Copyright 2011 - bizagi. OFFBOARDING PROCESS- CONSTRUCTION Bizagi Process Modeler

Copyright 2011 - bizagi OFFBOARDING PROCESS- CONSTRUCTION Bizagi Process Modeler

Contents OFFBOARDING PROCESS- CONSTRUCTION... 1 1. PROCESS MODEL... 3 2. DATA MODEL... 4 2.1Parameter Tables... 5 2.1.1 Access Rights, Exit Interview Questions and Social Security Issues Parameterization... 6 3. DEFINE FORMS... 8 3.1 Create Termination Plan Forms... 8 4. BUSINESS RULES... 10 4.1 Activity Actions... 10 5. PERFORMERS... 14 6. E-MAIL CONFIGURATION... 16 2

1. PROCESS MODEL 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 process begins when an employee is going to leave the company, due to resignation or a company induced termination. It is necessary to evaluate if the termination was voluntary resignation or laid off. If the employee voluntary resigned, his or her boss can create an activity plan to be executed before the employee s departure. Regardless of the reason the employee leaves the company, it is always necessary to perform the Create Termination Plan task, where a Human Resources Analyst must decide what activities are needed to be performed for the employee s departure. Near to the Termination Date. It is necessary to perform different activities: Collect the elements provided by the organization, such as computer, telephone, access cards, etc. Conduct an exit interview. The interview is very important because it provides data for improving working conditions and retaining employees programs, among other things. Remove the employee from the automatic payroll, Health Care Service, etc. Disable or cancel the access rights to the company s information system. To close the process the employee must receive an amount of money that includes unpaid salary, damages and compensation for loss of office and update the payroll. 3

2. DATA MODEL The Business Process entity is Offboarding. It holds information about the departure of employees, such as termination date, type of termination, reason for termination, etc. The entity is related to the Employee Access Rights, Exit Interview, Social Security, Activities before Departure, Legal Documents for Termination and Job Requirements. The relationship between them is one to many. If the Onboarding process template was used for the entry of the future ex-employee, the case of Offboarding will be related to it. That way the Offboarding Process can access information such as access granted to the company s systems and items provided during the Onboarding Process. Employee Access Rights, Exit Interview, Social Security, Legal Documents for Termination and Job Requirements are related to parameter tables. In the activities where these tables are used, information from them is loaded automatically. It is possible to add new records during the life of a case. 4

2.1Parameter Tables The model includes several parameter tables. The Legal documents for Termination entity holds the legal documents that the employee needs to sign. The Social Security entity contains the entities to which the employee must be disenrolled from. The following entities Access Rights, Exit Interview Questions and Social Security Issues contain some records suggested for each case. It is very important that you review and establish the parameterization of all the entities that suits you best. The information held depends on your company and the countries you work in. 5

2.1.1 Access Rights, Exit Interview Questions and Social Security Issues Parameterization It is very important to include in each table the information that the company considers necessary for the departure of the employee. For example in the Exit Interview Questions entity it is necessary to include the questions that your company use for this kind of interview. In the Access Rights entity it is advisable to include the requirements that are generally assigned, such as network user, an email address and the general permissions to folders or servers, contrary to Onboarding, in this case it is necessary to cancel or disable the permissions. The boss can add any other rights to the case that are considered necessary, but are not found in the general list when an Offboarding case has started. To administer these entities in the User Portal these simple instructions: Go to the Admin Menu on the top of the User s Work Portal and click on Entities. Click on the Exit Interview Questions entity, and then click on Add Exit Interview Question. 6

Enter a question. 7

3. DEFINE FORMS The Offboarding Process includes several tables containing information about legal document and employment elements, among other things. To facilitate the handling of information, the process automatically loads information that has been parameterized previously. However it is possible to edit, remove or add additional entries to each of the tables in the activities. 3.1 Create Termination Plan Forms In this activity a Human Resources Analyst must decide the activities needed for the departure of an employee, such as documents that the employee must sign, elements that must be returned, entities where the employee must be removed, etc. The process suggests some records for each case. However, the analyst may find necessary to add additional record. For this reason, two tables are used for each entity: one for the suggested records and another for the records enter by the analyst. For example, the process suggests some documents for the termination, such as a termination agreement, confidentiality agreement, exit medical examination, etc. It is possible to add a new document by clicking on the Add Document link. The new document will be shown in a new table, Additional Document for Termination table. 8

Additional Document for Termination table uses a visibility rule, if the analyst has added at least one new document, the table is displayed. 9

4. BUSINESS RULES 4.1 Activity Actions If the Onboarding process was used for the entry of this employee, it is necessary to load the access granted to the company s system in the Onboarding Process. Thus an On Save expression is used for the Receive Resignation/Termination Letter task. 10

If the entry of the employee was made using the Onboarding Process the access rights granted are loaded from the Onboarding Process, if not, the information is loaded from a parameter table. 11

On the Receive Resignation/Termination Letter task, a Resignation letter is created in pfd format. CONFIDENTIAL Dear [Employees s name] It is with regret that I must inform you that your employment at "Company Name " will be terminated as of [Termination date] for the following reasons: [Termination reasons] Severance payments will be made in accordance with company policy. I recommend that you beg to plan for your future insurance needs because the company will not maintain insurance coverage for you beyond the date of termination. Please arrange to return any company property that is in your possession. Although we regret the situation, this act is compulsory. Respectfully, Human Resources In the following activities, some information is loaded automatically from parameter tables. - Create Termination Plan - Exit Interview The next example has been taken from the Set Exit Interview Questions from the Exit Interview activity. 12

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5. PERFORMERS A Wizard is used to define the Performers in the process. In the fifth step of the Wizard, click on Define Performers The following activities are performed by a Human Resources Analyst Create Termination Plan, Check List to Collect Company Property, and Legal Actions for Termination. 14

The Receive Termination/Resignation Letter activity is performed by the boss of the person that is leaving the company. The Execute Activities before Termination Date is performed by the person who is leaving the company. A psychologist perform the Exit interview task. 15

6. E-MAIL CONFIGURATION The Offboarding process includes several email templates to provide information about the requirements for the departure of the employee. The Project is initialized with the sending of emails enabled, but it does not have the company s customization. It is therefore necessary to configure the SMTP e-mail server that your company uses. In Bizagi Studio, click on the Configuration tab and then on Environment and select the Popular option. Enable the box to send notifications and type the name of the SMTP server and the account from which the emails are to be sent, as shown in the diagram below For further information refer to the following articles Environment Configuration:http://wiki.bizagi.com/en/index.php?title=Environment_Configuration SMTP server: http://wiki.bizagi.com/en/index.php?title=find_smtp_server_in_outlook 16