, access cards, phone, etc. The activity includes a check list to assist in the process.

13 Offboarding Process 13 Allocations Condition Always Human Resources Analyst Notify assignment Yes Forms 1. Name: frm_check_list_to_collect_company_property : Principal activity form

14 Offboarding Process 14 Prototype: Exit Interview The exit interview is conducted by a psychologist of the Human Resources area. The exit interview is conducted to gather data for improving working conditions and retaining employees. The process suggests some questions about work environment, workload, job satisfaction, frustrations and feedback concerning company policies or procedures.

15 Offboarding Process 15 Allocations Condition Always A Psychologist of the Human Resources Area. Notify assignment Yes Forms 1. Name: frm_exit_interview : Principal Activity Form

16 Offboarding Process 16 Prototype: Actions Type On Enter Sets the Exit Interview Questions Remove /Disable User from Company s IS When an employee leaves the company, it is necessary to disable or cancel the access rights to company s information.

17 Offboarding Process 17 An IT Analyst must perform each of the activities proposed in the to-do list included in the activity form. Allocations Condition Always IT Analyst or Assistant Notify assignment Yes Forms 1. Name: frm_remove_disable_user : Principal Activity Form Prototype:

18 Offboarding Process 18 Legal Actions for Termination When an employee leaves the company, it is necessary to perform some further actions, for example remove the employee from the automatic payroll, Health Care Service, etc. Additionally the form includes a to-do list with some proposed documents needed for terminating the contract, such as a termination agreement, confidentiality agreement, exit medical examination, etc. Allocations Condition Human Resources Analyst Notify assignment Yes Forms 1. Name: frm_legal_actions_for_termination : Principal Activity Form Prototype:

19 Offboarding Process 19

20 Offboarding Process 20 Create Termination Pay When an employee leaves the company he/she receives an amount of money that includes unpaid salary, damages, compensation for loss of office and the provision of a non-cash benefit after termination. This pay is due immediately or soon after the employment ends. Allocations Condition Accounting Assistant Notify assignment Yes Forms 1. Name: frm_create_termination_pay : Activity Principal Form Prototype:

21 Offboarding Process 21 Notifications Recipients subject body Boss Offboarding Good day reported on Process completion of the case The offboarding process <CaseLink> for<termination.employee.fullname> has been successfully completed. Best Regards Human Resources Team

22 Offboarding Process 22 Update Payroll It is necessary to update the payroll after the departure of the employee. Implementation WebService

23 Offboarding Process 23 Performers Employee's Boss (Role) The boss of the employee who is leaving the company. Human Resources Analyst (Role) The person who belongs to the Human Resources area, he or she must lead the offboarding process. Employee (Role) The person who is leaving the company. IT Administrator (Role) The administrator of the IT area. Accounting Assistant (Role) A person from the accounting area.